1)         VR Opened the meeting and welcomed all Trustees present and introduced to them Claire Stainton, who has now joined the board of trustees.  Claire will be co-opted to the board at the AGM in October 2023.  VR asked those present to introduce themselves.

Attendance:

Val Robinson VR (Chair), Dave Ward (DW) (Vice Chair), Barry Doughty (BD), Brian Ryninks (BR), Raymond Willock (RW), John McGill (JM), Ian Maddox (IM), Claire Stainton (CS), Kathy Corn (KC),Sue Johnston (SJ)

2)           Apologies: Martin McLeavy (MM), Nick Perie (NP), Steve Nott (SK) Anthony Callister (AC), Ann Thurlow (AT)

3)         Declaration of interests

              Raymond Willock – Fairtrade,

4)          Minutes of the Meeting

              The Minutes of the Meeting of the 27^th July 2023 were circulated to Trustees prior to the meeting. The minutes were approved by the Trustees as a true record. (IM/JM)

5)          Matters Arising

              VR highlighted a number of actions which have been completed.  These were:

• The Labour Group have made a donation in lieu of using the IT room for meetings
• Forrester’s have been in and replaced the lights in the hall and repaired the light in the chair cupboard
• A letter was sent to the Police and Crime Commissioner and in his reply, he stated that he will be discussing the issues with the Chief Constable and respond in writing back to us in 28 days with an outcome.
• An invoice was sent to the Rummikub for the cost of 3 tables, which they now have paid
• PCs not required in the IT room had not been sold or given away yet. There was concern that these were old and there were differing understandings regarding whether the software on these had been updated.  KC was asked to investigate.  There was also discussion about the computers in the Kings Own Room and it was agreed that the youth could use these.

Action – KC

All other outstanding matters will be dealt with on the agenda.

6)           Financial approval

              Income banked for the months of August and September totalled £2,807.67 which were payments for room hire, inc children’s parties, from 01/08/23 to 27/09/23.  Cheque numbers 3652 to 3654 were issued for a variety of items, totalling £474.60. There were also four debit card payments totalling £552.19 for various items. Payments were discussed and approved.

7)           Financial Report

              BR circulated the financials to all trustees prior to the meeting.

              There are two months to report on.  Firstly July had an unrestricted deficit of £813 mainly due to the purchase of the folding tables leaving us with a four month deficit of £816 which means that our accumulative reserves at the end of August was £60,466 against our policy of £34,000.

              As regards restricted funds we had a surplus of £356 which is mainly due to the £500 received for the hall floor from the Furness Building Society. This resulted in a four-month deficit of £2,427 and left an available £4,535 restricted balance.

For the month of August, we had an unrestricted fund surplus of £166, giving a five -month               cumulative unrestricted deficit of £649.00.  This resulted in unrestricted reserves of £60,632 against the reserve policy requirement of £34,000.

There was no movement on our restricted funds resulting in our five-month deficit still stands at £2427, leaving a total of £4535 restricted funds available.  

Online Banking – BR submitted application for online banking in July. The application was rejected as all trustees need to be ‘Significant Controllers’.  A new application needs to be submitted and most trustees will need to upload docucuments electronically.  BR suggested a paper copy to be signed at the next meeting.

Action – BR

Annual accounts – BR informed that Knox Accountants agreed to undertake our Audit, at the cost £255.00, and Trustees agreed to this.  The audit had already been completed and so the annual accounts for the year ended 31 March 2023 was ready for the AGM on 26^th October 2023.

Annual General meeting (AGM) – VR proposed the meeting be held 26^th October 2023 after the general board meeting when they will be asked to approve the accounts.  The meeting will start at 5:30pm.  Agreed by all trustees

8)          Building Works

1. Fire Alarm Testing – IM & KC completed on 31/08/23 – DW, JM, IM & KC completed the test before the meeting.  The date of the next test will be at the end of October 2023

Action -Trustees

23. FTS Inspection – Still waiting for FTS to inspect and fix fire extinguisher in the Library KC chased for fourth time on 27/09/23.

                                                                                                                      Action KC

1. Hall Floor – SJ previously submitted a grant application to Cumbria Community Foundation for £1,700, which VR was pleased to announce was accepted on the condition that we send them an up-to-date safeguarding policy. Along with £500 from Billincoat Charitable Trust, £250 from BAEGAYE and £500 from Furness Building Society.  VR informed that this should cover the cost. IM also suggested that we ask the new Timber merchant, which opened recently in our area, for a donation of wood towards the replacement of the hall floor.

                               Action IM

1. Flat Roof – VR has asked AD Electrical & Plumber (Builder) for a quote. – VR is still waiting on a reply. VR will also contact another building supplier/contractor for a quote for works to be done.

Action – VR

1. Hinge Guard – Hinge Guard has now been fitted – A big thank you to JM & MC for buying and fitting the hinge guard.

1. Defibrillator – August check completed & logged on ‘The Circuit’ Website.

                                                                                                                  Action – KC          

9)                   User Groups and New Business

1. Dalton Youthy – SJ informed that there had been an influx of new youths. SJ & VR have discussed tackling the recent anti-social behaviour and Youthy & DCA are looking at provision during the October half-term. Drop Zone is undertaking work in partnership with Dowdales School to utilise the computer room. 

                                                                                                                         Action – SJ/VR

1. Adult Education Meeting – VR informed that she had a meeting to discuss the possibility of facilitating various adult educational courses at Dalton Community Centre. VR will give update if/when these will go ahead. The challenge will be to get 8 individuals enrolled on the courses to make it viable.

Action – VR

10)         Grants Updates

i         Cooperative Application – Ongoing – VR reported that she has not had any further information on the application for the replacement hand dryers in the toilets. The final item of sensory equipment has now been delivered.

ii       Cumbria Community Foundation – Detached Youth Worker– VR informed that we had been awarded grant of £1,844 for two detached youth workers that will provide youth activities during half term holidays.  CCF requested the updating of our Safeguarding policy as reported previously.   This grant is for salary costs. Following discussions between VR and SJ work will be done to look at additional activities which could contribute towards reducing Anti-Social behaviour in the future.

                                                                                                                          Action VR/SJ

iii    Cumbria Community Foundation – Hall Floor – As reported under 8c the grant submitted by SJ has been approved with the condition of reviewing the Safeguarding policy.  VR thanked SJ for her help and support in obtaining this funding.

                               Action VR

11)        Energy Issues

Service of Boiler / Alternative Energy – VR reported that she has no further update on this due to the fact that she had been unable to get responses from Mike Grant, and Furness Heating. gas engineer.  VR asked a gas engineer from Gas Water Heating to service the two gas boilers, but he had informed that he was not qualified to carry out the service on our two boilers, as together they exceed the limit of 36 kw for a domestic gas engineer. 

Baywinds – No update – Still awaiting a copy of the contract. BD stated he had contacted Baywind numerous times and every time they promised to get back to him with the information requested. To date no one as returned his call. BD will keep contacting them until we receive the contract as requested.

Action – VR/BD

12)         Sensory Room

VR & IM discussed changing the education room, which is not currently used, into a permanent home for the sensory equipment.  Work such as painting/decorating, blackout blinds, cupboard doors and cleaning the carpet will be essential and will cost approximately £1,000.  All trustees agreed that this was a good idea. BD raised the question of the stairs and the access to the room for those with disabilities.  BD suggested that some research should be carried out to establish the installation of a lift.  This is a long-term project that would require grant funding.  Trustees agreed to change the room, but to monitor the demand for this facility along with any difficulties it may present to those who are less able.

Action – VR

13)         Lockdown Policy – This policy was tabled at the meeting in July and approved by  trustees.  There is however an issue that needs addressing.  The Policy states that the Centre Manager should be informed.  She/He would take control of the situation, lock the doors and inform those in the building of the procedures. However, the Centre Manager is only on site 3 half days a week.  In the unfortunate situation when there is a need for a lockdown and it is a day when the Centre Manager is not on site, the policy needs to identify the procedure and process.  VR requested Trustees to give thought to the situation and come up with a solution and email her with your suggestions.

              Action – All

14)         Policies – VR circulated the Anti Bribery Policy and Code of Conduct Policy, to all trustees prior to the meeting.  She had responses from a couple of Trustees suggesting amendments.  She asked if all Trustees are happy with the content of these policies.  BR apologised for not having responded due to time constraints working on the annual accounts.  He pointed out that the Charity Commission guidance CC27, has been updated in the summer and he has not compared that to our policy content.  BR suggested that the policy approval being postponed to the next meeting, and he will look at the updated version and any changes needed.  

                                                                                                                                                      Action –BR

              VR reminded all Trustees that the governance of the Society is the responsibility of all the Trustees.

15)         A.O. B

IM informed that we have a number of broken chairs that need to be disposed of. VR/IM suggested arranging for Westmorland & Furness to collect and dispose of items. Trustees agreed – KC to arrange.

        Action- KC

IM reported that the keypad on the police shower room does not work, and we are unable to gain access to switch off light. He has spoken to the relevant police officers regarding this, and they agreed to send a joiner to attend to it.

                                                                                                                                   Action- IM

KC raised the issue of a ‘Foghorn’ which was mentioned in the Lockdown Policy.  A decision needs to be made as to where it should be situated.  Following a discussion on the subject it was decided to make enquiries regarding the installation of an electronic foghorn.  KC to do some research and report back to VR.

Action – KC

KC asked Trustees to assist with opening and closing the centre on a couple of days whilst B Rigg is on holiday.  She requires somebody to lockup on the 2^nd and opening on the 6^th October.

Action – All Trustees

VR thanked Claire Stainton once again and all the Trustees for their ongoing help and support and closed the meeting.

16)         Date and Time of Next Meeting

              The next meeting will be at 5.30pm on Thursday 26^th October 2023, at the centre followed by the AGM at 6.30pm.