ࡱ> \^[Q@ M#bjbj͘ .>Mppppppp44P2     rPtPtPtPtPtPtP$%RRwTPp"""Ppp  P$$$"p p rP$"rP$>$$LppO  pʆ#FM"rPP0PMCU#CUDOppppCUpO$ !PPD w$  FRIENDS OF WECHIAU GROUP (FWG) 1ST ANNUAL GENERAL MEETING 17th July 2004 Minutes Present: John Flynn (Treasurer), Ann Bannister (Chair person), Lisa Porter (Secretary) Apologies: Martin, Maartin, Klass, Ian, Felix, Alex, Stephanie, Rudolfo Constitution Unless FWG generate 1000pa we cannot be register with the Charity Commission as a charity Inland Revenue (IR) will however consider whether FWG can be established as a charity in law. In order to achieve charitable status FWG needs to adopt a constitution that contains wholly charitable objects and administrative provisions. In relation to our objects: Advancement of Education is a charitable object Supporting people and improving quality of life are not considered as charitable The IR are in correspondence with Ann and will give FWG guidance as to how to word/phrase our objectives/powers so that they follow the IR guidelines. It is worth FWG pursuing being able to register with IR as a charity due to the tax benefits. The changes discussed which need to be made for IR purposes are: FWGs objectives should be re-worded to powers Clause 2 & clause 29 discussed and acceptable re the wording of education and skills An annual fee could be introduced to cover the admin costs and transfer of money costs of running FWG charity A joining fee of 10 is agreed for new members of the charity, and will become the annual fee, which will be collected on 1st April each year for the start of the new financial year. If someone joins mid-year then the fee could be reduced to 5 if the person is not happy to pay 10 An AGM will be held each year in spring to enable preparations for the start of new school year in September The charities act of 1993 will be used as the guidelines for accounting (point 27) Auditing (point 27a) (independent verification of accounts) to be added to the constitution. This is not a legal requirement yet, but all agree it is good practice. John and Lisa both have contacts who may be able to assist with auditing Resolution FWG aim to get enough money for 1 student to be funded from September 2004 (this year). Need to clarify with contacts in Ghana exactly how much is required for year 1 as there were a few aspects of information given that were a little unclear Election of Officers Ann elected as Chairperson, Lisa as Secretary, John as Treasurer. No objections received. Action Plan John to write to Earth Watch to get a list of previous volunteers. If a list cannot be given to FWG then a letter could be written and Earth Watch may distribute on our behalf to previous volunteers. Johns contact at Earth Watch is Sarah Staunton-Lamb John will write to/email Klass re setting up a FWG website. All agree the website is very necessary to FWG. Lisa will keep a list of members paying into the FWG account. Membership to commence from 1st April each year in line with the financial year. John will forward to Lisa a list of paying members: name, address, email, & date membership commenced. Point 2 on the action plan (provide a network of skills) is impractical and impossible to put into practice due to the extreme lack of direct communication available with the village of Wechiau. Lisa will get in contact with VSO and Peace Corps re if any assistance can be offered in getting material to Wechiau and Ann will seek advice from Donna (current volunteer) re what may be needed. If may be more cost effective to purchase materials in Ghana rather than ship from UK to Ghana. Anne is currently awaiting responses from Paul / Donna re setting up a scholarship committee. This needs setting up urgently if we are to proceed with sponsoring a child from this September. The fact that the funds are available can be used an incentive. Ann will email Donna / John Mason / Paul Bier re getting this sorted out asap. It is believed that there may be an internet caf at Wa from which contact could be made with FWG via our website once set up. The student may have internet access via the school. A message board on the website would be a useful communication tool. The students progress is to be monitored by FWG where possible Members could organise adopt a guide to co-ordinate who is writing to which guide and what is being sent. The current Hippo Sanctuary newsletter could possibly be uploaded onto the website if it has been produced on a computer via a compatible program. (Ann will email Donna re this). The minutes will be taken and typed up by Lisa and emailed to all members The Action Plan will be amended. Earth Watch Earth Watch support to Wechiau may be ending in the near future. It is possible that the Peace Corps support may also end at any given time. This could be detrimental to FWG who at present are reliant upon both. To date we calculate there are approx 160 previous volunteers whom we can approach who may be interested in joining FWG. When Earth Watch cease sending volunteers FWG will be dependent upon tourists and visitors to the area. Earth Watch may be able to give FWG leaflets to the volunteers going to Wechaiu this November. Once completed they could be given to NCRC to be returned to us. Earth Watch could be approached to see if they would offer FWG support once they have ceased involvement with Wechaiu Community Hippo Sanctuary. There may be other funders / organisations which could be approached for grants to maintain FWG charity. FWG Leaflet An address is needed for FWG but given that the leaflet will be distributed in Ghana and the recipients unknown us, this should be a PO box rather than some-ones own personal address. PO Boxes are 60 pa which is expensive for a small charity. Anns address will be removed from the leaflet and the FWG email address will be used instead. NCRC may agree for their address to be used and forward any mail to us. John will also check with the HSBC whether it is safe for bank details of the FWG account to be published on the leaflet. Treasurers Report FWG account balance: 200 currently in the FWG account E200 currently being processed 75 expected to be deposited into the account shortly 413 Total (approximate) which should cover the first terms costs of Monetary Requirements of Sponsoring a Student: $632 needed for term 1 $147 needed for term 2 $147 needed for term 3 In pounds sterling this equates to: 361 needed for term 1 84 needed for term 2 84 needed for term 3 It is believed that the following years costs will not be as expensive as there are a lot of initial costs included within the first term and first year. Based on this information there will be enough money in the FWG account to cover the first term of student sponsorship. John will produce a spreadsheet of the expected costs for the first three years of sponsorship. Rudolpho will be requested to find out how to send the money to Ghana Next AGM meeting: To be scheduled for spring 2005. 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