## **Own Books AGM MInutes Wednesday 4 January 2023 Via Zoom**
**Attending: Julie de Bastion, John Latham, Judith Lindley, Alison Shaw, Julia Gibson, Bridget Mattingley, Lynne Myall, Grace Turner, Joseph Hewitt.**
## **Apologies: Viv Pierce-Jones, Carley McCarthy, Vanessa Connell, Fiona Spiers, Grace Turner**
1. Julie welcomed everyone to the meeting and thanked them for coming.
2. Everyone had read the Newsletter and agreed that 2022 had been an impressive year for Own Books. This year looks set to just as busy, with demand from schools for books continuing to grow. The direction for Own Books will be to continue to supply books to schools. We have also secured 3 Councillors Grants from Warwickshire County Council that allow us to carry out some workshops in the next 12 months. We also have 4 A Day to dream workshops to carry out.
A vote of thanks was given to World of Books, Oxfam Bookshop and Montague Storage for their invaluable support. WOB has a pledge to donate 1 million books to good causes and we are extremely grateful to be part of this project.
3. Julia presented the Treasurer’s report
## Own Books – Summary of Accounts for 2022
The accounting year ran from 1[st ] January 2022 to 31[st ] December 2022. Figures given here are rounded to the nearest £.
For 2022 the income was £1,035 and the expenditure £7,160 _(£3,302 on project costs & £3,858 on core costs)_ .
The expenditure by main categories was:
- £ 680 - IT
- £1,541 - Postage / Print / Stationery
- £1,297 - Volunteer Expenses
- £3,302 - Project Costs
£ 1 - Bank Charges
- £ 339 - Audit / Insurance / Governance
The income was:
£1,000 grant from 1961 May Trust received in December – for core costs in 2023 (this was the 3rd yearly payment of 3).
£ 35 from 3 small individual payments.
At year end there was £12,896 in the bank account.
There is no other money and also there are no other assets.
Of the £12,896 :-
- £9,733 are restricted funds (Lottery & GB Partnership)
- £1,659 are for core costs with the expenditure having to be reported to the grant donor (s)
- £1,504 is completely unrestricted funding (i.e. for any costs and does not need to be reported to any donor)
## **GRANTS**
**----- Start of picture text -----**
Grant Amou Date £ Spent £ £ Spent Date
nt Rec’d (total) Balance in 2022 Closed
Rec’d
1961 May £1,000 Dec. £1,000 £0 £1,000 31/10/2022
Trust (2 of 3) 2021
1961 May £1,000 Dec. £0 £1,000 £0 -
Trust (3 of 3) 2022
HoE - CWS £2,000 Oct. £2,000 £0 £0 31/12/2021
2019
HoE - Warwick £2,000 Oct. £2,000 £0 £623 25/09/2022
2019
HoE – from £2,000 Nov. £1,341 £659 £1,341 -
Peugeot Fund 2021
HoE – Harry £1,000 April £1,000 £0 £387 October
Payne 2021 2022
LTC £2,000 Jan. £2,000 £0 £761 Septemb
2020 er 2022
STT £1,000 Nov. £1,000 £0 £840 Septemb
2021 er 2022
GB Partnership £2,000 Oct. £145 £1,855 £45 -
2021
Lottery GFA £10,000 Oct. £2,122 £7,878 £2,102 -
2021
**----- End of picture text -----**
Compiled 2[nd ] January 2023 by Julia Gibson.
4. Trustees John and Alison agreed to serve for another 3 years. Judith
agreed to serve for 1 year. Everyone agreed . There were no other nominees for Trustee.
5. Own Books update safeguarding Policy had been circulated to everyone. All acknowledged that they had seen and read the policy.
6. Julie advised that we had received 3 Councillors grants from Warwickshire County Council totalling £4,200.00 These were to finance workshops in schools in Warwickshire and Julie had this in hand. She would devise a programme for the schools and source outside facilitators to assist her.
- We also have £1,000.00 from Stratford Town Trust (£700.00 for Core Costs and £300.00 for a workshop)
6a Julie introduced the topic of AI that writes grant applications and her son is using it to great effect. It was felt that we have enough robust text about Own Books at present and as we have no experience of it, would not look at it at present.
6b Fiona Spiers at Warwickshire CAVA is helping us find grants to apply for. She had suggested that if we reach a minimum annual income of £25,000.00 we can apply to the Masonic Charitable Foundation, who give grants of £1-5k per year for up to 3 years.
If we reach that level of income it would mean that we would have to be officially
audited for the Charity Commission. Julia has agreed to prepare accounts for
the Charity Commission for last year and next, which means we won’t need the
accountant to audit our books in the immediate future and therefore be able to
save that fee for the time being. Everyone agreed Julia should prepare
the
accounts for the CC.
6c Lynne Myall agreed to be our Grant Manager responsible for applying for, administering and following up on feedback reports for our grant funding.
7. 2023 is going to be a difficult year for many and the feeling is that events will grow from a community basis. We are invested in this process and want to make Own Books available where we can.
7a Our Registration process has been simplified and once we receive an email from a school, they are sent a Welcome Pack in the post and a Registration Form by email. Once they complete this google form, they are automatically listed on our shared spreadsheet with WOB and Joseph advised by email. WOB has no limit to the schools they can accept, but it will mean it takes longer to get round the list of schools and supply them with a box of books.
- A feedback form for schools has also been drafted in order to gain more worthwhile responses from schools that we can use in grant writing and reporting. Alison will send it to a selection of schools to test its effectiveness. Joseph suggested a survey form with a tick box response might also be effective. Alison will report back on the results.
8. Judith advised that some Duke of Edinburgh Award Scheme had assisted with the OB workshop at Henley Library and were keen to participate again. Julie was pleased that this fitted with our remit and would investigate how these youngsters (aged 14) could be encouraged to help again in the future.
- There were no other suggestions for the year and everyone was pleased with the running of Own Books.
9. Grace Ridley is working on the Poetry Tree project and has the first batch of poems ready. Once the second batch is typed and ready, she can look at publishing the book and distributing to those involved.
Julia proposed an increase in Julie’s monthly management fee to £50/month and this was agreed by everyone.
Julie also commented that Own Books had been conceived 10 years ago and she was so amazed and delighted that it had grown to be the wonderful, useful project that it is now filled with so many lovely people.
**Own Books**
**11**
**Receipts and payments acco For the period** Period start date **To from 01/01/2022**
**01/01/2022**
## **Section A Receipts and payments**
**Unrestricted Restricted Endowment funds funds funds**
**to the nearest £**
**to the nearest £ to the nearest £**
## **A1 Receipts**
**----- Start of picture text -----**
Grants 1,000 -
Donations 35 - -
Compensation from bank - - -
Bank refunds - - -
- - -
- - -
1,035 - -
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - -
- - -
Sub total [ - ] - -
Total receipts 1,035 - -
A3 Payments
IT / Internet / telephone 384 253 -
Printing / postage / stationery 1,263 277 -
Volunteer expenses 756 580 -
Projects / project management 253 3,054 -
Bank charges / interest 1 - -
Governance 133 206 -
- - -
- - -
Sub total 2,788 4,371 -
A4 Asset and investment
purchases, (see table)
- - -
- - -
Sub total - - -
Total payments 2,788 4,371 -
Net of receipts/(payments) -£1,753 -£4,371 £0
A5 Transfers between funds £0 £0 £0
A6 Cash funds last year end £4,916 £14,105 £0
Cash funds this year end £3,162 £9,734 £0
**----- End of picture text -----**
## **Section B Statement of assets and liabilities at the end of**
||||**Unrestricted**|
|---|---|---|---|
|**Categories**|**Details**||**funds**|
|**B1 Cash funds**|**Cash in bank account**
**_Total cash funds_**||**to nearest £**
**3,162**
**-**
**-**
**3,162**|
||(agree balances with receipts and payments
account(s))||OK|
||||**Unrestricted**|
||||**funds**|
|**B2 Other monetary assets**|**Details**||**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|
||||**Fund to which**|
|**B3 Investment assets**|**Details**||**asset belongs**
**Fund to which**|
|**B4 Assets retained for the**|**Details**||**asset belongs**|
|**charity’s own use**|||**Fund to which**|
||**Details**||**liability relates**|
## **B5 Liabilities**
Signed by one or two trustees on behalf of all the trustees Signature Print N
**190573**
## **ounts**
## **CC16a**
Period end date **12/31/2022**
**Total funds**
## **Last year**
## **to the nearest £**
## **to the nearest £**
**----- Start of picture text -----**
1,000 18,888
35 -
- 150
- 6
- -
- -
1,035 19,044
**----- End of picture text -----**
**----- Start of picture text -----**
-
- -
- -
1,035 19,044
637 1,032
1,540 1,004
1,336 1,548
3,307 2,237
1 -
339 141
- -
- -
7,159 5,961
**----- End of picture text -----**
**----- Start of picture text -----**
-
-
- -
7,159 5,961
-£6,124 £13,083
£0 £0
£19,020 £5,937
£12,896 £19,020
**----- End of picture text -----**
## **the period**
**----- Start of picture text -----**
Restricted Endowment
funds funds
to nearest £ to nearest £
9,734 -
- -
- -
9,734 -
OK OK
Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
- -
- -
- -
- -
Amount due When due
(optional) (optional)
-
-
**----- End of picture text -----**
**----- Start of picture text -----**
-
-
-
Date of
Name
approval
**----- End of picture text -----**