1. Welcome and apologies for absence

Lesley Fyffe welcomed everyone to the meeting and apologies were given, as listed above.

2. Minutes of the last meeting and matters arising

The minutes of the last meeting were approved as a true record and the meeting agreed to accept them. There were no matters arising.

3. Organisational status – Jim Vine

Jim Vine gave a presentation on the Forum’s proposed plan to change from an unincorporated association with charitable status to an incorporated organisation with charitable status. The Forum would become a company limited by guarantee. Employment and property are the areas most likely to be affected by the change. At the moment a Forum Trustee, rather than the organisation, can be responsible for a lease on a property or an employment contract and it is important to protect Trustees should the Forum experience difficulties and fall into debt. The change of status might also make recruiting new Trustees easier in the future. The Forum Executive Committee held a meeting with legal advisors who recommended the change to an incorporated organisation. The Forum has been advised to set up the new organisation first of all and then wind up the old Forum. This will mean very little change to individuals and groups who use the Forum and events, activities and meetings will continue as usual. The Executive Committee hopes to change the legal status of the Forum by the end of March 2008. Jim invited questions from those present at the meeting.

Charles Washington asked if charitable status was compatible with the new organisation. Charitable status can easily be applied to a limited company and the bulk of the paperwork has already been done for the Charity Commission so little extra work is needed. Marion Spencer asked if a nominal liability sum would be set for trustees (e.g. £1). It is likely the Forum will set the sum at £1 but should a trustee act negligibly, financial liability would be greater. Kathie Price asked if the Forum planned to introduce a membership fee. The Forum has no plans to introduce a fee as it is more concerned with boosting numbers of members and very little money could be raised from fees. Any proposal to change this arrangement would be put to members for a vote. Debbie Ramage asked if priority would be given to local residents when electing the new board of directors. Preference will not be given to local residents as membership of the Forum is open to anyone who supports its objective, which is ‘to promote any charitable purpose for the benefit of the inhabitants of Dunkirk and Lenton’. The beneficiaries of the Forum’s work must reside in Dunkirk or Lenton but members can live anywhere. The aims and objectives of the Forum will remain in the new Memorandum and Articles.

The resolution below was proposed by Jim Vine and seconded by Carl Towner. The proposal was carried unanimously.

• The AGM of the Dunkirk & Lenton Partnership Forum hereby grants permission to the Trustees to wind up the Forum. The Trustees are also delegated all other authorities required to ensure a smooth transfer to an incorporated organisation.
• These powers may only be used pursuant to establishing an incorporated organisation to replace the existing unincorporated association.
• If unexercised the powers granted by this resolution lapse on 31 March 2009 or at the next AGM, whichever is the sooner.

4. Annual Report – Chair

Lesley presented the annual report and thanked Steph Knowles and Susan Griffiths for their hard work. Lesley thanked the staff team, the Executive Trustees and individuals and groups who have worked in partnership with, and supported, the Forum. Lesley explained that the Forum was waiting to receive confirmation in respect of funding beyond the end of March 2008 but One Nottingham had approved funding in principal for existing projects. Lesley asked members to note that sustainability of the Forum in the long term would be a major factor to consider in the year ahead.

Lesley proposed the annual report be accepted. Judith Robertson seconded. The annual report was received unanimously by the meeting.

5. Financial Report – Treasurer

Jim presented the financial report to the meeting. The Forum has traded solvently throughout the year and some cash funds remain in the account. Changes in government policy will affect how groups like the Forum are funded in the future and the Forum needs to look at ways of remaining financially stable. Debbie asked if the new legal status would affect funding, either positively or negatively. Jim felt it might improve scope for fundraising but overall would have little effect. Jim proposed that the financial report be accepted. Charles seconded. The report was received unanimously by the meeting.

6. Election of independent financial examiners

Jim proposed that Community Accounting Plus be appointed as the Forum’s independent financial examiner. Charles seconded. The proposal was approved unanimously.

7. Nomination/election of officers

Parbinder Singh presented the nominations for executive roles. There were two nominations for the role of Chair – Lesley Fyffe and Jim Vine. The nominees each gave a short speech about their relationship with the Forum and the skills they could bring to the role. A secret ballot was then carried out. Lesley received 17 votes, Jim received 10 votes and Lesley was therefore appointed as Chair. Charles suggested that Jim be appointed as Vice Chair if the Committee wished to create this position. All agreed this could be discussed at the next Executive meeting.

There were 10 candidates nominated to be Executive Committee Trustees, as shown in the table below. The University of Nottingham Students’ Union representative remains in the role.

8. Local representation at meetings

Forum representation at other groups was agreed, as listed below.

Highfields Consultative User Group: 2 seats, meets approximately 3 times per year and undertakes planting and projects on Highfields Park. Janet Turton will represent the Forum.

Area 8 Committee: 2 seats. Jim Vine and Lesley Fyffe will represent the Forum.

9. Any other business

Fiona Corbett informed the meeting about an event to celebrate International Women’s Day on Thursday 6th March 2008 at The Lenton Centre and asked that the event was promoted as widely as possible to women in the area.

Steph Knowles informed the group of 2 events. A Dunkirk Day of Action, organised by the University of Nottingham, will take place on Wednesday 6th March followed by an information event at DOLCA to launch the new Children’s Centre. On Wednesday 13th February a Community Safety meeting will be held at DOLCA for residents to attend and discuss crime and environmental issues in Dunkirk. The Street Reps scheme is still running and additional volunteers are needed in all areas of Dunkirk and Lenton.

Kathie Price spoke about the closure of Lenton Post Office and expressed concern that the Forum had not taken more action in fighting the closure. It was reported that the Forum had taken action but had perhaps not provided enough feedback. Louise Green said the Students’ Union was very concerned about the closure and was hoping to organise direct action at the PO in the near future, with support from the Forum.

The meeting closed at 8.30pm and was followed by a local knowledge quiz presented by Robert Howard plus refreshments were served.