Minutes – Ambridge Trust Board – 08/04/2025

Meeting Name: Ambridge Trust Board
Date: 8th April, 2025
Time: 10:00 - 12:00
Venue: Recreation Ground, Ambridge, Borsetshire, B5 0SC
Chair: Ruth Archer

Present:
- Ruth Archer (Chair)
- Jennifer Blair
- Claire Robinson
- Anna Wright

Apologies:
- Robert Palmer

Absent:
- Emma Brown
- Mark Dixon

Officers/Advisers:

Members were invited to declare any interests relating to items on the agenda.

No declarations of interest were made.

Decision

RESOLVED: That no declarations of interest were received.

Action

No action required.

The minutes of the meeting held on 14 January 2025 were reviewed.

Decision

RESOLVED: That the minutes of the meeting held on 14 January 2025 be approved as a correct record and signed by the Chair.

Action

Action 4.1: Trust Clerk to publish the approved minutes and retain the signed copy within the Trust's records.

No members of the public were present.

No questions, statements, or petitions were received.

Decision

RESOLVED: That the absence of public representations be noted.

Action

No action required.

Item 6.1 – Review of Trust Assets and Endowments

The Finance Officer presented a report detailing the status of the Trust's historic charitable assets, land endowments, and restricted funds.

Members reviewed current asset valuations and noted that all major assets remained in good standing and continued to support the Trust's charitable objectives.

Decision

RESOLVED: That the report on charitable assets and endowments be received and noted.

Action

Action 6.1: Finance Officer to provide an updated asset valuation report at the next quarterly meeting.

Item 6.2 – Investment Portfolio Performance Review

Members considered the quarterly performance report for the Trust's consolidated investment portfolio.

The report indicated stable returns and sufficient income generation to support planned community education grants during the forthcoming funding cycle.

Members discussed market conditions and diversification measures currently in place.

Decision

RESOLVED: That the investment performance report be approved and noted.

Action

Action 6.2: Finance Officer to continue monitoring investment performance and report any significant market developments to the Board.

Item 6.3 – Community Education Grant Funding Provision

The Board reviewed projected funding requirements for the upcoming winter cycle of local community education grants.

Members were satisfied that sufficient resources had been allocated through investment income.

Decision

RESOLVED: That funding provision for the forthcoming community education grant programme be approved.

Action

Action 6.3: Trust Clerk to prepare grant application documentation for publication later in the year.

Item 6.4 – Mill Lane Property Maintenance Programme

The Property and Estates Adviser presented a report concerning urgent structural maintenance requirements at Trust-owned properties on Mill Lane.

Members reviewed survey findings, cost estimates, and proposed repair schedules.

Particular attention was given to ensuring compliance with local conservation and heritage requirements.

Decision

RESOLVED: That the proposed maintenance budget and repair programme for Mill Lane properties be approved.

Action

Action 6.4: Property and Estates Adviser to appoint contractors and commence works subject to statutory approvals.

Item 6.5 – Conservation Compliance Review

Members considered the conservation implications associated with the planned property works.

The Board agreed that all repair activity should preserve the historic character of the affected buildings.

Decision

RESOLVED: That all approved maintenance works shall adhere to applicable conservation guidance and planning requirements.

Action

Action 6.5: Property and Estates Adviser to liaise with conservation officers prior to commencement of works.

Item 6.6 – Annual Financial Returns

The Finance Officer presented the draft annual financial returns for the previous financial year.

Members reviewed the accounts, supporting schedules, and compliance documentation.

The Board was satisfied that the Trust remained financially sound and fully compliant with its regulatory obligations.

Decision

RESOLVED: That the Annual Financial Returns be approved and signed for submission to the Charity Commission.

Action

Action 6.6: Chair and Finance Officer to submit the approved returns to the Charity Commission.

Item 6.7 – Regulatory Compliance Statement

Members received confirmation that all statutory reporting requirements had been met during the financial year.

The Board welcomed the positive compliance position.

Decision

RESOLVED: That the regulatory compliance report be received and noted.

Action

Action 6.7: Trust Clerk to maintain the annual compliance monitoring schedule.

The Board reviewed the actions arising from the meeting and agreed the following follow-up activities.

Action 4.1: The Trust Clerk will publish the approved minutes of the meeting held on 14 January 2025 and retain the signed copy within the Trust's official records. Target completion date: 15 April 2025.

Action 6.1: The Finance Officer will prepare an updated valuation report covering the Trust's charitable assets, land holdings, and endowment portfolio for presentation at the next quarterly meeting.

Action 6.2: The Finance Officer will continue monitoring investment portfolio performance and will report any significant market developments or risks affecting the Trust's income position.

Action 6.3: The Trust Clerk will prepare the application documentation, eligibility guidance, and timetable for the forthcoming Community Education Grant Programme, with publication scheduled later in the year.

Action 6.4: The Property and Estates Adviser will commence procurement procedures for the approved Mill Lane structural maintenance works and appoint suitably qualified contractors.

Action 6.5: The Property and Estates Adviser will consult with the relevant conservation officers and obtain any necessary approvals before repair works commence on Trust-owned heritage properties.

Action 6.6: The Chair and Finance Officer will complete and submit the approved Annual Financial Returns to the Charity Commission by 30 April 2025.

Action 6.7: The Trust Clerk will maintain and monitor the Trust's annual compliance schedule to ensure all regulatory reporting obligations continue to be met.

Members noted all actions and agreed that progress updates would be provided at the next ordinary meeting of the Board.

The next ordinary meeting yof the Ambridge Trust Board will be held on Tuesday, 22 April 2025 at 10:00 at the Recreation Ground, Ambridge, Borsetshire, B5 0SC.

Decision

RESOLVED: That the date of the next meeting be noted.

Action

Action 8.1: Trust Clerk to issue agenda papers and supporting reports in advance of the meeting.

There being no further business, the Chair thanked members and officers for their attendance and contributions.

The meeting closed at 12:00.

Decision

RESOLVED: That the meeting be formally closed.

Action

No further action required.