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Minutes of the Sponsors Meeting
held at Shefford Lower School on 24 June 2006
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PRESENT:
Annette Glenn, Tracy Callender, Janice Evans, Duncan Dunsmore-Rouse, Kathy
Taylor, Peter Tee, Bob Evans, Angela Hopkins, Ruby Jackson, Sybil Graham,
Sheila Holding, Maureen Buxton, Mark Rudderham and Ann Hall. Plus three
visitors: Matholang Khasake, Motselise Khaske and Mosetse Lebesa.
APOLOGIES: Rosemary Airey, Sarah Brown, Coralie McClusky, Sheila Jones, Jo
Collins, Gaynor Goss, Keith Graham, Silvia and Alan Barsby, Val Osman,
Bill and Melinda Tucker.
MINUTES: The minutes of the last meeting were accepted.
MATTERS ARISING: Annette welcomed everyone and thanked them for their
contributions since the last meeting and also thanked Tracy for letting us
use the School for our meeting. She gave an account of the major achievements
in Lesotho since forming the group in 1999. She read a letter received
from Rose Makibi, giving thanks for the contents of this year’s container
– by courtesy of the Durham Link. Letters of thanks from other members of
the family have also been received. Everything we sent got there. A letter
of thanks has been sent to the Link and a cheque for £45 towards the
cost of the container.
Annette had already circulated a Diary of events from February to June 2006.
FUTURE PLANS: Janice showed us plans of the proposed school project
in Ha Simone; she explained how it had expanded from a one room stone building
to a three room brick building due to the generous donation of £3,000.
The total cost would probably be approximately £3,840 for the three
roomed building. Funds would be raised for the extra money and Annette
already had a promise of about £1,000 from her family, later this year.
We have obtained the services of an English architect (Jim McCloy) who lives
in Maseru, who has already worked on another school in the area for the Durham
Link. It was proposed to ask Justice Makibi to oversee the project
while working alongside the architect; this would hopefully keep costs to
a minimum. Designs, costs and plans will need to be agreed by both sides
before work can begin.
CHARITY STATUS: Annette explained details of a meeting she had had with Barbara
Burrows, who had helped decipher the aspects of becoming a charity.
Barbara was prepared to help set us up. It had been suggested that
we could be part of the Durham Link Charity but the advice from Barbara was
that it would make things very complicated. A discussion on the possibility
of becoming a charity in our own right was unanimously accepted. It
was felt charity status would give us more autonomy and more funds would
be the result, as the Durham Link is affiliated to the Anglican Church.
NAME OF CHARITY: Annette had provided a list of possible names for our charity.
A majority decision was made to call the charity 'Linking Lives'. It
was felt it said exactly what our group did, didn’t involve anything that
needed explaining and wasn’t associated with any specific place.
ELECTION OF CHARITY COMMITTEE: Four members present were willing to serve
on the Charity Committee: Annette Glenn, Janice Evans, Mark Rudderham and
Peter Tee. Annette was elected Chair person, Janice as Vice Chair person.
Mark as Treasurer and Peter as Officer-at- Large. It was suggested initially
that each officer would stand for 1 year. A number of Trustees will
be sought, possibly from those absent today – the only name at present was
Barrie Glenn. Dates and venues of Meetings of the Committee to be decided.
Trustees Meetings would be 4 times a year plus an AGM.
FINANCE A new Bank Account will be opened in the name of Linking Lives with
3 signatories (Treasurer, Chairman & Vice-Chairman) – two names required
on each cheque.
The Charity Commission has asked if we would show them evidence of what our
Organization has done in previous years. They don't insist that we submit
receipts (although these would be helpful) but if you could please try to
keep counterfoils of any money in future which you send to the families at
Ha Simone and send them, in confidence, to Mark Rudderham, that would be
appreciated:
Mark Rudderham, 31 Carters Close, The Poplars, Stevenage SG2 9QA.
If sponsors can remember what they have sent in the previous year to Rose
Makibi for a family, say April 2005 - April 2006, we will include this as
evidence in our formal Application. This will be considered for a retrospective
payment from the Inland Revenue of the 28% for previous years. We can apply
for retrospective payment for 5 years apparently. This would be a fair amount
of money to go towards our Charity.
MEMBERSHIP FEE Everyone on the Sponsors and Friends of Ha Simone List was
asked to pay £10 per year into a Petty Cash Account; (£5 twice
a year would be fine). This money to be paid to the Treasurer and used for
everyday costs such as postage, stationery, phoning Ha Simone, printing leaflets
etc. Annette will run a Petty Cash Book for this, checked by the Treasurer
at intervals. All donations which come in the future to be accounted for
by the Treasurer and a yearly report prepared and submitted to the Charity
Commission.
WEB SITE, NEWSLETTER, LEAFLETS: Annette has found someone in her village
to help set up a web site at £5 per hour. Alternatively, Tracy said
she will ask one of her staff members – Cheryl Gardener – to see if she would
like to design our web site. As this would be a project in school time
there would be no charge. This was gratefully received. Now we
have a name for our charity it was hoped this will be done as quickly as
possible. Any offers of help with the website would be appreciated. Annette
will initiate the proceedings by saying what we would like it to be and Cheryl
will hopefully be able to create the website.
The Newsletter will be sent out by Maureen approx every three months, by
email if possible to save postage. Would everyone please make sure that Maureen
has their email address. Please let Maureen know of any news from Ha Simone,
such as letters containing news of your particular family. Anything newsworthy
is of interest to everyone in the group.
A coloured leaflet with photographs has been prepared by Sue Emerson from
Durham and a sample was distributed for everyone to see. These will
be available when time and costs permit. We are fortunate to be able to put
a photograph of HRH Prince Seeiso on the top. Matholang will arrange this.
FUNDRAISING: Peter Tee said he would be prepared to lead a Social Committee
to raise funds and was willing to look into the possibility of a Musical
Event. Venues were discussed and it was felt that Shefford Lower School would
be ideal if it was possibly available, either free or at a reasonable fee.
We will ask Tracy if this is possible. The problem of selling alcohol could
be solved by asking people to bring their own.
All ideas to be discussed at a future meeting. If you are contacted please
do your best to help, especially those who would like to perform; musical,
dramatic, humorous or just plain silly! There will be chance for everyone
to take part or help with organising. This event could coincide with our
successful appeal to become a registered Charity!
REPORTS: If anyone makes a visit to Lesotho, and in particular to Ha
Simone, a report of their visit would be appreciated. This would be a very
useful addition to our Charity Application.
EVENT FOR OUR PATRON: Matholang Khasake, secretary to HRH Prince Seeiso,
asked for a selection of dates to be provided for the Prince to choose but
would probably be in October or November this year.
Other ideas for fundraising: A Memorabilia Exhibition with refreshments.
(To involve everyone in the locality.) Possible Venue - Campton Village Hall.
All ideas would be welcomed.
AOB: There was no other business.
The meeting ended at 12.30pm.
A display of singing and dancing after the Meeting by the Basotho visitors
was much appreciated. We thank them for attending our first Charity Meeting
in which HRH is involved.
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