ROSIES RAINBOW PANTRY AGM 5 JUNE 2024
AGENDA
WELCOME – Teas and Coffees
We are holding this AGM in The Hub which will form part of the location for our annual fundraising ball 1 Feb 2024 – Hollywood!!!
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PRESENT / APOLOGIES - Non trustees present to introduce themselves.
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Review of the last 12 months:
May 2023 – Three Peak Challenge completed by Megan, Ellis, Sam and Mark £1214
August 2023 – DWM Golf Society raised over £600 throughout the season.
Sept 2023 – Earlsdon RFC head shave £1765
Jan 2024 – Rosie’s Masquerade Ball 2024 £5657
Jan 2024 – Mark took on Dry Jan! £725
March 2024 – Golf Day postponed until August 2024
March 2024 – Ellis Ultra White-Collar Boxing £240
April 2024 – Cruz Canines Tooth Gems!
May 2024 – Ben Thompson completed the Rob Burrows Leeds Marathon £790
May 2024 – Martin Rush (Cheil Construction) completed 100mile cycle from London to Leeds £1490
Thank you to all those who have supported!
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OBJECTIVES – To provide food shops for families with children who are receiving end of life care at home, hospice, or hospital around the UK. Since May 2023, we have helped 50 families!
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FINANCE – Income and Expenditure, Carried over funds.
Acc 6115 and 5506 £6464
Acc 6115 and 5506 £7417
0 Carried Over funds however we have only used £952 of the holding balance which is over £70K
Items to Consider:
- After the first shop, should we issue an E Voucher (Gift Pay Express) send the customer an email, customer can decide where to spend although we can control this (limit the shops available to just supermarkets)
The reason for this is the availability of trustees to do an online shop – we all have day jobs, families, and other commitments so this would be a quicker and easier way. This also allows the customer to choose what foods they buy. Supermarkets also offer a wide variety of items such as school uniform, clothes, sanitary products etc. A need they may not have (or want to) make us aware of. This will also help use some of our funds more effectively as we have a high balance. With this is mind…
- We need to consider a Reserve Policy (this is the minimum to keep the charity running if no donations were received. This would include insurance, Just Giving Fees. We could calculate the shops on an average cost per shop, 2x referrals per week x52 weeks.
The reason for this is The Charity Commission do not like charities to hold large amounts of reserve funds in their accounts.
- Banking – currently we have a complex signing mandate (both to sign) which requires two signatories on the account to authorise payments. With the number of referrals, we have plus event expenses this is unsustainable.
A plan to remove the To Sign but still have 2-3 signatories on the account. This will allow us to apply for a Debit Card. I have previously attempted to apply for a Barclaycard previously but again, due to the complex signing mandate, this proved difficult. Each signatory can have a card, we can apply restrictions to the card e.g. no cash withdrawals, no gambling merchants etc. The card details can be saved on the Tesco Delivery website and used to purchase items for events and pay invoices if needed. All transactions will be listed on a Spreadsheet which we can have available on Drop Box meaning everyone can have access and view.
Nobody should be using their personal accounts to purchase anything or pay for items we need as a charity. This has been made clear by Barclays Bank.
- Trustees – Is there anyone present who would like to step down? Or voted back in?
If you do wish to be voted back in, please advise 1,2 or 3 years.
New Trustees? – Show of hands to approve any new trustees