Dalton Community Association (DCA)

Minutes of the Trustee meeting held 5.30pm 

Thursday 30th October 2025

1. Attendance: Welma Robinson (WR) Chair, Barry Doughty (BD), John McGill (JM) Raymond Willock (RW), Ian Maddox (IM), Beverly Louw (BL), Steve Nott, Vice Chair (SN),

Kathy Corn (KC), Brian Ryninks, Treasurer (BR)

2 Apologies:  Dave Ward (DW), Barry Curley (BC), Nick Perie (NP)

3 Declaration of interests:

Raymond Willock – Fairtrade

4 Minutes of the Previous Meeting 

   The Minutes of the Meeting of 25th September 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 – None

6 Financial Approval of Payments

KC had circulated the details of the October 2025 financial transactions prior to the meeting and reported that income banked for October was £1,126.60 mainly for room hire. There were five petty cash expenses, which were for paint and materials, address book & expenses for anti-social behaviour meeting. A total of £55.85 was spent, leaving a balance of £186.12. A total of £2,455.79 was spent on non-routine payments which were for cleaning products, purchase and fitting of two new doors (Kings Own), Kooks Catering (lunch Club), FTS Security (annual fire extinguisher test), admin support, Baywind electric bill and Microsoft annual renewal.

7 Financial Report 

7.1 Monthly Management Accounts

BR had circulated the monthly management accounts for September 2025 to all Trustees prior to the meeting. These showed that there was an unrestricted funds deficit of £2,561, mainly due to cost of 2 new doors costing £1,656, giving a 6 month cumulative unrestricted surplus of £2,126.  This resulted in unrestricted funds reserves of £54,090 against the reserve policy requirement of £34,000.

As far as restricted funds are concerned, there was a restricted funds deficit of £192 in September 2025, giving a 6 month cumulative deficit of £992, leaving a total of unspent restricted funds of £1,250

BR informed the Tax return has been completed for 2025 for the Dormant Company Account and sent to KC to file.  He also informed WR and BD that he would email a link so they can confirm their identity with Company House.

7.2 Year Ended 31st March 2025

BR reported that all the information had been sent to the independent examiner for the year ended 31 March 2025 other than in relation to year-end adjustments where these had now been provided to and discussed with WR. These would now be provided to the examiner along with version 2 of the annual accounts for consideration at the AGM next month.

7.3 Dormant Company

BR informed the annual accounts had been submitted to Companies House as well as a nil Tax return to HMRC for 2025 for the Dormant Company Account.  Confirmations had been sent to KC to file.  He also informed the directors (WR, BD and IM) that he would email a link so they can verify their identity with Companies House. 

8 Facility Users

KC reported that we have no new bookings for children’s parties this month but have had several other enquiries and KC sent out our details, cost, T&C’s and availability etc..  

KC also informed that Children’s Services (through Family Hub) have cancelled their Tuesday meetings due to lack of up-take and Tim Leeson cancelled the Craft Fayre next month, again because of the lack of up-take.

Action – KC

9 Maintenance of the Building

IM & BC carried out an inspection of the building to see if they could detect where the children were gaining access to the flat roof and if anti-climb paint would be an option.

BC produced a report regarding the flat roof and the work to be done on the building and those present were informed that a copy of the report will be emailed to all trustees for their information.  WR is currently contacting builders to get quotations for the work.

In conjunction with this it was identified, due to the age of the building, that it needed constant repair and maintenance, including, pointing, replace/repair coping stones, broken roof tiles, damaged and broken guttering and WR asked trustees if any were willing to take this project on. WR and BL said they would contact their handymen for a quote.

It was also identified that the large planter in the back alley was another way of gaining access to the roof and trustees agreed for it to be removed.

Action – WR/BL

A new door to the TA storage area is required.  WR informed trustees that CB Joinery had been approved by email to do this work and a new door has been ordered

FTS completed their annual Fire Extinguisher inspection on 17/10/25. Following their visit, they sent us a list of recommendations and worked required to conform to the Regulatory Reform (Fire Safety) Order. WR informed trustees of this and KC has contacted FTS to organise a date for the works to be carried out.  The replacement of extinguishers costing £285 plus VAT was approved.

Solar inverters (X 2) Fixed Wire Test outstanding – KC contacted Ben Dyson (BDy) who informed that this should have been carried out by Dereck Forest (DF) when he completed the Fixed Wire Test.  KC spoke with DF who said that he had spoken to the National Inspection Council for Electrical Installation Contracting (NICEIC) who informed him that this was not his responsibility. WR said she would contact BDy again to ask for his advice and assistance with this.

Action WR

WR told trustees that there was no progress in the painting of the toilets – ongoing

Action – Trustees

10 Funding Applications – Billincoat Foundation/PFCC/Cumbria Foundation 

WR told trustees that there was no progress in the painting of the toilets – ongoing

WR announced that after a meeting with Furness Community Network on 15th October, when they were complimentary about the centre.  She was pleased to confirm that we were granted £1000 towards the lunch club

11 Anti-Social Behaviour

WR was invited by the Ormsgill Community to visit and discuss ways that they have tackled anti-social behaviour in their neighbourhood. 

WR/JM/IM had a meeting with PC Chloe Dickson (CD) to discuss the issues with the children climbing on the roof and general ASB. WR reported that CD was horrified to find out that the centre was unmanned for such long periods of time and what would happen in the case of an emergency. WR recommended extending KC’s hours and recruiting volunteers to staff the centre, especially when no groups are present.  KC will produce a poster/leaflet asking for volunteers – ongoing

Action WR/KC/Trustees

KC reported closing the library early this afternoon and WR confirmed that such closing were agreed at a meeting in Augus with the \library.  IM suggested that a librarian might attend on Monday and Friday.  BD enquired after a possible high-level meeting to discuss the anti-social behaviour as it could not be the responsibility of the DCA alone and that the Council were expecting too much of the DCA.  WR confirmed trying to arrange a meeting. 

12. Governance

Policies/Retainers – WR told trustees that the HR company Turnstone, previously used, offered support and advice with employment Law and would help to get our policies up-to-date and to a legal standard for a fee of £75.00 per month. Trustees approved this.

Action-WR

Livingstons/Baywind – WR had a meeting with Livingstons Solicitors to ask the following questions :-

• Who will own the solar panels after the 20year contract had ended with Baywind

• Who were responsible for the inverters in the last 3 years of the contract

WR will report their response once received.

Action-WR

Family Hub – Licence to Occupy – WR told trustees that they have not had a price increase since the original contract had been agreed, even though they are using our facilities more frequently. WR to contact Westmorland & Furness Council, to discuss a new price/contract before signing. 

Action-WR

13 Any Other Business – Update

Flowhesion Initiative – JM attended a workshop held by the Flowhesion Initiative on behalf of the DCA, whose aim is to empower local communities in a 3-stage process.  Please see attached JM to send his report and findings from the meeting to KC to email to all Trustees for a full detailed understanding. 

Action – JM/KC

Drop Zone – Youth Provision – WR informed trustees that Cath Corkhill from Drop Zone was enthusiastic to work with the DCA to get youth provisions at the Centre

Fiona Thompson – Fiona is retiring as Town Clerk after 40 years and it was agreed by trustees that £250 could be used to buy a gift voucher, flowers and a card to thank her for all the work, help and support she has given to the DCA.

Action – KC

Good News – The Co-op have kindly granted us £1800 for the purchase of new chairs with armrests.

RW reported that he will be celebrating 20 years of being a trustee in November 2025 

It was noted that the projector had broken down recently and as it might be just the bulb, BD mentioned a spare that was held that might be used.

Action – IM/KC

Date and Time of Next Meeting

The next meeting will be held on Thursday 27th November at 5.30 pm at the Centre