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1 EAST GRINSTEAD TOWN COUNCIL CHARITIES To: All pdfMachine by Broadgun Software - a great PDF writer! - a great PDF creator! - http://www.pdfmachine.com http://www.broadgun.com EAST GRINSTEAD TOWN COUNCIL CHARITIES To: All Trustees of the Parish Halls and Chequer Mead Community Arts Centre Charities (30.6.05) (Other distribution for information only) Agenda Item 5 CREATION OF CHARITY - CHEQUER MEAD COMMUNITY ARTS CENTRE (Min 27 31.3.05) Trustees are advised that the new charity was created as from 6 April 2005, charity number 1108890. The outstanding legal action now remaining is conclusion of the lease agreement between the Town Council and Chequer Mead Community arts Centre Trust. This will be finalised during the summer; asb law are dealing with this, and all trustees will be forwarded a copy in due course. Agenda Item 6: CHEQUER MEAD – FINANCIAL REPORT 2004/2005 FINANCIAL YEAR AND APRIL 2005 - MAY 2005 (Min 30 31.3.05) A copy of the outturn financial report for 2004/2005 financial year is being sent to all Trustees under separate cover. This confirms the core information previously sent. At the yearend there was an underspend against budget of £20,652 totally accounted for by income generation performance. This balance has subsequently been paid across to the new Charity. The financial position at year-end exceeded expectation and was satisfactory. It should be noted that apart from the first quarters trading income for the catering concession (£3,099) no further funds were received for bar or catering from the trading company during the 2004/2005 financial year as such sums can only be covenanted to a registered charity and the new charity was not established during the financial year. It is pleasing to advise that at a meeting of the Trading Company on 16th June the Directors agreed to pass over an amount of £15,000 to the new charity by 30th June and a further £5,000 soon afterwards. Mechanisms are then to be put in place between the Chief Executive Officer and the Trading Company to receive regular sums supported by performance management information. The financial position at 31st May 2005 is also some £11,000 within budget profile excluding any Trading Company income to that date. There is further reference to this in the CEO’s report. Agenda Item 7: CHEQUER MEAD AUDIT OF ACCOUNTS 2005/2006 FINANCIAL YEAR There is a need to obtain Trustee resolution to the appointment of David Martin, a partner with Mazars, the Town Council’s auditors, to audit the accounts for Chequer Mead Community Arts Centre, for 2005/2006 financial year. Because the charity will, for 2005/2006, be operating below the ceiling figure for a full audit we will only require an independent examination. The cost is £1,275 excluding VAT and disbursements and this is provided for within the budget. Trustee’s instructions are requested. Agenda Item 8: TRUSTEE INDEMNITY INSURANCE Trustee’s have previously requested Indemnity Insurance (TII) be taken out to protect against the risk of personal liability arising from a breach of trust. This is not a straightforward matter. It cannot just be taken out. Firstly it depends whether there is specific provision within the Declaration of Trust. In common with most charities there is no such provision. Secondly, does the Trust deed specifically exclude purchase of TII? It 1 doesn’t but the Declaration does contain a clause whereby Managing Trustees may not benefit financially from their trusteeship. Accordingly it will be necessary to obtain Charity Commission approval before TII can be legally entered into. Form RED-1279B will be brought to the meeting and Trustees will need to agree a formal declaration, and sign the document at that time. It will then be a matter for the Charity Commission to consider whether TII can be entered into. Agenda Item 9: CHEQUER MEAD - MINUTES OF PLANNING AND REVIEW GROUP MEETING HELD ON 14 JUNE 2005 (Min 28 31.3.05) The minutes of the meeting held on 14th June 2005 are attached as Appendix A. Agenda Item 10: CHEQUER MEAD - CHIEF EXECUTIVE OFFICER'S REPORT (Min 29 31.3.05) The report of the Chief Executive Officer, is attached as Appendix B. Mr Durrant will be on holiday on the day of the meeting and will not be present. The Clerk to the Trustees will attempt to answer questions but Trustees must appreciate that this may not be possible in all cases. Trustees should particularly note the need to approve a Child Protection Policy as recommended within the report. Agenda Item 11: STATEMENT OF ACCOUNTS FOR THE PARISH HALLS FOR THE YEAR ENDED 31st MARCH 2005. (PH Trustees Min 15 04.10.04) The Statement of Accounts for the Parish Halls for the financial year ending 31st March 2005 is attached as Appendix C. This is satisfactory and shows a balance of £23,511 at the year-end. Agenda Item 12: PERFORMANCE INDICATORS FOR THE PARISH HALLS FOR 2004/2005 FINANCIAL YEAR (Min 31 31.03.05) Total Parish Hall bookings for March 2005 were 125 set aside 148 for the same month in 2004. There were less availability days in 2005 due to Easter falling early. Over the full 2004/2005 financial year the Parish Halls had 1,295 bookings in total (1,227 regular/multiple hirings and 58 casual). The equivalent figure in 2003/2004 was1,363 comprising 1,304 and 59 respectively. The fact that the reduced bookings did not manifest itself in reduced financial performance is explained by a few higher value lettings. In addition to the above we are now continually monitoring the numbers of days that the Large Hall and Small Hall (the most heavily used parts of the complex) are being used overall in terms of at least one booking per day. During 2004/2005 financial year the Large Hall had occupation on 288 days out of 350 (82%) whilst, with the same availability, the Small Hall has been occupied on 299 days (85%). PRIVATE AND CONFIDENTIAL Agenda Item 15: ESTABLISHMENT REPORT (Min 28(i) 31.3.05) At the last meeting it was agreed that an establishment report be brought before the Trustees in relation to Chequer Mead. The appropriate report is attached as Appendix D for Trustees only. Trustees are asked to consider this and instruct accordingly. CLERK TO THE TRUSTEE’S REPORT ENDS 2 APPENDIX A CHEQUER MEAD COMMUNITY ARTS CENTRE MINUTES OF THE FOURTH MEETING OF THE PLANNING AND REVIEW GROUP HELD ON 14 JUNE 2005 at 7.30 PM AT CHEQUER MEAD COMMUNITY ARTS CENTRE Present: Councillor Jim Joyce-Nelson (Chair) Councillor Mrs Ginnie Waddingham (Vice Chair) Councillor Bernard Gillbard Councillor Edward Matthews (ex-officio) Councillor Mrs Beverly Heasman Councillor David Heasman Mr Bob Broadway – Facilities Manager - EGTC Mr John Durrant – Chief Executive Officer 37. APOLOGIES FOR ABSENCE Apologies were received from Councillor Ian Dixon (ex- officio) and Mr Richard Denn. 38. MINUTES OF MEETING HELD ON 21 MARCH 2005 Approved as a true record of that meeting and signed by the Chairman. 39. MATTERS ARISING 39.1 Health and Safety Inspection: Councillors Heasman and Joyce-Nelson reported on the Health and Safety Inspection conducted by them. They had produced a report for circulation to Trustees for discussion at the meeting of Trustees on 30 June 2005. Action: Councillors Heasman and Joyce - Nelson A Compliance Audit had also been undertaken and a report will be produced for Trustees. Action: Councillors Heasman and Joyce-Nelson 39.2 Bar Roller Blind: The Chief Executive Officer reported that all work had been completed. 39.3. Tickets.com - Data Box Ticket and Credit Card System Back Up- Service Contract The Chief Executive Officer reported that an agreement had been made with Tickets.com in April 2005 to provide service contracts for the Data Box and credit card payment systems installed at the Centre. The contract covers the Data Box Software 4 Licences, Annual Licence Support and Maintenance, Comms XL Annual Support, Data Box Licence Support and Maintenance. 39.4. Staff The Chief Executive Officer reported that a Confidential staffing paper had been produced for Trustees to consider at their next meeting on 30 June 2005. Reported that Michael and Lesley Lowy, part -time Marketing and PR Assistants had completed 3 months in the post and a satisfactory review of their roles had been undertaken. 39.5 Volunteers The Chief Executive Officer and Councillor Mrs Waddingham reported on the successful Volunteer Recruitment Day, which had resulted in additional volunteers at the Centre. Full discussion held on the training/re-training sessions for volunteers and logging of their 3 training details. It was agreed that Training would be an item on the next agenda for a fuller discussion. Action: CEO 39.6 Staff Offices The Chief Executive Officer informed the meeting of the budget cost of relocating the staff offices to the front of the building was £2921 utilising the current Box Office Area. Discussion also held on moving the Box Office from its current position would incur costs of £6,000 at current day prices It was agreed that in view of possible works having to be undertaken following the Health and Safety Inspection that the Planning and Review Group would review this in nine months. Action: Planning and Review Group 39.7 Stewards and Friends of Chequer Mead The Chief Executive advised the meeting that following Trustees approval, an additional two house seats had been allocated per performance in the Theatre and were being offered to stewards and Friends of Chequer Mead for their use as an appreciation for their work. 39.8 Publicity for Centre The meeting was informed that the Friends of Chequer Mead had a stand at the May Fair on 2 May 2005 to promote Chequer Mead.
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