## **Minutes of the Deepway Centre Trust AGM held on the 28th April 2021 via Teams online** ## **1. Welcome by Caroline Aird** Caroline welcomed all to the AGM. Caroline cover the housekeeping including the muting of microphones and raise hand function. In total there were 10 people in attendance at the meeting. ## **2. Apologies** Sharon May ## **3. Minutes of AGM 14[th] October 2020** Minutes accepted ## **4. Financial report by Clare Hobbs for year ending 31[st] January 2021** Administrator Clare Hobbs presented the accounts for the year ending 31 January 2021 which had been Inspected by James Banks FCA – Managing Partner of Hammet Spire Accountants. Clare Highlighted specific points in the accounts namely: - Accounts are for period 01/02/20 – 31/01/2021 - The DCT received a Covid grant of 10k from TDC which has meant with the income from Pre-school and the kind donations from the uniform groups, collectively this has exceeded the income budget for the year. - SWW increase is due to the DC being taken off the septic tank and moved to the mains. SWW confirmed it takes approximately 6 months for the billing process to catch up so this increase was expected. - Monies spent - New fire doors £2425.80, Drainage in garden £930.67, Refurbishment to Gents toilets £6376.52 This invoice was paid in this year’s accounts however the grants have been paid in 2021/2022 financial year (£2500.00 from Rural aid grant, £500.00 grant from the PC and £467.00 of a previous grant that wasn’t used and was held by the PC) - Healthy balance of £38361 at year end, overall a good financial year. - Thank you to James Banks from Hammett Spire for inspecting the accounts - The Accounts will now be submitted to the Charity Commission. - No further Covid grants could be claimed for subsequent lockdowns. No questions asked Unanimous vote to confirm accounts for 2020/2021 **AGREED** ## **5. Chairman’s report by Caroline Aird** _Thank you to all Trustees, especially for the work that has gone into the refurbishment of the Gents toilets and securing the ageing grant offer. Quality finish and an accessible toilet available to users._ _It has been a settled period with mainly the Pre-school using the DC. The building is in good shape and it is working well with Ashton’s._ _It is now time for existing Board members to stand down and we will invite nominations from those wishing to stand as Community Trustees._ ## **6. Appointment of Trustees** The representatives for the user groups were confirmed as: - Exminster Pre-School – Leah Barnes - Scouting and Guiding – David Allard - Parish Council – Kevin Smith ## **7. Election of community Trustees** There were 5 nominations for the 5 community Trustees vacancies, namely Caroline Aird, Michela Petherick, Gary Rowe, Lydia Vanstone, and Christopher Walledge. The five trustees that were duly appointed to the trust were: - Caroline Aird - Michela Petherick - Gary Rowe - Lydia Vanstone - Christopher Walledge ## **8. Other Business** Josie Walledge thanked the trust and Clare for all their hard work. ## **Caroline Aird thanked everyone and then closed the meeting at 8.00pm** ## **J** _**osie Walledge then left the meeting and the Chairman and Vice Chairman were elected.**_ ## **Election of Chairman and Vice Chairman** Chairmain – Chris Walledge and Gary Rowe proposed Caroline Aird. Caroline Aird confirmed as Chairman Vice Chairman – Michaela Petherick and Gary Rowe proposed Chris Walledge. Chris Walledge confimed as Vice Chairman. **Meeting finished at 8.04pm** The Deepway Centre Trust Independent Examiner's Report to tbe Trustees of The Deepway Centre Trust I report to the trustees on my examination of the accounts ot" The Deepway Centre Trust ('the charity,) for the year ended 31 January 2021 which comprise the SUTTunary of receipts and payments and the statement of assets and liabilities. This report is mad¢ solely to the charity's trustees: as a body, in accordance with section 145 of the Charities Act 2011. My ￿lork has bccn undertaken so that I might state to the charity's trustees those matters I am required to Slate to them in this report and for no other purpose. To the fullest extent pemittcd bv law, I do not aLcept or assume responsibility to anyone other than the charity and the charity's trustees as a body, for my work, tor this reporL or for the opinions I have fornied. Responsibilities and basis of report As the trustees of the charity you are responsible t.or the preparation of the accounts in acLordance with the requirements of the Charities Act 2011 ('the Act,). I report in respect of my examination of the charity's accounts carried out under scction 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charit! Conunission under seLtion 145(5)(b) of the Act. Independent examiner's slatement I have completed. my examination. I confirm that no material matters have come to my attention in connection with the examinalion giving me cause to believe that in any material respect: accounting records were not kept in respect of the charity &8 required by section 130 of the Acl; or > the accounts do not accord witli those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the acLounts to be reached. James Robert Banks Qualitied member of th¢ ICAEW Hammett Spire LLP 21 Heavitree Road Exeter Devon EXI 2LD 19 May 2021 The Deepway Centre Trust Receipts and Payments Accounts: Year ended 31 January 2021 Receipts and payments account Year ended 31 January 2021 2021 2020 RECEIFrs Fees and bookings Bank interest {CCLA) Grants Storage Other 20581 43 10000 480 200 31304 26315 39 204 26558 PAYMENTS Cleaning (wages) Cleaning (materials) Heat & li8ht Waste removal Water & sewerage Telephone expenses Routine maintenance Hall Manager {contractor) Stationery & copying Insurance Lease Major capital replacement Sundries 2836 1178 1129 823 1277 403 763 3888 32 747 2266 861 1341 1970 453 472 399 3888 61 741 9733 409 23219 143 12596 Surplus / (DÈficit) for the year 8085 13962 Reserves at l February 30276 16314 Reserves at 31 January 38361 30276 The Deepway Centre Trust Receipts and Payments Accounts: Year ended 31 January 2021 Statement of assets and liabilities As at 31 January 2021 2021 2020 CASH AT BANK Current account Peposit account 4866 33585 38451 17824 12542 30366 Key deposits 80 80 90 90 Reserves at 31 January 38361 30276 I have prepared the accounts from the bank statements, invoice and payment records C Hobbs Hall Manager Date: )slii Approved and sisned on behalf of the trustees: Trustee Date: The Deepway Centre Trust Independent Examiner's Report to tbe Trustees of The Deepway Centre Trust I report to the trustees on my examination of the accounts ot" The Deepway Centre Trust ('the charity,) for the year ended 31 January 2021 which comprise the SUTTunary of receipts and payments and the statement of assets and liabilities. This report is mad¢ solely to the charity's trustees: as a body, in accordance with section 145 of the Charities Act 2011. My ￿lork has bccn undertaken so that I might state to the charity's trustees those matters I am required to Slate to them in this report and for no other purpose. To the fullest extent pemittcd bv law, I do not aLcept or assume responsibility to anyone other than the charity and the charity's trustees as a body, for my work, tor this reporL or for the opinions I have fornied. Responsibilities and basis of report As the trustees of the charity you are responsible t.or the preparation of the accounts in acLordance with the requirements of the Charities Act 2011 ('the Act,). I report in respect of my examination of the charity's accounts carried out under scction 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charit! Conunission under seLtion 145(5)(b) of the Act. Independent examiner's slatement I have completed. my examination. I confirm that no material matters have come to my attention in connection with the examinalion giving me cause to believe that in any material respect: accounting records were not kept in respect of the charity &8 required by section 130 of the Acl; or > the accounts do not accord witli those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the acLounts to be reached. James Robert Banks Qualitied member of th¢ ICAEW Hammett Spire LLP 21 Heavitree Road Exeter Devon EXI 2LD 19 May 2021 The Deepway Centre Trust Receipts and Payments Accounts: Year ended 31 January 2021 Receipts and payments account Year ended 31 January 2021 2021 2020 RECEIFrs Fees and bookings Bank interest {CCLA) Grants Storage Other 20581 43 10000 480 200 31304 26315 39 204 26558 PAYMENTS Cleaning (wages) Cleaning (materials) Heat & li8ht Waste removal Water & sewerage Telephone expenses Routine maintenance Hall Manager {contractor) Stationery & copying Insurance Lease Major capital replacement Sundries 2836 1178 1129 823 1277 403 763 3888 32 747 2266 861 1341 1970 453 472 399 3888 61 741 9733 409 23219 143 12596 Surplus / (DÈficit) for the year 8085 13962 Reserves at l February 30276 16314 Reserves at 31 January 38361 30276 The Deepway Centre Trust Receipts and Payments Accounts: Year ended 31 January 2021 Statement of assets and liabilities As at 31 January 2021 2021 2020 CASH AT BANK Current account Peposit account 4866 33585 38451 17824 12542 30366 Key deposits 80 80 90 90 Reserves at 31 January 38361 30276 I have prepared the accounts from the bank statements, invoice and payment records C Hobbs Hall Manager Date: )slii Approved and sisned on behalf of the trustees: Trustee Date: