Notice of AGM 2025

We are delighted to invite you to our 2025 Annual General Meeting (AGM), taking place on:

📅 Tuesday 21 October 2025
🕓 4.00 – 6.00pm
📍 Bookham Barn Hall, 55 Church Road, Great Bookham, KT23 3PQ

Following the meeting, we warmly welcome you to stay for a light buffet – a chance to connect with fellow attendees, our staff, Trustees, CEO and Patron in a relaxed setting.

Become a Member of MFT – Have Your Say!

Everyone is welcome to attend our AGM, but only Members can vote on key decisions.

By becoming a Member, you’ll be able to:

• Vote on important matters at the AGM.
• Shape the future of our charity.
• Stay informed about our work and strategy.

Attending the AGM is also a great opportunity to:

• Learn how we run the charity.
• Hear about our work and impact through real stories and case studies.
• Meet our team, Trustees, CEO, and Patron in person.

To find out more about what being a Member involves, please see our AGM page and download our Membership Rules.

Registration

You can register to attend the AGM, or become a Member of MFT, or to do both. To RSVP, we encourage you to use our online registration form below, if possible:

🔗AGM Online Registration Form

Alternatively, you can contact us directly:
📧 communications@maryfrancestrust.org.uk
📞 01372 375400
📱 07929 024722 (SMS service)

Deadlines:

• Sunday 21 September 2025 – if you want to register as a Member (or renew your Membership for existing Members)
• Sunday 12 October 2025 – if you want to register to attend the AGM but do not wish to become a Member

Please let us know if you have any dietary or accessibility requirements when registering.

Frequently Asked Questions

What’s on the AGM agenda?
This year, at our AGM you will:

• Get a summary of our 2024/25 financial results
• Be able to vote on key decisions (Members only)
• Hear highlights from our services
• Learn how our strategy has improved service delivery through real case studies
• Hear about the vital role of our volunteers
• Meet our team, CEO, Trustees and Patron
• Be able to ask questions

At the end, you can also join a taster wellbeing activity before enjoying a light buffet and networking.
(A detailed agenda will be shared with registered attendees closer to the date.)

What will Members be voting on?

Registered Members will vote on:

• Approval of the 2024 AGM minutes
• Approval of our 2024/25 Annual Report and Accounts
• Appointment of auditors for 2025/26
• Election of two new Trustees and re-election of existing Trustees

By early October, Members registered by 21 September will receive:

• 2024 AGM minutes
• Draft Annual Report & Accounts 2024/25
• Trustee profiles
• A proxy voting form (for those unable to attend in person).

Can anyone become a Member of MFT?

Anyone can become a Member of Mary Frances Trust if they meet the following criteria:

• Are 18 years or older
• Have experience of emotional or mental health issues, either currently or in the past, or are caring for someone with emotional or mental health issues
• Live in the UK

You do not need to have used our services previously. Clients and volunteers are not automatically made Members, but they are welcome and encouraged to register.

Please note: Staff, Trustees, and Patrons cannot become Members of MFT.

I’d like to register as a Member but I can’t attend the AGM. Can I still be a Member?

Absolutely! You can still become a Member and vote at the AGM using a proxy voting form. When you register, let us know your preference, and we will send the proxy form to you by email or post.

When completing the proxy form, please ensure you:

• Fill in your details
• Indicate whether you are voting For or Against each item on the agenda
• Sign the form
• Returning it to us by Sunday 12 October

Incomplete proxy forms cannot be counted.

Even if you don’t attend the AGM, there will be other opportunities for Members to engage with our work. Becoming a Member is still a great way to stay involved! For more information, see our Membership Rights and Privileges in the Membership Rules.

Why do Members need to register by 21 September?

Legally, we must share voting documents with our Members 14 clear days before the AGM. This gives Members enough time to review them. Your early registration also allows our Board to approve new Memberships in time for us to meet this legal requirement.

I registered as a Member at the last AGM. Am I still a Member or do I need to register again?

Membership of Mary Frances Trust lasts one year. If you registered as a Member at last year’s AGM, you will need to register again for 2025 by Sunday 21 September to keep your voting rights and stay involved.

I’d like to attend the AGM as a non-Member. Do I still need to RSVP by 21 September?

If you are not registering as a Member, you can of course still attend the AGM! The final deadline to RSVP as a non-Member is Sunday 12 October 2025.

How can I get to Bookham Barn Hall?

By car: Free car park available (first come, first served). Two nearby carparks are also available.
By public transport: Buses run from Epsom and Leatherhead; trains run from London and Guildford.
👉 Download our Transport Information Sheet for details.
👉 Expense claim forms will be available at the AGM if you wish to claim back bus, train or parking costs (with receipts). Please note taxi fares will not be covered.

Is there a dress code?
No formal dress code – please wear what makes you comfortable. If you’d like to join the short wellbeing activity at the end, you may prefer loose clothing and flat shoes.

✨ We look forward to welcoming you on Tuesday 21 October!

With best wishes,
The Mary Frances Trust Team

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