Princes Risborough Rotary Club Charity Fund Registered Charity No. 288786 ## **Meeting of the Trustees** ## **Minutes of Meeting 17[th] July 2023** Held at 6.00pm at Whiteleaf Golf Club **Present:** Christopher Tyrer (CT), (Chair), Al Bowyer (AB), (Treasurer), Tony Bundock (TB), William Pettinger (Secretary). **In attendance:** Graeme Card, Chris Brooks **Apologies:** None **1. Welcome:** CT Welcomed the Board of Trustees to the Meeting **2. Previous meeting:** The Minutes of the meeting of 18[th] July 2022 were approved and signed. **3. Matters Arising:** There were no matters arising ## **4. Trustees** : CT reminded the Trustees that the Trust Deed specified that Trustees were appointed for a period of up to 5 years and that CT, AB and TB, having been appointed in 2017, were required to stand down from their position. WP was asked to request that the Rotary Council appointed replacements at their next meeting. All three retiring trustees indicated their willingness to continue to serve again should Council request them to do so. ## **5. Compliance and Safeguarding** - 5.1 CT circulated reports as follows: - 1 From David Cliff Health and Safety has been monitored with respect to Rotary events throughout the year with no reportable incidents. One new major event, the Barn Dance held jointly with Monk's Risborough Horticultural Society (MRHS), required a full risk assessment. This was carried out jointly with an experienced H&S advisor from MRHS and looked into all foreseeable risks and mitigation, and reported to and approved by Rotary Council. ## 2 From Hugh Poulton I am pleased to report that over the past 12 months there have been no reported safeguarding issues. The relevant main activities supported by RCPR members include: - Interactor Clubs support (RGS, PRS) - Young Carers (Sailing Days, Xmas Party) - Art Competition (local Primary Schools) - Interview Training (PRS) All members associated with these activities are briefed as appropriate on safeguarding requirements. DBS checks are only required for regular contact with individual young people, or as required by the school or organisation. A few members are DBS accredited. I believe that the Club is compliant with its Safeguarding Policy. - 5.2 WP had previously circulated the following documents to the Trustees: Insurance Guidance Document provided by RGBI and policy documents: - (i) General Data Protection Privacy Policy Notice - (ii) Equality and Diversity Policy (linked with the Rotary GB&I Dignity Policy) - (iii) Health and Safety Policy Statement - (iv) Safeguarding (Children) Policy (updated to include communicating with children online) - (v) Safeguarding (Vulnerable Adults) Policy The Trustees confirmed that Guidance document had been read and following some discussion and clarification unreservedly adopted the policies. CT and WP were then authorised to sign the RGBI compliance document which would then be filed by WP for future reference. ## **6. Review of the Charity Account and donations, 2022/23:** AB circulated draft accounts and reported: - a. Net Income for the year totalled £28,471. - b. Charitable donations in the year amounted to £33,642 - c. A reserve of £4,809 for specific pending donations had been provided for within the accounts. - d. The balance available for future donations was £3,917. It was noted that the Rotary Council were now prioritising new fundraising initiatives. AB noted that the accounts were still unaudited however were unlikely to change in any material way. The Trustees noted that the accounts for the prior year had been audited and submitted to the Charities Commission without any significant variation from the version approved at the previous meeting. The Trustees agreed that the proper procedures had been followed and thanked AB for his careful stewardship of the club’s finances ## **7. Banking arrangements:** AB reported that his attempts to change the mandate to add WP had been frustrated by Barclays Bank procedures and the difficult process required to make contact. AB and WP would meet to attempt to resolve the issue. **8. AOB:** There was no other Business **Next meeting:** 15 July 2024 at 6:30pm Signed as agreed: ………………………...………………………. Date: ………………………. CMARITY TRUIT ACCOUIITS . ¢I￿Ally MU¥•WI X17•1 CCW AMO EXPENDITURE Acc￿NT FIXI YEAR ENOIIG 301h JUIIE 20TJ 2022r202J 67445 •WIW4 LfyIT#*17¢¥¢*4 ¢7 TM1173 ¢i•••• 25.71 1.77 4) tiJ•J Ti•J 35 G• I Q•91 ¢WsrR￿l GAOSJ TOT￿ QF $3 TOT￿ AVIA￿e FOR ¢HARifY FOR YE*JI EIIOING Jth XIME 2 71 f.4. Av*M*e AT >•lh JWE i￿EARED PAYMENTS CiIT cw &cIE¢xEs IM 4•V•O0 Pr•p•r•d by: A P Bowy•r Tf•••ur•r I h•v• •x4mln•d •ll bank *i*t•m•nl* rncor(I a¢¢ount• to b• ¢Ofr•cL' Sl9n¢d by: Ilf A 8•coD Audllor { P￿Ing p•p•rn and h•v• lound th••• THE ROTARY CLU8 OF pf¢lNCES RISBOROUGH CHARITY TRUST A￿OuNT5. CIIARITY IIUllb8Éft 2••7 2M11r1024 8•lbnC• Sh••1 t 14,12224 SK11124 ADJUSTED PTrvl•v• Y••f ¢ &rA t 1.728A6 THE ROTARYCLUB OF PRnKES RIS8OR0￿H CHARITY TRUST ACCOUNTS- CHARITY NUMBER 288786 2110312024 INCOME AND EXPENDrruRE ACCOUNT FOR YEAR ENDING 30th JUNE 2023 ErfERNAL FIIND RAISING EVENrs 2022r2023 EXPENDfiuRE ¢X¢C6SINCOME NET WCO TR& OF UGHT KOP HILL. KOP HILL (Ilk8LTD. tWTh)N 8ARN DWICE CHR1sTkL￿SLLQwTss￿TC￿ ON £67 £74& HR￿TWsCoLLECTb)N TEXO M&S JUST GMNG CHARITy￿cOU￿r 2*11.73 5.77 14.803.77 IN HOUSE FUND RAISING FI￿E$ GOOD NEWS FOUNDATION DONATN)P4 CLvBmEU￿8VOLuTrff￿RYCOVtsI9coNTRwT￿JNS 93A3 114.54 ¢139 £1.47&00 1.4T4 00 SUP-TOTAL H(XJSE FUND RAKS*IGEVEIIIS 77J3 114.54 2.W29 OTHER CHARITY AcCOuP￿ INCOME STIIEAMS &VIK INTEREST RE¢￿vED G1FTWQGENER￿Ly BENEWTY CtHntsl*Gfyry 07HER wfthTIONS RECEIVEQ T COM￿lTION FiEDaES IXSTRIGT G￿￿T END YEAR ADJUSTMENT SU&TQTALQFOTHER IN¢tXESTRE4IIS 66.35 £4,624. £25D. 398 10M03.98 NET TOTAL OF ALL CHAArrY ACCOUNT INCOILIE 28 471.04 SPE¢Ff EXPEMDMJRES AfAwsTCHARITr EVENTS gJNDRYCHARITY EXPENSES GROSS TOTAL OF ALL SPECIFIC EXPENDITU 225X 225.00 NEfsuRPLU$ DEHCENC t%NERATED FCIiCHAArrY FCIt YEAR ENDING 30thJUNE2023 28 246.04 8ANK ACCOUNT 8ROUGHT FORWARD FROM 31)1612022 14.122.38 OSS TOTAL AVAILABLE FOR CHARITY FOR YEAR ENDING 30th JUNE 2023 42 368.42 LESS. CHARrrY i)ONATIONS 33.641.76 BALANCE OF CTrLARtrY ACCOUNT AvAL￿E AT 30th JUNE 2023 REPRESENTED BY: BANK BALANCE UNCLEARED PAYMENTS OUT CASA & CHEQUES IN 8.726.66 LESS RESERVES PENDING CHARITY DONATIONS FIREWORK CONTINGENCY OVERALL STIIATEGIC RESERTr￿ FUND 4.809.00 4.809 4)0 SUM AVAILABLE FOR FLrruRE DONATIONS AS AT 30th JUNE 2023 17.86 Prepared by: A P Bowyer Treasurer I have examined all bank sL*ements. reco accounts to be corroct: Signed by: Mr A Bacon Auditor r supportlng papers and have found these