Nations Together Annual General Meeting minutes
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Meeting Title
Date: 16 [th] October Meeting Time: Meeting Location:
2021 10:40am – 12:40
2, Fleetgate, Barton
Meeting called Laura Cox - Secretary
by
Type of meeting Annual General Meeting
Facilitator Maxine Phillips - Chair
Note taker Laura Cox - Secretary
Timekeeper Laura Cox
Attendees Keith Williamson, Lucy McLachlan, Beverley Towle,
Maxine Phillips, Laura Cox, Upendo Saruni (part of
meeting)
Virtually: Emma Williamson, Nadiah Spencer (part of
meeting)
Apologies/Non-Attendance: Mark Donnison, Dawn
Donnison
Agenda Topic 1: Welcome & Housekeeping
Presenter Chair - MP
Discussion Welcome & Housekeeping
Conclusions N/A
Action Items Person Deadline
Responsible
Action item 1 Presenter Name Date |
time
Action item 2 Presenter Name Date |
time
Agenda Topic 2: Matters Arising
Presenter Matters Arising
Discussion Upendo Saruni is joining the committee as a
member, all agreed it would be good to have some
younger ideas on board. Upendo was welcomed.
Callie Child has been a supporter of our charity for a
number of years and discussed becoming a member
on the board, however at this moment she feels she
would not be able to commit to it but is happy to
support with attending/supporting fundraising
events and raising awareness.
Fortnightly reports have been few and far between
due to the center being closed for most of the year
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Nations Together Annual General Meeting minutes
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due to Covid 19.
New facebook/Instagram page needs to be
established for regular updates.
Conclusions See below
Action Items Person Deadline
Responsible
Action item 1: Opening of a new bank Laura Cox N/A
account is still ongoing and will be
discussed later in the meeting.
Action 2: LC said that she will make sure Laura Cox Fortnight
she forwards all future Fortnightly reports ly
sent over from Tanzania on a timely
basis.
Action 3: LM to set new Lucy McLachlan ASAP
facebook/instagram up as soon as
possible.
Agenda Topic 3: Overview of 2020/21
Presenter Laura Cox
Discussion Please refer to the attached Annual report for 20/21
for further details.
Update on opening a bank account was given which
has been quite a challenge. The main problem has
been that as part of the application documents
needed to be submitted, various documents have
been taken to local branches in Brigg and Barton
and attached to the application number. However,
these documents were never received at the
department for new accounts. Lloyds then closed
the application.
Fundraising:
BT discussed discussing with her boy’s football time
ways to raise funds, BT going to action this.
Upendo Saruni shared her upcoming Activity
Challenge which will be held on the 29 [th of] October
’21. Upendo and 5 other young people will be
attempting to complete 25 activities in just 12
hours.
LC talked about hosting an 80’s night at her and
KW’s house, this will take place on the 11 [th] [ of]
December
Report was read out from the Manager in Tanzania,
Grace Masawe. This led to discussion about stolen
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## Nations Together Annual General Meeting minutes
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goods from the center.
A tribute to the following people was given who
have sadly and tragically died over the past year:
Fadihalia and Kedemi were two of our service users,
both with complex needs and health issues and
sadly lost their lives due to Malaria and pneumonia.
Modesta was a much-loved member of our team and
she
Conclusions Action 1: BT & MP both said that compensation
should reflect the hours that have been spent in
attempting to open a bank account over the past
year. MP suggested compensation at £14 per hour.
Action Item 2: Fundraising continues.
Action Item 3: Report by Mama Grace was discussed
and what wasn’t mentioned was that 2 Laptops and
radios have been stolen from the center in Tanzania.
A discussion took place on prevention of this
happening in the future. It was felt that security is
an option, LC explained that Maasai warriors are
used everywhere in Tanzania to act as watchman
and a deterrent. It was agreed that LC would ask the
team in Tanzania to look at the cost of a day
watchman for 7 days per week, nights not included.
MP suggested weighing up the risk against the cost
of a Maasai salary.
Action Items Person Deadline
Responsible
Action Items 1: Laura Cox On going
LC has raised a formal complaint with
Lloyds and was guided to ask for
compensation and the process for
opening a new account has begun.
Agenda Topic 4: Financial Report
Presenter Keith Williamson & Emma Williamson
Discussion A discussion took place on how we can access more
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## Nations Together Annual General Meeting minutes
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funds on a monthly basis to ensure that we have
enough funds to cover outgoings and to start
building on the charity land.
BT also talked about contacting the Duke of
Edinburgh Awards team. BT to contact her school to
see if they would be interested in supporting our
cause.
EW suggested contacting the Brownies and Guides
to see if they would be interested or able to support
MP suggested that all trustees and members set up
a Facebook birthday fundraiser when it is their
birthdays as a way to bring in funds. MP recently did
this for her birthday. Thanks Maxine.
Conclusions Please refer to report for 20/21 which shows
financial information depicting funds incoming and
outgoing, and where funds are from.
Action Items Person Deadline
Responsible
Action item 1: Beverley Towle On going
BT asked for everyone to encourage more
people to set up monthly sponsorship this
is minimum effort with maximum effect.
BT also contacting Duke of Edinburgh
organisers based at her school
Lucy McLachlan
LM offered to contact local Guides and
Brownie groups
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Agenda Topic 5: Trustee posts
Presenter Maxine Phillips
Discussion Current post holders stepped down from positions
Re-election of post holders was held
A speech from the re-elected Chair was given. MP
felt that the charity had done extraordinarily well
through difficult times during the Covid 19
pandemic. MP also felt that a huge thank you
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## Nations Together Annual General Meeting minutes
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should be given to Gudilla Mworia who gifted to the
charity use of premises in Tanzania on a very
relaxed basis due to the pandemic and gifted to us
months of not paying rent, she hoped there would
be no payment gaps in the future.
MP also want to acknowledge the great work of the
staff team in Tanzania without whom the project
could not exist.
MP thanked everyone for their good work over the
past year and asked us to look to the future with
new enthusiasm.
Conclusions The following people stepped down from their
Trustee positions:
Chair – Maxine Phillips
Treasurer – Keith Williamson
Secretary – Laura Cox
A new vote took place and the following people
agreed to continue their positions.
Chair – Maxine Phillips – Proposed by Beverley Towle
Seconded by Keith
Williamson
Treasurer – Keith Williamson – Proposed by Laura
Cox
Seconded by
Emma Williamson
Secretary – Laura Cox – Proposed by Lucy McLachlan
Seconded by Beverley
Towle
Action Items Person Deadline
Responsible
Although Nations Together Charity Maxine Phillips On going
constitution states we have a minimum of
5 Trustees, it was decided as a temporary
measure to continue with three trustees
for the next year whilst the objective of
opening a charity bank account is
fulfilled. All trustees and members
present agreed.
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**Agenda Topic 6: Parliamentary Officer Report**
## Nations Together Annual General Meeting minutes
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Presenter Maxine Phillips
Discussion Parliamentarian Report
Conclusions MP continues to be informed of Laws and
legislations in relation to Charity regulations and for
new ideas.
Action Items Person Deadline
Responsible
Action item 1: Please refer to previous Maxine Phillips On going
discussion in Agenda Topic 5 in relation
to Trustee positions.
Agenda Topic 7: Events Officer Report
Presenter Lucy McLachlan & Nadiah Spencer
Discussion A discussion took place by all on events that are
planned for the next few months and future ways to
raise funds.
LM discussed setting up facebook/Instagram page,
this will be a new account for each.
MP also mentioned that she and her husband may
be hosting a Welcome Winter event at their home
with a fire and drinks and her laptop depicting the
charities work in Tanzania, she will offer a flyer that
describes the much-needed benefits of monthly
sponsorship.
A discussion took place about a Spring plant sale,
this was thought to be a great idea and the following
people said they would start to think about this:
BT – strawberries
LC & KW – Lilly’s
MP – Alliums
It was also felt that the following people could be
asked to help, as they are keen gardeners:
Pete Wells – Laura Cox
Penny Phillips – Maxine Phillips
Becca Spencer – Nadiah Spencer
Conclusions LM to complete the following:
make a new charity facebook/Instagram page
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## Nations Together Annual General Meeting minutes
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Promote upcoming events
Christmas advertising for encouraging anyone
we know to use Easy fundraising
Contact local brownies and guides groups
Ask football club to do a charity event –
maybe Santa run.
Action Items Person Deadline
Responsible
Action item 1: All to continue to raise Lucy McLachlan, On going
awareness and funds for Nations Nadiah Spencer
Together and all
Agenda Topic 8: Volunteer Report
Presenter Laura Cox
Discussion LC discussed that she had approached North Lincs
Council fostering team about the idea of taking a
group of young adults in care to volunteer in
Tanzania. LC had talked to Jane Brenan Service
Manager who was excited about this idea, she is
taking the idea to her manager for the go ahead.
This would be in 2023.
LC & KW said they are planning to visit Tanzania in
February 2022 with possibly Joy Williamson a
previous volunteer and continued supporter of
Nations Together.
Conclusions On going talks with Jane Brenan to be encouraged.
Action Items Person Deadline
Responsible
Action item 1: Volunteers will continue to Laura Cox & all On going
be welcomed.
Agenda Topic 9: Website Report
Presenter Laura Cox
Discussion As MD was not present to discuss the website a
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## Nations Together Annual General Meeting minutes
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short discussion took place.
Previously we discussed about having all trustees
and members photos and a short bio on the site.
Trustees and members to send direct to MD or to LC
who will then send them on to MD within the set
timescale.
LM talked about the advantages of a QR code that
can be generated to take you straight to the Nations
Together website.
Conclusions Talk with MD about the update of the website and
adding the Bio’s to the site asap.
Action Items Person Deadline
Responsible
Action item 1: All trustees and members All 31:10:21
to write a short paragraph about them
with photo, send to MD or LC asap
LM Non
Action Item 2: LM to create a QR code for
given
Nations Together
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Meeting Closed: 12:40 16[th] October 2021
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|842.77|Yes||
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|10.73|||
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|163.66||Yes|
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|297.66|Yes||
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|1043.58|Yes||
Monthly donation/sponsorship Funds to Tanzania Bank charge Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Donation
Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Funds to Tanzania Bank charges Monthly donation/sponsorship Donation Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Funds to Tanzania Bank charges Monthly donation/sponsorship Donation Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Donation Donation Monthly donation/sponsorship Monthly donation/sponsorship Donation Donation
J. Horner
J. Tomlin B. Towle C.Conway J. Williamson L. Mclachalan V. Wright M. Beck M. Kiplin N. Parry M. Phyllipps J. Horner M. Donnison L.Cox J. Tomlin B. Towle C. Conway J. Williamson L. Mclachlan D. Edmonds E. Williamson V. Wright M. Beck N. Parry M. Phyllipps J.Horner M. Donnison B. Towle J. Tomlin L. Cox C. Conway J. Williamson
L. Mclachlan J. Williamson L. Mclachlan E. Williamson V. Wright M. Beck S & A Parker J. Williamson M. Phyllipps N. Parry S & A Parker C. Wilkinson
Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Donation Funds from Charity sale Donation Monthly donation/sponsorship Funds for Tanzania Donation Bank charges Monthly donation/sponsorship Monthly donation/sponsorship Donation Monthly donation/sponsorship Monthly donation/sponsorship Donation
Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Funds to Tanzania Bank charges Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Easy fundraising Monthly donation/sponsorship Gift Aid re-claim
Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Donation Funds transfer to Tanzania Bank charge Monthly donation/sponsorship Monthly donation/sponsorship
J. Horner M. Donnison L. Cox J. Tomlin B. Towle C. Conway J. Williamson S. Williamson K. Williamson E. Williamson L. Mclachlan
P.Wray V. Wright M. Beck M. Kinchin N. Parry M . Phyllipps K. Shaw L.Cox J. Horner M. Donnison J. Williamson B. Towle J. Tomlin C. Conway
L.Mclachlan E. Williamson V. Wright
M. Beck N. Parry E.Williamson J. Horner M. Donnison L. Cox J. Tomlin B. Towle C. Conway M. Phillips J.Williamson L. Cox
L Mclachlan V. Wright
Monthly donation/sponsorship Donation Monthly donation/sponsorship Donation Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Donation Donation Funds transfer to Tanzania Bank charge Monthly donation/sponsorship Monthly donation/sponsorship Donation Donation Donation Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Paypal donation Funds transfer to Tanzania Bank charge Donation Easy fundraising Donation Donation Monthly donation/sponsorship Donation Donation Donation Donation Monthly donation/sponsorship Donation Donation Donation Monthly donation/sponsorship
M. Beck C. Wilkes N.Parry A Clark M Phillips J. Horner M. Donnison L. Cox B. Towle J. Tomlin C. Conway J. Williamo son E. Williamson L. Mchlachlan L. Cox K. Williamson V. Wright M. Beck J. Wray A & S Parker S Cox N. Parry M. Phillips L. Cox J. Williamson J. Horner C. Conway J. Tomlin B. Towle E. Williamson L. Mchlachlan Helen Cornwall
C. Conway, G.Cox, A, P. Chennels Online Xm B. Fryer online xmas f V. Wright A & J Pearson online x A & G Saloum online x KW - cash from J Wray H Exton online xmas f M. Beck R Turner online xmas Joy Williamson A & G Saloum online x E. Williamson
Monthly donation/sponsorship J. Horner Monthly donation/sponsorship M. Donnison Monthly donation/sponsorship N. Parry Monthly donation/sponsorship L. Cox Monthly donation/sponsorship M. Phillips Monthly donation/sponsorship J. Williamson Monthly donation/sponsorship J. Tomlin Monthly donation/sponsorship B. Towle Monthly donation/sponsorship C. Conway Donation R. Moss online xmas f Paypal code Paypal Funds raised from Ian Monthly donation/sponsorship E. Williamson Funds transfer to Tanzania Bank charge Donation KW online xmas fayre Donation J. Maden, C. Conway, Monthly donation/sponsorship L. Mchachlan Paypal code repayment Donation P. Chennels Online xm Donation C Greenwood Monthly donation/sponsorship V. Wright Monthly donation/sponsorship M. Beck Donation N. Parry & B Spencer Y Monthly donation/sponsorship M. Phillips Monthly donation/sponsorship N. Parry Monthly donation/sponsorship M. Donnison Monthly donation/sponsorship L.Cox Monthly donation/sponsorship J. Horner Monthly donation/sponsorship J. Williamson Rent for premisis in Tanzania x 3 months (Oct, Nov, Dec 2020) Monthly donation/sponsorship B. Towle Monthly donation/sponsorship C. Conway Monthly donation/sponsorship J. Tomlin Monthly donation/sponsorship E. Williamson Funds transfer to Tanzania Bank charge Monthly donation/sponsorship L. Mchlachlan Gift Aid re-claim
J. Horner M. Donnison N. Parry L. Cox M. Phillips J. Williamson J. Tomlin B. Towle C. Conway R. Moss online xmas f Funds raised from Ian E. Williamson
KW online xmas fayre J. Maden, C. Conway, L. Mchachlan
P. Chennels Online xm C Greenwood V. Wright M. Beck N. Parry & B Spencer Y M. Phillips N. Parry M. Donnison L.Cox J. Horner J. Williamson B. Towle C. Conway J. Tomlin E. Williamson
Amazon Prrime Taken fron wrong account reimburse Monthly donation/sponsorship V. Wright Monthly donation/sponsorship M. Beck Monthly donation/sponsorship N. Parry Office supplies
sed on 05.0 V. Wright M. Beck N. Parry
Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship Monthly donation/sponsorship
M. Phillips
Yes Yes
Monthly donation/sponsorship Monthly donation/sponsorship Yes Monthly donation/sponsorship Yes Paypal fundraising Funds transfer to Tanzania Bank charges Monthly donation/sponsorship Yes Tesco Office stationary Amazon Prrime Taken fron wrong account reimbursed on ???? Monthly donation/sponsorship Tenancy rent for project building in Tanzania Monthly donation/sponsorship M. Beck Monthly donation/sponsorship J. Williamson Monthly donation/sponsorship J. Horner Monthly donation/sponsorship M & D Donnison Monthly donation/sponsorship J. Tomlin Monthly donation/sponsorship B. Towle Monthly donation/sponsorship C. Conway Monthly donation/sponsorship M. Phillips Monthly donation/sponsorship N. Parry Monthly donation/sponsorship E.Williamson Donation from planters E. Williamson Funds transfer to Tanzania Less amount due to p Bank charges Monthly donation/sponsorship L. Mchachlan Reimbursed Amazon fees from 18.01.21 & 17.02.21 Donation from Maureen Kinchin Monthly donation/sponsorship V. Wright Monthly donation/sponsorship M. Beck Monthly donation/sponsorship M. Phillips Monthly donation/sponsorship N. Parry Donation A. Clark Monthly donation/sponsorship M & D Donnison
## N
Y
Y N N N Y Y N Y N Y
N
Y Y Y N N Y Y N Y
Y N
Y
Y Y N N Y
Y Y
N Y N Y
N
Y Y
N
N N N Y Y N N N Y
Y
Y Y N
N
Y Y N Y N Y Y Y Y N N Donation towards montly expenses in Tanzania
Y N
N
N Y N Y N Y N Y
Y Y N Y Y N Donation towards monthly Tanzania expenses N Donation towards monthly Tanzania expenses
- N
N
N N N Y Y Y
N N Y Y Y
Y Y N
Raybourne
mas Fayre fayre N
xmas fayre xmas fayre y online xmas fayre fayre N
fayre
xmas fayre
Y
N Y Y N Y N Y Y Y fayre N Jones Y
e Silvia online xmas fayre Y
mas fayre
N N Yogathon N Y Y Y Y N N Y Y Y Y Y
03.21 N N Y Y Yes Yes
Yes
Yes
N
N Y Y Y
Y Y Y
project closure due to Covid 19
Y
N Y Y N Y