Dalton Community Association (DCA)

Minutes of the Trustee meeting held 5.30pm 

Thursday 31st July 2025

1 Attendance: Welma Robinson (WR) Chair, Barry Doughty (BD), Brian Ryninks, Treasurer, (BR), John McGill (JM), Raymond Willock (RW), Dave Ward (DW), Ian Maddox (IM), Beverly Louw (BL), Steve Nott (SN), Nick Perie (NP), Kathy Corn (KC)

VR welcomed all Trustees present to the meeting and introduced SN as the new Vice Chair.  WR thanked SN for accepting the invitation and stated that she looks forward to working with him.  

WR also welcomed Kathy Corn (KC) back, who was forced to resign in 2024 due to medical reasons.  She rejoined the DCA on the 1st July as Centre Manager. 

2 Apologies:     Barry Curley (BC),

3 Declaration of interests:

Raymond Willock – Fairtrade, Nick Perie – Dalton Town Council

4 Minutes of the Previous Meeting 

   The Minutes of the Meeting of 26th June 2025 that were circulated to Trustees prior to the meeting were approved by the Trustees as a true record.

WR confirmed that a number of Trustees attended the funeral of Sue Johnson and that it was a lovely service and a huge number of people attended, showing the respect and impact Sue had on the individuals she met and worked with.

5 Matters Arising not on the agenda – BD informed that he still hasn’t received a reply from Baywind and will contact them again – Ongoing

Action – BD

WR asked BR to confirm payment had been received from NCompass for the period October, November and December 2024. 

Action – BR

6 Finance Approval

BR/KC had circulated the details of the July 2025 financial transactions prior to the meeting and reported that income banked for July was £1,694.06 mainly for room hire.  There were several petty cash expenses including window cleaning with additional gutter cleaning and office supplies leaving a balance of £26.45.  A total of £211.69 was spent.  Petty cash details from March 2025 to June 2025 were circulated on 5th August which showed a total spend of £120.53 for this period, carrying forward £38.14 to July 2025.  

In July a total of £401.85 was spent on non-routine payments for renewal of annual Parish Network Directory & Industry Domain for website calendar plug in, catering for Lunch Club and cleaning supplies.  No cheques were issued as all payments 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 June 2025 to all Trustees prior to the meeting. These showed that there was an unrestricted funds deficit of £287,  giving a 3-month cumulative unrestricted surplus of £1,230.  This resulted in unrestricted funds reserves of £53,193 against the reserve policy requirement of £34,000.

As far as restricted funds are concerned, there was a deficit of £400 in June, giving a 3-month cumulative deficit of £600, leaving a total of unspent restricted funds of £1,642.

WR pointed out that the £1,000 received from the Furness Community Network was to fund expenditure of the Lunch Club.

7.2 Year End 

BR was currently working on the year end and will provide certain details to WR and will send all the information to the Independent Examiner.  He will contact Knox Accounting to arrange for the examining of the accounts.  The AGM will take place on the 30th October 2025.

Action – BR

8 Facility Users

KC reported that ‘Webuyvintage’ had the hall booked for the 30th July but did not turn up and an invoice was sent to them today. She has also taken bookings for two children’s parties, one in September and another in December.   Ther next big event will be the council meeting of the Westmorland and Furness Council on the 9th September.  KC to contact the Council to clarify their requirements and needs for the day.

Action – KC

9 Maintenance of the Building

VR reminded Trustees of the clean-up day dates of the 2nd August and 23rd August.  There is some paint work to be done and it would be appreciated if all could help.  It will only be from 9.00 am to 1.00 pm.  The kitchens and toilets need some urgent cleaning.  IM informed the flat roof also needed checking. SN agreed to do this.

Action – SN

WR informed that the courtyard was looking lovely and thanked JM for watering the plants.

WR informed that the bench in the courtyard was unsteady and asked if a new once could be bought for around £350.  All agreed to this.

Action – WR

With the help IM items were taken from the loft and disposed of.  Thanks to IM and JM for their help and support.

WR reported that there is an issue with three roof tiles, and the window cleaner agreed a price of £130 to put it right.  WR suggested that a full roof inspection should be carried out in the near future.  It was agreed by all

Action – WR

PAT testing – the first half was completed on the 31st July and the second half is booked in for the 14th August 2025.

Action – WR

WR informed that the planter sponsored by DCA was looking lovely and judging for Cumbria in Bloom took place on the 21st July with winners being announced in October.  Dalton Town Council has also developed a new garden at The Green.

10 Funding Applications

Billincoat Foundation – WR has amended the application, but with the current situation VR proposed that she will meet with Cath Corkhill from Drop Zone in the near future to discuss the issues that need addressing before an application can be submitted.  DCA to offer help and support in the interim. 

Action – WR   

11 Anti-Social Behaviour

WR/KC reported no issues or complaints have been lodged, but they continue to monitor the situation over the summer holiday break.

12. Governance

Fire Alarm Test – KC has now completed weekly tests, and she is logging results on a  weekly basis.

Defibrillator – New pads are required.  WR to look into purchasing

Action – WR

First Aid Boxes – KC checked the Lobby and kitchen and has The King’s Own still to check.  KC gave WR a list of items required. 

Action – WR/KC

First Aid Training – WR to speak to BC when back in September.

Action – WR/BC

Policies – WR awaiting a response from the HR company

Action – WR

13 Any Other Business

13.1 WR has made contact with Alison Meadows and asked for her help in making contact with Stephen Leaper regarding the energy survey.  WR informed that she requested a report from Neil Austin who carried out the energy survey.  A report has now been obtained following another telephone conversation with the company and obtaining the report on the web through Energy Performance.  The report indicate that the building has a ‘D’ rating, and it was suggested that we look into Biomass instead of gas.  BD stated that biomass had been explored, and it was extortionate in costs. Trustees discussed that it would have a low impact and high cost.  BD said he would send IM//WR evidence of insulation that could be submitted, which could possibly improve our rating. WR asked KC to get the invoice from DSL regarding the service of the boiler system.  

Action -BD/KC

13.2 IM informed that the computer-controlled heating system keeps dropping out and is now 15 years old and is in need of updating.  A verbal quote of £300 plus fitting was given by STS and we asked that they should sent this to us in writing.  We are still awaiting a reply.  WR said she would contact them again to discuss further.

Action – WR

BD asked if we could get a security firm in to investigate making some areas of the building more secure including ways of getting in and out of the building.  WR said she would look into this.

Action – WR

14 Date and Time of Next Meeting

The next meeting will be held on Thursday 25th September 2025 at 5.30pm at the Centre.