2023-03-31-accounts

Minutes for the AGM of the Swardeston Day Centre Thursday 3[rd] August 2023 at Hanover Gardens

Present	Nigel Legg (Chair), Peter Leigh, Philip Rose (minutes), Julia Jones (Manager), Liz Brown (Manager) Paul Wilson, Virginia Wiseman, Brenda Woolnough, Sue Flack, Florence Ellis, Mark Jones (Treasurer), Sarah Bluckert	Nigel Legg (Chair), Peter Leigh, Philip Rose (minutes), Julia Jones (Manager), Liz Brown (Manager) Paul Wilson, Virginia Wiseman, Brenda Woolnough, Sue Flack, Florence Ellis, Mark Jones (Treasurer), Sarah Bluckert
Apologies	Gill Waters
Agenda Item	Discussion & decision	Action by & date
1. Minutes of the last meeting	Agreed
2. Chairman’s Report	Nigel introduced Florence who explained that she had previously worked for South Norfolk Council and had experience of grant funding, and that she had subsequently served as a Councillor for South Norfolk Council, including time as the Chair. Nigel said that he felt that it was increasingly important that we maintain a presence to support the elderly in our communities. He said that while we had previously struggled with client attendance numbers over the 3 days, that he was pleased that we were generally full on both of the 2 days that we were now open and thanked all staff and volunteers for all their hard work. Nigel’s main concern over the next year is to look at the finances which is not sustainable in the longer term and that the Trustees would need to be looking at this moving forward including identifying means of raising funding/grants which tend to be available for ‘one off’ projects but not for overall running costs.
3. Treasurer’s report	Mark said that the overall deficit for last year was circa £10,000. Income has held up pretty well although not a direct comparison against previous years due to the effects of covid etc. The biggest component was salaries. Rent has also increased by around £3000, while food costs have also increased. Most other costs are similar to the previous year. Mark noted that energy costs in the hospitality sector have gone up 300%. Mark felt that we were in a good strong cash position with around £82000 in the general fund and friends account, which would currently allow for 7 to 8 years’ worth of trading at current income/expenditure levels. Mark noted that our payroll provider held around £3000 to cover any shortfalls in payroll.

	Going forwards Mark said that our costs per person were around £38 per person as opposed to bringing in £28 i.e. a £10 deficit per person. Peter suggested that there may be a better place to hold our ‘savings’ so that we could at least earn some income from our savings. There had been a reduction in our insurance costs as we had changed our provider. Payroll could also be another potential saving and Mark said that HMRC do provide basic free software for this purpose rather than using Sage.
4. Managers’ report	Liz said that we are generally full on both Monday and Wednesday. There was a short period when we had no personal budget clients (those referred through Social Services) so Julia had a word with them. We now have 2 clients on personal budget although one has recently passed away. In the last 12 months we have celebrated Remembrance Day with a display of poppy coasters made by the clients as well as the Queens Platinum jubilee. We have had a good mix of other activities including a science session, Jack the pony, bugs and critters, a creative arts project with display at Little Plumsted, Panto, an outing to Wymondham Garden centre in May and Foundry Nursery in June. Due to a number of cases of Covid in February we closed for the week and there were no further cases. Liz and Julia said that we have a great band of volunteers and that the Rugby Club has a new chair who is quick to respond to any problems. There was a problem with the Rugby Club water supply (from a borehole) and as a result of this we now only use bottled water for drinks and cooking. There have been some issues with cleaning as the Rugby Club has had problems retaining cleaners. Ensuring that there are enough drivers can be tricky especially as many need a front seat and use 4 wheeled walkers which are difficult to fit in some cars and difficult/heavy to handle. The use of frames does tend to put some volunteers off driving. Sometimes we have single person runs which isn’t as cost effective. We have a waiting list and many clients we take on want second days so we try to concentrate on people in the immediate area. One of our volunteer drivers, Graham Ford, is over 80 and has been driving for 19 years.

5. Client report/comments (Brenda)	Unfortunately Barbara Brown is unwell and is really sad not to be at the meeting to pass on her report, but hopefully given time she will feel better and be able to participate again. Brenda said that she had no complaints to pass on from the clients and that all were very happy with the service and meals provided.
6. Volunteer report/comments	Paul said that the mix of staff and volunteers generally works very well, and that he has never heard a complaint from a client.
7. Election of Management Committee	Ginny, Sue, Brenda, and both Managers were elected to the Management Committee. Liz suggested that it might be a good idea to have another member from the volunteers and in particular from the drivers.
8. Election of Trustees	Nigel said that it had often been difficult to get and keep Trustees and that both the Treasurer and Secretary should by virtue of their position be a Trustee. Nigel is very grateful to Florence volunteering as a Trustee as we do need more outsider input and expertise. There was a short discussion we agreed the following: Nigel was nominated by Phil and seconded by Peter Julia nominated Phil as Secretary Seconded by Liz Phil nominated Mark as Treasurer and Ginny Seconded Phil nominated Paul as Vice Chair seconded by Mark Gill waters would like to continue as a Trustee. Florence spoke briefly about her previous work doing fundraising and said that even small fund raising is money in the bank.
9. Election of the Fundraising Committee	This wasn’t discussed but please see minute 4. of the Trustees meeting of the same date.
10. AOB	Paul mentioned that the Day Centre is registered with Google business which is free and that this had shown that the Day Centre had 101 hits in June with 86 looking for location/directions. Charities Commission – Paul is currently the single contact. Peter asked that we reiterate to the rugby club that any communications between the rugby club should be via the Trustees.
11. Next meeting	20thJune 2024

SWARDESTON DAY CENTRE

INCOME AND EXPENDITURE ACCOUNT Year to 31 March 2023

			Year to		Year to
		31	March 2023	31	March 2022
	£		£	£	£
Income:
NCC Fees	3,113
Fees, lunches and transport	47,675				43,209
Grant	0				5,000
Donations and misc income	1,600				595
Transfer (J.Jones)	150
Furlough Support					3,930
	_____			_____
			52,538		52,734
Expenditure:
Salaries	32,494				28,421
Rent	8,482				5,304
Food and supplies	5,781				3,167
Transport and mileage claims	5,319				2,259
Recreational activities	5,169				3,866
Web site and IT costs	961				616
Repairs, consumables and
minor equipment	247				357
Equipment : major	580				399
Insurance	2,222				1,861
Gifts : Christmas, birthdays
and Easter	0				666
Stationery, post, telephone
and sundries	0				276
Training	350				24
Promotional expenses	100				215
Other	1,098				0
	_____			_____
			62,803		(47,431)
			______		______
(Deficit)/Surplus of Income			(10,265)		5,303
over Expenditure			======		======

Page 2

SWARDESTON DAY CENTRE

BALANCE SHEET As at 31 March 2023

31 March 2023 £ £ Assets and Liabilities Bank Balance 3,744.87 Debtors 0 Cash in Hand 285.13 Cash for salaries 3.000.00 Creditors-re Rent (4,465.00) _ 2565.00 ===== Represented by : General Fund Balance brought forward 7,830 (Deficit)/Surplus for Year (10,265) Transfer from Friends Fund 5,000 _ _____ Balance at Year End 2,565 =====	31 March 2022 £ £ 5,938.44 1,656.30 235 _ 7,830 ===== 2,527 5,303 7,830 =====

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