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Framwellgate Moor Youth & Community Association

(Charity No 1154450)

Minutes of Management Committee Meeting held at 12.15

on Thursday 13 July 2017

Present: Colin Hillary (Chair), Mike Rayner, Peter Sykes, Ian Rudd, Aurelia Smith, Rick Johnston, Trish Johnston, Malcolm Blackwood,

Minutes taken by Colin Hillary

Action
31
Apologies for absence / Terry Simpson, Kenneth Gates, Roger Hancock, Jill Hancock, John McCourt
32 Welcome to new Trustee / The chair announced that Jill Hancock will be joining the Trustees as the Bridge Club representative.
33.
Approval of Minutes / The Minutes of the meeting held on 18May 2017 were approved and signed as a true record.
34.
Matters Arising / 34.1 Accessible toilet at main entrance + reconfiguring and refurbishing male toilet.
34.1.1 Bernard Sunley Foundation; confirmed they will fund £3,500 of the £5000 requested. Cheque was received 7 July 2017 and this is now in the bank.
34.1.2 Update on Grant offers and other financing
Required funding; £25098.
  • Awards for All have £10,000 grant received
  • County Durham Community Foundation £2,200 received.
  • Cooperative local causes funding; £3806
  • £895 is available towards the CDM cost from SIB fund previously set aside for this purpose.
  • Bernard Sunley £3,500
Sum; £20,401 from external sources
  • Own funding £5,000 initially – this reduces to £4,697
34.1.3 Additional works
It was further agreed that some additional plumbing works be added to the contract. Remove the existing water tank from the loft space in the kitchen area and supply and fit in its stead 1 x 15 litre and 1 x 10 litre electrical water heaters to serve the new toilet areas.
At a cost of £1,200 + Vat. Funds to come from the savings made on other works ie
  • Reduction in FMYCA contribution to toilet works £303
  • Acoustic insulation between office and Dance Studio - £1000 allowed in this years budget but taken care of as part of Section 106 works.
  • Remaining £197 to be taken from own funds remembering that building insurance from DCC will not be charged for previous years releasing
£2000+ from Accrual.
34.1.4RedBox Contractors to commence work on Mon 24 July.
34.2Building Inspectorapproval of Youth Hall toilet works - final approval requires intumescent strips to be fitted to certain Doors.
34.3Dance Studio.
  • Ballet Barresdelivered and installed (partially).
  • £17,125.46 of the £17,959.57granted has been reimbursed by the Council. The remainder is for redecoration and this is scheduled for later in the year. Costs up to the remaining sum will be reimbursed against invoices submitted.
£2,952.57 of this money has been paid to TinArts who purchased their equipment direct. They actually paid an extra £856.69 to upgrade from that specified in the original application. This was to their account and has not been reimbursed.
  • DCC inspected the work on 27 June 2017.
/ KG
35.
Treasurer’s Report / Financial update
35.1 Current position to end of April 2017.Detailed income and expenditure details were issued to Trustees prior to the meeting.
35.1.1 Highlights
35.1.2 Net cash inflow of £4,144
35.1.3 Cash balances at 30 June stand at £46,381
35.1.4 Favourable cash flow compared to budget of £12,309
  • Receipts ahead of budget by £2,616
  • Payments lower than budget by £9,693. This is largely due to delays in Capital spendcompared to budget, and will be reversed as the activities progress.
35.1.5 S106 moneys from the Council (£14,172.89 to us) and £3500 grant from Bernard Sunley Foundation both received early July – not included in June figures above.
Summary;
Current Account £5,701
Deposit Account£4,962Grant funds.
Virgin Account £35,691(includes £20,125 in the repair fund)
Petty cash; £27.57
35.2Halls usage
Details of this and utilities usage has beencirculated.
Usage is up overall in Main and Youth Halls by about 1% to 2% over last year although weekend use down slightly. Percentage usage is almost the same at weekends as during the week.
36.
Chairman Report / 36.1Activities included in 2017 budget
  • Re-wiring to School House –on-going. Ground floor areas now complete. Upper floor scheduled for August when Tinarts are on holiday.
  • Redecorate Main Front entrance and west entrance lobby to Youth Hall - £500 will be done as part of toilet refurbishment in July

37.
Sub Committee Reports / 37.1 Fundraising.
37.1.1 Refurbishment of boys toilets at Youth End
KG still to confirm amount to apply for with accurate costings
Funders are being sought for this work. Possible cost £5000. Sir John Knott foundation is being investigated as a possible donor.
37.2 Health & Safety
37.2.1 Building & Fire Risk Assessments
The recommendations from health & safety & fire risk assessment have been completed and none are outstanding at this time.
37.2.1.1FIRE ACTION SAFETY PLAN location plan to be updated to reflect new location of Assembly point. Copies to be posted at all information points around main building and school house offices.
37.2.1.2Documentation in Health & Safety file and Fire Action Safety file are to be reviewed and updated.
37.2.2 Fire Drill
Date of next drill to be confirmed ASAP.Last drill was within 12 month period but outside recommended 6 month period. / KG
KG &
H&S committee
H&S committee
H&S committee.
38.
Warden’s Report / 38.1Groups
38.1. 1 Recently started groups
  • Artventurers re-started 20 May – (1st and 3rd Saturday of each month)
  • Kalma Baby – (Baby and Toddler Yoga Classes – Fridays between 9 June and 21 July)
38.1.2 Additional Activities
  • Cruse Bereavement Care – (Counselling sessions – 26 May and 1,15,22,& 30 June 2017)
  • Tinarts – (6,9,13,16,20,23,27, & 30 June and 4&7 July) Total 30hrs
38.1.3 Requests being followed up
  • Tinarts Summer Schools – 1-4 August and 21-25 August
  • Durham Bridge Club – (Home Matches – dates tbc)
Sruthi UK – Social evening for professional people whose interest isthe art, literature and culture of Kerala, in south west India.– Saturday 16 September 2017.
39.1Maintenance Report
Maintenance: required to be carried out. With completion dates where appropriate.
  • Removal of TV unit from wall of centre office and store in container
  • Painting of ceiling of first floor office, Tin Arts. Ceiling to do
  • External window to school house ground floor stores to be built up and rendered
  • External downpipe to school house roof above W.C to have gutter channel fitted to discharge into gully, plus additional ground drainage to bay window.
Building Compliance:
A) Monthly visits for testing legionnela are being carried out by contractor Clearwater Ltd.
B) All other reports required for inspection and testing at monthly intervals are being checked for being up to date.
Building Maintenance:
1) Treatment for vermin required to school house area and main community building. DCC appointed as contractor. 17/3/17. Continuing oversight by DCC.
2) Main youth hall, west elevation heater reported as not working to a satisfactory level, all heaters require filters cleaning.( Outstanding)
3) Damage to rear external roofs and vandal deterrent rails, 25/5/17. Repaired by contractor J Ritson
4) Replacement of lamp to ladies W.C front entrance. 10/6/17
5) Appointment of janitor (Raymond Botone) to liaise directly with centre manager has now been made.
PROPOSED MAINTENENCE DEVELOPMENT REQUIRING FINANCE:
1) Electrical work of,
Second phase of rewire to School House offices by contractor John Turner, organized for later this year to fit in with vacant office times.
2) Decorating of dance studio and green room. £1,250, provided by Neville Decorating Ltd. There is still approx. £835 left in the S106 kitty to offset against this.
3) Preparation and upgrading of dado panelling and plaster repairs to upper walls of dance studio, prior to decorating. Estimate of £ 2,500 plus vat. provided by Red Box Construction
4) Appointment of maintenance contractor for all areas including grass cutting as all areas overgrown with weeds due to the none application weeding and application of bark chipping.
Quotes to follow and have been requested on a two week cycle.
BUILDING DEVELOPMENT WORK:
YOUTH AREA DEVELOPMENT. Work completed June 2016 inspected by building control.
Requires additional fire intermittent strip fitted to edge of double doors to stores, this is still outstanding, approach to be made to Red Box Construction Ltd.
NEW ELECTRICAL School House,
Installation of trunking and conduits for power outlets to kitchen, offices & entrance passage. Started 1/4/17 K.G. Completed 19/5/17.
Electrical installation work of circuits to all of above with additional fitting of new distribution board completed by contractor John Turner. 5/6/17.
40 User Group reports / None
41AOB / Ken Gates was nominated to DCA for an award for Volunteering work. This was presented to Ken by the Chair earlier in the week as circumstances prevented Ken’s attendance at the award ceremony night at Beamish museum.
41.
Date of next meeting / 21 September 2017 @ 12.15 in the Community Centre.

The meeting finished at approximately 13.15hrs

Signed: ______

13 July 2017

Framwellgate Moor Youth & Community Association, Charity Number 1154500