Wednesday, November 30, 2005

Trust meeting 10 December

The Jefferies Land Conservation Trust is holding a special general meeting on Saturday 10th December at 1pm in order to formally adopt a Constitution and elect Trustees that will manage the organisation.

The meeting will be held at The Community Crossroads [the former Railway Museum] in Faringdon Road, Swindon.

There will be an opportunity to update Members about the Trust’s emerging vision for the land at Coate.

ADOPTION OF CONSTITUTION
This proposes rules by which the Trust will operate. They follow a model provided by the Charity Commission. The draft document also contains a mission and policy statement and describes briefly how the organisation is structured. Once the Constitution is agreed, the Trustees will apply to the Charity Commission in order to formally register the Trust as a Charity.

APPOINTMENT OF HONORARY OFFICERS AND TRUSTEES
Trust members will elect from amongst themselves a Chair, a Secretary and Treasurer and up to five additional trustees.

For more information contact Jean Saunders on jefferies_lct@tiscali.co.uk or phone 01793 783040


2 comments:

Jefferies Land Conservation Trust said...

Minutes of the Special General meeting of the Jefferies Land Conservation Trust held at the Community Crossroads, Faringdon Road, Swindon on Saturday 10 December 2005

PRESENT: Marilyn Beale, Sue Birley, Keith Brain, Simon Bridewell, Margaret Fryer, Alan Hayward, Fay Le Coyte [part of meeting], Sandra Matthews, Jean Saunders and Gordon Wilson [representing Liddington Parish Council].

1. THE CHAIR
Alan Hayward was in the Chair and welcomed members to this first special meeting of the Trust. Introductions were made.

2. APOLOGIES
Apologies were given in respect of Roger Chacksfield, Patrick Esmonde, Philip Greig, Charmian Spickernell, Graham Walker and Martin Wicks.

3. UPDATE ON ACTIVITIES OF THE TRUST
a. Planning Inspector’s report: Swindon Local Plan 2011 inquiry. Jean Saunders highlighted the main recommendations made by the inspector related to Jefferies Land that would provide the Trust with scope to achieve its objectives to protect and enhance key features in the landscape and push for the most sympathetic design where development takes place.
b. Launch of the A5 pamphlets. The Trust had just produced two reports. The first “Coate and Richard Jefferies” by John Chandler provided information from Jefferies works relevant to the area and a history of Coate around 1880. The second pamphlet written by Trust members, “An alternative use for Jefferies Land” described the environmental qualities of the area and how the Trust might manage the area for the benefit of wildlife and local people. The pamphlets had been distributed to the media, Swindon Borough Council members, Anne Snelgrove MP and the National Trust. Further distribution of the Chandler pamphlet was discussed through schools, libraries and other events.
c. Jefferies milestone. English Heritage will revisit the Grade II listed building located along the old Coate lane in order to update the designation as proposed by the Trust in order to include reference to Jefferies and his quote in ‘Meadow Thoughts’. Sandra Matthews mentioned a nearby well in a private house that is still subject to legal use by neighbours. Trust to investigate whether it is a building worthy of listing.
d. Membership. The Trust has forty members mostly made up of individual and family members. Four organisations had registered. Funds had been set aside for a new membership leaflet.
e. Internet. A dedicated web site and news page had been set up for the Trust.

4. ACTING TREASURER’S REPORT. Sue Birley had prepared an interim report to detail the accounts for the last three months. A dedicated Triodos Deposit Account had been opened in the Trust’s name to deposit funds. No money had been withdrawn from the account. Trust registration fees amounted to £308 and donations £1726.88. Some donations had been ring-fenced for a specific purpose. For example; to pay for the printing of the two A5 pamphlets, the Constitution, future membership leaflets and postage. Total expenditure amounted to £917.08. This included the fee to register the web site, for printing and postage and a small handling fee for the online Paypal account. This left a balance of £1,117.80. All incoming and outgoing transactions had been entered on an Excel spreadsheet. An auditor would be needed to examine the accounts at the end of the financial year dated December 2006. The Trust intends to register with Gift Aid and will approach members to seek authority to recover income tax paid on their individual contributions.

5. ADOPTION OF THE CONSTITUTION. Having already placed a first and final draft constitution before members during the consultation stages, along with a mission and proposed policy statement, no member raised any further matters for discussion. The document was drawn from a model recommended by the Charity Commission. Sue Birley proposed the formal adoption of the draft Constitution, seconded by Simon Bridewell. The motion was carried.

6. ELECTION OF TRUSTEES
Marilyn Beale, Sue Birley, Simon Bridewell, Alan Hayward and Jean Saunders had been nominated to act as Trustees. The role of Trustees was explained. The Chair invited other members to put their names forward but no others were forthcoming. It was proposed by Marilyn Beale and seconded by Sue Birley that Alan Hayward should be elected Honorary Chairman. This motion was carried. Sandra Matthews proposed and Keith Brain seconded that Jean Saunders should be nominated Honorary Secretary. This was carried. Marilyn Beale proposed Sue Birley as Honorary Treasurer, seconded by Gordon Wilson; it was carried. Jean Saunders proposed Simon Bridewell as a Trustee, seconded by Alan Hayward; it was carried. Marilyn Beale was proposed as a Trustee by Sue Birley seconded by Sandra Matthews. It was carried. All Trustees would serve until the first Annual General Meeting that would be held in a years time.

7. EXAMINER OF ACCOUNTS
John Stretton had been approached and had agreed to examine the accounts at the end of the financial year, accepted as 31 December 2006. Jean Saunders proposed that John be elected to serve next year. Alan Hayward seconded the proposal. It was carried.

8. TRIODOS BANK
It was proposed by Alan Hayward and seconded by Keith Brain that a deposit account should be opened with Triodos Bank in the name of the Trust. This was carried. It was moved by Marilyn Beale that the Honorary Trustees should all act as signatories to authorise transactions from the bank and that any two signatures would be required. This motion was seconded by Gordon Wilson and carried. As Jean Saunders and Sue Birley were already registered with Triodos to operate the Trust’s opening account, the bank would be provided with a copy of the new rules, list of Trustees’ names and a request to add Alan Hayward as a third signatory.

9. CHARITY COMMISSION DECLARATION
The Trustees signed the Constitution and a declaration that each would act in accordance with Charity Commission’s guidelines. It was approved that an application would be made to register the Trust with the Charity Commission.

10. ANY OTHER BUSINESS
Main proposals for future work
a) Growing the membership This would now be a priority for the Trust by firstly approaching like-minded community groups along with councillors and nearby parish councils and wards. Selected corporate bodies in Swindon would also be approached. Alan agreed to invite all Borough Councillors and Swindon’s MPs to join the Trust.
b) Education and promotion The Chandler report would be further promoted through schools, colleges and libraries. The Trust would provide speakers as appropriate.
c) Eco-bash Support the Eco-bash in April 2006 and similar events. Lynn Forrester also manages a Quality of Life awards scheme; explore opportunities for funding events or educational materials through the award.
d) Grants Discussions about potential grant sources were explored such as the Heritage Lottery Fund and local grants. Marilyn receives news of potential grants. Goal for Trust: to purchase Coate Water buffer land to put into conservation trust and focus on best use of Coate Museum and grounds that are suffering from neglect.
e) Planning process To respond to any planning matter related to Jefferies Land in order to secure as much nature reserve and landscape value as possible and to push for best environmental and sympathetic design.

The meeting ended at 2.15pm.

Jean Saunders, Hon. Sec. December 2005

Patrick said...

CONGRATULATIONS!

Super comprehensive report!

Very impressive. Whatever was lacking in numbers attending was more than made up for by accomplishments outlined in the minutes. What a great start!

Five Trustees is an excellent number ... special thanks to all of you for taking on the committment.

The following specified goal seemed very focussed and modest. Certainly reasonable and perhaps achievable!

"to purchase Coate Water buffer land to put into conservation trust and focus on best use of Coate Museum and grounds that are suffering from neglect."

Well done again to everyone!