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PACT AGM Minutes 23/05/2007

PEWSEY AREA COMMUNITY TRUST (PACT)

Minutes of the 4th Annual General Meeting held on Wednesday 23rd May 2007 at 7.00pm in The Gallery, Pewsey.

Present:
Mike Asbury (Chairman), Colin Lampard, Terry Kemp, Lee Grafton, John Brewin, Jan Grafton, (PACT Directors) Graham Hardy (PACE Gallery Administrator), Claire Toole.

Attending:
Alison Reed (PACT Volunteer Administrator).

It was agreed that Mike Asbury (PACT Vice-chairman) should chair the meeting, because of Colin Lampard’s illness.

1. Apologies

Apologies were received from Caroline Brailey (KDC), Margaret West (VAK), Caroline Thornycroft (Wiltshire Customer First Partnership), Maryrose Mantle, Peter Deck, Caroline Beale, Hilary Marsh, Andrew Jack (Community Planner, Pewsey Community Area, WCC), Netheravon Parish Council, Margaret Thompson, Dawn Miller, Jerry Kunkler, John Toole, Linda Fishlock.

2. Minutes of 6th July 2006 AGM

Minutes of the last AGM held on 6th July 2006 were unanimously approved.

3. Chairman’s Report
(Full report held on file in PACT registered office with minutes)

Mike Asbury circulated the report to those present and spoke briefly. MA hoped that it could be presented in this format in future and that it could be used as a flyer for funding requirements and publicity. MA emphasised that PACT is not a funding/grant giver, as some people had thought of PACT in the past.

MA highlighted the lack of participation from local community villages and that PACT must try new ways of encouraging this. MA went on to say that the two major projects that PACT was involved in over this past year were the PACT Centre and the King Alfred Trail. He added that PACT expects to be involved in the coming months and years with the management of the community benefit arising from the development of the Whatley site.

Frank Marshall was thanked for his considerable support, and on behalf of PACT. Mike wished Colin a speedy recovery.

4. Financial Report
(Full report held on file in PACT office with minutes)

In PACT Treasurer Linda Fishlock’s absence, MA gave a brief resume of the papers LF had produced for the AGM, highlighting the paper listing the expenditure since the closing of accounts (financial year end). He explained that these balances represent “a moment in time”.

LF supplied an additional paper listing balances to date. MA thanked LF for her work over the year, and the production of such a comprehensive report and figures.

Closing Balances as at 31st March 2007:-
PACT £7,452.97
Christmas Fayre £139.29
ePewsey (£6,977.60)
Friday L8 £2,851.00

Balances for all projects as at 15th May 2007:-
PACT £6,725.47
Christmas Fayre £115.79
ePewsey £8,894.79
Friday L8 £2,454.00

LF put in first claim to KDC to draw down funds for year 2007/2008 as follows:
PACT £2,500.00
ePewsey £10,000.00
Study recommendations £1,500.00

Accounts have been audited by Charlton Baker. £2000 has been written off. Colin Lampard added that PACT still awaited closure on this via a letter from the Police.

A collection made at the funeral of Mike Baker, a staunch Carnival worker ands supporter who died last year, raised £670 for the benefit of the community. Some of this money has been used to re-fence an area of the Carnival Field. The remainder has been used to plant thirteen trees in Rectory Grove, called “The Baker’s Dozen”.

Commenting on the financial report, CL proposed that LF draw down the remainder of PACT money as soon as possible.

5. Adoption of Accounts (2006/2007)

The accounts for the financial year ending 31st March 2007 were presented by the Chairman for adoption. Colin Lampard proposed, the adoption, Terry Kemp seconded, and they were unanimously accepted.

6. Election of Directors

Mrs Margaret Thompson had earlier been co-opted onto the PACT Management Committee with her election to be confirmed at the AGM. Terry Kemp proposed her election, seconded by Lee Grafton, and unanimously accepted by the meeting.

7. PACT – Consideration of Charitable Status

Terry Kemp spoke to this item and asked the Agenda Item 9 be considered at the same time.

TK said that the Directors had asked him to review the Business Plan with a view to PACT adopting charitable status. John Brewin asked what the benefits would be? Will there be any minuses? What might not be available to PACT should it attain charitable status? TK explained the reason behind the study, outlining the benefits, particularly the ability of applying for grants only available to Registered Charities. At first glance he could not see any disbenefits to achieving Charitable status, bearing in mind that PACE would not be included, and could therefore trade and pass any profits to PACT. However, the review of the Plan would enable any problems to be highlighted.

(Action: TK to produce consultation paper for consideration by the Management Committee. If agreed, an EGM will be called at a convenient time.)

8. Unitary Authority – Response to KDC Letter

The Chairman informed the meeting to the background of the item. He proposed that he should write to Brad Fleet (KDC) saying that there was not a consensus either way within PACT. Lee Grafton re-emphasised his earlier comments to the Chairman that PACT is a non-political organisation and that PACT funding stipulates that PACT remain non-political. Much discussion took place, and it was agreed that the Chairman should write to KDC stating that since PACT was apolitical, he could not make any formal declaration one way or the other.

(Action: MA to respond on behalf of PACT.)

9. PACT Business Plan

Taken with agenda item 7.

10. PACE Report
(Full report held on file in PACT office with minutes)

TK briefly outlined the Management structure of PACE. He was Chairman, Lee Grafton was Managing Director with Margaret Thompson as company Secretary. The other directors all has specific jobs and responsibilities relating to the PACE programme.

Lee Grafton then informed the meeting of the progress of the Centre. LG highlighted a few points in his report, as follows:

Emailing and Data Protection were discussed and the meeting agreed that agreed that Dawn should draft the necessary procedures, to be agreed by the PACE Board.

LG finished on a very positive note and was happy how things have gone. LG added that Phil Brailey will work with PACT producing advertising leaflets. TK had secured £2500 from British Waterways for this piece of work. The Chairman informed the meeting of a company (MBE of Andover) who can print leaflets at very reasonable princes.

JB suggested that PACT write to Parish Councils asking for a donation to printing costs. TK said that the PACT secretariat would work on this.

11. Any Other Business

CL thanked the Chairman and team for “stepping up to the task” during his period of ill-health.

12. Date of Next Meeting – 22nd May 2008

MA explained the reasoning for the May scheduling, based on the financial year end, and account approval for Companies House submission.