GOVERNING COUNCIL MEETING
MINUTES
Tuesday 8th July 2003
Tuition House, St. George’s Road, Wimbledon, London SW19
6:30pm – 8:00pm

PRESENT:
Richard Martin, Chairman
Kenneth Wilshire, Vice Chair of the Exec Committee
Colin McDermott, Hon. Treasurer
John Crossman, Secretary
Peter Davis, Robert Devcic, Brian Paul, Andrew Wakefield

1. Apologies received from: Marcus Beale, Helen Clark-Bell, Liz Nelson, Luc Moens, Pat Keith, Adrian Barnes, Peter Cargin.

2. Minutes of the meeting on 8th April 2003. These were accepted as a true record.

3. Matters Arising. None

4. Report from the Executive Committee: Prepared by Marcus Beale and presented by KW in his absence.
MB tabled a report – see attached below.
Additional Comments: JC expressed the view that the EC was too small and too much work was being done by too few.
RD noted that we should become tax exempt even if we are not yet or cannot become a charity.
We can raise funds / awareness of role of WCF through Merton Chamber of Commerce (MCC) with Roger Casale via Marcus Beale and a leaflet, targeting companies like Tesco.
We should have a volunteer policy and expectations of what the GC could and should be doing.

5. Finance. CMcD provided a verbal report as the budget had changed following the withdrawal of funding from the Community Fund. In summary we are running on a revised budget with an income of around £7,000 and we spending all of this. The reserve we have of £2,600 is ironing out the peaks and troughs. Some monies still flow through to the old Nat West account. Schroeder Leader are auditing the 2002 accounts. The bulletin costs around £600 to print and distribute, and we will incur the auditor’s fee in the autumn.

6. Community Fund (CF) situation. RM led a lengthy and considered debate on what action to take to clarify the position of the WCF relative to the CF and the correct protocol in respect of applying for charitable status. Much debate centred on the correct course of action to take in engaging the CF in future correspondence, the nature of this was deemed to be partly dependent on whether a contemporaneous record was kept of telephone conversations with CF officers earlier in the year. The key conversation with the CF was with the Grants Business Manager who advised that moneys received were safe as was the ring fenced £4.5k previously set aside for youth work.

PD recommended strongly that a new application be presented to the CF for the balance of the funds. We should do this when sending in the year 2 report for end April 2003. The meeting discussed the need to send in a report given that funding had been suspended in August 2002.

AW advised that the decision made verbally by the CF that we could retain the funds be confirmed back in writing to the CF and that we insist that they confirm this in writing, although they stated they could not do this. The £4.5k should not be used for general purposes until this had been achieved. It was confirmed by CMcD that the £4,500 was already included in the general accounts and that therefore £1,900 of it had already been spent. Concern was expressed generally about this having taken place without written confirmation from CF or the knowledge or approval of GC and it was considered that this made seeking written approval that much more urgent.

RD explained that we are seen by the public as a charitable organisation. We can “solicit donations” prior to being recognised by the Charity Commission. PD recommended that we clarify this.

RM concluded the discussion by stating that he would prepare a suitable letter that would aim to clarify the situation. He would also look at the file in order to produce a suitable report with the assistance of HCB. These papers would be circulated for comment / agreement prior to actioning.

7. Memorandum for members of the Governing Council
JC presented his paper that led to a general discussion on the current workings of the WCF and proposals for the future.

RM pointed out that we are in a period of change. The transition from the old structure to the new, has led to a lack of shared knowledge as people have stood aside. We have to look for a way that the current postholders have the benefit of what has gone before, there is no schism. However, will the former people have the time, energy and inclination to participate. Additionally the EC was overworked. We were not getting good attendance at GC meetings. The EC was not getting the level of support and practical assistance it needs from the GC. We should therefore consider ways to improve the situation. Previously there was a succesful away day, externally facilitated, that resulted in the current structure. That would be a useful starting point to assess why we are where we are. The outcomes of this are on file.

PD commented that the current exec and GC structure is unsatisfactory. We must change it. Residents’ Associations are not supporting it: we must become accountable and gain respect. We must control the exec by providing policies and objectives to work towards. MB wanted a small exec, AW thought that this was a good explanation. Previously there was a larger exec with a good attendance. The current GC is not working by evidence of the small number of people here this evening. Do we need everybody on the GC.

RM pointed out that people contribute in different ways, we must not accidentally exclude someone, we need to differentiate those who participate via involvement in these meetings, in other areas, and those who give the most time and effort to the WCF. Not everyone can give the same amount but all contributions are valid and welcomed.

JC expressed gladness that the committee problem was being addressed. Too much work was being done by too few people on the exec. Quarterly GC meetings are just not working. RM agreed. With just eight people here this evening it is not an issue that can be left for the next three months.

RD commented that the GC was recruited to reflect specific skills and all of them are needed. On volunteer policy, there has to be specific purpose and clarity on whom they report to. There must be active management of expectations of what is expected of volunteers.

On the CF, if we reapply, what is the project that we would currently apply for and the role of a full time administrator. We have to fit in with their criteria. We cannot apply for the same project more than once. RM replied that we must clarify what amendments we must make to the constitution, and to satisfy the requirements for tax exemption and the Charity Commission.

RM recommended a planning session to be held in early September. Given the changes enforced by the loss of CF grant, this was essential in any event. An evening was preferred to a weekend day by those present, with an early start. For those who could not attend the whole session, then timings of discussions would be adjusted as best possible to accommodate everyone. Invite Roger Casale to this session. HCB will be asked to organise this.

8. Date of next meeting:
Tuesday, 14th October 2003, 6:30pm – 8:00pm Drake House (t.b.c)

9. Any Other Business:
KW provided an update on Friends events on behalf of Peter Cargin. There had been very little take up on the current series of events, and only one of four activities would take place. Of particular disappointment was the cancellation of the reception in the Houses of Parliament with Roger Casale where only 16 people had signed up to this event.

Minutes approved by Richard Martin

These minutes will be circulated to all members of the Governing Council and will be posted on the website: www.wimbledoncivicforum.org.uk