**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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