58 Queen Street, Morecambe, Lancashire, LA4 5EP

01524 833793  |  info@chinesesociety.org.uk  |  www.chinesesociety.org.uk

会议记录 Trustees Meeting Report

日期2017年09月10日
DateSunday, 10th September 2017
时间1点00分钟 至 3点00分钟
Time1:00pm to 3:00pm
地点Venue58 Queen Street,
Morecambe,
Lancashire,
LA4 5EP

出席委员 Attendees

会长 / Chairperson Sam Moi Chan
财政 / Treasurer Elizabeth Clack
委员 / Committee Member Weiru Chen
项目经理和秘书 / Project Manager Raymond Chan (非委员, Non-committee)

出席委员 Apologies for absence

委员 / Committee Member Weiping Zhou
1.

会长欢迎出席委员 The Chairperson welcomes all members to the meeting

2.

讨论申请基金,购买办公室和学校电脑和办公室需要用具及材料 Application for Funding Towards School Laptops and Equipment

Raymond 汇报申请基金购买电脑及办公室家具的进展,他回复,必须先把周年总报告给 慈善委员会,然后才申请基金买电脑。

Sam说,在5月份的会议上Sam已提醒需要尽快申请基金购买电脑,希望能赶上9月份学校开课使用。至今都已5个月了,毫无半点进展!

此次,经过出席成员重新商量,决定申请基金订购10部手提电脑,和一部钥匙的大柜,还有相关的保险费。Raymond 负责查询相关价格和基金购买。

Raymond provides an update on progress for a funding application towards computer equipment and office furniture. He is currently looking at different options but is still in the process of completing the Charity Commission's annual report before further applications can go forward.

Sam reminds the comittee that the original aim was for equipment to be available for use by September 2017 in time for the start of the first term of Chinese school but significant progress hasn't been made yet.

As part of the discussion, the committee decides on applying for funding towards 10 laptops, a lockable cabinet for the equipment and any related insurance to cover the items. Raymond will be responsible for getting quotes and applying for funding.

3.

中秋节在图书馆手工艺活动 Mid-Autumn Festival Arts and Crafts Activities

Sam 汇报,今年中秋节手工艺活动,原本在10月7号的场地,因为今年有大型艺术活动刚好同一天庆祝,Anna 回复可以提供一小部分给我们使用,Sam 决定了改期。将改到12月9号才有场地举办。

Sam说值此机,她约了CVS员工商讨申请基金资助活动开支,CVS员工建议此活动和春节活动,可以同时申请两个活动的基金,必须在9月中旬前总结所有的开支交给她填写申请基金。我们必须尽快总结,两个庆祝所有的艺术家和相关活动的开支给她。

The committee was reminded that the Mid-Autumn Festival celebrations had been originally planned for Saturday 7th October at Lancaster Central Library. However, due to the large event - Lancaster Fun Palace - going ahead on the same day, the library could only offer a small space to use. As a result, the decision was made by Sam to postpone the event and organise a community arts and crafts event to Saturday 9th December.

Sam has made an appointment with Lancaster District CVS regarding this activity with the purpose of securing funding for this and the upcoming Chinese New Year activities with the aim of submitting applications by the end of September.

4.

讨论2017年圣诞节庆祝 Christmas Celebrations 2017

圣诞节庆祝,经过出席成员讨论,一致的赞成参加成员各自带饮食品分享,结缘。日期将是12月17号,2点半开始庆祝圣诞节。

Ray 告诉大家,Lancaster Dukes 歌剧院,打算和我们合作办中秋节,还有11月份的开灯节。他们的代表想约一个日期见面。经过商量日期决定在9月24号在服务中心见!

The committee discussed plans for Christmas community celebrations in 2017. It was decided to set the date for an event on Sunday 17th December 2017 around 2:30pm. This would be hosted at the Lancaster and Boys Club after Chinese School at 2:30pm.

Raymond shares news that the Lancaster based Dukes Theatre are interested in working with us to organise a Mid-Autumn Festival celebrations and to involve the Hua Xian Chinese Society in the upcoming Lancaster Light Up Festival. He has arranged for a meeting with Anna from the Dukes Theatre to discuss possible ways in which we can collaborate on the the 24th September.

5.

2018年春节庆祝活动 Chinese New Year Celebrations 2018

Raymond提出委员组注意他近期的新工作变化情况,这意味着今年春节活动他将无法像过去几年一样,花很多时间组织兰开斯特中国艺术节和中国新年的活动,但是他向委员组保证,他仍然会支持本慈善事业,并帮助本组织的各项活动。

Ray还提出,露天春节活动许多街头摊位不愿意参加未来的户外活动,因为外来游客参加人数低于预期,影响了春节庆祝的游行和嘉年华的气氛和摊位的受益,因此,委员组应重新考虑改良未来庆祝农历新年的计划。

由委员组决定,由于Ray近期将无法有足够的时间来规划和负责春节的整个活动,2018年庆祝中国新年露天嘉年华和游行将被取消。这也将会影响春节其他的艺术项目,这将是包括了广泛的兰卡斯特庆祝中国艺术节的计划。

不过,我们慈善组织仍然会在当地市政厅举办农历新年庆祝会,有可能成为节日的主要公益社群的活动。

委员组,讨论了举办明年春节活动的方式,包括:商业摊位; 表演; 餐饮;入场费;和其它的活动。然而,有关筹备的工作将在下个会议上进行讨论,研究资金来源和场地的可用性及决议。

Raymond brings to the attention of the committee a change in his circumstances which have meant he will not be able to commit as much time to organising events for the Lancaster Chinese Arts Festival and Chinese New Year events as he has done in past years, however he reassured the committee that he will still support the Charity and help organise events where he can.

Raymond also raised the issue that many street traders were less willing to take part in future outdoor events due to lower than expected visitor numbers to the Chinese New Year street markets which would affect the atmosphere of the parade and carnival.

Due to this, the committee considers changing plans for the Chinese New Year celebrations.

It was decided by the committee that as Raymond will not be able to commit enough time to planning and organising events, the Chinese New Year Carnival and Parade will have to be cancelled in 2018. This will also affect other activities which would have been part of the wider Lancaster Chinese Arts Festival.

However the Charity will still hold it's Chinese New Year Gala at the town hall and possibly make it the main public event for the festival.

The committee discussed possible ways to organise this including matters relating to: trading stalls; performances; catering; entrance fees; and additional activities.

However, preparations were to be discussed at the next meeting, following research into sources of funding and venue availability.

6.

其他事项 Other Matters

Sam 再次提醒项目经理,把所有2017年的赞助商和广告费,重新需要查看收入记录有谁还未支付的重新打印单据出来给她去追究。Sam已多次追问这件事都还无有行动,这样不配合拖延时间,会影响这个春节的进度和财务上正确的收入。

Sam 告诉出席成员,她遵照宪法的处事程序,上个周三约了 CVS 经理讨论,目前组织的各项问题。希望他能给些专业的信息我们,这是慈善组织的办事程序,原因我们组织已经获得公众的认同,各个服务和活动都有良好的回馈。

Sam 另外希望他能帮忙推荐几个拥有信托管理知识的人加入管理层,共同一致的发展组织目标。 经理告诉他会尽力帮我们寻找人才。

财政Elizabeth 提出为什么没有会员收入,Raymond 解释注册慈善组织,有两种选择,一会员制,另一种是慈善法制,我们选择了第二种,管理成员一致的贡献实现目标。我们在2015年已经通过全体信托阅读了解慈善委员会提供的宪法后,获得认同签署了新立的慈善宪法。我们组织是慈善法制的监管,但组织可以接受各界的热心捐款!

Sam 解说,选择注册慈善提供的宪法,是保障有心人不受损,也是避免一些会员误解了选委员的职权和意义。以为是选个和自己关系和感情好的人当委员,挂个名就罢了。

但慈善信托成员是靠心和实际行动争取职责, 而且是由英国慈善委员须经过6个月观察期后,方正式录取,平等对待,相互尊重与配合委托。

Sam 再次提醒,Lancaster Boys and Girls Club 追她交付上次第三期的租费,她说明明是已亲手交了给经理 Steve。是服务中心厨房里给他手上。她提醒负责人,查看财务的出入银行单据确实是否没存进他们的银行户口。

Sam 提出委员组注意关于鹏嘉恩的志愿会议记录职位,尽管她是志愿贡献的情况下尽了最大的努力,但Sam觉得鹏嘉恩她没有足够时间在试用期观察她不能达到法则的要求。Sam多次和她交流后,依然不能达到这个职责要求之后,决定请辞其职位。

Sam 希望,信托人继续明白慈善贡献的责任,并确保慈善组织能达到妥善的管理下,并且与我们会议记录保持一致的宗旨。

Sam raised concerns that the income and expenditure report for all Chinese New Year activities have not been completed yet and that it needs to be ready for the committee to examine.

Sam also brings to the committee attention a meeting she had with Lancaster District CVS discussing a variety of matters affecting the Hua Xian Chinese Society. This included the need for more Trustees to join the committee and help develop the organisation, as a result, they have offered to help find suitable candidates.

Elizabeth has raised a concern after reviewing the recent financial report that we have had no membership income recently. Raymond explained that since becoming a registered charity, a new organisation structure with membership no longer being a part of the organisation's administration and decision making process. The charity still offers membership but it is no longer actively promoted.

Sam reminded the committee that whenever reaching out to new members to join the committee that not only do they need to understand the legal requirements and responsibilities, but also have a passion and approach that benefits the aims of the charity. All new committee members will be subject to a 6 month period where we will review their contribution and suitability for the role.

Sam raised an issue with Lancaster Boys and Girls Club believing an installment for rent was missing. She confirms that the cheque had been sent and given to Steve the manager in person and that they will need to check their records for whether the cheque has been deposited in their account.

It is also brought to the committee's attention a decision regarding Karina Pang's position as the volunteer minutes secretary. Despite her best efforts in the voluntary position, Sam felt she was unable to commit enough time to meet the legal requirements of the charity's administration during her probationary period. Following a discussion Sam had with Karina regarding the role, it was decided Karina would step down. Sam wanted the trustees to continue to be aware of our responsibilities and ensure the charity is well managed and up-to-date with our records.

出席委员签署 Attendee Signatures

会长 / Chairperson

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财政 / Treasurer

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委员 / Committee Member

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项目经理和秘书 / Project Manager

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签署日期 / Date

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文件结尾
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