| ATTENDEES: | Scott Bryden, Marilyn Dean, Jimmy Ogunshakin and Andrew Torbet (chair) |
| IN ATTENDANCE: | Judie Vasey (Administrator) |
| APOLOGIES: | none |
The meeting began at 6.10pm and opened with a prayer.
| Topic | Action | |
| 1. | Approval of Previous Minutes | |
| The Minutes from 1st February 2010 were presented and duly signed by Scott Bryden who acted as chair for that particular meeting. | ||
| 2. | Matters Arising | |
| CRBs - a list of those with a CRB or needing to renew it is to be circulated to TF, Julia Wakefield and Leadership Team. | AT | |
| CCPAS procedure and new application forms go live on 26 July 2010. CCPAS will accept the old forms until 28 June 2010. CCPAS will send out 20 forms in advance and these have been requested. AT (main recruiter) to run through checking with JV (new recruiter) with two that are ready to send off . | JV | |
| Book and Tape Ministry - there has been no response to the advert in the church bulletin. The matter was referred to the joint Shepherds and Trustees meeting 26 Apr. | S/T Mtg | |
| Gift to Glasgow Church of Christ - Funds have been transferred to Glasgow and receipt confirmed (£8826.77). They have agreed to provide a report in by August on how the funds have been spent. Noted for August agenda. | JV | |
| DT Today - acknowledgement of payment has been received and the removal of access restrictions confirmed . | ||
| 3. | Shepherds Items | |
| Events - It was noted that events can accumulate and that therefore the Leicester church could potentially be out of town on 3 consecutive Sundays. This should be born in mind for future planning. | S/T Mtg | |
| Smallwood at New Year - to be presented to the church via the Shepherds. | ||
| Church Retreat Day - matter referred to the joint Shepherds and Trustees meeting 26 Apr. | ||
| Benevolence Committee -It was noted that forms are now being received from the committee to accompany new applications for help. It was agreed that the committee should be enlarged by at least one person. The matter was referred to the joint Shepherds and Trustees meeting 26 Apr. | S/T Mtg | |
| Church Calendar - to be updated and given out to the congregation within the next two weeks. | AF/JV | |
| 4. | Finances | |
| Budget amounts advised to respective people within the church, e.g. Preteens (The Link), Teens, Students, Benevolence, KK etc. A quarterly sheet is to be sent out to each group. | JV/AT | |
| GAD - payment from HMRC has been received for P2 2009 (Apr to Dec). GAD payment for P1 2010 is being processed. It was agreed that future budgets should assume that 'transitional relief' will not be given out to charities after this year. | JV/MD | |
| 5. | Employment of Staff | |
| AF confirmed the intention to have some summer interns. It was agreed to apply for Tier 5 licence and request two certificates for Temporary workers. Draft reasons for the employment of migrant workers will be drafted by JO for our application to the UK Border Authority. | JV/JO | |
| 6. | Legal Matters | |
| Photocopying of songs and music - matter was referred to the joint Shepherds and Trustees meeting 26 Apr. | S/T Mtg | |
| Compliance schedule - the draft schedule was handed out and it was agreed to add in insurance, office Health & Safety Assessment, Staff appraisals and Gifts/Donations/Grant feedback. Also it was suggested to implement a red, amber & green system to highlight urgency. | JV | |
| Registered office- the new tenancy agreement from Access Self Storage does not allow us to use the office address as the registered office. Various options were discussed. It was agreed to research and subsequently register the use of a PO Box or virtual office. JV is mandated to action this up to a £100 annual cost. Forms and letters are to be amended accordingly to show both the registered office and administrative office addresses. | JV | |
| 7. | Administration | |
| Working with everyone - it was agreed that internal emails should be addressed to the appropriate person and copied to the rest of the Trustees and/or Shepherds for information only. The addressee should respond, the other recipients only need to respond if they have a comment to give. | All | |
| In order to improve communication it was also agreed that a resume of Shepherds' meetings be forwarded to the Trustees & Administrator in order that the Trustees can address anything which needs their input. This matter was referred to the joint Shepherds and Trustees meeting 26 Apr. | S/T Mtg | |
| JV asked if she could give short briefings on GAD/CRBs/Retreats to the church and it was agreed that she should be refered to the Shepherds and the Worship team to organise. The matter was also referred to the joint Trustees and Shepherds meeting 26 Apr. | S/T Mtg | |
| GAD - a new form has been issued to show the new backdated limit of four years. | ||
| Website - being worked on by AT and Scott Wakefield. | AT | |
| Office Risk Assessment was carried out today by SB. | ||
| The Office PAT testing was successful - Access Self Storage require it to be done annually. | ||
| 8. | Any Other Business | |
| None | ||
| 9. | Date of Next Meeting | |
| The next Trustees Meeting will be held on Monday 21 June 2010 |
Judie Vasey
Church Administrator