DCA - 2005-2006

AGM - 2006

Refreshments were served by Pat and John Perks from 7pm onwards, and written reports (see below) were available for those attending to read at their leisure. At 7.30 the outgoing Chairman, Joan Moore, welcomed members and guests, including Councillors for our area, Mark Winnington, (County Council) and Peter Goodlad, (Borough Council, also representing Adam Tedstone) and guest speakers from “Street Scene” who are responsible for street maintenance in Stafford Borough. Apologies were received from several members.

Written reports had been duplicated and were available for those attending. These were presented by the outgoing Chairman (Joan Moore) and Treasurer (Barbara Simpson), Doxey Parish Council, Doxey Church and Stafford Borough Councillors. Reports were also made by a representative of the newly-formed Youth Club Committee (Adrian Venables) and Youth Forum (Hannah Burgess). The meeting thanked both of them, and the support they receive from Sue Fox, of the Staffordshire County Council Youth Advisory Service, who was also present.

Nominations for Trustees had been received. There was one nomination for each of the officers’ posts and six nominations for trustees (the maximum) so those nominated were elected unopposed and introduced to the others present. They are;

Anita Sumner (Chairman)
Tunga Muzangaza (Secretary)
Helen Stuckey (Treasurer)

Laura Day
Jane Essex
Stephen Moore
Denise Peel
Pat Perks
Gill Smith

Sue Fox (nominated by the Youth Advisory Service) and Michele Elliott (nominated by William Sutton Housing Association Trust) continue to be trustees.

Streetscene then gave an excellent presentation outlining their work using photographs taken in Doxey. They were thanked by Anita, who also paid tribute to the work of the outgoing Chairman and Treasurer.

Official Minutes will be posted on the website when they are available.

Reports

Trustees Annual Report

FOR THE FINANCIAL YEAR 1st JANUARY - 31st DECEMBER 2005 (Accompanying Receipts and Payments Accounts)

Section 1 Legal and Administrative information

Charity Name Doxey Community Association
Charity Commission register Number 1109032
Name and Address of Charity Correspondent: for 2005 (Charity’s address)
    Mrs Barbara Simpson, 170 Doxey, Stafford ST16 1EQ

Governing Document is the Constitution adopted 12th January 2005 which contains all the clauses of the Charity Commission’s 1998 model, including the powers granted in section D. There are no specific investment powers

Objects of the Charity (from Governing Document) are to:

“Promote the benefit of the inhabitants of Doxey and the neighbourhood (hereinafter called "the area of benefit") without distinction of sex, sexual orientation, race or of political, religious or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants and promote such other charitable purposes as may from time to time be determined. The Association shall be non-party in politics and non-sectarian in religion.”

Section 2 Trustees and Governance

Trustee Selection method. By election, normally at the AGM in May, with powers to co-opt if required. Two trustees, as indicated, are appointed by bodies as specified in the Constitution. There are no custodian trustees.

Section 3 Activities and Achievements

In 2005 the DCA maintained its established activities with increasing numbers of residents participating. The weekly coffee morning flourishes; 12 editions of Doxey Times were published and distributed; the Fun Day provided exercise and entertainment for Doxey children; we had two Clear Out (recycling) days, a plant sale and our monthly meetings.

Village Voices was a groundbreaking project for Doxey and possibly for any community. It culminated in two performances in the spring of the play “Village Voices”; a play about Doxey, written by a professional playwright in collaboration with Doxey people. It was performed by Doxey people with training and support from the Mikron Theatre Company. Local people gained expertise in each of the skills necessary to perform a play, from publicity to set design.  The project was funded by national funding bodies and our local District and County Council. Over 100 people took part in some way in putting on the performance and a further 300 participated as audience.

In addition the DCA organised 2 theatre trips and provided practical support for the re-enactment of the VJ day celebrations in a nearby community.

The experience of Village Voices has led directly to the current Mother Goose project. The pantomime will be performed in April 2006, by Doxey people.  Rehearsals began in November 2006 and are now in full swing.  The project has attracted funding from local and national bodies.

Towards the end of the year two courses were established which are proving to be popular with residents. 43 people have taken part in the Life Support, (resuscitation) Course and the digital photography course is enabling people to improve their skills.

Section 4 Policies

Reserves policy In accordance with the new charitable status, the trustees consider the matter of reserves (that is those funds which are freely available, not in restricted funds) at regular intervals. Such reserves are normally in the region of £600-1200, which is adequate. Cash reserves were £621 on 31/12/2004 and had risen to £1409 by 31st December 2005, following the very successful “Village Voices” project.

Grant-Making policy Although the DCA is not primarily concerned with making grants from its limited resources, any request for a small grant for a project which would benefit the community and is in line with the objects as outlined in the constitution would be considered by the trustees. An example of this is the grant to buy materials for the Senior Citizens Christmas party, which was given in 2004 and 2005.

Investment selection policy The DCA has bank accounts with Barclays plc at Stafford and Stoke (telephone-based accounts). There are two accounts, a current account, called a Community Account, (which does not levy bank charges nor pay interest on balances) and a Premium account which pays a low rate of interest on balances. The trustees consider that these are adequate for normal needs but could be prepared to change the provider if the majority agree and it was felt a change would be of benefit to the DCA.

A third account, a Barclays “Tracker” account was opened in March 2005 to take advantage of the much higher rate of interest available on balances of over five thousand pounds during the period when we had received grants for the “Village Voices” project but had not received invoices for payments. This account was closed in November, following payments to suppliers as balances of less than five thousand pounds would not attract interest.

Review of major risks The DCA is instituting a risk management strategy with comprises a periodic review of the risks the charity may face, the establishment of systems and procedures to mitigate any risks identified and the implementation of procedures designed to minimise any potential impact on the charity should those risks materialise.

The risk management strategy will pay attention to non-financial as well as financial risks, including the safety and well-being of anyone taking part in any of the activities being managed by the DCA.

Section 5 Signature and Declaration

Declaration: I declare, in may capacity of charity trustee that:

• the trustees have approved the report above; and

• have authorised me to sign it on their behalf

Signed

Full Name Joan Moore
Position Chairman

Date 20th March 2006

Chair's report to the AGM May 2006

This year has seen a growth in the activities of the Community Association, growth both in the number of people taking part, and in the variety of activities that the association has engaged in. The weekly coffee morning meets each Monday and is very well attended by young, old and all stages in between. Thank you to John and Pat Perks for running this facility with their unfailing welcome and good humour. People are asked to make a small contribution to the cost. At this point I wish to acknowledge the contribution of William Sutton Housing Association in providing the hall free of charge, for the coffee morning but also for the Community Association meetings, and events and for their storage of DCA equipment.

Our monthly meetings have continued. In September we had Vicky Singleton from Neighbourhood Watch to tell us about the scheme, in January Amy Bowen from the Express and Star attended the meeting and announced her amazement at the number and variety of the DCA's activities. Our August meeting was a social meeting organised by Sally Hems and David Hughes.

Once more there have been eleven editions of Doxey Times. Doxey Times is delivered to every home in Doxey thanks to a team of 23 deliverers. A number of people responded to an appeal for more deliverers so no one has a huge round. However volunteers are always welcome even if they can only deliver a few copies. Stephen Moore edits the Doxey Times and has done so since I998. Thank you to Stephen and his editorial team of John Smith and lain Simpson for their commitment. Doxey Times doesn't just stay in Doxey. Copies are sent to many outside bodies that have an interest in Doxey and an extended version is posted on the DCA Website each month.

The Doxey Community Association Website has been up and running for over a year. lain Simpson, the webmaster updates it regularly with DCA business materials as well as with notices of events and reports and photographs.

Two further clear out days have been well supported and have proved to be valuable recycling events. Thank you to Mike Turner who organised them. Three other Residents/Community Associations having heard of the Clear out days, have approached the DCA about our procedures.