J 4J Aeron '" COFRESTR PRESENOLDEB CELF AERON ArrENDANCE REGISTER AERON ARTS Annual General Meeting 2pm Saturday 11 January 2025 @ RAY Ceredigion SA46 OBN Enw/ Name fLJi ,SL"ewci4- 10. 11. 12.
Aeron Arts Annual General Meeting (AGM) Draft Minutes of the AGM held on Saturday 11th January 2025 1. Attendance and apologies Present.. Sian Slewart {Chair) Gill Byme Natalie Chapman Megan Tomlins In attendance: Helen Cotterill Alice Skellon Apologles were received from Kaz Trinder 2. Chalr's Welcome and Annual Report Sian welcomed Iruslees and other attendees to Aeron Arts, first AGM. The main purpose of the meeting was to approve the Annual Accounts for the time period from the establishment of the charity in Febwary 2023 to 31 March 2024. 2.1. Change lo the status of the CIO Sian informed attendees that a change in status of the charity had been approved by the Charity Commission at the beginning of the month. Aeron Arts had initially been registered as a Charitable Incorporated Organisation ICIOI under the Association model. This model is used for charities with a membership, including voting members other than the trustees. Whilst this was the original intention for Aeron Arts, in practice. th8 age of session attendees and drop-in nature of the sessions with changing attendees meant that this not really practicable. Following agreement by all trustees in August 2024, a request was submitted to the Charity Commission lo transfer to the Foundation model. This means that the only voting members are now the Irustees Ihemselves. 2.2. Overview of the first year's activities from the former Chair Natalie explained Ihat Aeron Arts was established following a multi-agency meeting which highlighted the need for more youth provision. The charity was therefore set up to provide free creative arts and music sessions for all children and young people, particulady targeting those who were vulnerable or disadvantaged. Sessions commenced in November 2023. She was proud of the charity's achievements in its first year and the growing demand for places showed Ihat the need continues to grow. She stood down as Chair in the summer to concentrale on her role as a session provider and lo allow an independent Chair to be appointed. Pagelof4
2.3. To receive a foDNard look from the Chair elect. Sian started by paying tribute to Natalie, Gill and Megan as the founders ofAeron Arts without whom this much needed charity would not exist. It was due to Natalie's creative vision and Gill's organisational support that it succeeded in its first year. She reminded attendees that she had been appointed Chair elect by the trustees in September 2024 following Natslie's resignation. Her priority was to make the charity sustainable and her work to date had been focussing on establishing govemance procedures and on fundraising. Both these items were covered in more detail later on the agenda. 3. Treasurer's Report 3.1. Financial oveNiew and Annual Accounts Gill presented the draft accounts lo the meeting. Awards forAII funding had been received in June 2023 and sessions commenced in November. Problems in accessing the account which look the bank months lo resolve meant that the only costs showing at this point were bank charges, some of which subsequently reimbursed. Costs were being incurred bul sessions providers had to wait until April 2024 for payment. These payments will be flected in the next set of accounts. The accounts w8re approved for submission to the Charity Commission. ACTIONS AGREED: Glll lo submil annual accounts lo the Charity Commission before 3111125 Gill to amend arrangements with the Charity Commission for sian to take on the role as formal contact after that point. 3.2. Financial Management Procedures Sian reminded truslees that these procedures had been aged at the meeting of 18 December 2024. She explained that they set out legal duties of trustees, finanGial requirements and financial controls. She highlighted that a 2-stag8 payments authorisation process was being introduced and insurance cover was also being put in place. ACTION AGREED.. Glll to finalise insurance arrangements. 3.3. Asset Register. It was noted that an asset register had been developed as part of the above procedure. It would be maintained by the Treasurer who would need to be notif18d of any equipment donated to the charity to record these along with any equipment purchased. 4. Service Update 4.1. Awards for All Funding Gill explained that as sessions had started later than expected, the funders had agreed to extend the grant until the end of December 2024. An evaluation report was required and once this was signed off an application could be submitted for £20,000 over a 2-year period. This would need to demonstrate additionality ralher than simply a continuation of existing activty- Natalie proposed that this should Page2of4
be the engagement of the young people with the community. The input of young people also needed to be evidenced in the bid. ACTIONS AGREED.. Gill to complete the fomial evaluation template Gill & Natalie to develop an engagement process for current attendees. 4.2. Recent funding bids. The Charity had been successful in their funding application to the Police & Crime Commissioner's Pmceeds of Crime Grant. receiving £2.660 to cover sessions in February and March 2025. A number of other funding requests had also agreed: Charitable grant from the Masonic lodge: £2.500 Aberaeron Town Council.. £500 for food and materials Donation from New Quay Fish factory.. £500 Aberaeron Rotary club: £300 Further potential funding source had been identified at the December m88ting and individual trustees had been tasked as the leads for submitting the bids required. 5. Governance Issues 5.1. In-year changes of trustees The following changes were formally noted.. Resignation of Kirstie Edwards11910712024) Appointment of Sian Stewart as Chair elect (10109120241. 5.2. Appointment of trustees Gill, Megan and Kaz confirmed that they were prepared to continue in their role as trustees. Nalalie wished to stand down with immediate effect lo concentrat8 on her role as session provider. Her resignation was accepted. The folk)wing additional appointments were agreed Gillian Boyd= (Proposed by Sian, seconded by Gill) Alice Skellon.. {Proposed by Gill. seconded by Natalie) William Stewart (Proposed by Natalie. seconded by Megan) 5.3. Election of officials Chalr Sian Stewart's appointrnent was formally ratified Gill Byrne's appointment was ratified Megan had infonned the Chair in advance of Ihe meeting that she wished to stand down due to health reasons. William {Billy) Stewart was appointed. Secretsry Treasurer ACTIONS AGREED: Gill lo send Sian fomi for completion by new trustees for the Charity commission Slan to issue this to trustees along with an induction pack Page3of4
Gill lo forward papernork to Charity Commission updating trustee details Gill lo add the Treasurer to the bank account, sel up the 2-stage payment process and hand over all documentation as appropriate. 5.4. Policies and prOdureS It was noted thal the following polices had been agreed and adopted at the trustees, meeting on 18th December 2024: Code of Conduct Bullying and Harassment Complaints Environmental Sustainability Equality and Diversity Recruitment and Selection Safeguarding Welsh Language Whistleblowing. Given that all sessions were hosted in the RAY Ceredigion offices it was confirmed their accommodation related policies would be used by Aeron Arts. These included their Health and Safety Policy, Fire Evacuation Procedure and Accident reporting arrangements. Sian said Ihat she would be meeling wilh all team members to take them through the policies to ensure that they were aware of the reQuirnents arising from Ihese. 5.5.Safeguarding Lead Gill was confirmed as Safeguardlng Lead. It was noted that all trustees were required lo undertake Safeguarding Level 1 training. Gill, Nalalie. Megan and Alice confirmed that they already had Level 2 or above. ACTIONS AGREED.. sian to liaise with Ceredigion Council regarding safeguarding training for herself. Billy and Gilly Sian, Billy & Gilly to undertake online training session Slan to confimi that all team memb8rs have the appropriate level of training. 5.6. Lead for formal complaints It was confirmed that as set out in the Complaints Procedure the Chair would take on the role of complaints lead. ACTION AGREED. Slan to update Complaints policy to indude her contact details. 5.7. Signatories for cheques. It was agreed to remove Natalie as a signatory, Gill and Megan would continue in this role and that Sian and Billy would be added. ACTION AGREED: Glll to update details of signatories on the bank account. 6. Any Other Business There was no other business. C r£ CAYf< Page4of4 Ck-14 I'R 201,/25.
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