The Midlands Churches of Christ

MINUTES OF THE TRUSTEES
THURSDAY 23RD SEPTEMBER 2004

ATTENDEES: Marilyn Dean (Chair), Andy Torbet, Jimmy Ogunshakin and Scott Bryden
IN ATTENDENCE: Helen Torbet (secretary)
APOLOGIES: Trevor Dennis

The meeting began at 7.15pm and opened with a prayer.

  Topic Action
1. Chairperson for this meeting  
  It had been previously agreed that Marilyn Dean should chair this meeting.  
2. Minutes from previous meeting  
  The Minutes from the previous meeting held on 20th August 2004, were agreed as a true and accurate record and duly signed by Scott Bryden who acted as chair of that particular meeting.  
3. Matters Arising  
 
  • Venue Search - HT reported regarding a possible venue - St Thomas near Leebank Middleway, Birmingham. SB agreed to visit with HT at a time to be arranged.
 
 
  • APP1 - see later minute
  
 
  • Books for Trustees - this was deferred to next meeting
 HT
 
  • CCPAS - AT gave an update. Sati Odusanya had come forward as a possible representative. AT had given SO details of what was required for her perusal and she would confirm whether or not she would be able to take on the role. The meeting was reminded of the urgency of this issue.
 AT
 
  • Nightsafe - SB reported that this was not much further forward. He was still making enquiries with various banks. RBS seem to the most positive so far. One suggestion was that a separate account be opened for the sole purpose of cash deposits and the funds transferred to the Lloyds TSB account periodically.
SB
 
  • Asset Register - AT confirmed that this was being compiled slowly.
  
 
  • Reimbursement Claim Form - SB handed around a draft form for consideration. It was agreed to adopt this form.
 
4. Change of Trustees  
 
  • How to appoint/retire/dismiss - JO explained what was required in order to dismiss a trustee. The first draft of the governing document laid out the circumstances in which a Trustee could be removed.
  
 
  • Trevor Dennis had not been missing from the meeting for a period of six months yet. However, in the run up to registering as a Charitable Trust it was agreed that TD's continuing absence from church, Trustees' meetings and Shepherds' meetings puts his naming as a Trustee in an unrealistic light and may lead to questions being raised by the Charity Commission. By removing TD as a trustee it would also protect TD from any legal action should any be brought against him as a trustee of MCOC. AT therefore proposed the removal of Trevor Dennis from the Trustees (this proposal was seconded by SB) - no objections were given. AT asked that a letter should be drafted to TD to explain the actions taken. JO would draft this letter.
 JO
5. Trust Document  
 
  • Update to document - JO explained that the trust documents needed to be redrafted in view of TD being removed. JO proposed that we aim to have the new documents signed on 1st November. JO ran through the document again, highlighted all the pages where TD's name appeared in order for them to be removed. MD & JO recommended that all trustees should read through the whole document again to check them and email HT any further amendments.
All
 
  • APP1 - JO would email all appropriate questions, so that he can formulate the answers.
JO
6. Shepherds Items  
 
  • Attendance at Shepherds Meetings - It was noted that minutes had not been very frequently distributed from the Shepherds meetings. This would be raised individually. A rotation would be established when AT, JO & SB would attend the Shepherds meetings.
 
 
  • Tamworth - It was suggested that overnight accommodation and expenses should be subsidised by the church as the purpose was to encourage group unity. It was agreed that the cost of basic accommodation and food should be provided. The amount was finalised at a subsidy of £15 for the room and £3.50 for food, leaving the cost per person at £10 for the night. The cost of the meeting room and lunch (£5.50ea) on Saturday would also be met. HT would pass on the information to clarify any confusion that may have arisen. Brian & Bev Davies, Roy Arthurs, and Chris & Joodie Vasey should also be invited as people who are or may open their homes for groups.
  
7. Finance Report  
 
  • Account Balance for Birmingham & Leicester - This needs to be given to the trustees on a regular basis and especially before it gets presented to the church. JO would speak with the treasurer in this regard. AT would obtain copies. MD proposed that a monthly finance report should be produced as a matter of course. She would speak with the treasurer direct also to see if this could be achieved.
 AT/MD
 
  • Repeat presentation to Church (3rd October) - the presentation would be repeated on 3rd October. MD asked if this would be done in Leicester as well. A paper version of the presentation was given to MD to ascertain its relevance to Leicester.
 
 
  • Request of £50 for creche items - a request from Deborah Ogunshakin has been received for funds in the sum of £50 could be supplied in order that she could replenish some items in the creche. This was agreed. HT drew cheque.
 
8. Benevolence  
 
  • Patson Mahere - AT presented a draft of the request. This was approved and duly signed.
 
 
  • Procedure for agreeing funds and distribution (especially urgent cases) - JO proposed (SB seconded) to establish two signatures in Leicester, namely MD and Duncan Lawrence, in order that any urgent needs may be addressed promptly. MD would speak to the treasurer to clear up some confusion regarding the distinction of income between Leicester and Birmingham.
MD
9. AOB  
 
  • It was noted that income was low. It was agreed that the presentation (see above) would highlight to the congregation that staff/building issues could not be met unless contribution rose.
  
 
  • There being no other business the meeting ended at 8.05pm with a prayer.
  
10. Date of Next Meeting  
  The next meeting will be on Thursday 21st October 2004 at the Holiday Inn, NEC, Birmingham.  


Helen Torbet
Church Secretary

^top^