# **Peterborough Soup Kitchen** # **Minutes of AGM Wednesday 30th September 2020 7 30 pm Virtual Meeting on Zoom due to Covid-19 Pandemic** ## **Zoom meeting 741 4989 6358 Password 657321** **----- Start of picture text -----**
AGENDA ITEM
Prior to the meeting starting, PSK members need to vote on a change to
the PSK Constitution, to allow for a virtual AGM. The amendment is as
follows:
10 (2 ) “The annual general meeting can be held in the form of a virtual
conference where it is not possible to hold a face to face meeting”.
Poll for 100%
1 Welcome
This is our first virtual AGM. Hopefully we will be able to have the next one
face to face. This will be a short meeting.
2
Minutes of meeting 10th Apr 2019
Approved Poll 100%
3 Chairman’s report
Good evening to all our PSK members and welcome to our very first virtual
AGM. It is with some regret that we are not able to meet you in person, however
I think you will understand considering the current pandemic control measures
needed. The slides and talking points in this AGM tonight are a look back 2019
although I think you will all agree the events of 2020 have eclipsed the previous
year.
I have highlighted a few memorable points from 2019 for you to read:
 The PSK have been approved as Chartered Institute of Environmental
Health training provider. This allows the PSK to offer our members free of
charge the required Food Safety training. There were various training
dates planned in 2019 and we are looking forward to returning to
delivering more training in 2021 in a Covid-19 secure way.
 In December the PSK were asked to move to a new location due to
development work of Queensgate centre. You may remember we moved
from Bright Street (behind the Brewery Tap) to Broke Street briefly
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Committee minutes 1 before moving once again to Wellington Street. - As a food business operator within a charity the PSK have undergone our Food Hygiene Inspection on the 17[th] July 2019. The food hygiene rating reflects the standards of food hygiene found by the local authority. The PSK have received the highest rating “5” Very Good. **Peterborough Soup Kitchen** 5 Rock Road New England Peterborough PE1 3BU Thank you to all our volunteers who made this possible. - The Penny Appeal came to an evening serving in December with a Pop-up marquee and gave out clothes etc. We were also supported by Morgan Sindall engineers who gave us £720 and helped serving. We served turkey and Christmas cake. - Thank you to Kevin Dawson for his work giving many talks throughout the year to interested groups helping raise interest and support for the Soup Kitchen. - Our Previous Chairman, Ian Davies received a Civic Award at the town Hall for his work with PSK. Well done Ian… - We have received many food donations throughout the year, and we have supported other charities with our excess food. Thank you to all our sponsors, partners and the general public for all their support in 2019. That leaves me just to thank all our volunteers for their continued support, you have made a real difference for the homeless and disadvantaged in Peterborough. Poll accepting report 100% 4 Treasurer’s report Started the year with £63,800, ended with £69,300 **Donations £33292 include** Churches, Companies, Schools, Individuals, social groups, JG and Paypal donors £9967 JG Committee minutes 2 £8000 from Pret a Manger for 2020 groceries (we recvd £5173 for 2019) Landys & Gyr of Market Deeping gave us £2500. They said this money could go towards 2 years’ worth of storage. **Fundraising raised £400** selling light wands and collecting tins at the Christmas Lights switch on at Peterborough 1, Van Haag. ## **Payments** **Rent** is £157.92 per month **Fundraising** cost is £18 per month for JG membership **Client support** was the sleeping bags. As it was so cold we bought 50 sleeping bags costing around £1100. £720 was used from a donation raised by a family in memory of someone who had died sleeping rough – we thought that would be appropriate use of the funds. **Repairs/cleaning also includes kitchen equipment** £5607 included waste collection and cleaning around £130 a month. We bought a new freezer and a glass fronted fridge. Around £3000. We also bought a catering size oven, but this was funded by Burghley Family Trust £500 **Travel/vehicle costs** include taxis for collecting food from Pret a Manger £620. **Premises costs** include storage £92 per 4 weekly and key cutting. We served over 13600 clients in 2019, averaging 40 per night. Average cost per client 1.85 Poll accepting report 100% 5 Appointment of auditors I’d like to thank Trevor French of Joynson’s Accountants for again certifying our accounts for free. Treasurer proposed that Trevor French be re-appointed to certify the accounts next year. Poll for 100% 6 Membership Secretary’s report The Peterborough Soup Kitchen currently has 194 members, this is up 5 from last year. Included in this are currently 16 volunteers on the Waiting list (completed applications and waiting for permanent team places) and 12 volunteers on the permanent reserves (people who cannot commit to one particular team). We still have 4 companies that field a team or part of a team. Turner and Townsend – ½ Team 8 Ikea and Help Systems alternate for Team 23 Committee minutes 3 Western Union – Team 24 Since the last AGM we have had 45 new members and 40 people leave. This may seem like a lot but some of it was updates on some teams’ current members. It is important for all teams to let us know if they “acquire” new members so that they are covered by our insurance policy. We have also had 1 request for an application form and also 1 request from a summer camp from Peterborough, Ontario, Canada. This is quite low as we normally get around 10 offers of help from Canada each year. 25 non PSK members wanted to help over Christmas 2019, but unfortunately we were unable to use any of them as most were only being available on Christmas Day, and we had plenty of cover for the other days over the festive period. Christmas of 2019 was one of the best for the past few years in regards teams going out as we only had one team completely step down. In 2019, 115 teams have needed extra 171 volunteers. ## **Facts and Figures** Of the current 194 members 57 are male (down 1) and 137 are female (up 6) this equates to Males 30% and Females 70% 186 or 95% are on email (this makes membership communication a lot cheaper and quicker) Members that have joined in the past 5 years have the following average ages… Males 42 and females 43, with the youngest being 20 and the oldest being 78 Currently 2020 has proved to be challenging. The bulk of our clients have been in hotels for the majority of this year. With PSK making up breakfast bags each day and lunch bags on Friday to Sunday, and considering social distancing, we have had to re-think the way our teams work. We have also had to form 2 new teams. Team 29 make up the lunch for Saturday and breakfast for Sunday, whilst Team 30 make up the lunch bags for Friday. The usual teams (1 to 28) with the exception of our Sunday teams (7,14,21 and 28) have been going in each day to make the breakfast bags, and Sunday teams have been in to make up lunch for Sunday and breakfast for Monday. Each team has worked with reduced numbers to conform with social distancing. The problem with this is that some of our volunteers may not have been out with PSK since the lockdown started, and we run the risk of them becoming disinterested and potentially leaving. Also, around 15% of our members have stepped back to self-isolate due to either shielding a vulnerable person in their household, or because they themselves are vulnerable. Whenever we get a plan in place to serve clients again, I will be contacting all members to ensure we have cover in place to do it. Committee minutes 4 **----- Start of picture text -----**
7 Election of Officers
Poll for
Poll against
Chair Ian Barber re-elect 100%
Company Secretary Kevin Dawson re-elect 100%
Treasurer (Elaine Stapleford standing down)
I have a nomination from Nigel Evenett who is a very capable person with
experience in charity accounting. I’ve really enjoyed my time at the kitchen
and wish everyone well in the future - which is a great unknown at the moment
Nigel Everett elect 100%
Membership Secretary Richard Pike re-elect 100%
Committee Members
John Freeman – Stock re-elect 100%
Anna Cannizzaro – standing down
New nominees:
Maxine Drake Trustee elect 100%
Meeting closed at 8 pm
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Committee minutes 5 PETERBOROUGH SOUP KITCHEN RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31 DECEMBER 2020 Balances as at 1 January 2020 Bank current account Bank deposit account Virgin Money Cash in hand 31961.39 19406.11 18023.56 69391.06 Receipts Donations Gift Aid Fundraising Bank interest 47049.81 110.29 113.64 47273.74 116664.80 Less Payments Rent and rates Fund raising Food and disposable crockery etc. Postage, slalionery and telephone Repairs and renewals Travelling expenses and vehicle costs Premises costs Training Miscellaneous and website Insurance 1895.04 216.00 16118.91 1172.73 2864.76 5425.86 397.92 50.00 144.58 530.24 28816.04 Closing balances a8 at 31 December 2020 87848.76 Represented by-. Bank current account Bank deposit account Virgin Money Cash in hand 37750.17 31986.40 18112.19 87848.76 We have examined the books, vouches and other information supplied by the Pelerborough Soup Kitchen lor the year ended 31 December 2020 and certify that the above Receipts and Payments account is a true and correct summary of their activities 02 March 2021 JOYNSON & Co 89a High Street Market Deeping Peterborough PE6 8ED Joynson & Co. 89a High Street Market Deeping Peterborough PE6 8ED Tel. 01778 346706 Fax. 01778 380020 Accountants T. J. French F.M.A.A.T. 03 March 2021 Our Rel: TJFI S0053 Mr N Evenett Peterborough Soup Kitchen 9 Stanley Road Pelerborough PE1 1SZ Dear Nigel Please find enclosed 4 ￿rtifIed copies of your accounts for the year ended 31 December 2020. Please arrange lo collect your books and papers from our offices at your convenience. Yours sincerely Joynson & Co