The Midlands Churches of Christ

MINUTES OF THE TRUSTEES
THURSDAY 22ND JULY 2004

ATTENDEES: Andy Torbet (AT) (Chair), Jimmy Ogunshakin (JO), Marilyn Dean (MD), and Scott Bryden (SB)
IN ATTENDENCE: Helen Torbet (HT) (secretary), Warner Baker (WB) (Shepherds Group),and Ade Desalu (AD) (Treasurer) (in part).
APOLOGIES: Trevor Dennis

The meeting began at 7.30pm and opened with a prayer.

  Topic Action
1. Chairperson for this meeting  
  IT WAS AGREED that Andy Torbet should chair this meeting.  
2 Minutes from Previous Meeting  
  The Minutes from the previous meeting held on 1st July 2004, were agreed as a true and accurate record and duly signed by Jimmy Ogunshakin who acted as chair of that particular meeting.  
3 Matters Arising  
 
  • HT confirmed that she had put together a 'Table of Issues' and this was duly distributed amongst the Trustees. The Table of Issues would form the agenda of forthcoming meetings.
  • With regard to the terms of reference for the roles of trustees and shepherds, JO confirmed that he had met with Jon Yorke. Jon had written a paper on this subject and this was duly distributed to the trustees. JO suggested that the trustees take this away to read and come back to the next meeting to discuss and bring comments. IT WAS AGREED that a joint meeting of Shepherds and Trustees should be convened on Friday 20th August at Ladywood Arts & Leisure Centre to discuss this matter further, subject to confirmation of the Shepherds being available on that date. The Trustees would cover their business in the first hour, then open for all.
  • Child Protection issues (left for later in the meeting).
  • Joint meeting of shepherds and trustees - dealt with earlier in this meeting.
  • Financial Controls (left for later in the meeting).
  • Sunday services venue search - HT reported that Liz Palmer had made a great number of phone calls to various schools in Birmingham and had not yet found any possibly venues, but would keep trying. SB gave HT details of several venues to check.
  • (AD arrived at 7.50pm)
  • HT confirmed that she had bound the Trust documents and had passed these to JO.
  • JO raised the issue of signing a further document - an APP1. IT WAS AGREED that JO would complete as much as possible, should assistance be required, then Anthony Collins Solicitors would be employed.
 
4 Trustee Training  
  JO suggested the trustees take one of two routes. Firstly, we employ the services of Anthony Collins Solicitors, which could cost in the region of £500. Secondly, we could use information from the Charities Commission website, books and other resources available to JO. JO would attend courses as part of his CPD, so that he could advise in-house. IT WAS AGREED that JO should be so equipped with the relevant knowledge to be able to train the trustees in-house. IT WAS ALSO AGREED that HT should purchase further copies of the Tolley's 'Charity Administration Handbook' or similar for all the trustees. HT
5 Child Protection  
  IT WAS AGREED that CRB (criminal record bureau) checks should be done. IT WAS ALSO AGREED that we need to register with CCPAS (Churches Child Protection Advisory Service). HT would obtain the necessary information. There was a lengthy discussion regarding how best to proceed with regard to protection of the congregation. IT WAS AGREED to seek information of past issues that need to be noted with regard to the protection of the vulnerable, and especially in regard to individuals who are believed to be not suitable for roles where they are in close contact with the vulnerable. Data Protection issues would also need to be minded. IT WAS AGREED that a volunteer would need to be sought to take on child protection matters as their main focus. HT

Trustees & Shepherds
6 Financial Controls  
  AT presented a basic outline on financial controls laid down by the Charities Commission. (See attached paper on 'Financial Controls - discussion document).  
  (WB needed to leave the meeting and asked if he could just appraise the group of the next shepherds meeting which was to take place on Monday 26th July at 7pm at the Palmers house. He also appraised the group of recent issues) WB left at 9.05pm.  
  Continuing with Financial matters. IT WAS AGREED that the collection of contribution will be taken once per month by two people at the back of the hall. This should be announced at the welcome stage of the Sunday service once all paperwork is in place. Lesrine Edwards would be advised not to accept cash from anyone, but explain that a regular time for contribution would be set up shortly. AD
  IT WAS AGREED that a night-safe should be provided for banking purposes. AD
  IT WAS AGREED to limit unbudgeted items that do not need Trustees authority to £200.  
  AD/AT would formulate the financial controls required, starting with the simple tasks.  
7 AOB  
  There being no other business the meeting ended at 9.45pm with a prayer.  
8 Date of Next Meeting  
  The next meeting will be on Friday 20th August 2004 at Ladywood Arts & Leisure Centre and will be a joint meeting with the Shepherds.  

Helen Torbet, Church Secretary

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