| ATTENDEES: | Scott Bryden (chair), Marilyn Dean, Jimmy Ogunshakin and Andrew Torbet |
| IN ATTENDANCE: | Andy & Tammy Fleming (Evangelists), Judie Vasey (Administrator) |
| APOLOGIES: | none |
The meeting began at 7.05pm and opened with a prayer.
| Topic | Action | |
| 1. | Approval of Previous Minutes | |
| The Minutes from 2nd November 2009 and 7th December 2009 (continued 6th January 2010) were presented, agreed and duly signed by Scott Bryden and Jimmy Ogunshakin who acted as respective chairs for these particular meetings. | ||
| 2. | Matters Arising - not elsewhere covered on the agenda. | |
| Matters arising 2nd November have been completed. | ||
| CRBs - The list of members holding a CRB needs to be updated (TF, Clare Bryden and Leicester have lists). Several members need to renew their checks. A new application form is being prepared by CCPAS, start date TBC. Pending CCPAS instructions, to allow individuals to register, we will need to rethink how we monitor, keep records. | AT/TF/JV | |
| Book and Tape Ministry - a request for any volunteers to restart this ministry is to be put in the bulletin starting Sunday 7 February 2010. | JV | |
| Facebook page - this is on hold for the moment | ||
| MD has given the group a statement on the Leicester venue and child protection issues after her meeting with the Chief Executive at the YMCA. It is agreed that Leicester church can continue to use the venue. This has been discussed and filed with these minutes. | ||
| Donation to support Glasgow CoC - AT to transfer funds (approx £7000). It was agreed by all present that this should be accompanied by a letter acknowledging our agreement to support the congregation there with this donation and a request that in 6 months time GCoC advise us how this money has been spent. | AT/JV | |
| Matters arising 7th December: | ||
| Report of the meeting between the Trustees and the Leicester leadership team which took place on Thursday 21 January 2010 - all trustees present and AF. Flemings will work with Mike and Sima Knowles as the contact couple within the Leicester church. This is to be communicated to Leicester church. | ||
| Email to be sent to Disciples Today to advise money is in the account and also to obtain the membership passwords (see their email dated 9 Dec 2009). | AT/JV | |
| 3. | Shepherds Items | |
| Smallwood is not available 4-6 June 2010. It is available for New Year and this will be put before the church. Day visitors to be self-financed. The June dates will be kept on the calendar for an alternative event. | TF/JV | |
| Review of Benevolence committee - The Spences to involve a 3rd person in any benevolence discussions, possibly Vanessa Ormsby. MD/AT reiterated that Benevolence forms must be filled in in order that adequate records are filed for accounting. SB to advise benevolence committee. | SB | |
| 4. | Finances | |
| MD presented final spreadsheet for 2009 - No unusual items. | ||
| Monthly spreadsheet - January not yet available, to follow by email | MD/AT | |
| The final version of the budget for 2010 was presented, implementing all the decisions made at the budget meetings. The budget amounts are to be sent around to the respective people within the church. | AT | |
| 5. | Employment of Staff | |
| Judie Vasey in post. Contract of employment has been signed. | ||
| 6. | Legal Matters | |
| Compliance Schedule and Staff Handbook - JV ongoing progress to be reported. Prospect of converting (MCoC) to a Company Limited by Guarantee (JV to pull together the information for possible trustee reading day). | JV | |
| 7. | Administration | |
| New printer required for the office- it was agreed by all present that a laser printer would be suitable. Other requests would be that it can scan and create PDFs. Costs to be checked. JO advised a business in Five Ways is selling off old stock. | ||
| A proposal for document collection and for volume printing was put forward. No concrete decision was made except that documents will go on the web. | ||
| Office Risk Assessment to be carried out. | SB | |
| Data Protection - Imperative to have some lockable cabinets in the office as well as a shredder. | JV | |
| JO advised that we should store most items for 6 years. Suggestions to save space and to ensure security would be to scan to disc. | ||
| 8. | Any Other Business | |
| 8.1 | GAD forms | |
| a) New forms required for Marelize and the Arthurs who have just moved, also Elaine Johnson who has been restored. | JV/MD | |
| b) Forms need to be updated to show MCOC present address and with new dates (changes at beginning of financial year). | JV/MD | |
| c) Sunday before the giving day add GAD info to bulletin (usually 1st Sunday of month). | JV | |
| d) Eventually we will have a new Christian pack to which GAD info will be added. | TF/JV | |
| 8.2 | Website - Adam Birr, Glasgow CoC has kindly offered to update our website as a thank you from Glasgow for the donation (mentioned above). AT to talk with AB about our requirements such as MCOC being able to update it with sermons and documents easily etc. | AT |
| 8.3 | AT to liaise with MD and JV to enable them to process the internet banking. Going forward once cheques are phased out we will need to action reimbursements via internet banking. A new form will be required in order to collect the relevant people's bank details to set this up (which would then be destroyed). | AT/MD/JV |
| 9. | Date of Next Meeting | |
| The next Trustees Meeting will be held on Monday 26 April 2010. |
Judie Vasey
Church Administrator