## **Minutes of Spiral Annual General** ## **Spiral Office** ## **Meeting 25[th] July 2024 1.30 pm to 2.30 pm** **Attendees – Alan Brown OBE Chair, Maryann Liddle CEO, Alan Culley Trustee, Anne – Marie Bainbridge Trustee, Luke McGill, Accountant, Joanne Ashbridge Finance Manager, Lynda Kyle, Staff, Dave Stewart, Staff, Sol Valistar, Staff.** **Apologies – Margaret O’Brien Secretary** **1. Maryann, the CEO, opened the meeting and thanked everyone for their attendance.** **2. Alan updated the meeting on the previous year's performance** ## • We have continued to develop our services over the past 12 months ## • Preventing the Effects Carlilse and Eden 59 YP referred in for emotional coaching support - 60 YP accessed drop – ins, 10 of these accessed the service twice and 5 accessed the service 3 time - 75 YP were referred from 2 schools over the last 12 months ## • Peer Community Allerdale and Copeland 32 YP accessed the emotional coaching service 22 YP accessed the drop- in service from 1 school over 4 months ## • Podcasts - 4 Podcasts were produced and uploaded onto SPIRAL’S U tube account which attracted 122 views ## • Parent Support We supported parents in Carlilse x 3 and Allerdale x 1 through our volunteer program. ## • Volunteers 2 x Volunteers were recruited and trained to offer emotional coaching in Carlilse 1. Our services continue to be in demand and more funding is needed to increase service delivery over a wider area. 2. Our research findings were turned into flyers advertising our services. 3. We have secured and moved into an office suite, fit for purpose which will offer us the chance to provide better services. 4. We have recruited a member of staff to deliver workshops. 5. We have appointed a Trustee Secretary. 6. We have recruited a Trustee Treasurer who has a specific skill in fund raising. 7. Our Business Plan includes developing and advertising the cost of our services, which we can share with other organisations. 8. We need to recruit a further Trustee due to a resignation. I would like to thank Maryann for her firm leadership in taking the Charity forward in such a powerful way, despite carrying out office moves, recruitment and training and all the other pressures which arrive on her desk. I would also like to thank the staff for their unwavering delivery of SPIRAL services. Finally for those volunteers and Trustees who offer their time and skills Thank you. ## 3. **Finance report from Luke McGill,** - Income from the previous year was £66k, an increase of £14k from the previous year. - Main spending from account was on salaries. - One area of concern was the cost of the telephone service, which has tripled. Maryann advised we are tied into a contract until 2026. The reason for the increase is because all employees now have work phones. ## **Action** - **Maryann and Treasurer to review telephone contract in 2025.** - The current bank balance is a healthy £31.4 k with a reserve of £18k. - Jo Ashbridge raised the issue of our reserves and advised that we should consider investing the sum in a high interest account for the long term ## **Action - Joanne, Luke and our Treasurer to consider how best to invest in this reserve, discuss with the CEO and make a recommendation to the Board of Trustees. ASAP** - Another area of costs needing reviewed was Yu Life staff support scheme which is not being used. ## **Action – Maryann and Treasurer to review costs and usage of this service to cancel if it is not cost effective.** - Jo raised the issue of Banking services and how previous issues with Barclays had led us to consider changing banks. We do not believe we are getting the best service i.e.; they will not even allow us to have a Bank Debit Card. ## **Action – It was agreed that the accountancy team and Treasurer should review our bank service with consideration of moving the service to another provider. ASAP** ## 4. **Election of Trustee Treasurer** - Alan Culley Trustee has agreed to accept the responsibility as Treasurer for the Charity. The appointment was unanimously agreed by the Trustees and Charity CEO ## **Action – Maryann on behalf of the Charity to arrange with our accountancy team and the bank to support this appointment. ASAP** 5. A general discussion then took place on the future development of the charity. How we might best exploit our new accommodation. 1. Maryann led the discussion, - Dave is developing a training package which we can use with schools. Using different approaches to managing bullying within their organisation’s. How to monitor and evaluate effectiveness. - Lynda focuses 1:1s on Bully proofing young people using resilience building and the golden rule. - Sol and Maryann are developing a project called **“listen”** which will be a film based using young people we have worked with. This will be about Anti- bullying which will relate to young people. **Action –** Anne - Marie has a contact in the film industry who can help, and she will put Sol in touch with them. ASAP **Action –** Alan Culley has experience working with young people in acting sessions and will offer support to Sol and others in this area. 2. Maryann finished the discussion stating, - We need to ensure all our projects finish on a high. - We need to engage with the media and publish our successes. - Marketing is central to our future success. Alan on behalf of the Board of Trustees thanked all present for their attendance and for the work completed to date. The AGM was followed by a successful launch of our new office suite. There were in the region of 30- 40 visitors from other charities and organisation’s. The event finished at 5.30 Charity No. 1179662 Unit 1, Tun House, Old Brewery Residences, Bridge Lane, Carlilse, CA2 5SR CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Spiral- prevenling the effecls of bullying On accounts for the year ended 04 December2023 Charity no lif any) 1179662 Set out on pages I report lo the Iruslees on my examination oflhe accounts of the above charilyllhe Trusl") lor Ihe year ended 0411212023. Responsibilitles and As the ch8frty Iruslees of Ihe Trust, you a￿ ￿sponsible for the preparation basis of report of the accounts in accordance with the requiremenls of the Charities Act 2011 Ilhe Act.). I report in respect ol my examination of the Trust's accounls carried oul under seelion 145 01 the 2011 A¢1 and in carrying out my exainin81ion, I have followed the applicable Direction5 given by Ihe Charily Commission under s8clion 14515llbl ol the Act. I h8ve Completed my examination. l confirm that no malert81 mallers have colne lo my allenlion in connection with the examlnalion which gives me cause lo believe that in, any material ￿Spect.. accounting re¢orrJs were nol kept in accordance with section 130 01 the Act or the accounts do not accord wilh the accounting ￿cordS Independent examinarfs statement I have no concems and have come across no olher mallers in connection with the ex8minalion lo which attention should be drawn In order lo enable a proper undefslanding of the accounts lo be ￿aChed. Signed: Date: 11 Nam&: Jackle Fisher Relevant professional qualificationlsl or body lif any): Addre$$: Chartesville, Slalion Hill Wiglon Cumbria CA7 9BW Section B Disclosure Only complete if Ihe examiner needs lo highlight matters of concem (see CC32, Independent examination of charily accounts.. diieclions and guwjance for examiner51. IER October 2018 GI￿ here brfef details of any items that the exarnlner WIS￿$ to dSsclose. NONE October 2018 (HARIIY (OMMISSIQN lok INGiAND AND WALIS Spiral Prevènting the Effects of Bullying 1179662 Recei ts and ments accounts CC16a For the perlod from sth De¢ernber 2022 4(h December 2023 To Section A Receipts and payments Unrestricted funds Restricted funds 10 Iho nèarest È Endowincnt funds to the nèai95t £ Total funds Last year lo the neaiost lo Ihg near￿1 £ tothè nearest £ A1 Recel ts I,ODO 12.ODO Cuiiibia Community Fourthiion Co-op Lcul Cofflmuniiy Fund Hadfielit ¢#¥rity FrAn￿S Scoll Trust DoDaiions Te5co CommuDity Grants Qumtyiia Youtn Allrance N31ional Loitery Avtsrds for Cumbiia County Council Fvndraising 12.000 2.387 12.000 2,387 4,ODD 5.000 220 1.000 12.902 30,717 5,000 316 1,000 13,902 30,717 96 589 13.683 1S.359 5.650 9D4 tota ross income or AR) 1,000 65.226 66,226 52.280 sset an see table nvestmen sa e5, tota rotal receipts 66.228 52.280 A3Pa ments In5ur3nce Resoufknes -ouiilancy Fees Superyision Costs t)BS ¢heck5 Venue HITe Siaff Toining Rep311S gnu MaiDlen3nce Salaries Reni Subscriptions Telethone & Iniemei 146 486 146 4B6 855 1.725 36 156 334 fiOD 52.585 1,2DO 523 1.854 60.600 146 7SS 530 855 1.725 36 156 334 320 600 52.585 1.300 43,107 1,355 523 54 Sub total 1,681 58,919 46.894 A4 Asset and Inve5trnènt Sub total Total payments 1,681 58,979 60,600 46.894 Met of receipts/{payménts) A5 Tran5foTS he￿een funds A6 Cash funds last year end Cash funds this year end 680 6,307 5,627 5,386 ,562 31,189 268 30.921 5,386 CCXX Rl accounts ISSI 24107Q024 Section B Statement of assets and liabilities at the end of the period Unrestricted funds io ne8¢ost E Restrlcted funds to noarosi £ Endowmont funds to DTrarost £ 81 Cash funds 30.921 Total cash lund5 268 30,921 Unrestrlcted lunds Restrl¢ted funds Endowment funds io neaiest £ Doiails io nearest É to ne&re51 £ Fund to ¥ihl¢h •M•f b•1 Coit loptlonall Curr¢ni ¥Jlyo Details B3 Investment a8Set8 . Z•40 Fund io which aJs•l b•lon Curtsnl vilue Details B4 As8e18 rotalned for th8 charity's own use Fund 10 Vihich relates Arnount due Wlion duft Dotails 85 Liabilities Slgned by one or tsvo Iruslees on behalf ol all the Irusle•s Dale ol val Signalure Print Name CCXX R2 Issi 2410712024 SPIRAL Prewonllnfl l*icp LllfTrC.'Iti ni aiillyliiv Spiral- Preventirlg the Ellectives ol Bullying First Floor. Fred Bear Carpets Ltd Towef Court. I West Tower Sireet Carlisle. Cumbria CA3 8QT 01228 642641 115 Iliilci1171brl www.spiralcaTli51e.corn Charity Number 1179662 RESERVES POLICY- updated 4th December 2023 Charitable status requires organisations to spend income on charitable objectives and not build up funds for a rainy day. However, the Charity Commi55ion does recommend that to maintain financial stability all charities should hold reserves at a level to cover any unforeseen circumstances that might arise and to ensure that Spiral's core activity can continue, or to retain funds for planned specific projects. At Spiral we consider that.. In the event of event of permanent closure, we would need enough reserves to cover staff redundancies and comply with current employment legislation. This is currently £2,505.00. If we had to close temporarily due to natural disaster, or move due to building i¥orks etc, we would need 3 months to find alternative accommodation. To cover this period, we consider that we need to hold three months operational expenditure, to include rent, staff wa8es, insurance, supplies etc. This is calculated based on the average expenditure of the previous year's accounts. Total expenditure for year to 4 December 20223 _ £60,599.96 of which 3 months is calculated a5 £15,150.00 (rounded to £15,500.00) The total Reserves Policy is calculated 35 £18,005.00 Irounded to £18,000.001. The Committee will review and amend the actual Reserves held annually and update accordin81y. Spiral will retain £18,000.00 within its Barclay's Bank as its reserve and shall account for this within its accounting records as a separate item. This policy was adopted at the Committee Meeting and AGM ofspiral held on l > be reviewed annually. Thiswill Name.. Signed Date Chairperson