| ATTENDEES: | Scott Bryden (chair), Marilyn Dean, Jimmy Ogunshakin and Andrew Torbet |
| IN ATTENDANCE: | Andy & Tammy Fleming from 7.30pm |
| APOLOGIES: | none |
The meeting began at 6.45pm and opened with a prayer.
| Topic | Action | |
| 1. | Approval of Previous Minutes | |
| The Minutes from 13th July were agreed and duly signed by Andy Torbet, who acted as chair for that particular meeting. It is noted that the meeting arranged for the 21st September had been postponed to the present one with everyone's agreement. | ||
| 2. | Matters Arising | |
| There were no matters arising not elsewhere covered on the agenda. | ||
| 3. | Shepherds Items | |
| Church Holiday - final financial report - now evident from the spreadsheet accounts. SB observed that the most expensive part of the venture was the £10 per person charge for the day visitors on the Sunday along with the cost of the transport to bring them to Smallwood. A note was made for future planning. | ||
| Friday night all church meetings have now begun in Birmingham. The bills for the venue should be monitored for the extra charge. David Sandström made a joyful visit to Birmingham and made a great Missions update presentation to the congregation. | ||
| David Sandström made a joyful visit to Birmingham and made a great Missions update presentation to the congregation. | ||
| Youth Conference November - The Hansons and another couple from Birmingham are to attend this event along with Gareth Clark from Leicester. | ||
| Trip to Manchester 8th November - Transport to be arranged for both congregations. Neither church will meet in their venues on that date. | ||
| The MCoC leadership Fellowship 7th November has now been booked in the Botanical Gardens venue. | ||
| 4. | Finances | |
| Monthly spreadsheet 2009 complete to Sept was presented. | ||
| First Income Tax Return for the Charity has been completed and sent by recorded delivery for the deadline of 31st October. MD observed that by sending this return, a Regulatory Visit to the Charity becomes likely. | ||
| Annual report - This has been completed and sent online for the deadline of 31st October. AT was commended for his excellent and professional presentation of the Charity's accounts. Special Missions Contribution - To date this is Leicester £1798.10 and Birmingham £7192.94 making a total slightly up on 2008. | ||
| Special Missions Contribution - To date this is Leicester £1798.10 and Birmingham £7192.94 making a total slightly up on 2008. | ||
| 5. | Employment of Staff | |
| Employment of an admin assistant: The position has been offered and Judie Vasey has accepted. She is likely to be able to start in December. The money-laundering query may be resolved by the production and copying of Judie's passport and one utility bill in her name. TF asked about Judie's line manager and it was decided the she would report to MD/AT according to the division of their current responsibilities. MD and AT are both planning to be present during her Induction. | MD,AT | |
| Report on Interns - AF reported a successful two months of work by Naomi Hill and David Mobbs mentioning especially their valuable contribution to the success of the HOPE Youth Corps visit. David did valuable work with the young men in Birmingham and Naomi with the teen woman in Leicester. For the future: start the CRB checking process earlier, preferably upon discussion of the appointment and prior to starting work. | SB | |
| Staff appraisal for AF is likely to be completed within the month. | ||
| 6. | Legal Matters | |
| Registration with UK Border Agency Sponsoring Licence and Flemings' visa renewals: All matters were completed eventually and the Flemings' visas renewed until 4th August 2012. It is resolved to start the renewal process earlier next time. JO suggested that the Administrator become the "User" on the UKBA system once she is in post. | JO | |
| Child protection issues - AT to attend a "Road Show" on the new procedures. AT will produce a list of those whose CRB check is due for renewal and all others should complete the forms immediately. Andy Chapman in Leicester to be informed of the situation. | AT | |
| It is recommended that the new Administrator should coordinate both the Compliance Schedule and Staff Handbook. | ||
| IProspect of converting (MCoC) to a Company Limited by Guarantee Previous minutes suggested these items be covered on a reading day. | ||
| 7. | Any Other Business | |
| Report from ILC Denver Delegates Assembly and cost implications of Disciples Today as the official website and the suggested association fee. After the report from AF it was agreed that $6.00 per member be paid to support Disciples Today and that the situation be reviewed in the annual budget meeting of 2010. | AF | |
| It was decided to work out a means of dividing the Leicester and Birmingham budgets to give a fairer representation of the savings of Leicester congregation. | MD,AT | |
| It was decided to move £40,000 into a one year fixed term deposit account with LloydsTSB. | AT | |
| It was decided to purchase a laptop to be used by TF. Other IT equipment and a phone would be required for the use of the Administrator. | MD/TF | |
| The meeting was lead in prayer at 9.15 pm. and the Flemings left. | ||
| MD prepared a draft Contract of Employment for the Administrator for discussion. It was accepted with minor amendments and the addition of clauses relating to our present system of Staff Appraisal and Salary Revue to be added by JO. | JO/MD | |
| There was a lengthy discussion of the Cooperation Plan Summary previously circulated having due consideration of the sensitivities of some of the older members of the congregations. It was decided that a supportive presentation be made in Birmingham, to which the Leicester church be invited, by one of the Shepherds and one of the Trustees with AF available to answer questions. | SB | |
| 8. | Date of Next Meeting | |
| The next Trustees Meeting will be held on 2nd November. The Annual Budget meeting was set for 7th December. |
Marilyn Dean
For Church Secretary