Minutes of AGM Dec 21
Minutes of AGM Dec 21
ANNUAL GENERAL MEETING
Year 2020 – 2021
Webinar, 8th December 2021
19:00 – 19:45
Minutes of the meeting
The AGM was held virtually due to COVID 19 restrictions.
Notice of the meeting was given 12 weeks in advance so that members could join the meeting virtually and/or by telephone.
Trustees Present: Trevor Parkin (Chair and Treasurer), Melissa Crowland, Sharon Bates (ASUK Financial Services committee), Kez Hayat (Lead Trustee for Breaking Down Barriers (BDB), Prof. Tim Barrett and Dr Richard Paisey.
In attendance: Kerry Leeson-Beevers (CEO), Ann Chivers (Executive Director), Catherine Lewis (Office Manager), Jane Biglin (Family Support Worker), Derek Sankar (BDB Community Inclusion Coordinator), Vanessa Williams (BDB PPI & Impact Coordinator) and Steve Scoffield (Finance Manager)
Apologies Alex Griffiths-Rayson (Vice Chair)
4 Members joined the meeting.
- Welcome and Introductions from ASUK Chair and Treasurer, Trevor Parkin
Trevor welcomed everyone to the AGM, he stated that the meeting would be recorded and checked that everyone attending gave their permissions to do this. There were no objections.
- Minutes of the previous Annual General Meeting held on the 18th November 2020
The minutes were approved as a true and fair record of the meeting with no actions arising.
Proposed by Trevor Parkin
Seconded by Melissa
Approved unanimously
- Financial report
The Accounts and Annual Report were presented by ASUK Finance Manager, Steve Scoffield. Steve explained that the charities finances are currently in a healthy position. The Accounts have been independently examined and comply with current legislation and the SORP. The Independent Examiner has given an unqualified report, with no matters to draw to the attention of the members.
- Annual Report Summary
Trevor gave an overview of the charities key achievements over the past 12 months, he talked about how difficult it had been for families and how the ASUK staff team had supported families with practical and emotional support. He told the meeting how many new children and adults had been diagnosed with AS, how ASUK had responded, taking a flexible approach to family support ensuring families could connect.
The complete annual report will be posted to the website, sent to the ASUK community by email and as always if individuals would like it in any other format to contact Catherine.
- Trustees
Election of New Trustees
There were no new Trustees to be elected during this meeting.
Trevor, highlighted that we are currently recruiting Trustees, and specifically looking for someone with a financial background.
Re-election of Trustees
Currently no Trustees to be re-elected.
- Approval of Accounts
The Treasurer recommended that the Accounts and Annual Report be approved.
Proposed by Trevor Parkin
Seconded by Sharon Bates
Approved unanimously
- Appointment of Independent Examiner
The Chair recommended the appointment of Thomas Westcott Chartered Accountants, Barnstaple as Independent Examiner for the forthcoming year.
Proposed by Trevor Parkin
Seconded by Sharon Bates
Approved unanimously
- Other Resolutions
There were no other resolutions.
- Any Other Business
Trevor reiterated the thanks to the Board for their time and support.
- Questions
One question had been received by email, from a family member who wasn’t able to make the meeting:
Q1 “3 of the existing Trustees have now exceeded the time recommended by the Charity Governance Code and ASUK’s own governance to serve as Trustees.
Do the Trustees consider this a risk to the charity?
Why has this happened?
Q2 How will the Trustees manage potentially losing so much knowledge and experience from the Trustee Board at one time?
Observation Whilst researching my question, I couldn’t find the details of the length of time some Trustees have been in position; the Charity Commission recommend it is included in the Annual Report.
Could the Trustees consider including this information in future reports?
Trevor thanked the ASUK family member for the questions, he responded by explaining:
Q1 – Due to Covid-19, advice and approval was sought by the Board through the Charity Commission to enable Trustees to serve longer than their tenure, as a temporary measure through this critical time of a global pandemic. The Board were keen to ensure that the charity wasn’t affected during this time by further changes.
He stated, however I will be stepping down in 2022.
Ann responded too (as the Chief Executive during this time):
Q1 – Trustees who have completed their tenure will be stepping down in March 2022.
We discussed with the Charity Commission for Trustee tenures to be extended temporarily, this was agreed and minuted at a Board meeting.
In parallel the board have been looking at succession planning, for staff and the Board.
Q2 – To improve recruitment and Trustee inductions they have outlined changes to the process; firstly, potential Trustees will observe a meeting and then have a mentor to support them. The mentor will be one of the two who are stepping down so they can pass on their knowledge and experience. There will be a three-month handover process.
The Board will be discussing nominations for a new Chair and new Vice Chair for 2022/2023.
In response to the observation – reporting on the length of time Trustees have served – we can include this in future reports going forward.
Thank you for the question and observation.
Note-The complete annual report will be posted to the website, sent to the ASUK community by email and as always if individuals would like it in any other format to contact Catherine.
Further comments
Melissa, commented:
“I have felt more connected through the pandemic, due to the charities virtual work and connecting to one another more.”
Kerry thanked Melissa and Alex for coordinating and facilitating Time to Talk sessions for adults with Alström Syndrome, to keep them informed and connected.
Kerry also thanked all those Professionals who have also adapted and given time and reassurance for families too.
Tim thanked Trevor for giving his time and insights.
Trevor thanked the team and everyone for attending and closed the meeting.
The AGM closed at 19:45