2022-04-01-accounts

Eyton Extras AGM: Friday 14th October 2022 4.30pm

Annual Report

Agenda:

1. Confirm the trustees.

2. Banking and Finances: verbal report from the treasurer.

3. Clybiau Plant Cymru

4. Grants available

5. Use of vouchers

6. Insurance

7. Fees

8. Review of financial practises

9. Audit

Minutes

Present: Mr W. Callaghan, Mr D. Lambert, Mrs L. Whitgreave, Mrs C. Jones. As 3 of the 5 trustees were present, the meeting was declared quorate and took place. Apologies were received from Mrs C. Minshull and Ms M. Bee.

1. Trustees were agreed as: Mr W. Callaghan – Chair Mr D. Lambert – Treasurer Mrs C. Minshull – Secretary Mrs L. Whitgreave Ms M. Bee

2. Banking and Finances: Mr Lambert confirmed that after almost 12 months of continued effort and work, including completing 3 applications to the bank, that the account is now set up and that the staff have been paid. There is 1 invoice, (February,) that is outstanding, but Mr Lambert will contact AVOW for it. It was confirmed that Wayne Callaghan and David Lambert are card holders and account signatories.

Mr Lambert gave a verbal report on the club’s finances, being very close to breaking even. He would present a copy of the latest statement with these minutes for the trustees. Income: £5,105 Expenditure: £5,309

1. Clybiau Plant Cymru:

We are currently registered with Clybiau Plant Cymru until 31[st] March 2023. This is a free registration, but when we renew it, there will be a charge.

4. Grants Available:

• Mrs Whitgreave explained that grants were getting more difficult to source at the moment, The Dame Dorothy Jeffries charity is cutting back as are many others. Mrs Whitgreave is going to contact Clybiau Plant Cymru to see if they can help to source possible grant funds.

• Use of Voucher Schemes

• One parent had been using the Fidelity scheme. Others have tried to use Apple vouchers, but because we are not in CIW anymore, the vouchers are not accepted. Mr Whitgreave will contact Clybiau Plant Cymru for advice and see if there is a way to get Eyton Extras onto a voucher scheme.

• The insurance has been renewed until October 2023 at a cost of £239.40.

• The fees were discussed and reviewed. With the cost of living crisis, trustees were reluctant to pass even more costs on to working families. It was agreed that Mrs Whitgreave would look for funding grants and that we would meet, virtually if necessary, before Christmas in December.

• Review of financial practises

• All original financial papers, bank statements etc are to remain on site at Eyton School. If staff or trustees are working from home, they are to take copies.

• Audit

Mrs Whitgreave informed the trustees that the books needed auditing. Mr Durnell had worked on them and would be asked if he would get them up to date, ready to present to an auditor from WCBC. Mrs Whitgreave would contact WCBC to see if there was someone who could audit the books for the club. Previously, Debbie Foulkes had audited then.

There being no further business, the meeting closed at 5.15pm.