Youth Club AGM Minutes
21[st] June 2023
Present :
Trustees
Thomas Green Deborah Coleman Frances Hamilton Gemma Joynes Lucy Busby Ria Salleh
1. Apologies – Julia Sibun
2. Approval of the Minutes of the Annual General Meeting held on 19th July 2022
The Minutes of the Annual General Meeting held on the 19th July 2022 were approved. There were no matters arising.
3. Re Election of Officers:
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a. Thomas Green – Chairman. Proposed Deborah Coleman, Seconded Lucy Busby
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b. Frances Hamilton – Treasurer Proposed Deborah Coleman, Seconded Thomas Green
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c. Debs Coleman – Secretary Proposed Frances Hamilton, Seconded Gemma Joynes
4. Chairmans Report
Thanks to the trustees and team.
Growth equals success.
Establishment of seniors session is really positive
Mini’s sessions is a success
Ria & her team with diversified activities is great
5. Treasurers Report
Accounts are in good shape
Lots of effort from trustees in raising funds through fundraising.
Facility growth could lead to further revenue
We are spending more money than we are creating. While we have a financial cushion that is OK but the cushion is not limited and we need to try and get cash neutral so our cushion can be used for one off’s such as new kitchen, building maintenance etc.
6. Stow Active Sports Report
Hot weather & school holidays impact numbers. Regularly getting 16 – 18 senior attendees
There is a wide range of activities across arts, crafts & sports The option to charge £5 per attendee per trip for future trips is something we should consider. The amount is not too onerous and if any attendee’s
parent was unable to cover the cost and reached out to Ria and team there are always exceptions that can be made. Staff turn around due to moving out of secondary education into University is happening but they are being replaced by others.
There is a very good, strong team of youth leaders running Stow Youth Club each week.
There are no areas of concern.
If there is a low attendance level staff get sent home, on rotation, so the staff are not sitting around doing nothing and being paid.
Youth leaders are growing into professional roles – we have one youth leader who has been employed by Cotswold Youth and his experience gained at SYC was really helpful.
Maybe we should look at a leadership award to encourage more youth leaders to get on board and see the possible benefits of using experience as a step on the ladder of their future.
We are getting attendees from across N Cotswolds: Northleach, Bourton, Gt Rissington, Kingham, Moreton.
The word is clearly going round the seniors via Cotswold School attendees which is great.
7. Any other business
We need to get a formal photo approval process in place. For mini’s and juniors it needs to come from the parent, for seniors it needs to come from the individual and parent. It should be renewed at the start of each new school year in September
Newsletter schedule
We need Youth Club attendee contributions highlighting achievements, photos’ successes.
Each newsletter should be issued for the following ½ term ie: issued at end of August, October, December, early February, before Easter, late May, mid July
Fundraising ideas: Seniors bingo night, renting hall out on a Saturday night for birthday party/film night utilising our projector and screen. We can introduce caterers into the mix if they want to do something like that. Library needs to be re-energised for the start of the new school year. It needs to be a no phone zone and that needs to be monitored with a staff member in the library
Thomas to set out an incentive project to encourage reading by attendees. We need to do a massive tidy up and sort out/clear out of the Youth Club before the start of the new school year.
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