Minutes of Annual General Meeting 2023

Wednesday 1^st November 2023

7:15pm at The Gibb Rooms, Bleachingfield Centre, Dunbar

 Minutes

1. Present:

Management Committee and Trustees: Diana Mackie (outgoing Chair of Trustees), Nick Archer (incoming Chair of Trustees) Richard Taylor (Youth Worker), Anne Harvey (Chair of Management Committee) Fiona Fleming, Bill Stevenson, Moira Cockburn, Fionna Payton, Liz Henderson (minutes).

 Members of the public: Valerie Hale, Lois D’Esterre, Brian Hilsley, Ruth Archer, Grahame Jackson, Phil Lucas, Bronwyn Brodie, Douglas Hamilton, Emma Taylor

 Apologies: Jim Watson, Malcolm Payton, Dorothy Hilsley, Jo Ramage, Suzie Fletcher, David Campbell, Diana Hall, Jon Timms, Gordon Stevenson, Diana and Tim Greene, Neil and Christine Black, Julie Mackenzie, Robin Hamilton, Claire Slowther.

      2. Diana Mackie opened in prayer

       3. The minutes of the AGM held on 15th November 2022 were approved by Anne Harvey and seconded by Fiona Fleming.

       4. Report from Chair of Trustees, Diana Mackie:

 The aims of DACYP are to 1) demonstrate Christian love and compassion in practical ways and offer pastoral support where needed and 2) to help young people to explore and develop the Christian faith. 

Diana thanked all the people who work together to make this so: Richard, the Management Committee members, the Trustees and Liz.  She noted changes in the last year: Anne Harvey taking over as Chair of Management Committee, Bill Stevenson who has joined the Management Committee, Nick Archer who takes over as Chair of Trustees today, and Liz Henderson who is the admin assistant.  She thanked Victor Wood, Alison Mitchell, Alison Crowhurst and Kathryn Roberston who have left their roles in the project. 

The last 12 months have brought the innovation of the Life Walks which Diana has personally enjoyed and hopes they will continue.  There has also been the change of the retiral of Mrs Gillanders, now succeeded by Mrs Mackinnon.  DACYP has had great support from Mrs Gillanders over the years.  Diana noted that in Dunbar we have a unique collaboration between Richard and the schools which she hopes will continue.  She thanked all volunteers and thanked everyone for coming.

 5.  Report from Youth Worker, Richard Taylor:

 Richard thanked everyone for coming.  He noted that the Youth Project is now in it’s 18^th year and is very different from 18 years ago.  The Church of Scotland is at a crossroads and the Youth Project is trying to keep in step with what is going on in society.  In the last 12 months the Youth Project has invested in Richard and he has appreciated that and seen the benefit.  Specifically, Richard has appreciated the contact with his mentor, Paul Beautyman and the retreat to Iona for a week of reflection and teaching.  In Iona he met with other youth workers and family workers.  He particularly enjoyed the session on “faith in an exhausted world” which reflected on young people being generally exhausted and not having the time to “be” or consider faith.  It was there that the idea for Life Walks started; working on the model of a pilgrimage, the life walk would be a time to walk together, giving young people the space to reflect about God.  There has been a really good response to the Life Walks.  Paul Butymen has helped Richard think about the concept of “people commit to a reality not an idea”.  This has been borne out in practice, for example the Lad’s group which started as an idea has now become a reality and has grown with the senior boys from the original group now leading a younger S2 group.  The Girls group continues to be just an idea at this stage which may or may not come to fruition.  Paul has helped Richard with understanding why some things work and why other things don’t.  Richard is pleased with the investment which is helping to keep him relevant to the changing scenery.  Richard reflected on the future of the Church: will projects like the Lad’s group, Life Walks, Harbour Lights Xtra etc. become the new church?  He closed by thanking all the volunteers.

6. Finance report from Fiona Fleming (Treasurer)

Fiona Fleming advised that if anyone would like a copy of the statutory accounts they are available for perusal; please email her.  She explained that the accounting period has been changed to year end 31^st August which gives a 14 month accounting period.  She explained that the reason for this change is to capture the activities of the summer holidays with the preceding academic year, rather than waiting for the following year which seems more logical.  She reported that last year she was forecasting a breakeven budget to June 2023 and a deficit to August 2023 however there is now a surplus of around £9000.  This is due to an expenditure of around £2000 less than projected, a significant increase in donations from private individuals (almost £7000 including Gift Aid) and also an increase in grants.  Caroline Bald has indicated that she is happy to continue as Independent Examiner of Accounts; motion was passed for her to continue.  Fiona thanked all donors and volunteers. 

      7.   Safeguarding and PVG Update. This report was supplied by Dorothy Hilsley (Safeguarding Officer) who had given her apologies, and was therefore read by Anne Harvey. 

 DACYP has robust safeguarding procedures and gives safeguarding training to all volunteers and committee members. In the last 12 months new guidelines on the secure handling of disclosure information have been drawn up and implemented.  There are no safeguarding issues to report.  Anne thanked Dorothy for taking on this role.   

8. Election of Management Committee members

 Fiona Fleming re-appointed as treasurer. 

      9. Discussion in two groups

      a) How to work more effectively with local churches particularly with regard to P2-6 offering.

1. • Val Hale described the Godly play sessions she has organised at St Anne's, working jointly with DACYP.   Approx 14 children attended the one in October, from different churches and none.   If interest grows, similar sessions could be held in different venues.   The children engage well with the Bible stories and enjoy associated activities.
   • There was strong support for reviving the 'Youth Forum' once or twice per year.   This was previously held on a Saturday morning and leaders from all youth groups in all local churches were invited (Sunday schools, Guides, Brownies, Cubs etc). Sometimes there was a focus on a particular area e.g. social media - and a speaker was invited to lead discussion.   The group at the AGM felt that leaders of youth group needed a forum where they could discuss ideas, successes and problems with others and perhaps initiate joint events.
   • All regretted the demise of Bible Brainiacs, which was the SU group for P4-7 at Lochend campus.   They met at lunchtime but the school timetable no longer allows enough time for this.   One idea we floated is an after-school Bible Brainiacs club, jointly with 1 or 2 churches, taking place on the school premises if that is possible, or, alternatively in a church hall. 
   • Douglas Hamilton has tried various events with youngsters in Stenton and East Linton, but numbers are small.  He would welcome occasional gatherings, probably in Dunbar, where they could get together with children from similar groups. He appreciates working with DACYP.
   • Douglas Hamilton is trying to see if use could be made of the SU Scoughall facility by some of the rural schools.  If successful, use by the wider schools/groups might be feasible.

      b) How might we best develop a plan for a summer holiday lunch and activity programme for P7-S4?

2. • A big project, planning will need to start after Christmas
   • Do a trial session during Easter holidays
   • Possibly 2-3 times per week, churches to take a set day.
   • Different activities centred around food. Possibly 11am-3pm.  Board games, outdoor games, sporting bodies to send a coach
   • Email round volunteer bank – what are people happy to do?
   • Email round churches re facilities. Possibly West Barns village hall. 
   • Booking system, need to know numbers and food allergies.
   • Food hygiene certificate needed.

    10.   AOCB

Diana handed over to Nick Archer, the incoming Chair of Trustees.  Nick thanked Diana for her work and presented flowers.  Nick gave a short speech saying that it was an honour to take on this role, and noted that he and his wife Ruth had moved to Dunbar 18months ago and they really believed in the project. 

     11.  Nick Archer closed the AGM in prayer

 The meeting was followed by light refreshments and drinks.