## **Broughton Astley Volunteer Group Annual General Meeting Minutes Monday 18[th] July 2022**
Chair opened the meeting at 19.38
## **1. Attendance and Apologies**
Attended by Mark Barber, Jenny Row, Jan Briggs, Nicola Clegg & Amanda Lynch. No apologies given.
## **2. Current Chairs Report**
Chairs report read by M. Barber and approved (see below). This can be sent to the Charities Commission but ensure it only includes this year’s activities.
## **3. Treasurers Report**
A. Lynch went through the treasurers’ report that covers 10 months til 31[st] October 2021. The petty cash and cash book has been maintained by J.Row.
All approved to submit to the Charities Commission.
## **4. Election of Chair**
All voted for M.Barber to continue to be chair for the following year.
## **5. To Vote in New Trustees of the BAVG**
Chair proposed for N.Clegg and A.Lynch to be voted in as new trustees.
Both seconded and signed in.
## **6. To Receive and Approve the End of Year Accounts**
End of year accounts approved and filed with M. Barber and A.Lynch signatures.
## **7. To Set Date for the next AGM**
Next financial year ends 31[st] October 2022.
Next AGM date fixed for Wednesday 25[th] January 7.30pm Broughton Astley Village Hall.
## **8. Any Other Business**
As A.Lynch is now a trustee, it was suggested a third party run an eye over the accounts as will have a neutral view. Richard Sweeting was suggested and will be approached.
Chair closed the meeting at 20.22
## Chairpersons report
In October last year the BAVG completed their first year as a registered charity and as part of the trustee’s legal requirement will be submitting our first year’s accounts to the Charity Commission.
We are very fortunate to have a qualified accountant as one of our volunteers who has prepared our accounts ready for submission and approval.
In the next 12 months it is anticipated that the BAVG will be spending approximately £1,200 on hiring the Broughton Bus, £360 on Lutterworth Community Transport and £600 to St Mary’s Church and £5,600 to the Village Hall for room hire totalling around £7,700 kept within and for the benefit of the community.
The last two years has been difficult for all of us, and it is fair to say very few will not have been affected in some way. As the pandemic subsides the role of the BAVG has changed as we are now doing far less shopping and prescription collections, although that role is still needed by some residents.
People’s mental health and wellbeing has been pushed to the forefront for many agencies as well as the BAVG. All age groups from the young and to the old have been impacted due to the last two years. The formation of social groups in the village has been one method of alleviating some of the mental health problems and loneliness.
With the help of the Rural Community Council and their Coffee Connect van we started a coffee morning initially outside in the car park at the rear of the village hall when indoor gatherings were not permitted. This then progressed into the main hall when restrictions were lifted and has since had to relocate to St Mary’s Church. The coffee morning has become a regular meeting spot for many people within the village and surrounding areas. There is a large group of knitters who
attend to have a knit and a natter, while others just attend to catch up with their friends. The coffee morning is also attended by the Social Prescribers from Orchard Medical Centre as well as John Baraclough the Broughton Astley area coordinator who are on hand to offer professional support and advice to anyone who needs it.
The coffee morning regularly attracts over 50 people and on one occasion we had to resort to sitting the people in the pews due to a particularly large number of visitors. The coffee mornings have become so successful, the search for a new venue to hold another one was started. As there was no availability at either the church or village hall in the mornings, an afternoon slot between two regular bookings at the village hall was selected this was not as successful as we wanted, afternoons and the venue not being very popular.
Other activities we have been involved in is the rescue of the Indoor Curling and Boccia clubs from HDC as no one was prepared to take over the running of them due to popularity, we have now started a new curling session on a Wednesday evening.
The village is benefitting from over 30 volunteer litter pickers who regularly go out and reduce the amount of litter in the village, this has been noted and recognised by the Parish office
Three Craft groups are now running in the village, one being in the evening catering for residents who work during the day.
The BAVG have also been running a team of gardeners, a conservation team and, in partnership with Sows and Grows, a newly created community allotment.
A couple of notable pieces of work they have undertaken is the clearance of an area in St Mary’s churchyard and in the Wildlife Garden at the allotments. A tidy up of the banks of the brook was also carried out in time for the Remembrance Day Parade in November last year at which we were proud to be able to provide the marshals for. Hopefully, this year we will
also be able to supply marshals again in addition to providing the first aid cover following the training of 12 of our volunteers.
I know that we all extremely proud of the success of the Intouch magazine. For many who either do not have access to technology or shun social media sites this is the sure method of delivering information to the residents of the village.
For those who do have the technology the BAVG website which is 15 months old is now being viewed on a regular basis and is yet another method of putting information out into the public domain.
Looking to the future, youth provision within the village which is sadly lacking and as such we have contacted Thomas Estley College to see if they are prepared to make available the college facilities to hold some sort of Youth Club and have held a meeting with HDC’s youth liaison officer to progress the idea. The formation of an old-fashioned Youth Club has the full
backing of the police as a safe meeting place for our young people to gather is infinitely better than street gatherings. This is very much work in progress.
This September the Broughton Astley Gardeners Association will be sadly closing its doors for the final time. The committee has agreed to hand the BAGA Hut over to the BAVG which will become a focal point for the gardeners, the conservationists as well as the community allotmenteers. We also have plans to create other groups who will also be able to make use the facilities, one such group being based on an existing format of Men in Sheds. The BAVG would like to thank the BAGA committee for making this most generous offer and have asked Colin Golding to pass on our thanks to the rest of the committee members.
BAVG’s involvement is not just with the residents of the village but also includes many partner agencies such as
Social Services
The Food Bank
## HDC Youth Liaison
Waste Management at HDC
The Environment Agency
Community Buses both in Broughton Astley and Lutterworth the RCC
John Baraclough area coordinator for the village.
Leicestershire and Northamptonshire County Council’s and
Voluntary Action Leicester.
The BAVG would like to put on record our thanks to the Parish Council for its continued support and look to forward to working in ever closer partnership in the future.
Income & Expenditure Summary BAVG (Charity) For the period 04/01/21 to 31/10/21
||Income & Expenditure Summary
BAVG (Charity)
For the period 04/01/21 to 31/10/21||||||
|---|---|---|---|---|---|---|
||||Accrued||||
||||Income/Expen||||
||||Petty Cash
diture||Prepay|TOTAL|
||Income||||||
||Grants & Donations||||||
|1|Co-Op Dividend Fund|1,200.00||||1,200.00|
|2|Parish Council|3,729.75||||3,729.75|
|3|Broughton Alive (bal of fund)|3,061.94||||3,061.94|
|4|BestLife|809.29||||809.29|
|5|LCC Communities Fund Round 3|1,500.00||||1,500.00|
|6|Age Concern Donation|200.00||||200.00|
|7|Miscellaneous Income|300.24||||300.24|
|||10,801.22|-|-||- 10,801.22|
||Other Income||||||
||Music Magpie|444.34||||444.34|
||Cofee Morning|100.00||||100.00|
||Kurling Groups|510.00||||510.00|
||Shopping for Vulnerable|35.92||||35.92|
||Newsletter Sponsors|2,035.00||150.00||2,185.00|
|||3,125.26|-|150.00||- 3,275.26|
||Total Income|13,926.48|-|150.00||- 14,076.48|
||Expenditure - Charity purposes||||||
||Grant Expenditure||||||
||Litter picking|- 357.30|||||
||Newsletter costs|- 1,990.26|||||
||Community Benches|- 1,056.11|||||
||Community Cofee Mornings/ Van|- 237.00|||||
||Kurling Groups|- 168.00|||||
||Shopping for Vulnerable|- 32.65|||||
||Expenditure - running & admin costs||||||
||Insurance|- 446.20|||||
||Rent|- 100.00|||||
||Phones|- 152.39|||||
||Travel Expenses|- 11.70|||||
||Stationery|- 46.33|||||
||Sundry|- 33.28|||||
||Total Expenditure|- 4,631.22|-|-||- - 4,631.22|
||Surplus of Income over Expenditure|9,295.26|-|150.00||- 9,445.26|
|||9,295.26|||||
|||-|||||