| ATTENDEES: | Scott Bryden, Marilyn Dean and Andrew Torbet (chair) |
| IN ATTENDANCE: | Judie Vasey (Administrator) |
| APOLOGIES: | Jimmy Ogunshakin, Andy & Tammy Fleming |
The meeting began at 6.30pm and opened with a prayer.
| Topic | Action | |
| 1. | Approval of Previous Minutes | |
| The Minutes from 21st June 2010 were presented. Amendments were also presented. In the absence of Jimmy Ogunshakin who acted as chair for that particular meeting, these minutes will be presented at the next meeting. | ||
| 2. | Matters Arising (not covered elsewhere) | |
| Collective Copyright agreement progress - A link to the list of videos we are allowed to show but not charge for, within our video licence will be forwarded to AF. This is in reference to AF's suggestion to join a collective copyright agreement set up by John Louis (Singapore CoC), which would allow us to charge for screenings (and thus fund-raise). This item is to be deferred to the next meeting for further discussion when AF is present. | All | |
| Photo Permission notice on bulletin - Three people have advised 'no'. It was noted that in an instance where there is only one good photo to use and that photo happens to include one or any of them in it, permission would be requested for that photo only. It was noted that there has been positive feedback on the requests for photo permission and membership contact details particularly from the women who say it has made them feel cared for and protected. | JV | |
| Website progress - Progress is being made in that the church calendar via Google and RSS feeds from DToday have been added to the website. All present agreed to defer further discussion on this item to the next meeting. | AT | |
| Leicester representation at Trustees meetings - church wide events - There is no one available at the present time to accompany MD to the occasional Trustees meeting. | ||
| 3. | Shepherds Items | |
| Book, Tape, Library and old stock policy - It was agreed by all present that no charge is to be made on items already in stock. If the person requiring the book would like to pay for the book we will suggest they make a donation to the church or HWW. | ||
| Events - Update of finances on Pioneer Centre (Church Fun Day): The matter was discussed and there are a small number of outstanding payments to be followed up on. | SB | |
| Results of questionnaire - It was noted that there was no central theme useful for the Trustees to consider. | ||
| Saving for events - It was agreed by all present that the option to make payments in instalments should be handled by the appropriate event organisers, as there is no simple and efficient process available for the small numbers needing it. It may be possible in the future to pay in full on line for an event. It was also agreed by all present that saving (as in being a good steward of personal finances and therefore being able to pay for attending an event) is a discipling issue and therefore the matter is being referred back to the Shepherds and Family Group Leaders. | SB to Shepherds | |
| Smallwood at New Years - It was agreed by all present that the invitation letter to the MCOC and a request for a deposit could not go ahead until the accommodation situation, the numbers permitted and the costs are clarified. An estimate needs to be reached as soon as possible in order that the letter can be issued and that people can register in full knowledge of costs and the accommodation available. Also, as we will be taking a deposit, some terms & conditions should be drawn up. This item is to be referred to the Flemings as event coordinators. Once a policy and costs are decided then they should be run by the Trustees before publishing. | AF/TF/ Trustees | |
| 2011 Fun Day - It was noted that the Shepherds have requested a Fun DAY rather than Fun weekend be booked to coincide with the beginning of/end of the May half-term break based in the feedback from the questionnaire. The Pioneer Centre will not take a day booking until 10 weeks prior to arrival. | ||
| 4. | Finances | |
| Management accounts to June 2010 - It was noted that there are no half-year issues or extra budgetary requirements (other than possible bank charges) to be considered. A line to show bank charges is to be added to the Management Accounts. | AT | |
| Bank account charges/converting bank accounts - JV presented a comparison of several different bank accounts. It was agreed by all present to proceed with the Coop Bank subject to good feedback from Paul Rowden as the user of the HOPE worldwide-UK Coop account. It was also agreed that it would be useful to have a cash card for special reimbursement payments to foreign visitors. | JV | |
| Financial Training for the church - It was agreed by all present that MD should attend a 'Personal Budget Coach' course run by Stewardship (25th Sep 2010 @ £60.00) in furtherance of the request by the Shepherds to train the church. MD is testing the waters. If the course will help to meet the training needs of the church suitable candidates will be put forward for future courses. | MD | |
| Honorarium - It was agreed by all present that the policy confirmed at the Trustees Meeting 18th May 2006 would still apply. £100.00 + reasonable expenses will be paid to visiting speakers. The original policy was made prior to MCoC having ministers and therefore it was noted that the circumstances of each visiting speaker would be considered before payments were agreed e.g. if the speakers are also visiting with other churches in UK and Europe, arrangements with the Flemings etc. | ||
| It was agreed by all present that the Leflers will receive £100.00 each + reasonable expenses (subject to negotiation) when they visit in October. Also this will apply if David Sandstrom visits during the Fresher's week. The Flemings are to liaise with the Trustees on this matter. | AF/TF/ Trustees | |
| Special Contribution - The bi-annual reports form Glasgow and Kolkata were presented. The reports gave an idea of how the donations made by MCoC have helped the respective churches. It was suggested that copies be given out at the next Friday Congregational (27 Aug) pending agreement from the coordinating Shepherd for that day. It was agreed by all present that the special contribution collection will officially start on Sunday 5th September 2010. JV presented a flyer specifically for the special contribution giving information on 'ways to pay'. Some minor changes were requested to illustrate how Glasgow benefited in the previous year. It was agreed by all present that the flyer be given out Sun 5th Sep to coincide with start of the collection. | ||
| Request from Belfast for missions funding - It was agreed by all present to await comment from the Shepherds. | SB | |
| HYC expenses - It was noted that direction from TF for the allocation of monies received is pending and that this should be finalised as soon as possible. | TF/JV | |
| 5. | Employment of Staff | |
| Update on UKBA - Our allocation of two Tier 2 (permanent staff) certificates has been renewed and another 2 Tier 2 certificates have been added. | JO/JV | |
| The ability to employ two Tier 5 (temporary staff) is to be applied for immediately. However, it was noted that the certificate expires if it is not used within three months of being allocated to a specific person and any unused certificates expire at the end of the year (for either category) and have to be applied for again, as opposed to being renewed, which means a new fee. This information is to be passed on to the Flemings for them to clarify when temporary migrant workers (Tier 5) will be required. | SB/JO | |
| JV is to be upgraded from a Level 2 user (assigns certificates) to a Level 1 user (manages the allocation of certificates etc) in addition to JO. | JO | |
| 6. | Legal Matters | |
| CRBs - The new forms have been received and must be used for all new applications. Guidance notes for MCoC will be prepared once the first application has been done successfully. CCPAS themselves have amended their original guidance notes this week. | AT | |
| Compliance Schedule - The compliance schedule was presented. JV will put it on a Google calendar to be shared with the Trustees. | JV | |
| Update on registered office issue - According to our research, in our present situation as a charity we are not legally required to have a registered office. It will be required if we become a limited company and are consequently registered with Companies House. AT is to double-check with the Charity Commission. If MCOC do require a registered office then JV is to set one up with an address in Birmingham city centre for approximately £40.00 + VAT per annum. JV enquired again about using the church office address as a registered office with the landlord and it was confirmed that this would not be possible owing to the landlord's own set-up and various legalities. | ||
| Trustee changes - As an even-numbered year it is the turn of Jimmy Ogunshakin and Scott Bryden to step down as Trustees and offer themselves for re-election. . | ||
| AGM - It was decided by all present that the AGM will take place on Sunday 19 September 2010 after church. An announcement will be placed in the Birmingham & Leicester bulletins. | ||
| 7. | Administration | |
| Benevolence committee plan if AT and/or the Spences are on holiday - If a request is placed and one or other of the committee is out of town then JV can contact one of the other Shepherds or Trustees as appropriate in order to agree the action required and authorise payment. | ||
| 8. | Any Other Business | |
| Authority File (being a reference list of policy decisions made by the Trustees since 2004 which also represent the last thinking on the topic) - MD was thanked for collating this list. It was agreed that this list be used to start a formal policy file and that these policies be developed over the forthcoming year. New policies will be added as and when they are made. | ||
| Kolkata donation - This has been gratefully received by the Kolkata Church of Christ following ongoing banking difficulties in transferring the funds in India. | ||
| New Christian packs - JV ran through the items requested by TF to be put in the packs. A few amendments were suggested. JV to update TF and proceed with putting them together. | JV | |
| Staff Appraisals (Flemings) - It was noted that the annual appraisals for Andy & Tammy Fleming should take place next month (September). Arrangements will be made as soon as the Flemings return from their holiday. | AT/MD | |
| ILC - AT confirmed that he and Helen Torbet are able to attend the ILC in Florida in September. Their basic costs will be reimbursable and registration fee will be paid for Michael and Sima Knowles who are also attending during their summer break. | ||
| 9. | Date of Next Meeting | |
| The next Trustees Meeting will be held on Monday 18 October 2010. |
Judie Vasey
Church Administrator