## **MINUTES OF ANNUAL GENERAL MEETING OF RUDDINGTON RDA GROUP CIO REGISTERED CHARITY No. 1194228**
## **Held at Sutton Bonington Village Hall, St Anne’s Lane, Sutton Bonington, Leicestershire, LE12 5NJ On Thursday 31 August 2023 at 2pm**
**APOLOGIES FOR ABSENCE:** Rosemary Gray, Sara Hickman, Frances Keogh, Diane Kidger **MEMBERS PRESENT:** Jane Davies, Jane Harris, Tracy Madgwick, Patricia Steven, Christine Whiteside, Anne Willett, Anne Raisbeck, Elaine Swift, Lorraine Levell, Linda Taylor
The Chair, Jane Harris, welcomed all the Members and opened the Meeting. She commented that there had been two major events during the year, namely, drawing up the Contract and the Visit of HRH The Princess royal. Negotiating for the Contract had been a lengthy, time-consuming process but it needed everybody to be happy and their input had been appreciated. A copy of the Contract was on the table for Members to see.
The Chair commented that the Royal Visit had been months in the preparation but it was amazing on the day, and all the help contributed was greatly appreciated.
Jane also mentioned that a recruiting drive had been launched and that posters were available for Members to take away. Posters had already been displayed in Morrisons, Gamston, the CO-OP at Barrow-on-Soar and two were displayed in public places in Ruddington. Jane asked if East Leake could be targeted.
**MINUTES OF THE MEETING HELD ON MONDAY 11 JULY 2022:** The Chair signed the Minutes of the meeting held on Monday 11 July 2022 as a correct record of the meeting.
## **ELECTION OF OFFICERS**
The following Officers were elected:
**Chairman:** JANE E HARRIS Proposed by Christine Whiteside Seconded by Patricia Steven **Treasurer:** S. TRACY MADGWICK Proposed by Linda Taylor Seconded by Anne Raisbeck **Secretary:** PATRICIA STEVEN Proposed by Christine Whiteside Seconded by S. Tracy Madgwick
All Officers accepted their elected roles.
## **SECRETARY’S REPORT**
The Secretary, Patricia Steven, presented the 2022-2023 Secretary’s Report.
## **SECRETARY’S REPORT 2022-2023**
Ruddington group’s activities were well established by the beginning of the 2022-2023 year, and while we were still taking care the COVID-19 restrictions had been lifted in February 2022. Once again the continuation of the group’s activities had been made possible by the hard work and dedication of all the Volunteers. In July 2022 we welcomed the new Chair, Jane Harris, who was taking over from Christine Whitside who was stepping down after the unusually long term of office of 18 years. The Group is indebted to Christine for the hard work and loyal support over all these years.
## **Volunteers**
We started the Summer Term with a cohort of twelve volunteers. In June 2022 Elaine Swift joined the group and Linda Taylor joined in October 2022, but sadly, Pauline Ager resigned in September 2022 after three years volunteering and Mia Charman resigned mid March 2023 to take up a new job in Holland. Diane Kidger rejoined in October 2022 and, along with Linda and Elaine, has been an invaluable help. Lyn Coxon rejoined also in October to help with the Royal Visit.
On 26 November 2022 Mia, Anne Raisbeck, Elaine, Jane Harris and Diane Kidger attended the Equine Behaviour lecture presented by Barbara Lees at Meadow School of Riding. **Away Day** : on Monday 13 February, 2023 Jane Harris and Patricia Steven attended the Regional Get-Together held at Springbridge Driving for the Disabled, Willoughly Waterleys, Leicestershire. The Regional Chair, Dawn Whitmore-Kirby, gave a short talk on governance and RDA UK staff were present to answer questions on topics like funding/grants/donations. In January 2023 the Ruddington Coach, Patricia Steven, was accepted on to the Princess Royal Coaching Academy (PRCA) Coaching Programme for Advanced Coaches. The course involves spending five 2-day workshops at RDA Lowlands, Warwickshire and attending training days under the guidance of a mentor. This is an excellent opportunity to build and expand on existing knowledge and skills. The course runs from March to October 2023.
## **Participants**
We started the year with six children aged from 9 to 13 years from Nethergate Academy – Alyssa, Bart, Liam, Isa, Wojdan and Zahra. Unfortunately, Liam had to discontinue riding in early March 2023 because of severe allergies. His place was taken by Darcey Moon who started on 23 March 2023.
A late Easter celebration was held on 20 April 2023 in which the children participated in an Easter Egg Hunt.
The Teddy Bears Picnic was held on 16 June 2022. The Regional Chairman, Maria Holdaway, joined the event and presented The Diana Haddon Award to Wojdan Saleh; and Endurance Certificates to Alyssa, Bart, Liam, Isa, Zahra and Wojdan. Flowers were presented to Dawn Whitmore-Kirby in appreciation of her continued support.
The Gold Gallagher Achievement Award was presented to Bart Kurowski on 23 June 2022. Santa Claus (aka Professor M. steven) visited on 8 December 2022 and presented selection boxes to the children.
## **Royal Visit**
The highlight of the year was the Royal visit on Thursday 20 October 2022 which had been initiated by Ruddington almost five years ago when we were based at Bunny Hill Top. Following our move to Meadow School of Riding (MSR) in September 2018 we resubmitted the bid for a visit and invited Ashmount and Wenlo Groups who were based at MSR to share the occasion with us. The bid was successful and Her Royal Highness The Princess Royal visited the three groups on Thursday 20 October 2020. Former Ruddington volunteers Diana Haddon, Founder Member, Lyn Coxon, Diane Kidger, Ashling Jenkinson, Rosemary Gray and Lorraine Levell joined us for this special occasion.
During the visit The Princess cut the ribbon to the new Endurance Track, saw the work of the groups which included a ridden demonstration by the Ruddington participants Alyssa Dutton on Lorna, Bart Kurowski on Frankie, Liam Talaguit on Denby, Isa Khan on Hilary, Wojdan Saleh on April and Zahra Ali on Strathwillan. All the riders were dressed in the blue Ruddington sweatshirts and beige jodhpurs bought especially for their special day. They rose to the occasion and rode beautifully – we were so pride of them. Likewise the volunteers Anne Raisbeck, Anne Willett, Chloe Whysall, Christine Whiteside, Elaine Swift, Jane Davies, Jane Harris, Mia Sharman, Sara Hickman (Chef d’equipe), Diane Kidger and Linda Taylor put on a marvellous show and they all had the opportunity to meet The Princess and be presented with a commemorative rosette. The Princess also presented Christine M. Whiteside and S. Tracy Madgwick _in absentia_ (collected by Patricia Steven) with a framed certificate for the 20-year Long Service Award. The Princess brought her visit to an end by unveiling a plaque recording the visit, signing the Visitor’s Book and cutting the cake.
We are indebted to Graeme Hickman for helping at the entrance gate, to Lesley Davies for looking after Her Royal Highness during the presentations and to Michael Steven who was Master of Ceremonies. We appreciated being able to hold the event at Meadow School of Riding and greatly valued Dawn Whitmore-Kirby’s help and support.
Thank-you letters were sent to Graeme and Michael for their help on the day; Lesley for help on the day and donating the plaque; Claire Maden of Meadow School of Riding for her hard work in preparing the name badges; and to Phoenix Flowers of Ruddington for generously donating the posy for presenting to Her Royal Highness.
It rained all day and the Princess was extremely late but it was an occasion everyone will remember!
## **Contract**
It had been decided in August 2021 that it would be wise for the Group to draw up a Contract with the Meadow School of Riding (MSR) to ensure that the Group would always be
secure. It would be an agreement that worked for the landlord (MSR) and the tenant (RDA Ruddington). The trustees approved appointing Harrison Clark Rickerby Ltd, Solicitors of Cambridge. The Ruddington Chairman, Christine M Whiteside, and Secretary, Patricia Steven, had an initial Zoom meeting with Georgia Shriane, a Senior Associate of the legal firm. After extensive discussions between Dawn Whitmore-Kirby for MSR and Jane Harris, Chair, and Patricia Steven, Secretary for Ruddington RDA Group a draft Contract was produced in September 2022. Following careful consideration by both parties MSR and Ruddington RDA Group the final document was signed by Dawn Whitmore-Kirby for Meadow School of Riding and Jane E. Harris for Ruddington RDA Group on 15 February 2023. The original signed document is filed with Ruddington RDA Groups and copies are filed with the Meadow School of Riding and the Solicitor Harrison, Clark & Rickerby Ltd.
## **Fundraising**
The following fundraising events were held in 2022:
7 May Ruddington Spring Fayre, St Peter’s Rooms
11 June Tollerton Village Fair
9 July Radcliffe-on-Trent Carnival
23 July Avenue Farm Garden Party
10/11 September Hickling Scarecrow weekend
Co-op Local Cause: Ruddington has been selected to receive donations through this scheme.
## **TREASURER’S REPORT**
The Treasurer’s report was presented by Tracy Madgwick noting that this had been the first full year since the COVID pandemic.
## **TREASURER’S REPORT 2022-2023**
“This financial year was the first full year of RDA sessions and fund raising since Covid. The Group received some excellent donations from “Xerox UK Trust”, “The Winifred Eileen Kemp Trust” and “Uniper UK Ltd”, thanks to three of our volunteers – Tracy Madgwick, Lorraine Levell and Anne Willett. Thanks to the help of our volunteers, we were able to attend fund-raising events throughout the year – Ruddington Spring Fayre (£607.34), Hickling Scarecrow Weekend (£253.77), Radcliffe on Trent Carnival (£217.80), Tollerton Fayre (£108.40) and Avenue Farm Garden Party (£77.20). These fund-raising events brought in a total of £1264.51, a vast improvement on our previous year (£197.00). Christine Whiteside’s Quiz Sheets brought in a further £95.00. Diane Kidger donated a further £300.00 from sales of second-hand golf balls and balls of wool. Other smaller amounts were received from donations in lieu of money spent on sending out Christmas cards, a previous volunteer who collects 20p’s and donates the raised amount to us, and a donation received from a volunteer borrowing an item of our “equipment”. Total income for this year £6426.85 ` - all in all, a good year!
Our main expenses for this year were for the hire of ponies used in our riding sessions (£1196.50), annual fee for storage of our equipment in a secure place at Meadow School of
Riding (£520.00) and the Group’s annual RDA membership fee and insurance (£460.00). We had an extra cost this year of a Solicitor’s fee (£720.00) for drawing up a Licence Agreement between Ruddington RDA Group and Meadow School of Riding. Minor costs were incurred from necessary items purchased for the visit of HRH Princess Anne in October 2022- a celebration cake, traybakes, commemorative plaque (this amount was later received as a donation by Lesley Davies). Other expenses were incurred from volunteers attending first aid courses (£110.00), pitch deposits for some of our fund-raising events (£102.90), submission of volunteer’s DBS forms (£47.00), payment to Rushcliffe Borough Council for a Small Lotteries Licence (£40.00) and stationery and postal costs (£34.20). Total expenses for this year £3640.52.”
Lorraine Levell requested details of pony expenses to support her application to The Winifred Kemp Trust. The Treasurer agreed to send details to Lorraine.
Linda Taylor asked why or for what the £25,000.00 approx is kept in the Bank? It was stated that it is kept as security to be able to cover costs each year. It was noted that pony hire costs are expected to increase this year and so will be incorporated in the hire charges.
A copy of the Accounts for the year ended 5 April 2023 is attached to the Minutes.
## **ANY OTHER BUSINESS**
No other business was discussed.
## **THE MEETING CLOSED AT** 3.10pm.
## **RUDDINGTON RIDING FOR THE DISABLED GROUP Charity NO. 1194228**
## **Accounts for the year ended 5[th] April, 2023**
|**INCOME**||
|---|---|
|Xerox UK Trust Donation|2200.00|
|The Winifred Eileen Kemp Trust Donation|2000.00|
|Ruddington Spring Fayre|607.34|
|Uniper UK Ltd Donation|300.00|
|D. Kidger – Donations from sales of golf balls & wool|300.00|
|Hickling Scarecrow Weekend|253.77|
|Radcliffe on Trent Carnival|217.80|
|Sale of Group’s Sweatshirts/Polo Shirts|112.00|
|Tollerton Fayre|108.40|
|Sale of Quiz Sheets|95.00|
|Avenue Farm Garden Party|77.20|
|L. Davies – Donation to cover cost of Royal Visit plaque|74.95|
|Donations in lieu of Christmas Cards|30.00|
|L. Coxon – Donation from 20p collection|20.00|
|Bank Account Interest Gross (Deposit Account)|14.39|
|M. Steven – Donation from loan of Group’s equipment|10.00|
|Sales of Christmas Candles|6.00|
||**6426.85**|
|
Sales of Christmas Candles|
6.00
**6426.85**|
|---|---|
|**EXPENDITURE**||
|Meadow School of Riding – Pony Hire 24.2.22 – 13.10.22|1196.50|
|Legal Fee – Licence Agreement|720.00|
|Meadow School of Riding – Annual Storage Fee|520.00|
|RDA Membership Fee and Insurance|460.00|
|First Aid Training Courses|110.00|
|A.R Signs – Sweatshirts/Polo Shirts|104.20|
|Royal Visit Cake/Traybakes|72.99|
|Ruddington Parish Council – Spring Fayre Hall Deposit|57.90|
|Royal Visit Plaque and Engraving|54.95|
|DBS Forms|47.00|
|Rushcliffe Borough Council – Small Lotteries Licence|40.00|
|Stationery and Stamps|34.20|
|D. W-K Christmas Lunch|34.04|
|Pupils Jodhpurs|30.00|
|Celebration Awards|29.99|
|Hickling Scarecrow Weekend Pitch Fee|25.00|
|Pupil’s Award Engraving|22.50|
|Radcliffe on Trent Carnival Pitch Fee|20.00|
|Quiz Prize (M&S Voucher)|20.00|
|Easter Eggs/Christmas Selection Boxes for Pupils|17.25|
|N. Midlands RDA Regional Get Together|14.00|
|P. Steven Coaching Course Fee|10.00|
||**3640.52**|
||**2022/2023**|**2021/2022**|
|---|---|---|
|**INCOME**|6426.85|906.59|
|**EXPENDITURE**|3640.52|3074.68|
|**EXCESS**|+2786.33|-2168.09|
|**ACCOUNT BALANCES**|||
||**5 April 2023**|**5 April 2022**|
|**CURRENT A/C**|16322.98|13675.99|
|**DEPOSIT A/C**|7599.54|7585.15|
|**3RD A/C**|1239.95|1115.00|
|**PETTY CASH**|96.74|96.74|
||25259.21|22472.88|
## **CHANGES IN TOTAL ACCOUNT BALANCE OVER FINANCIAL YEAR**
|**5**|**APRIL**|**2022**|22472.88|
|---|---|---|---|
|**5**|**APRIL**|**2023**|25259.21|
||||+2786.33|