Bucks Uniformed Youth (Charity Number 1183685) Annual General Meeting and Report 2019/2020
Bucks Uniformed Youth
(Charity Number 1183685)
Annual General Meeting
Thursday 21[st] January 2021 at 7.30pm via Zoom*
Agenda
1. Welcome
2. Apologies for Absence
3. Election of Chair
4. Election of Vice-Chair, Secretary, Treasurer, Communications Officer and Transport Officer & Chaplain
5. Minutes of the Last Annual General Meeting on 17[th] July, 2019
6. Reports & Accounts (1[st] April 2019 - 31[st] March 2020
7. Approval of Minutes & Acceptance of Audited Accounts
8. Appointment of Auditor & Setting Level of Fees
9. Re-appointment of President, Vice-Presidents & Trustees
10. Members’ Resolutions (if any)
11. Any Other Business
Bucks Uniformed Youth AGM Zoom Meeting Invitation and Instructions:
Topic: Bucks Uniformed Youth AGM Time: Jan 21, 2021 07:30 PM Greenwich Mean Time
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Bucks Uniformed Youth
(Charity Number 1183685)
Minutes of the Annual General Meeting held on 17[th] July 2019 at Buckinghamshire
Fire & Rescue Headquarters, Aylesbury
Present: President - Peter Kara; Chair - John Williams; Vice Chair - Jerry Davies; Secretary - Rex Stevens; Treasurer - Joe Bradshaw; Trustees, Representatives of Member Organisations and Supporters & Guests
1. Welcome:
John Williams opened the Meeting, welcomed everyone and thanked them for attending
2. Apologies for Absence:
Rex Stevens informed the Meeting of those who had sent their apologies
3. Election of Chair, Vice-Chair, Secretary and Treasurer:
Peter Kara proposed that the current post holders in their current respective roles be reappointed and these were seconded and approved en-bloc by the Meeting
4. Minutes of the Last Annual General Meeting
The Meeting approved the Minutes of the previous Annual General Meeting held on 23[rd] October 2018
5. Reports & Accounts (1[st] April 2018 - 31[st] March 2019)
Reports by the Chair, Secretary, Treasurer and Auditor together with the Accounts for this period were circulated and briefly commented on
6. Approval of Reports & Acceptance of Accounts
These were unanimously approved and accepted
7. Re- Appointment of Auditor & Setting Level of Fees
The Chair proposed and the Secretary seconded the re-appointment of Joe Sale as Auditor and authorisation of the Trustees to set his fees which the Meeting unanimously approved
8. Re-appointment of Trustees
The Meeting re-appointed John Williams, Rex Stevens, Joe Bradshaw, Sheila Beales, Steve Elcock, Dave Foster, Karen Johnson, Phill Mould, James Palin, Hilary Walker, Simon Williams & Kim Woods as Trustees of Bucks Uniformed Youth
9. Members’ Resolutions (if any)
[There was none]
10. Any Other Business
[There was none]
Chair’s Report
It’s my pleasure to summit this report for the year ending 31[st] March 2020 - obviously this has since been a very demanding year for everyone and in particular our youth of Buckinghamshire.
However, some good news for BUY in that I have to report that the Chairman and Committee have managed to get a huge amount of money - with the help of His Honour Judge Sheridan DL - to help save the Scout HQ on the Bedgrove Estate in Aylesbury. This will ensure that future Scouts Cubs and others will be able to use it for generations to come.
I can also report that BUY has been very helpful in saving a ex regular Army soldier from going to prison.
And I’m glad to announce that Buckinghamshire Uniform Youth has purchased another Minibus - hopefully this will be used for many years.
I would also like to thank Phill Mould at the Fire Brigade Headquarters for the fantastic support he has given to the Charity.
In closing I must mention the Secretary, Treasurer and Communications Officer for their dedication and hard work though these very difficult and challenging times.
15[th] November, 2020
John Williams
Secretary’s Report
This first full Report year of Bucks Uniformed Youth (and 6 months of it as a charity) has seen the organisation continue to develop and better achieve its aims.
The appointment of 2 Vice-Presidents and the establishing of 3 Groups - Finance & Fundraising (led by the Treasurer); Communications (led by the Communications Officer); and Transport (led by the Transport Officer) - has enabled key areas of BUY’s ongoing operation to be addressed and taken forward. Their activity is reflected separately elsewhere in this Annual Report.
One particular aspect of these Groups is their unique composition of volunteers drawn not only from representatives of Member organisations but also representatives from BUY’s Supporters - Aylesbury Town Council, Chiltern Hundreds Rotary Club & Total Carbide. Maintaining recognised involvement in the local community and simultaneously playing an integral role in the voluntary youth sector in Buckinghamshire and Milton Keynes has been fulfilled through this interaction.
Continued membership of Community Impact Bucks throughout the Report year and particularly since the onset of COVID-19 in its closing weeks, via its regular bulletins, has been really beneficial especially in providing up-to-date information to BUY member organisations as changes in Government regulations occurred (which have been extended to to-day).
Regular events that BUY have participated in, such as the BUY Village at the Bucks County Show, Council Remembrance and Carol Services, have kept its presence in the public eye.
Finally, I would like to put on record BUY’s appreciation of all the support it has received from everyone, including financial grants, expertise, and - most of all - their unstinting commitment to what it is able to do for uniformed young people in Buckinghamshire & Milton Keynes.
Rex Stevens 18[th] September, 2020.
Treasurer’s Report for the Year Ending 31[st] March 2020
Once again it gives me great pleasure to deliver the Treasurer’s report for BUY for FY 2019/20. I hope that the healthy balance sheet that I am presenting shows that our income and expenditure are in a very good state and that we can look forward to the new year – whatever it throws at us and have sufficient funds to survive. You will note that the majority of our expenditure during the year was spent on the running and maintenance of the minibus. Whilst a number of donations were received to directly support the minibus my view is that they were not sufficient and once again we have had to rely on the generosity of His Honour Judge Sheridan who made arrangements for BUY to receive donations from Thames Valley Police through their “Proceeds of Crime” programme.
I would like to explain that a donation of £460 was incorrectly sent to the BUY bank account by Thames Valley Police. The funds should have gone directly to the Aylesbury Vale Motor Project. Once I was alerted to the error I immediately transferred the funds to their bank account. I have shown this as a “grant” on the balance sheet.
At the end of the year the value of our fixed assets was shown as £18.000 being the value of the minibus following depreciation. This is an estimated figure as we are awaiting a revised valuation from Motts; once this is received we will amend the balance sheet to reflect this. We are also considering adding the “Tacograph” that was purchased in the last financial year as a fixed asset
Given that there had been a recommendation towards the end of the financial year that we tried to raise additional funds to purchase the Air Training Corps minibus I approached His Honour Judge Sheridan to see if he could help us to find the additional funds. He was able to help us immediately and a number of donations were received by the end of the financial year.
Whilst we have a healthy bank balance and we are in a good position to purchase the additional vehicle we will have to work doubly hard to ensure that we can raise sufficient funds to maintain, tax, MOT and insure 2 vehicles in the year ahead.
Mr Joe Bradshaw MVO
Treasurer
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Comms Officer Report
The website designing began with planning a basic website on paper, thinking about what type of website would show the hard work that Bucks Uniformed Youth does. Researching into different website designers that will help bring in ideas for it. Constructing a domain name which is easy to navigate and relatable to BUY. Then starting to design a website from scratch, seeing what looks best and many different changes and improvements made along the way. Taking into consideration of other members ideas, for example, themes, colours, and tabs etc.
Then the creation of email addresses for each BUY member to use and include on website complying with GDPR and website designer regulations. This also helped keep emails in one place and not on personal email address.
Hopefully will be looking into setting up social media soon.
Charlotte Jones May 20, 2020
Supporters
This has been an extraordinary year for all of us and I am particularly grateful to all the adults who supervise and all the students and young people who continue to support their uniformed groups within the County. The minibus continues to be used which is very welcome news and I am also pleased to say that the court have been able to award £20,000 to BUY to assist the Scout group save the hut in Bedgrove. It is vitally important that we all do our best to stay safe and I look to our uniformed youth to assist in supporting their neighbours be they elderly or vulnerable and I know you will more than live up to the challenge.
I hope in the course of the coming year to be able to visit your member organisations and of course the court will do what it can to assist supporting all of you with funding.
With my very best wishes to you all,
HHJ Francis Sheridan D.L. 30[th] October, 2020
Aylesbury Town Council
On behalf of the Mayor and Aylesbury Town Council, we would like to thank the committee of Bucks Uniformed Youth for giving us the platform to share and ask for support from the services that are represented across the County. These are for our numerous events, both civic and community, that are organised and require the assistance of our local uniformed youth. We hope that this gives many of these young people to platform and experience to expand and develop their skills and community engagement.
We would also like to thank the committee for their ongoing support and we hope this will continue for many years to come.
Sue Carpenter
PA to the Mayor & Town Clerk