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Sunday
18th January 2009
Trustees
present:
+Michael
+Ian
+John
Mrs Alison Morris
1. opening
prayers (+Michael)
2. apologies
were received from Ian Ireland
3. the
minutes of the last meeting
were presented and accepted as a true record
4. matters
arising:
there were none
5. review
of the charity objects as defined by the Charity Commission (+Ian).
In view of the
processing of applications during this meeting it was felt
appropriate to go through the charity objects in detail to make sure
that applications met the required criteria before being fully
processed. There were no issues raised.
6. the
A***
T***/R***
project application
(Alison Morris)
This
application was rejected although it promoted some lively, honest and
open discussion.
7. general
applications procedure (+Ian)
A review of the
working document regarding application processing took place and the
procedure was confirmed and no changes regarding the basic principles
were considered necessary. It was also agreed that there will be no
deviation from the agreed method of processing applications whatever
the circumstances.
Following a
recent application and the problems it caused, any conditions laid
down by the trustees in the accepting of an applications will be
given in writing and require a signature of acceptance by the
applicant prior to any funds being disbursed.
Regarding
course materials purchased as part of an accepted application
benefiting the community and/or the Order, it was agreed that
although there is some variance in accepted commercial practice,
course materials will belong to the applicant but where agreed should
be made available on reasonable request.
Applications
will not be taken ‘in good faith’ and applications from
members of the Order in particular will be subject to the same robust
procedures as other applicants to ensure the trustees are seen to
treat all
applicants without either prejudice or favour.
8. changes
to the application form (+Ian)
Following on
from the previous item, a review of the application form took place
and an additional statement is to be included referring to the
publishing of information regarding successful applications being
published on the Order’s web site as a matter of public
accountability and open administration of the charity by the trustees.
So far this has
been implicit but to avoid any confusion, it will now appear on the
application form as a conditional unless agreed by the trustees.
9. fund
raising (+Ian)
Concerns were
raised regarding the raising of funds and this has been deferred to
the next meeting. Members need to commit in some way to the charity
rather than rely on one or two members to do the fund raising.
+Michael raised
the possibility of members paying a membership fee but this needs to
be considered at length.
10. any
other business
Alison
requested that the charity funds be transferred into the deposit
account to access better returns on interest and it was agreed.
Pastor Patrick
had been sent funds (£2,000.00) allocated in 2008 and the
transfer fee of £23.50 was covered by the charity.
Recently paid
out items:
£1,600.00;Application
for provision of a mobility scooter (Rev A*** S***)
£235.00;Advertising
for the charity (pens)
It was also
confirmed that Little Sisters of the Poor and the Air Ambulance had
received £250.00 each (allocated but still outstanding from
early 2008)
Recently received:
£357.00;Leyland
Eagles to whom thanks are given for their support.
They now have a
link on the Order’s web site in recognition of their support.
Thanks given to
+John for his hospitality in hosting this meeting.
11. date
of next meeting:
To be decided
when applications are received.
12. closing
prayers (+Ian)
Thanks to all
for their input and participation.
AGM of
the Charity Trustees
2nd
November 2008
Present:
+Michael
+Ian
Mrs Alison Morris
Mr Ian Ireland
Apologies:
Rt Rev John Rhodes.
The minutes
of the 2007 AGM
had been
circulated and they were accepted with no matters arising
The
treasure's report
The finances
were presented by Mrs Alison Morris and accepted
Applications
An application
for financial support was presented by Rev P*** L*** for the cost of
an accredited one year distance learning diploma course in
Bereavement Counselling. (£500.00)
This was
accepted by the trustees with conditions
· The
awarding of financial support was based on there being no joint
income other than incapacity benefit
·
completing the course,
· the
production of a handbook for all members (which will be printed in
house by the Order)
· making
the gained expertise freely available within On Call.
Further
conditions regarding the ownership of the course materials may be applied.
An application
was received from Archbishop V*** A*** R*** (India) for the partial
funding of a project for supplying water to a village of 210 families
in one of the poorest parts of India. The church and community would
guarantee to find half the cost and the remaining £1055.00
funding was requested from the Order.
Despite all the
evidence presented (application form and letter, two quotations from
engineers and two letters of reference provided by reputable
officials), this application was deferred by the trustees. It was
felt by two of the trustees that further research was needed.
In view of the
urgency of the need, +Ian stated that he would find the funding they
needed from other sources rather than them wait another 6 months for
a decision. He was satisfied that the evidence met the required criteria.
Any Other Business
There was no
other business.
Date of next meeting
A date for the
next meeting was not decided as it needed to be confirmed with Rt Rev
John Rhodes who was hosting the next meeting at St Vincent’s
Chapel, Greenhead, Northumberland.
Saturday,
31st May, 2008
Trustees: +Michael,
+Ian, +John, Alison Morris, Ian Ireland
Agenda and minutes:
1. opening
prayers (+M)
2. apologies
and minutes of the last meeting (+I)
no apologies
were necessary as all trustees were present
minutes of the
previous meeting were taken as read
3. approval
of the minutes and matters arising
the minutes
of the previous meeting were accepted with one small correction being
made as to the time the meeting ended (p.m. not a.m. as recorded)
3. current
funding level (AM)
account were
presented and accepted with thanks
|
account
type |
2007 |
2008 |
|
current account |
£2028.55 |
£2453.55 |
|
investment account |
£5000.00 |
£6578.61 |
4. completed
applications (+I)
Ms G****** R*****
An
application for funding for emergency family accommodation
(£500.00) was made and accepted.
Because of
the persistent phone calls made by the applicant during the
processing of this application, a ‘no contact’ clause once
an application has been received is being introduced.
This
was the first application received and processed.
5. current
applications (+I)	
Pastor
Patrick (water for the Kitale orphanage and school), Kenya
An
application was received for water spring development for the Kitale
orphanage and school site for £2000.00 and was accepted.
A further
£2000.00 was agreed for further work at this site providing that
Pastor Patrick was able to provide photographic evidence that the
water spring development had been completed successfully.
These
additional funds would be used for further building completion work/
urgent resources for the school and/or orphanage. Evidence of
completion of work/provision is conditional.
the building
of two churches, India (AIC)
An
application for £5000.00 was received for the building of two
churches. +John spoke on behalf of the applicant but the application
was rejected as it did not sufficiently meet the charity’s
objects regarding humanitarian need.
Rev S*****
A***** C*****,
Pakistan (late application)
An
application was received for £1000.00 for the provision of
teaching materials etc. There were a number of discrepancies in the
application and the trustees did not feel that this application was secure.
+Ian will
contact the applicants and let them know the outcome of their applications
6.
suggestions for donations/support from the Charity (+I)
The
following were suggested and agreed:-
|
Nominated
Organisation |
Amount |
Nominated
by |
|
Keswick
Mountain Rescue Team |
£250.00 |
(+John) |
|
Little
Sisters of the Poor |
£250.00 |
(Alison Morris) |
|
Air Ambulance |
£250.00 |
(+Michael) |
|
Eden House
Children’s Hospice |
£250.00 |
(+John) |
|
Foyers |
£100.00 |
(Alison Morris) |
An
application form will be submitted for each project and funds
released accordingly.
7.
streamlining the system for applications processing (+I)
The existing
system is not able to process applications quickly enough so it was
agree that
(a)
the trustees would meet twice a year (May and November) to process
large projects
(b)
and that emergency applications to a maximum value of £500.00
would be dealt with by e-mail/phone calls.
8. fund
raising (+I)
Alison
Morris agreed to contact those organisations who support charities.
9.
travelling and other out of pocket expenses (+I)
It was
agreed in principle that legitimate travelling and out of pocket
expenses should be reimbursed. Alison agreed to research what were
acceptable expenses.
10. any
other business (no notification in advance required on this occasion)The
next meeting will be the AGM at the Tabor Retreat Centre, Fulwood,
on Sunday, 2nd November, 2008, time to be confirmed and following on
from the Order’s AGM.
The meeting
following in May 2009 will be hosted by +John at Greenhead,
Northumberland, date and time to be confirmed.
Further
cheques and cash in favour of the charity were received by +Michael
totalling £1895.00
An
additional donation in cash was also received from Mrs Pam Leaf,
Wetherby, and thanks are given on
behalf of the
trustees and those who will directly benefit from her
kindness and generousity.
11. closing
prayers (+Michael)
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