1 Framwellgate Moor Youth & Community Association (Charity No 1154450) Minutes of Management Committee Meeting held at 12.00 noon on Thursday Present: Colin Hillary (Chair), Ian Rudd (Hon Treasurer) Kenneth Gates, Peter Sykes, Terry Simpson, Roger Hancock, Aurelia Smith, Mike Raynor, John McCourt, Rick Johnston Minutes taken by Colin Hillary 21 Apologies for absence 22. Approval of Minutes 23. Matters Arising The Minutes of the meeting held on 10 March 2016 were approved and signed as a true record. Items not dealt with elsewhere in these minutes. 23.1 TINART LEASE; Comments received from TinArts 10 May. RESOLVED; The Chair to arrange a meeting to discuss the queries. 23.2 SIB FEASIBILITY 23.2.1 Legal fees; We still hold funds to pay the County and Cooper-Stott legal fees plus approx. 4000 in addition. RESOLVED; The Chair to write to SIB re returning the residual funds 23.3. ENABLING WORKS 23.3.1 Reconfiguration Youth End toilets; Commenced 21 March. Completion forecast for end of May. 23.3.2 First payment from ASDA of 10,746.81 received Sat 7 May 2016 Second application for payment being prepared. 23.3.3 CH in contact with ASDA representative re opening publicity CH CH
2 23.3.4 The Chairman highlighted how much time and physical effort Ken Gates has put in to both the organisation and actual building of the new toilets. The committee were unanimous in passing a vote of thanks. 23.4. Insurance 23.4.1 Building Insurance; A number of queries have been submitted to the Council for clarification. Further clarification is required on some points. IR has contacted the Council in writing detailing specific questions. 23.4.2 Additional Insurance; Discussion was had on the necessity for; Trustee Indemnity it was agreed not necessary in view of our CIO status. Business recovery - it was agreed not necessary Contents it was agreed that the cover be reassessed to cover tenants improvements not covered by DCC buildings insurance and increased contents value. 23.5. First Aid 23.5.1 Defibrilator; The defibrilator unit, for emergency use, has been fixed to a wall in the central stores. 32+ Trustees and users attended the training conducted by the St John s Ambulance Brigade on Monday 4 April. 23.6 Solar Panels; First payment from Feed in Tariff received on 4 May in the sum of 45.08 Still some queries on whether Scottish Power have properly registered both the meters. IR to check. 23.7 Comfortable chairs. The Bridge Club have decided on their preferred chair. Order to be placed with ALPHA Paul contact number; 07947 468623 IR PS 24. Treasurer s Financial update 24.1 2015 Year end accounts and annual report successfully submitted to the Charity Commission. 24.2 Current position to end of April 2016 Detailed income and expenditure details were issued to Trustees prior to the meeting. Current Account 1,644 Deposit Account 26 Virgin Account 16,500 Petty cash; 156
3 Restricted funds; 11,574 has been paid out up to the end of April for the work ASDA are funding. A cheque in the sum of 10747 was received last Saturday. Further receipts for work continue to come in including that for the roof repairs. As a consequence 5,200 has been transferred temporarily from the SIB monies to help cashflow until the final payments from ASDA are processed. It was noted that; Income is about 600 ahead of projected budget Expenditure was 5,000 less than projected (if we take out the cost of ASDA work currently being financed by FMYCA) 24.3 Utilities & Halls usage Comparison Graphs for utilities still showing a pleasing downward trend. 25. Chairman s 26. Sub Committee s 25.1 School House back office Roof Repairs Direct Services have carried out the most urgent repairs with the exception of installing some missing guttering. 26.1 Fundraising 26.1.1 New works Dance Studio. RJ in discussions with TinArts about possible works. 26.1.2 Revenue Grant RJ working with Joanne Atkinson to identify possibilities. Details of next years projected budget have been passed to RJ. RJ 26.1.3 Accessible toilet at main entrance. RJ exploring the possibility of approaching Awards for all. 26.2 Health & Safety 26.2.1 Fire Risk Assessment RH & RJ have successfully completed an online course on Risk Assessment to qualify as a competent person for this purpose. The General Risk Assessment & Fire Risk Assessment to be carried out in the near future. 26.2.2 Cleaners cupboard Not very satisfactory at the moment. Alternatives to be explored RH & RJ CH/KG
4 27. Warden s 27.1 Groups/ Additional Activities 1. The Messy Cave (Saturday mornings) has ended due to low numbers of participants. 2. New groups Jittabugs/Messy Play (Mondays at 1pm-3pm) from 16 th May. 3. Additional Activities Durham Dance (Adult Class from Wednesday 20 th April) DCCYP ( Meeting on 15 th May) Ballroom Dancing - (4 th and 8 th May.) Tinarts additional sessions from 10 th May.-14 th June. (5 sessions on Tuesday mornings) Street Dance 13 th May. Bharatanatyam - 15 th May. Stamp Auction 21 st May. Durham County Council o Article 4 Direction Consultation - 18 th May, o EU Referendum -23 rd June o County Durham Plan Consultation -11 th July. Birthday Parties o Saturday 11 th June o Saturday 9 th July 27.2 Requests being followed up Citizens Advice Bureau NEETs Project.( Initial meeting - 9 th May.)... 27.3 Completed since last meeting Birthday Party; Sunday 13 th March 14.00-16.30) Durham Community (DCA) Support Network - meeting (Thursday 10 March 15.30
5 18.00). CH spoke on collaborative ordering of services between Community Buildings. Durham County Partnership lunch meeting with Officers of Perth & Kinross Council 11 March DCCYP (Duke of Edinburgh Bronze Award_ - Indoor camping 12-13 March Police & Crime Commissioers Elections 5 th May 27.4 Maintenance 1. Separate circulated for information 28 User Group reports 29. Any Other Business 30. Date of next meeting The next committee meeting will be held on; Thursday 28 July 2016 @12.00 in the Community Centre The meeting finished at approximately Signed: Date: