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AGM – Agenda and Annual Report


AGM to be held at Poynton Community Centre
Tuesday 28th November 2017 at 7.30 pm.

AGENDA

  1. Apologies for absence and welcome to new members and guests
  2. Declarations of disclosable pecuniary or other interests
  3. Minutes of AGM Held 29 November 2016
  4. Matters Arising
  5. Election of officers
  6. Appointment of David Rutley as President of Community Centre
  7. That Poynton Youth and Community Centre (Reg 520098) convert to a Charitable Incorporated Organisation
  8. Treasurer’s report
  9. Chairman’s report
  10. Appointment of independent examiner for PYCC accounts
  11. 100 Club
  12. Any other business

Trustees Report

Chairman’s Report and Fundraising

Since 2015 the Trustees have been extremely successful in raising funds for the Centre. In fact we have raised over £150,000 for the renovation of the Hall, and brought it to the up to the standard we have today. This year alone, we successfully received grants of £14,000 from the Asda foundation and £10,000 from The National Lottery. There is also a further £750 due from the Coop as part of their local communities funding. We have also raised over £44,000 from you in the community so may I say thank you very much for that, for without your support we would not have been able to do all the work we have. It should be noted that of all the funding received, 45% is from local people and our own resources, which is a demonstration of the support we have in the Community.

What is there to do now ? The £150,000 above is only half the story. The main hall needs bringing up to date, the Car Park needs relaying. This is so we can make greater use of our main heritage asset – the high arched gable roof of the main hall dates back to 1850. We want to make it suitable for holding concerts, theatre productions and weddings. To that end we have embarked on a project to raise a further £150,000. Wish us well! And if you can, donate!

Treasurers Report

  1. Introduction.This report aims to cover three areas:

    2015-16 financial year. The finalisation of the accounts for the financial year (FY) 2015-16.
    2016-17 financial year. The outcome of the FY 2016-17.
    2017-18 financial year. The prediction for the FY 2017-18.
  2. 2015-16 financial year. The accounts prepared for the FY 2015-16 have been independently examined with no amendments being required. The accounts have been submitted to, and were accepted by, the Charity Commissioners.
  3. 2016-17 financial year. The Income and Expenditure account to, and the Balance Sheet as at, 30 Sep 17 are attached at Appendix A. Revenue income for the year was £51,522. With expenditure at £28,197, a surplus of £23,325 was achieved. The resulting accumulated surplus was £30,829, of which £30,000 was transferred to the Building Fund, leaving £829 to be carried forward.Points of note are:
  • Bar. The operation of the bar is undertaken by an outside agency on an as required basis, with a contribution to PYCC funds being made. £1,407 was received in the FY 2016-17, up from £935 in the previous FY.
  • Centre costs. Centre costs are up by 55% with rising expenditure in most areas due to the increased use of the Centre. Also, the new signage was paid for under advertising.
  • Utilities. The total paid for utilities was £9,311 compared with £8,327 in 2015-16. The restricted level of the increase has been achieved by successful efforts to contain costs.
  • Fundraising. The fundraising efforts which started in Jun 15 have continued with the emphasis now on obtaining grants.i  Phase 2. Phase 2 was principally used to pay for the additional tasks which proved necessary as the work funded by the WREN grant was undertaken. An additional £32,861 was spent in the FY 2016-17, over and above the grant of £49,079.ii  Phase 3. Phase 3 was for the kitchen, funded by a grant of £14,000 from ASDA. An additional £2,015 was spent.

    iii Phase 4. Phase 4 is the current phase principally funded by grants from Poynton Round Table and The Lottery. In this phase so far, the heating in the Main Hall and Education Block has been upgraded.

  • Building restoration and improvement. A summary of the Building Fund is attached at Appendix B. In this FY, £108,789 has been spent. With a total of £43,399 received from revenue, the accumulated Building Fund stands at £17,346.
  • Income. Hiring income for the FY at £49,886 is up 41%, year on year, reflecting the increased usage of the Centre.

4. 2017-18 financial year. The revenue prediction for the FY 2017-18 is at Appendix C.

  • Usage. The increasing usage of the PYCC shows no sign of abating.
  • Fundraising. The fundraising effort continues and a further grant from the Lottery has been applied for.
  • Conclusion. At present levels of revenue income and expenditure, the PYCC can cover costs and contribute to the restoration of the building.

Appendix A – Income and Expenditure Account with Balance Sheet 2016-17.

Appendix B – Building Fund Summary – 2015 to date.

Appendix C – Prediction for 2017-18.

Building Report

Work supported by Wren project Nov 2016 to Nov 2017

• Education block access Ramps repair of Spalling Brickwork and coping stones

• Kitchen exterior Gable & return. Rake out mortar and re point

• Demolition of chimney and extensive repairs to roof main beams and trusses adjacent to Main Hall/ stage. (Part PYCC funded).

• Replacement of leaking and unsafe North Room Roof

• Rake out mortar and repoint wall of Main Hall down the Ginnel

PYCC Self-Funded Work Nov 2016 to Nov 2017

• Weather Shield Damp proofing of Kitchen gable and return / Ginnel

• West (Puppet) Room Remove Damp plaster and replace with lime based plaster after drying

• Small Hall and North Room split heating system with two separate control systems and fit new radiators in Small Hall, North Room and Puppet room.

• Refurbish Office.

Kitchen Refurbishment Work Asda Grant 2017

• Strip out and remove old kitchen electrics and disconnect gas and water supplies.

• Strip out old Kitchen, Insulate walls, lay new floor, install false ceiling and refurbish kitchen with hygiena board. Reconnect gas and electric’s

• Fit out kitchen with stainless steel worktops, commercial sinks and appliances

Phase IV Heating Projects National lottery Grant

• Installation of Gas central heating system and control system for the Education Bloc and Men in Sheds to replace electric convection heaters. Relocate feed from Main hall boiler for toilet radiators to new system.

• Install 3 new radiators in Main hall to replace skirting radiators on exterior wall. Install 2 new radiators in Bar to replace electric convection heaters. Provision for extending system to room over bar.

Marketing Report

The marketing group has had a busy 12 months.

We launched our new Webpage (www.thecentreinpoynton.co.uk) and our Face Book (thecentreinpoynton) account in the New Year. We have had very good response. Later this year we were able to install and rebrand the Centre, a new name and very bright colourful logo’s on the main gable end, and around the outside of the Centre. New notice boards were erected and we are happy to report that this has been a great success, our hirer’s are able to get their classes and societies advertised to a wide audience.

Other activities during this year have included: *Handbags, Glad rags and Shoe sale *Music events &
*Open Day

We had a wonderful Open Day in September, over 500 people came to visit us, and the centre was full, with a variety of activities.

Membership of the Centre has now risen to 218 and we look forward to many more people supporting your Centre.

Hirer’s Report

The Centre has had a good year with a good cross section of different classes, which have become regulars over the years. There has been new classes this year with some being short-lived, as prearranged course lengths, but some have become regulars themselves. These include ”Poynton Golden memories”, which is a very active class for dementia sufferers and their carer’s, as well as new class for people with dyslexia. Also ”The Academy of Performing Arts” for young children has also before a regular. 2018 is also starting to look like another busy year with bookings already in the diary for next year, some as far ahead as October.

This year, the following, up to December 31st, have either hired, or will hire, the Centre (in addition to the regular classes which themselves are very varied in their nature);

Children’s Birthday parties; 15
18th. Birthday parties; 3
50th Birthday parties; 1
60th birthday parties; 2
All day functions; 5 which include functions as varied as Marionettes to the African Pygmy Hedgehog club, plus the very popular Family Fun Day, which was a model railway exhibition, in aid of the St. Francis Hospice.
Adlington Folk Dance; 3
Folk music evenings; 4
Ceilidhs; 5
Northern Soul nights; 4
60/70s night; 2
80s night; 1
Christening Party; 1
Diwali Celebration of Light; 1
St. George’s Singers; 1