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All Trustees of the Parish Halls id115398375 pdfMachine by Broadgun Software - a great PDF writer! - a great PDF creator! - http://www.pdfmachine.com http://www.broadgun.com EAST GRINSTEAD TOWN COUNCIL To: All Trustees of the Parish Halls and Chequer Mead Charities Council Offices (Other distribution for information only) East Court College Lane East Grinstead RH19 3LT Tel: (01342) 323636 Fax: (01342) 327823 www.eastgrinstead.gov.uk 9 June 2009 Dear Sir/Madam, Your attendance is requested at a meeting of the CHARITIES COMMITTEE to be held in the Council Chamber, East Court on THURSDAY, 18th June 2009, immediately following conclusion of the Amenities & Tourism Committee meeting. Yours faithfully, C J ROLLEY, Clerk to the Trustees A G E N D A 1 Public Question Time 2 To commence not later than 15 minutes after commencement of public questions - Apologies for absence. 3 To receive the minutes of the meeting held on 19th March 2009 (attached). 4 To receive any declarations of personal or prejudicial interest. 5 To elect a Chairman and Vice Chairman of the Charities Committee for 2009/2010 year. (Min 212 19.6.08) 6 Appointment of Clerk to the Trustees for 2009/2010 year (Min 213 19.06.08). ’ 7 To receive a schedule of Trustee s attendances at meetings of the Charities Committee during 2008/2009 year (Min 214 19.06.08). 8 Appointment of Chequer Mead Planning & Review Group for 2009/2010. – 9 Chequer Mead Minutes of Planning and Review Group Meeting, 2 June 2009 (Min 243 19.03.09). – ’ 10 Chequer Mead Chief Executive Officer s Report (Min 244 19.3.09). – 11 Parish Halls Audit of Accounts 2008/2009 (Min 224 18.09.08) 12 Parish Halls Development (Min 250 19.03.09) – 13 Parish Halls Financial Report and Performance Indicators: 2008/2009 Financial Year (Min 247 19.03.09). 14 Any Other Urgent Business The next meeting will be held at East Court on Thursday 17th September 2009 following the Amenities & Tourism Committee meeting. id115434937 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 COMMITTEE To: All Trustees of the Parish Halls and Chequer Mead Community Arts Centre Charities (18.6.09) (Other distribution for information only) Agenda Item 5: TO ELECT A CHAIRMAN AND VICE CHAIRMAN OF THE CHARITIES COMMITTEE FOR 2009/2010 YEAR (Min 212 19.06.08) Trustees are requested to appoint a Chairman and Vice Chairman of the Charities Committee for the civic year 2009/2010. Councillors Joyce-Nelson and Mrs Waddingham have, respectively, filled those roles in 2008/2009. Agenda Item 6: APPOINTMENT OF CLERK TO THE TRUSTEES FOR 2009/2010 YEAR (Min 213 19.06.08) There is a constitutional requirement for Trustees to affirm on an annual basis their Clerk for both the Parish Halls Trust and Chequer Mead Community Arts Centre. Accordingly Trustees are requested to resolve the continuing appointment of Mr C J Rolley, Town Clerk in such positions for 2009/2010. ’S ATTENDANCES AT Agenda Item 7: TO RECEIVE A SCHEDULE OF TRUSTEE MEETINGS OF THE CHARITIES COMMITTEE DURING 2008/2009 YEAR (Min 214 19.06.08) Trustees are advised as to their attendances at meetings of the Charities Committee during 2008/2009 civic year, per the following schedule. All attendances are out of a maximum possible of four, with the exception of Councillor Quinn who was only eligible for three meetings. The overall attendance rate was 69%, compared with 77% in 2007/2008. Councillor Attendances Baldwin 4 Banks 3 Barnett 3 Mrs Bennett 1 Mrs Brunsdon 3 Mrs Collins 1 Dixon 3 Gillbard 3 Johnson 4 Joyce-Nelson 3 Mainstone 4 Mrs Mainstone 4 Marmara 4 Musk 3 Quinn 1 Reed 2 Starmer 2 Mrs Waddingham 1 TOTAL 49 In addition to the above there were four meetings of the Chequer Mead Planning and Review Group. Attendances for the seven Trustees serving on this were: Councillor Gillbard, – – – Chairman 4; Councillor Mrs Mainstone, Vice Chairman 3; Councillor Dixon 2; – – – Councillor Johnson 4; Councillor Musk 1; Councillor Joyce-Nelson (ex-officio) 3; 1 – Councillor Mrs Waddingham (ex-officio) 3. Trustees are asked to note. Agenda Item 8: APPOINTMENT OF PLANNING & REVIEW GROUP FOR 2009/2010 Trustees are requested to appoint the Chequer Mead Planning and Review Group for 2009/2010. In the year gone the Group comprised Councillors Dixon, Gillbard and Johnson, the Chairman and Vice Chairman of the Amenities and Tourism Committee (Councillors Musk and Mrs Mainstone) and the Chairman and Vice Chairman of the Charities Committee – (ex-officio) Councillors Joyce-Nelson and Mrs Waddingham. In addition two external appointments are made on behalf of the Friends of Chequer Mead and East Grinstead War Memorial Company Ltd, currently Mr David Bridle and Mr Dennis Jeffries respectively. ’s instructions are requested. Trustee – Agenda Item 9: CHEQUER MEAD MINUTES OF PLANNING AND REVIEW GROUP MEETING, 2 JUNE 2009 (Min 243 19.03.09). The minutes of the meeting held on 2 June 2009 are attached as Appendix A for the consideration of Trustees – ’S REPORT (Min 2 Agenda Item 10: CHEQUER MEAD CHIEF EXECUTIVE OFFICER 44 19.03.09). The report of the Chief Executive Officer is attached, as Appendix B. Mr Durrant will be present to speak to the report if required and answer any questions Agenda Item 11: PARISH HALLS AUDIT OF ACCOUNTS 2008/2009 (Min 224 18.09.08) A copy of the Parish Halls accounts for 2008/2009 financial year is attached, as Appendix C, hereto for Trustee information. The Independent Examiner engaged to report on the accounts, Mr Paul Hartley, ACIB, MIPD, Cert in Local Policy, concluded his examination on 3 June 2009. Mr Hartley has confirmed that the accounting records have been kept in accordance with Section 41 of the Charities Act and that the accounts accord with the accounting records and complies with the accounting requirements of the Act. He has emphasised that as Examiner he does not express an audit opinion on the view given by the accounts. There are no matters to which he has drawn Trustees attention. Mr Male will lodge the audited accounts with the Charity Commissioners. Trustees are asked to note. Agenda Item 12: PARISH HALLS DEVELOPMENT (Min 250 19.03.09) Trustees will be aware of previous decisions in relation to the Parish Halls and specifically that all work in relation to a partial rebuilding of the complex and redevelopment of the remainder has been abandoned on financial grounds in the current economic climate. Notwithstanding this your Officers have been looking at other opportunities for the complex, possibly looking at solutions with other similar charities and have been taking advice from ’s Architects, Cowans, have been assisting with certain the Solicitors, asb Law. The Council design options all funded from within existing budgets. It is clear that substantive works are required to the Parish Halls, as previously advised, and a cost effective solution, which protects the objectives of the Charity, is required. Trustees will be kept fully apprised of progress and it will, at some time during the summer, be necessary to reconvene the Parish Halls Scrutiny Group. 2 ’s fire assessor has expressed an opinion that the On a more mundane matter, the Council fire exit from the upstairs hall, leading over the first floor roof to steps at the front of the building, may not be suitable for the number of people potentially using that area. A detailed risk assessment is being undertaken and it may be that limitation of usage will need to be imposed in order to conform to appropriate standards. Members will be kept apprised on this. Members are asked to note and approve the report. – Agenda Item 13: PARISH HALLS FINANCIAL REPORT AND PERFORMANCE INDICATORS: 2008/2009 FINANCIAL YEAR (Min 247 19.03.09). £43,931 against budget of Income for the Parish Halls during 2008/2009 financial year was £30,000. Expenditure for the same period was £39,244 a £39,330. The net gainst budget of £4,687 was £14,017 greater than the budget expectation, based on a straight surplus of -line profile. The original budget had assumed income would tail off approximately nine months through the year to enable redevelopment to take place. In the event Trustees put those plans on hold. However even taking that into account the Halls experienced excellent £22,327 compared income during the year. The general fund balance at 31 March 2009 was £17,640 the previous year. Paris with h Hall bookings for March 2009, and for the whole of 2008/2009 financial year (April 2008 - March 2009) were as follows with the figures for the previous comparative period shown in brackets alongside. Also shown is the % usage figure based upon total available sessions. Month Regular Casual Total % Usage % Usage (Large Hall) (Small Hall) March 2009 106 (117) 11 (11) 117 (128) 60% (66%) 71% (67%) 2008/2009 1038 (1212) 97 (98) 1135 (1310) - - ’S REPORT ENDS CLERK TO THE TRUSTEE 3 id115452593 pdfMachine by Broadgun Software - a great PDF writer! - a great PDF creator! - http://www.pdfmachine.com http://www.broadgun.com APPENDIX A CHEQUER MEAD COMMUNITY ARTS CENTRE MINUTES OF THE TWENTY FIRST MEETING OF THE PLANNING AND REVIEW GROUP HELD ON TUESDAY 2 JUNE 2009 AT 7.30 PM AT CHEQUER MEAD COMMUNITY ARTS CENTRE Present: Councillor Bernard Gillbard (Chair) Councillor Mrs Christine Mainstone (Vice-Chair) Councillor Jim Joyce-Nelson (ex-officio) Councillor Mrs Ginnie Waddingham (ex-officio) Councillor Paul Johnson Mr John Denny - Chequer Mead Friends Mr John Durrant - Chief Executive Officer Miss Hannah Kester - Deputy Chief Executive Officer The Chair, Councillor Bernard Gillbard, welcomed Mr John Denny representing Chequer Mead Friends to the meeting.
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