Clyst Caring Friends

Tuesday 11th November 2025

Pinhoe Surgery

Annual General Meeting

7pm

 

Minutes
1)    Present: 
Trustees – Henry Gent, Sarah Gaisford, Robin Thwaites, Sally Hudson, Henri Sansbury, Daniel Lockyer, Jean Govier
CCF Staff – Sam Peterson, Toni Coulson, Kerry Jackson, Jan
Members and volunteers – 18

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2) Apologies:

 Mary Moore, Mrs Bibbings, Joan Kelly, Cecila Perry, Joan Martin, Roger and Barbara Sercombe, Fiona Conway, Ann Unwin, Angela Roberts, Angela Alford-Rukundo, Katie Jones, Poppy Rogers, Anne Webber, Katie Jones, Angie Hurren, Maddie Besom, Colin Stiff, Sheena Dick, Lilian, Marj

 

3) The Minutes of 2024 AGM were accepted as a true record. Proposer – Trudi Thorne. Seconder – Henry Gent

 

4) Election of Trustees:

In accordance with our rule 13(b) a third of our trustees must retire by rotation every year.  Henry Gent, Sarah Gaisford, and Angie   Hurren   retire.     Under   Rule   16   they   are   eligible   for

reappointment and offer themselves for election.

Proposer – Sally Hudson, Seconder – Sheena all in favour.

No other nominations have been received; there can be 12 trustees.

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5) Trustees’ Report and Annual Accounts:

These are available in full on the Charity Commission web site.

Henry reported losses of £17,500 were higher than last year. One cause of the increased loss was increased costs, including employment costs. A key problem was reduced attendance at the day centre. Income from donations, the charity shop and coffee mornings were up. Our balance sheet was reduced by £10,000; at year end we had a balance of £76,000. Trustee, Daniel Lockyer, deals with the investments.

We need to have sufficient reserves to give our staff, landlords and clients three months’ notice. We have been helped by a three month rent holiday from the Broadclyst Surgery and a private charitable donation of £5000.

This autumn we have set out to cut costs and increase income; two members of day centre staff have reduced their paid hours and another has retired. The shop manager has resigned and has not been replaced. We are therefore more dependent on volunteers at the day centre and at the shop. Kerry Jackson has taken on some extra hours and responsibilities.  These changes are saving us money, and the volunteers are doing very well at the shop and have stabilised the income there.  But these savings are not enough, so we have had to increase the charges for day care, with immediate effect for new clients, and from 1st January for existing clients. Also offering half day sessions which include lunch. We are also working hard to try and increase client numbers at the day centre with increasing publicity and liaison with several GP surgeries and social care teams. 

Henry commented on the Employment Tribunal where the judge found in favour of the charity. However this was a huge distraction for the trustees, especially Katie Jones and Sarah Gaisford, and the general manager.

Trudi Thorne asked that the meeting record thanks to all those who spent such a lot of time on the Tribunal.

 

Questions from the floor:

• Do we visit prospective day centre clients? Two staff members visit each client, sometimes after they have seen the centre. Clients are offered three free days. Most who try the centre keep coming.

• Do we have a GP on the Board? The present GPs and Practice Manager have not volunteered.  Sam has a good relationship with the practice. Dr Stride is our link GP; Sarah and Sam attended a team meeting recently. Sam attends multi-disciplinary, patient-centred meetings every month.

• Do we contact the two local sheltered housing units – MS to pass on contact details.

• Do local councillors support CCF. There are three district councillors; no official support, two county councillors, one of whom is Henry.

• Advertising – idea of small cards – Sam has applied for a grant for marketing; for more and better leaflets, cards, posters – try pharmacies, care homes, other surgeries and more.

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6) Dates for the coming year:

• Angel and Fairy Costume Workshop – Saturday 22nd November, 10am to  12, at the Day Centre

•  Pinhoe Coffee Mornings – every Monday at the URC in Pinhoe from 9.45 – 11.30. Also, on the second Saturday of the month at the same venue….

• Broadclyst Coffee Morning – the first Saturday in every month from 10am – 12 midday.

• Charity shop weekly stock sale – every Thursday at the Green Room, Victory Hall from 9am – 12

• Christmas Bazaar Saturday 29th November 10.00 at the Victory Hall

• 2026 AGM Tuesday 10th November 7 pm

 

 

Jmg 25/11/25

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