Minutes of FSJMS AGM 2013 held Sat 17th March 2013 at St Marys Church, West Moors.

Apologies for the AGM were received from: Annabel Foulger, Nola Nixon, Mrs A Newsom, Brian and Helen Hughes, Frances Stanfield, Moira Carr, Sarah Spencer, Mr and Mrs R Nicholls, Mrs S D Hatchett, Doreen Kilbey, Mr and Mrs D Leighton, Canon Willcox, Barbara and Matthew Williams, Mr AT Andrew, Roger Rowse, Mike and Connie Reed, Jane Peters, Noel Scott, Adrian and Pat Walker. Alison Prendergast kindly agreed to chair the AGM. The minutes of the last AGM were available in printed form and Alison quickly reviewed them for those present. They were accepted as accurate.

Chairs Report
This was read to the meeting by Alison Prendergast.

Secretarys Report was read.

Robert Mercer enquired as to whether the Mission was seeking to drill an entirely new borehole. David Wakefield explained that this was the committees understanding. David took those at the meeting through basic borehole logistics!

Treasurers Report was read.

David took the AGM through the report. He drew attention to the fact that almost half of donations are from individuals rather than organisations which is very heartening. Gift aid makes a big contribution and we continue to rely on donating individuals completing gift-aid forms where they can. Sally Brass asked where the appeal funds from books and bursaries had been lodged. It was explained that this went to the bursaries pot. After the formal reports, Alison asked each person present to give a short recollection of St James, or to explain why they support St James. Various people offered their thoughts. Peter Cole was able to go right back to the very beginning when he offered his reminiscence of the laying of the foundation stone of St James, together with Fr Francis Boatwright and Gronwy Edwards. Alan moved a vote of thanks to the Vicar and parishioners of St Marys for their hosp itality in hosting FSJMS for the AGM. This was enthusiastically supported. The Chair moved to re-adopt Margaret Perry as our independent examiner. Peskett seconded. The Chair closed the meeting. Sally Brass proposed and Chris

Chairs Report to the 2013 AGM

Please accept my apologies for not being at the meeting today. The distance between Yorkshire and Dorset has made it impossible for me to attend this time. I wish you all a very happy service, lunch and meeting. Secondly, thank you very much for attending today, and for all the support financial and otherwise over the year. The Friends of St James continues to provide invaluable support for the mission and schools. The money that we send to finance bursaries, medicine for the clinic, pre-school staff salaries and primary school feeding is cash that would not come from anywhere else if we did not send it. The fact that it is regular and consistent allows these activities to go ahead securely over the long term. On behalf of everyone at St James, thank you very much. I would also like to express sincere thanks to the FSJMS committee members who have given unstintingly of their time and energy. I must especially single out David Wakefield who has continued to deal with the finances and arrange their transfer to Zimbabwe. His cheerful and efficient work for the Friends has really made all the difference. Thank you, David. I must also thank Nicky Peters who has kept the wheels of the committee turning and arranged our teleconference meetings and produced the paperwork. In the middle of a busy working life she does a wonderful job. Thank you. On behalf of all of us I would also like to thank Carol Williams in Bulawayo who facilitates the transfer of money to the St James itself, and assists in other ways such as sourcing food for the feeding programme. We could not do what we do without her, so thank you, Carol, very much. As David will mention, our income has fallen this year (in line with charitable giving across the country). The committee therefore had to make the difficult decision to put lower figures on some of the budget items for 2013. I wrote to Bishop Cleophas and the Head informing them of this at the end of last year. As yet we do not know whether the school has been able to make up the shortfall, for example on pre-school salaries. We hope that the work is able to continue despite these pressures. The situation in Zimbabwe continues to be difficult with many people dependent on food aid and the political outlook as uncertain as ever. In the middle of all this St James and other church schools provide havens of order, progress and Christian care. It is vital that they continue to be supported by their friends overseas. I would like to encourage you all to continue supporting St James so that it can continue to prepare young people for a fairer and better Zimbabwe in the future. Please also keep praying for everyone at St James. Stephen Spencer

Secretarys Report to the 2013 AGM of FSJMS

The committee has met three times by telephone conference since the last AGM. 4th August 2012 Stephen had been in receipt of a list of bursary applicants from Fr Ncube. Chris had been in contact with David and Jenny Ives from the Budiriro Trust and the good news was that the Budiriro Trust was willing to fund 4 more bursaries for St James, bringing the total to 7 full bursaries p.a. This would increase overall bursary provision at the school, with 3 separate organisations supporting bursaries (FSJMS, Budiriro Trust and Camfed). Food for the primary school children had been sourced and paid for the remainder of the school year. Carol Williams had arranged direct payment of the suppliers as usual. David pointed out that there has been no uplift in income. Without a significant reduction in disbursements or a significant uplift in income, current reserves would be depleted within 1-2 years. There was a need for a major push on fundraising. The committee considered a number of possible actions which would bring expenditure better in line with income. It was felt that a period of reflection was required before clear action was agreed at the next committee meeting. The committee also discussed possible fundraising ideas and agreed a number of actions. In light of the charitys financial position, David asked the committee to reconsider capital giving in 2012/2013. The committee agreed that FSJMS would only be able to fund the top priority capital project identified by the Mission, this being the drilling of a new borehole, for which dedicated funds had been raised. Production of the annual report for 2011/12 was proving problematic and the committee agreed that a web only approach might be needed for 2012, with a paper copy available on request (and for the Charities Commission). David and Nicky agreed to undertake a joint review and tidy-up of the FSJMS address list.

20th October 2012 Paula had received an e-mail from Ron Lumbiwa (Matabeleland Diocesan Development Officer) with a proposal & quotation to drill the borehole at St James. The quotation for $5,440 USD almost matched the FSJMS reserved funds on hand dedicated to supporting the borehole project. This was extremely encouraging and demonstrated the value of the visit made earlier this year. However, whilst FSJMS could support the initial drilling, there were not funds to support any unanticipated overrun in cost or kitting out of the borehole (lining etc). Following the last committee meeting, Chris Peskett had undertaken research into trusts which support the work of charities like FSJMS. As a result of this research, Chris had secured a donation of 750 from the Fielden Trust. Alison Butler had also approached the World Church Committee and secured a donation of 1,000. The committee expressed their thanks to Alison, Chris and the organisations involved for their generous support.

The committee again turned its attention to the pressing issue of income. David noted that our highest ever income in any one year had been 19k; in a generally good year we might raise 15k. In 2012 we were likely to raise around 13k. Expenditure in 2012 would be c. 24k. Donations had exceeded income over the last 2-3 years and we had chosen to deplete reserves in order that donated funds were put to good use and we did not have money sitting on account. At this point, with no guaranteed upturn in income, FSJMS would need to revise its level of giving. David noted in particular that pre-school teachers salaries would come to 7,000 in 2012. These salaries are legally set under a wage council in Zimbabwe and cannot be negotiated independently by the Mission. Since FSJMS first agreed to (temporarily) cover pre-school teachers salaries, the annual cost had risen from 2,500 p.a. to the current 7,000 (which covers two teachers). This level of funding was regrettably no longer sustainable in the current climate. Like other charities, FSJMS has faced a fall-off in levels of giving in the last 2-3 years. In order to address the financial situation, the committee agreed to: Limit bursary funding for 2013 to 6,000. The school would be asked to prioritise the continued funding of bursaries for those already in receipt and continuing their education. Reduce funding for pre-school salaries to 3,500 for 2013, to be spent on one teachers salary or split between the two teachers and topped up by the school or Diocesan authorities. Fund primary-school feeding to a total of 3,500 p.a. Fund clinic drugs to a total of 1,500 p.a. This represented total budgeted donations of 14,500 for 2013 for regular items. There would be some small additional administrative costs to bear in addition. It would not be possible to provide any further funding for capital projects in 2013, beyond the dedicated funding of 3,630 available for the drilling of a new borehole. The committee also discussed the 2,000 which had previously been donated to the Diocese of Matabeleland to support the rebuilding of Mashasha (the workers village). So far as the committee is aware, it had not been possible for the Mission to put the funding to practical use and the Diocese of Matabeleland still had these monies on account. The committee agreed that FSJMS should confirm we are happy for some of the Mashasha funding already held by the Diocese to be put towards the borehole project if the Bishop regarded this as the higher priority. Stephen was asked to write to +Cleophas, Ms Bafana (Head) and Fr Ncube (Priest in Charge) to explain the level of giving which FSJMS would aim to support in 2013. Paula was asked to write to Ron Lumbiwa (Diocesan Development Officer) confirming FSJMS commitment to fund borehole drilling. Paula would also confirm FSJMS was happy for some of the Mashasha funding already held by the Diocese to be put towards the borehole project if the Bishop so wished. The committee put in hand arrangements for the AGM in 2013.

16th February 2013 The annual report for 2011/12 had been finalised and was on the website. Stephen had received a very gracious acknowledgment from +Cleophas, thanking FSJMS for the level of giving promised in 2013 and recognising the considerable challenge for fundraising in the current environment. Paula had also received an acknowledgement from Ron Lumbiwa with regarding borehole funding. David was able to confirm that Carol had settled an initial invoice for borehole drilling so clearly work was underway. The committee was excited to hear that Janice Armstrong, a committee member, was planning a personal holiday in Zimbabwe (and Bulawayo) in the summer of 2013 and hoped to visit St James. This is excellent news and means that we will be able to keep up personal, face-to-face communication with the Diocese and the Mission. David presented finalised accounts for 2012 and reminded the committee that we will need to raise a further 4,500 in 2013 to cover current planned giving, and will need to carry on raising c. 15k p.a. to cover current levels of regular giving. Lydia reported (via Alison) that the FSJMS website gets c. 15 unique hits a week this is higher than we had realised. Lydia put out a plea for new material for the website to keep it fresh and interesting. Final arrangements were made for the AGM on 16th March 2013

Friends of St James Mission and School Treasurers Report for 2012

Introduction Once again it has been a straightforward year in the administration of the finances. Following the visit to the Mission by Nicky Peters and Paula Wilcock some suggestions were made about sending funding through other accounts but in the event attempts failed and we continued to use Carol Williams in Zimbabwe. She is efficient and willing to carry out the transactions and also provides an independent check on the funding. Her help is much appreciated. Income The income for the year was 11,555 compared with 10,364 for 2011. While this was an increase it was still insufficient to meet outgoings at the same level so our reserves have been called on. General fund donations 3,600 from organisations 3,572 from individuals

Bursaries Subscriptions Gift Aid Interest AGM (net)

2,695 (restricted fund) 420 1,155 11 102

In general donations were from existing sources, but there were two large donations which deserve mention, 1,000 from Truro Diocese and 750 from the Fielden Trust (for Bursaries), found by researching the Charities Register. Expenditure The expenditure for the year was 24,800, of which 24,150 was funding in Zimbabwe and the rest bank charges and a donation towards the cost of our committee members visit to the Mission. Details are given below and as last year the cost of the Pre-school teachers salaries had escalated. Thanks to the generosity of the committee there were no expenses in UK. Bursaries Feeding Pre-school salaries Primary Sch stationery Clinic Borehole (ex appeal) Cooking pots (pre-school) Admin (Zim) Held in reserve Transfer charges Zimbabwe visit 8,016 (5446 from General fund, 2,570 form Bursary) 3,558 paid from General fund no feeding fund now 6,614 159 584 taken from restricted fund 3,630.77 Payment for drilling new borehole 65 521 1002.23 Sent in anticipation of further Clinic funding 75 575

Assets The funds were held as follows 31st December 2012 Barclays Savings A/C Barclays Community A/C CAF TOTAL 6,064.64 1,570.79 2,425.13 10,060.56 31st December 2011 3,525. 17,359.03 2,420.27 23.305

Funds:

General Clinic Bursary TOTAL

8,003.47 1,932.09 125.00 10,060.56

Thus our assets fell by 13,245, but as part of this was the restricted Borehole Fund (3,631) the effective deficit was 9,614. Conclusion We obviously cannot continue to sustain the above fall in the funds we hold, so the committee has taken the decision to limit the funding of regular commitments to 14,500 in 2013. This is to fund existing Bursaries, the feeding programme and clinic payments at about the same level and pay the salary for only one Pre-school teacher. The Bishop and Mission authorities were informed of this by the Chairman. This can only be sustained for another two years unless our income increases substantially above the present level of 10,000 plus. Finally many thanks to the many people who continue to support the Friends of St James.

David Wakefield Treasurer. March 2013