Framwellgate Moor Youth & Community Association. (Charity No )

Transcription

1 1 Framwellgate Moor Youth & Community Association (Charity No ) Minutes of Management Committee Meeting held at noon on Thursday Present: Colin Hillary (Chair), Ian Rudd (Hon Treasurer) Kenneth Gates, Peter Sykes, Terry Simpson, Roger Hancock, Aurelia Smith, Mike Raynor, Terry Moderate (Part Time). Minutes taken by Colin Hillary 11 Apologies for absence 12. Approval of Minutes 13. Matters Arising Angela Robson, Rick Johnston, Mark Wilkes, John McCourt. The Minutes of the meeting held on 28 January 2016 were approved and signed as a true record. Items not dealt with elsewhere in these minutes TINART LEASE; Comments yet to be received from TinArts SIB FEASIBILITY Legal fees; We still hold funds to pay the County and Cooper-Stott legal fees This is in a ringfenced account. RESOLVED; Chair to write to SIB indicating FMYCA can usefully use the remaining funds and asking if they wish the residual funds to be returned. Letter to be sent at the end of the Financial year ENABLING WORKS Reconfiguration of Main Toilets; Our application to BIFFA was not successful. Project extent to be re-assessed and alternative funding sought RJ and met Joanne Atkinson yesterday to start that process Reconfiguration Youth End toilets; ASDA have approved a grant of Building Regulations approval has been received and work is due to commence on 21 March Estimates were received from RJ/

2 Dave Black Ltd 20,353 + Vat ( 24,424) Consortium individual trades a) Keith Howarth 15,704 b) TSUK Ceilings Vat = c) Harry Walker (plumbing & heating) d) Good Earth (Electricals) 1, e) Neville Langley (Paining & Decorating) TOTAL 21, RESOLVED; To appoint the Consortium KG to investigate whether buying materials ourselves and issuing to the individual contractors will reduce the quoted price. Aim is to keep spend within the limits of the grant. KG H&S issues; FMYCA to take on the role of Principal Contractor as defined in the Construction Design & Management (CDM) Regulations. Principal Contractor; Colin Hillary B.Sc CEng MICE Method of Management & Project Coordination coordinating programmes of individual contractors from an H&S point of view Project Manager (Competant Person); Ken Gates responsible for coordinating the production of the H&S Manual, Method Statements and Risk Assessments etc relevant to the Project and producing and monitoring the Construction Stage Plan Programme; Should take 6-7 weeks in total. However the first period falls in the School holidays and it is planned to have the most intrusive activities completed during this period while usage is at its lowest Insurance Building Insurance; A number of queries have been submitted to the Council for clarification. Further clarification is required on some points. IR to contact the Council again. IR First Aid Defibrilator; The defibrilator unit, for emergency use, has been fixed to a wall in the central stores. Training in its use has been booked for Monday 4 April a cost of Trustees are invited to attend and an invitation to Centre

3 3 Users has been extended. To date there has been a good response from people indicating they will attend Solar Panels; Feed in Tariff registration complete with Scottish Power. Handover documents have been supplied with the exception of an updated plan of the installation and brochures on the type of panels. to chase. 14. Treasurer s Report 13.7 Comfortable chairs. Sample chairs have been delivered and are under trial by the Bridge Club. They are considering whether to purchase from their funds approx. cost circa 4,400. Financial update Year end accounts independently checked were tabled and approved by the Trustees. These together with the Annual report are ready for submission to the Charity Commission. This will be done after the AGM Current position to end of February 2016 Current Account 6,156 Deposit Account 5,226 (Ring Fenced for SIB works) Virgin Account 16,500 Petty cash; 281 Unrestricted funds; 14,068 Restricted funds; 5,224 Earmarked for future repairs; 9,000 Detailed income and expenditure details were issued to Trustees prior to the meeting. The Treasurer noted that; Income was 2,303 ahead of projected budget Expenditure was 950 less than projected. However this is early in the year to show a definitive trend The PRS fee was queried. It was decided to investigate whether this could be an additional tariff to those groups using recorded music Utilities & Halls usage Comparison Graphs appended. Still showing a pleasing downward trend. TS/IR/

4 4 15. Chairman s Report 16. Sub Committee Reports 17. Warden s Report 15.1 Urgent Works; Lights Dance Studio Free hanging LED units installed School House back office There is still a problem with water ingress showing on the old chimney breast. TinArts have reported that mould is starting to grow. Attempts to get the County to accept their failure to repair properly has been unsuccessful. We have received estimates to repair the roof, demolish 2 chimneys and replace missing guttering at the problem area as follows; County Direct Services 4,752 incl VAT Noble & Brett 5,208 incl VAT RESOLVED Appoint Direct Services to carry out the repairs. To finance from the emergency repairs fund Fundraising Main toilets (ex Biffa) to be reassessed Revenue Grant RJ working with Joanne Atkinson to identify possibilities. Details of next years projected budget have been passed to RJ Health & Safety Fire Risk Assessment Due. RH & RJ to carry out after taking an online course on Risk Assessment to qualify as a competent person for this purpose. KG to supply details of online course Compliance DCC have carried out a further inspection to check minor points identified as requiring attention in the inspection in December. All now satisfied New Groups/ Additional activities Birthday Parties; o 5 th March (completed) o (Sunday 13 th March ) /KG/RJ RJ RH & RJ KG Durham Community (DCA) Support Network - meeting (Thursday 10 March ). to speak on collaborative ordering of services between Community Buildings

5 5 Durham County Partnership lunch meeting with Officers of Perth & Kinross Council 11 march DCCYP (Duke of Edinburgh Bronze Award_ - Indoor camping March Labour Party selection meeting (was supposed to be Tuesday 29 th March but deferred to a date in the future TBC. Hire charge has been paid.) Bridge for Beginners Summer Term dates TBC TinArts additional session 17 April PACT meeting Police & Crime Commissioers Elections 5 th May Stamp auction 21 May E U Referendum 23 rd June 17.2 Requests being followed up Citizens Advice Bureau public event to give advice on their EN RGY BEST DEAL initiative. Herbal Life have indicated they want a 13 week, weekly session in the Summer Term. 18 User Group reports 19. Any Other Business Toddler Group; Working with toddlers 17.3 A suggestion was made that the Polling Stations for the elections mentioned above should be in the Youth Hall and that the Café be opened to advertise the fact it is there. TS to consider feasibility and disruption to hirers Maintenance Report 1. Separate Report attached for information 18.1 Youth Club inch television still to be fixed to the party wall in the Youth Galley. Deferred until improvements completed to toilets Bridge Club Sample chairs have one more session for testing. Decision to be given after next Bridge Club Committee meeting 19.1 Date of AGM 6 April Posters are now being displayed TS PS

6 6 20. Date of next meeting The next committee meeting will be held on; Thursday 12 May 2016 Trustees in the Community Centre The meeting finished at approximately 14.00hrs Signed: Date: