Dalton Community Association (DCA)

Minutes of the Trustee meeting held 5.30pm 

Thursday 24th April 2025

1 Welcome. VR (Chair) opened the meeting and welcomed Trustees present.  She introduced Shannen May (SM) to all Trustees.  Shannen started as Centre Manager on the 1st April 2025.  VR asked SM to give a brief introduction on her background and experience,

Attendance: Val Robinson (VR) Chair, Barry Doughty (BD), John McGill (JM), Raymond Willock (RW), Brian Ryninks (BR), Treasurer, Dave Ward (DW), Ian Maddox (IM), Barry Curley (BC), Beverly Louw (BL), Shannen May (SM)

2 Apologies:     Nick Perie (NP), Sue Johnson (SJ), Steve Nott (SN),

3 Declaration of interests:

Raymond Willock – Fairtrade, 

4 Minutes of the Previous Meeting 

   The Minutes of the Meeting of 27 March 2025 that were circulated to Trustees prior to the meeting were approved by the Trustees as a true record.

5 Matters Arising not on the agenda – There were no issues arising that were not on the agenda. IM mentioned a meeting with the library that suggested turning off the wi-fi to deter antisocial behaviour, but VR replied that such a step would disadvantage users especially when the centre was not manned. This would be discussed outside of the meeting.

Action – VR/IM                                                                                                                                                                                                                                                                                                       

6 Financial Approval

BR had circulated the details of the April 2025 financial transactions prior to the meeting and reported that income banked for April was £332.15 and mainly for room hire. A report on petty cash will be provided at the next meeting. In April a total of £420.65 was spent on non-routine payments. Included in this amount was a payment of £384.00 for web hosting renewal. No cheques were issued as all payment were made by bank transfers from the new bank account.    

7 Financial Report 

7.1 Monthly Management Accounts

BR had circulated the monthly management accounts for March 2025 to all Trustees prior to the meeting. These showed that there was an unrestricted funds surplus of £497, giving a 12-month cumulative unrestricted deficit of £10,216.  This resulted in unrestricted funds reserves of £51,963 against the reserve policy requirement of £34,000.

As far as restricted funds are concerned, there was a restricted funds surplus of £1,422 March 2025, giving an 12-month cumulative deficit of £4,716, leaving a total of unspent restricted funds of £2,242.

7.2 VR reported that a cheque has been received this afternoon of £2,520 for room hire dating back to October 2024.

8 Facility Users

VR reported that it has been very quiet as regards enquiries.  Over the Easter Weekend the centre was used 3 days.  There have been some enquiries for children’s parties but overall, it has been very quiet.

9 Maintenance of the Building

The main issue that needs to be addressed is the courtyard at the back where the dead plants need to be cleared out.  An order for the new plants needs to be placed with Tythe Barn to be planted by the end of May.  SM noted that her daughter’s school has a gardening club that may be interested in getting involved. There was some discussion about the feasibility and cost of the plants, however the courtyard is used by the Family Hub and the young toddlers enjoy the space.  BD suggested contact with Keith Harding from the allotment holders.  VR also informed the Trustees that there will be a clean-up day on the 31st May and she requested support from the trustees present.

Action – VR/All Trustees

10 Funding Applications

VR reported that the funding application to the Billincoat Foundation has not progressed any further – meetings have been cancelled.   

11 Anti-Social Behaviour

VR reported that during half term some anti-social once again occurred.  SM had to deal with it; IM was also present.  Some information was posted on social media which resulted in parents becoming aware of the issue.  With the approach of the summer holidays the situation is not going to improve. SJ also reported an increase in anti-social behaviour at the youth club as well.  As is the case normally, it is a small group od young people causing the problems. SJ has cleared out the cupboard and asked if the DCA has plans for a tip run or a skip, however she will deal with it during the end of May half-term.

Action – SJ

12.1 A Fire alarm test was carried out before the meeting.  A problem to reset it resulted in FTS phoning back with assistance.  The problem is now resolved. BC very kindly offered to take on the responsibility for the defibrillator and the first aid boxes and VR said that se was very grateful for this offer of support.  BC also mentioned the lack of a First Aider in the building.  BC reported that the defib is in good condition, and the defib has been reregistered on The Circuit.  It now shows as available to the public and ambulance service.  Currently the cabinet is locked with an access code and the recommendation from the powers that be is that the defib cabinets are no longer locked or that if they are that the access code be put on the outside of the cabinet.  BC suggested that we put the access code visibly on the cabinet.  VR to organise.   

Action – VR

12.2 First Aid – HSE recommend that the DCA should have a single small first aid kit. There are currently three first aid boxes in different locations in the building which make sense.  BC will check the contents and the empty box in the office will also be restocked.  

Action – BC

The DCA need to include in paperwork notifying users that they are responsible their H&S and first aid requirements and an identified first aider.  BD pointed out that the DCA are only responsible for their own staff and volunteers and not for those groups using the centre. 

Action VR/SM

12.3 Policies – Trustees have always been involved in the review of the policies and VR requested approval for the cost of an HR company to review the policies.  BC offered to look at the policies beforehand, VR to provide BC with an electronic copy of all the DCA policies and procedures.

          Action – VR/BC

13 Any Other Business

13.1 VR reported that following her discussions with Livingstons they have informed her verbally that they are unable to find a Land registry that the building is registered in the name of DCA. Livingstons are going to apply to Land Registry for a copy of the Deed and once they have this document, they will be in contact with VR.  Livingstons also informed that in 2005 the DCA unsuccessfully tried to register a property at Goose Green. Apparently, legislation has now changed, and she wanted to know if we now want to go ahead with the registration. BD informed that Goose Green was a piece of unadopted land handled by the Council. VR to speak to Fiona at Dalton Town Council.  BR asked why we would want this land?

Action – VR

13.2 BD mentioned the Cowbridge Male Voice Choir, performing at St James Church on the 24th May.  This is a fundraiser and the DCA will benefit from the proceeds.

Action – VR

13.3 BD pointed out that there is a rule about trustees attending meetings.  VR to look into this and report back at the next meeting. 

Action – VR

14 Date and Time of Next Meeting

The next meeting will be held on Thursday 29 May 2025 at 5.30pm at the Centre.