## **AGM MINUTES JULY 3[RD] 2024 CENTRE 67 STOW YOUTH CLUB** ## **PRESENT** THOM GREEN LUCY BUSBY DEBS COLEMAN GEMMA JOYNES (ON ZOOM) ## **APOLOGIES** JULIA SIBUN 1. **Approval of the Minutes of the Annual General Meeting held on 21[st] June 2023** The Minutes of the Annual General Meeting held on 21[st] June 2023 were approved. There were no matters arising. ## **2. Re Election of Officers:** Thomas Green - Chairman. Proposed Debs Coleman, Seconded Lucy Busby Debs Coleman - Secretary. Proposed Gemma Joynes, Seconded Thom Green. ## **3. Chairman’s Report** The Board of Trustees should take great pride in what has been achieved this year despite the changes that Frances Hamilton’s resignation has meant. Heartfelt thanks to Frances Hamilton for all the work and dedication she afforded Stow YC. This has left a void and thanked DW for stepping in on a temporary basis. Extremely grateful for all the time and effort LB, GJ & devote to the club, and special mention to LB for all her admin support. Special mention to Youth Leader RS for her dedication and growing the club from strength to strength. Financially we are keeping afloat but there are 3 areas that need addressing. - Appoint a trustee responsible for fund raising funding applications and raising our profile. This might require renumeration in the form of pro-rata payments. - Re negotiate deal with STC (DW pointed out lease has to be renegotiated in 2025 anyway) - The balance between fund raising events, who and how, and future rental of the centre as as well as projected bills and outgoings and Incomings,is an area that can be improved upon but not just by the trustees. The amount of work this entails is over and above the capacity of the current trustees and needs addressing. How to best share the load. In terms of quality of service and numbers through the door, from TG perspective RS and her team provides a youth club we can take pride in TG no longer has the capacity to contribute as before to the YC due to increased work and family commitments. He is happy to continue the safeguarding role as long fellow trustees are happy. He is aware the work load isn’t even. To conclude he feels immensely proud of the fun, engaging,independent activities our youth club provides. We have a wonderful youth leader, who is absolutely outstanding and she’s proud to fly the flag of Stow Youth Club. How lucky we are all to make a difference to the stow youth and play our part growing this little bit of the community. ## 4. **FINANCIAL REPORT** Due to an accounting error at the end of last year, we showed a deficit of £7K and unfortunately these accounts were filed with the Charity Commission. Our final quarter’s rent invoice to STC was dated 16[th] Jan 1024 instead of 31[st] December 2023. Had it been issued with a correct date , the loss would have been £3,300. In part due to the the new kitchen. Currently, the Club is in comfortable position. The projected cash flow shows we have enough funds to cover all our outgoings this year with a small reserve of £4k to cover any eventualities. This would not fund club trips and these must be covered by fund raising. Book Keeper still urgently required. ## **5. YOUTH LEADER’S REPORT** Please see attached ## **6. ANY OTHER BUSINESS** Urgent need for more trustees and volunteers. Verity would like to offer a weekly summer holiday drama club. LB would like to organise a weekly lunch club during the summer holidays with unpaid volunteers only.Trustees would like RS to be involved. Ria should take a bigger role in the YC - meeting to be organised with her soonest. ## **MEETING FINISHED 2030** **Fund Raising Trustee could be paid pro rata depending on performance** **Still no buy in from parents very disappointing** Stow on the Wold Youth Club Income & EI￿r¢ Acco￿1 Ye•r Eaded 31￿ Deeembtr 2024 2•23 2024 2•15 14,42S IJN97 4279 599 3.613 1712 714 I123 Rty)Th Ibrc 732 2224 696 293 1,543 w*tr 694 l J34 130 92 1244 5.633 1.763 120 779 Profrmio￿l 124 IJO T•t41 IrJCQ1￿ f•rY4*r Ey•dhvefar Ye4T 21,496 32.639 3.706 17.035) Bink A¢¢•4it lQJ55 14.062 IrJ 13131 b"LS. WILLNM HIMroN TrtC