NEIGHBOURHOOD & HOME WATCH NETWORK CHARITABLE COMPANY ANNUAL GENERAL MEETING Leicestershire Police HQ St. John s, Enderby, Leicester, LE19 2BX Wednesday 13th July 2016 11:30 until 12:00 MINUTES 1. Welcome and Introductions Trustees Jim Maddan OBE Chair, Lynn Farrar Vice Chair & Acting Treasurer, John Munton Trustee, Alan Johnson Trustee Regions Janet Gould MBE North West, Julie Dowton South West, Val McPherson BEM South East, Nick King/Ian Fearnley East Midlands, Jim Allen North East, Maureen Brewer Yorkshire and Humberside, Chris Cade West Midlands, Colleen Atkins MBE East of England, John Munton Wales, Alf Kennedy London. Staff Kate Algate Chief Executive, Jayne Pascoe Police Liaison & Strategic Partnerships Director, Lianne Taylor Community Engagement & Membership Director, Lisa Parker Communications & PR, Amanda Sadler -Network Liaison Manager, Sian Dawson Finance Manager. Apologies Andrew Baines Cumbria, Alan Paul Cambridgeshire, Elaine Ryan Dorset, Clive Stewart Essex, Sue Thompson Hertfordshire, David Duncombe Kent, Ruthven Horn Leicestershire, Dennis Browne Lincolnshire, Keith Burke Merseyside, A/ACC Amanda Oliver North Yorkshire, Terry Wallis North Yorkshire, Andy Robinson South Wales, Dave Greaves South Wales, Ray Jones Staffordshire, Derek Pratt Sussex, Christopher Joyce West Yorkshire, Ken Pease OBE Advisor and David Huse OBE - Advisor. Observers Please see Appendix A 1.1 Superintendent Mark Newcombe welcomed us on behalf of Chief Constable Simon Cole to Leicestershire Police Force HQ and thanked the volunteers for their continued support. He wished us a productive meeting. He then handed over the proceedings to Jim. 1
1.2 Jim highlighted that this year has been a bit different to other years, as we ve invited our new sponsors Co-op, ERA and Patlock to attend, as well as extending the invitation to force area representatives and police single point of contacts. 1.3 He explained that we have also been busy strengthening the board by looking at the skill set of the trustees and we are pleased to announce our new advisors to the board, David Huse and Maggie Royston. 1.4 Jim informed us that unfortunately David could not attend, but Jim invited Maggie to stand up to identify herself. To which Maggie agreed. 1.5 Jim introduced David Huse OBE and explained that he was the Head of the London Ambassador Programme for the 2012 Olympics and Paralympics which he brings to the board around designing and leading a volunteering strategy. David also brings a wealth of senior management experience from working with the National Trust and the Home Office as an advisor. David has recently moved to Poland and is looking to establish a Neighbourhood Watch structure there. 1.6 Jim then introduced Maggie Royston, who has a long history in a range of senior management roles regarding transformation programmes. Maggie is based in Nottingham and currently works at the University of Nottingham, on Project Transform, a 50m transformation programme implementing new global IT systems. Maggie s previous roles included International Centre for Corporate Social Responsibility. 1.7 Thanks were extended to Maggie and David, and both were welcomed to NHWN. 1.8 Jim confirmed that NHWN have also asked Professor Ken Pease OBE to come on as a trustee later on this year as he could not be with us for the AGM. Ken is a well-known academic and has an extensive list of publications over several decades, specialising in repeat victimisation. Kens work also has included cocooning, where you protect the victim of domestic burglary and their neighbours by targeting hardening. 1.9 Jim explained that as there are so many who had attended, we wouldn t be able to have open discussions. However, there would be time planned in for a Q & A session in the afternoon. Jim encouraged delegates to network during the lunch break with our sponsors, partners and indeed each other. 1.10 Jim clarified with regards to voting, that as per our current governance arrangements only trustees and Regional Reps could vote. He explained that we would be voting to extend this later but before we set up the new organisation, we were limited to the original members being able to vote. 1.11 All voting members were requested to raise their cards, which they did. 2. Minutes of Last AGM 2015 (Jim Maddan OBE) 2
2.1 The minutes of the AGM held on the 14 th July 1015 were accepted as a true and accurate record. 3. Chairman s Report (Jim Maddan OBE) 3.1 In his outgoing speech as chair Jim paid tribute to the work of volunteers for making the movement so distinctive. He also paid tribute to the Prime Minister Theresa May for her support of Neighbourhood Watch during her time as Home Secretary. 3.2 Jim thanked Chris Cade for his support and time as a Trustee, and for his support as Interim Police Liaison Manager, and presented him with a gift. 3.3 Jim acknowledged John Hallows BEM in absentia, as having been included in the Queen s Birthday Honours. 3.4 Jim acknowledged and thanked Sunny Moore, who is on maternity leave, and Catherine Dunn, who has left to run her own business for their contribution to National. 3.5 Jim welcomed the new staff members, and thanked Kate and Sian for their dedication. 3.6 Derek Pratt in absentia, was acknowledged and thanked for his time as a Trustee. 4. Acting-Treasurer s Report (Lynn Farrar) Financial Year 1st April 2015 31st March 2016 4.1 Lynn explained that our total income was 352,490 and expenditure 315,684. This was a decrease in income from the previous year of 12,111 but we spent 36,307 less than the year before. 4.2 Part of the reduction of income was a 5% reduction in the Home Office funding which was reduced to 275,000. The funding covered, salaries for five staff, office costs and Public Liability Insurance (PLI). All other expenditure, was covered by sponsorship and donations. 4.3 The cost of the PLI remained static at 24,727. 4.4 Sponsorship was also secured from Avocet for the third consecutive year. The Co-op Insurance also came on board in the last quarter and the total for donations and sponsorship of 70,312 including commission from Patlock and the distribution of the Care Quality Commission leaflets. 4.5 Additional restricted funding of 5,500 was obtained from the Home Office for the Segmentation project, a self-assessment tool that identifies the level of risk of a person becoming a victim of cybercrime and fraud. 3
4.6 In December 2015, the Stakeholders Consultation and Engagement conference The Way Ahead was entirely paid for by sponsorship, whereby 15,094 was secured which covered all the conference costs and travelling expenses for all those who attended. 4.7 There were no award ceremonies during the year. 4.8 An overall surplus of 36,806 was achieved, contributing to the contingency fund which is now 130,151 at the end of the financial year. This still only equates to around 3 months running costs whereby good practice denotes it should be 12 months so there is still a way to go. 4.9 Lynn explained that considerable changes have occurred in the last quarter of the financial year as two staff members have left and one went on maternity leave, but salary costs were reduced by 10,000. Temporary cover was brought in and a new system for the national enquires was adopted, ensuring that all enquiries could be handled in a timely and relevant manner. 4.10 Office running costs were reduced following the move to Wigston Police Station in December 2015 which we currently use for a peppercorn rent. 4.11 Trustee expenses amounted to 6,596. Regional Representative meeting expenses cost 8,348 a reduction of 833 compared to last year and Staff expenses totalled 8,585 reduced by 4,716 from the year before. 4.12 The Audit report by Moore Thompson completed in June 2016 states that our accounts give a true and fair view of the Charity s affairs in accordance with UK generally accepted accounting practice and in accordance with the Companies Act 2006. 4.13 In April 2016, Lynn explained that we secured a slightly higher funding from the Home Office of 280,000. Additionally, we have also secured a new sponsorship with ERA Home Security over the next 5 years and the Co-op Insurance for the next 3 years. 4.14 Lynn explained that the Audited accounts are on the website, and that all should have all received a copy prior to the AGM. There were a few hard copies available. 4.15 Lynn expressed that we are still looking for a treasurer, and if anyone wishes to, or knows anyone who might be interested, to please let one of the trustees know. 5. Resolution Appointment of External Auditors 5.1 Lynn proposed that external auditors Moore Thompson should be appointed for a further year, this was supported by a majority. 4
6. Notification of the intention to set up a Charitable Incorporated Organisation (CIO) - (Jim Maddan OBE) 6.1 Jim referred to the two confusing documents and governance arrangements, he explained that this is due to the previous options available to us we have been acting as a national charity but also as a company limited by guarantee. 6.2 Jim explained that one has a constitution, the other has articles of association The board, in particular Derek Pratt, have been undertaking considerable work and have identified that a new governance structure would ease the administration for the NHWN to reduce confusion and ambiguity regarding the governance arrangements. 6.3 Jim explained that the new organisation is a Charitable incorporated Organisation (CIO) and combines both a charity and a limited company. It offers protection for the new trustees and allows us to combine to deliver on our strategic plan as we intended. We need to set up the CIO first and we intend to call it the Neighbourhood Watch Network (NWN) and then we would transfer any assets (funding) and the staff from NHWN to NWN. We would then dissolve NHWN both with Companies House and with the Charity Commission. 6.4 As per previous discussion with everybody, and the outcomes from the regional workshops, when we undertook to consultation for the strategic plan, it is also intended to increase the potential for more members of the CIO, namely force area associations. Listening to your feedback, the board have agreed that by extending membership to the force areas, this will ensure greater effectiveness, transparency and accountability across the movement. 6.5 Jim said that the board also agree with members thoughts that there needs to be a minimum set of standards which force areas must agree and sign up to. Namely that there is a constituted committee overseeing the force wide associations who work effectively with partners including the police. 7. Resolution to extend the membership for the CIO to constituted force area associations - (Jim Maddan OBE) 7.1 The resolution was passed with a clear majority in favour. 8. Resolution to transfer assets from NHWN to the CIO once in place and to dissolve NHWN - (Jim Maddan OBE) 8.1 The resolution was passed with a clear majority in favour. 5
9. Resolution to adopt the partnership agreement as part of the requirement to become a voting member of the CIO - (Jim Maddan OBE) 9.1 The resolution was passed with a clear majority in favour. 10. Retirement of Trustees 10.1 Kate Algate requested the retirement of all existing Trustees in line with the constitution to conclude the meeting. 10.2 Kate confirmed nominations received for forthcoming Trustees as: Lynn Farrar, Jim Maddan, Alan Johnson, John Munton, Alison McWhinnie. All voting members were invited to submit a secret vote, collated and counted by Amanda Sadler and Sian Dawson. 10.3 After the voting took place, Kate announced that all nominated Trustees had received the required majority vote, and were therefore appointed for the coming year. Executive officer positions were confirmed as Lynn Farrar for Chair, Jim Maddan for Vice Chair & Acting Treasurer and Alison McWhinnie for Secretary. Kate confirmed that the Treasurer role had received no nominations and would be pursued by new Trustees via the option to co-opt. 11. Chairman s Closing Remarks (Lynn Farrar) 11.1 Lynn thanked the members for attending the AGM and extended words of appreciation to Jim, and to all the trustees and staff. 11.2 The meeting closed at 12:05 6
Appendix A Area NAME Area NAME Advisor Maggie Royston Merseyside Barbara Yates Patlock Craig Knott Merseyside Jeff Judge Patlock Jim Law Norfolk Peter Evans VISAV Lisa Douglas Norfolk Mark Askham VISAV Mike Douglas Norfolk Michael Goodrick VISAV Kevan Goddard Northamptonshire Nick King NSP Kevin Rogers Nottinghamshire John Lennard ERA Emma Hayes, South Yorkshire John Hallows BEM ERA Jemma Booker, Suffolk Bob Gooch ERA Will Butler, Suffolk Julie Dennis ERA Darren Waters, Surrey Sgt 2484 Ali Dunlop ERA/FILM Nick Padley, Warwickshire Sue Taylor ERA/FILM Alex Veitch, West Mercia Ray Boyle Co op Laura McKiernan West Mercia Craig Cox Co op Samantha Parry West Mercia PC Mark Edwards Co op Judith King Co op Jonathan Guy Co op Darren Alexander Cyber-Crime DI Ed McBryde-Wilding Leices Force HQ Superintendent Mark Newcombe Avon & Somerset Wendy Hull Avon & Somerset Egils Praulitis Avon & Somerset Sue Lovell Bedfordshire Graham Boyle Bedfordshire Hazel Snowball Cambridgeshire John Fuller Derbyshire Tony Grace Greater Manchester Hannah Crosby Hampshire Brian Rose Hertfordshire Julie Lloyd Hertfordshire Peter Tiffany Lancashire Colm Flaherty Lancashire Jim Proctor Leicestershire Tony Collins Leicestershire Susan Marlow Leicestershire Richard Clarke LB Havering Mike Winter LB Havering Michael Kilian LB Westminster Tom Clements 7
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