## Heather Heelis PILCM DipHE Parish Clerk T: 01394 420207 www.rendlesham.suffolk.gov.uk admin@rendleshampc.org.uk ## MINUTE S **Meeting: Rendlesham Community Centre Charity Committee Date: Tuesday 12[th] July 2023 Time: 7.30pm Venue: Room 16, Rendlesham Community Centre** Members: Victoria Proctor Mike Stevenson (ex-officio); Mike Parry; Nickie Delecamp Present: Victoria Proctor Mike Stevenson (ex-officio); Mike Parry; Nickie Delecamp ## **MINUTES** _Under Standing Order No. 1. c) Meetings will last no longer than 2 hours and 1. d) If the business of the meeting has not been concluded after 2 hours a resolution will be taken to continue to conclude or defer the business in hand. In any event the meeting will last no longer than 2 hours 30 minutes._ ## **1. To receive and accept apologies** - None ## **2. To Appoint a Chair** Nickie Delacamp volunteered, Seconded Vic Proctor Accepted Unanimously ## **3. To approve the Minutes of previous Mtg 26-April-2023** No minutes of previous meeting available due to Clerk Absence ## **4. Declarations of Interest** None ## **5. Role and Responsibilities of Caretaker** - i. Discussion focused on exactly what the role is and more significantly the effectiveness of it. View from the meeting is that the level of cleanliness is not adequate. The Committee view is we need to make the Comm Center more attractive as a venue and this aspect is a starting point. Question is does Caretaker need assistance/guidance ??. Chair to discuss with Caretaker - **Action Nickie D** - ii. Committee remain unsure the arrangements initiated by previous Council in respect of “Bulk Buying” of Cleaning products and appropriate Health and Safety 1 Arrangements (CoSHH etc) has been initiated. Vic P to discuss with previous Councillor (James Carter) as to what was previously agreed with Caretaker ## **Action Vic P** ## **6. Contracts for Social Club** - i. Social Club Contract was discussed **,** as it is not clear to the committee what the contractual arrangements between Comm Centre and Social Club are. The only obvious contractual term that is appears visible is that the Social Club pays a regular payment to Comm Centre Bank account (sum discussed but not minuted) - ii. Agreed to seek out Contracts within RPC system and report back to Committee - **Action Mike S** - iii. Discussion over who holds the Social Club Liquor Licence and the Licence type as this is also ambiguous to Committee. This could also be discussed through Tim Wilson (ESC Councillor) as he is on Licensing Committee ate ESC. Licence arrangements to be investigated so that this Committee understands the position. ## **Action Nickie D** ## **7. Room Hire Rates** - i. Agreed to investigate current room Hire rates and also charges incurred by RPC for both meetings as “discrete items” and annual charges for “Offices. - ii. Discussion as to whether Comm Centre should charge and agreed that the current charging arrangement should remain **8. Room Hire Management Arrangements.** - i. Bookings and Room Diaries is seen to be in existence but because potential users do not always approach the Parish Council to book there is potential room for “confusion”. - ii. Agreed to look into existing Contracts and Rates for both regular and short term bookings with a view to obtain better commercial benefits and Optimise Room Usage. ## **Action Mike S** ## **9. Keys** - i. **Quantity and Availability** - i. Exactly what keys are available within the building and who has sets or parts sets remains unclear. - ii. Eg Nickie D advised that there is “Cupboard” in the Social Club Garden within which there is “lawn mower” owned by RPC but used almost exclusively by Social Club. - iii. This committee does not know who (apart from Social Club Rep) if anyone has keys for this “cupboard”. - iv. Agreed to produce a full “Key Schedule” by discussion with all who hold “Keys”. ## **Action Mike S** - v. Agreed that the Key safe in Parish Clerk office is too small and equally that the Key Safe in J Park is too large for its use. Committee agreed to arrange to have these swapped over by Mike Bone as “Handyman”. ## **Action Mike S** ## **ii. Control and distribution.** - i. Once a full log and identification of keys is complete a formal “Key Signing out”/ & “Stewardship” process will be initiated. 2 ## **10. Locking up and Opening up i. Alarm System New Fobs Maintenance** - i. The existing statues with the Alarm System was discussed and it was agree to contract the “Supplier/Service Contractor” to initiate Maintenance and supply of New “Fobs”. - ii. If necessary a reset should be initiated so that the alarm can be disarmed by numeric keypads (as the Numeric code is not known to anyone at this time). - iii. Chair noted details of Contractor from ROC office and will contact to progress. - iv. Agreed to commit Max £300 without further referral to Committee ## **Action Nickie D** ## **ii. Opening and Locking Up for Building Users** - i. This was discussed in the round along with the Caretaker’s Role and also the wider “Keys” discussion (See Sec 9). - ii. Once a more integrated Booking/Room Diary management is in place the identification of keyholders to support users will be initiated. ## **11. Maintenance** ## **i. Fire Panel is known to have a defective Back Up battery.** - i. This may be a legal issue or an insurance risk and needs to be progressed. - ii. Cllr Moore had details from service company who recharged and replaced Extinguishers in 2022. - iii. Information and Contact details to be followed up with view to resolving this matter - **Action Mike S** ## **12. Capital Upgrades** - i. White Lines for Parking, was previously agreed to be done. Objective to also repaint Disabled bays at J Park within any work package. Investigate who carried out the previous “White Line” work in Cost Cutter car park. To be progressed with a delegated max Commitment of £500. - **Action Mike S** - ii. **“** Signs for labelling Car Park Spaces” was also previously agreed to be done. It was suggested that the Prison/Probation Service Workshops may be able to help. Mike Parry has a potential Contact (Prison Officer) and Mike S will also discuss via Andy Ferguson (Electrician). Options to be looked at. ## **Action Mike Parry and Mike S** - iii. Electric Car Charging Point is currently U/SS due to Contractual issues and a failure of RPC to respond in time in with current workload. Agreed to seek support from Suffolk County Council to return to use if possible or if not to contact new Contract Supplier directly. - **Action Vic P** - iv. Committee noted that at meeting in April we had quotes for Solar Panels for the Building. In light of current workload and the need to obtain grants to undertake such work this was “paused “, at this time. ## **13. Dates of Next Meeting** - i. To be agreed in August. Chair to identify and discuss **Action Nickie D** 3 **14. Matters for the next meeting:** Meeting closed at 21:12 **SIGNED** M A Stevenson ## **DATED** 4 davecrimmin.co.uk Internal Autht & Prole8slonal S•rvk•• Cragston SWJLW Road N8W¢on Sudbury Suffolk C010 OQH d•v•cknlnAuk 01787 375085 14th March 2023 Indop•ndont Examlnerfs Report to the T￿￿te08 of Rendlesham Communlty C•ntro Charity for the year Mded 31al O•c￿nbOr 2022 Reg18ter Chaiity No: 1125733 Income in Year. Expenditure in Year. Capital & Re8erves as at 3111 De￿iber 2022: £26,393.00 £27,445.48 £21,894.89 1. Respectlv• r••pon8lblllt198 of Truslee• and thg Ind•pendent Ex•mln•r The Charlty's Trustee8 are responsible for the preparetlon of the a¢¢ount8 in accordance with the requiremonts of the Charitle¥ Act 2011. The Tru8tee8 conslder that an Independent Examination 1$ requlred. AS the Ind8p•ndent Examiner, it 18 my re8p)n8ibilty to examine the accounts under Section 145 of the Charititi8 Act 2011 and to stale WhetTr￿r partlcular matters have come to my attgntion. 2. Indopondent •xamln•rf8 r•port for th• y•ar •nd•d 3141 D•cembèr 2022 The Goveming D0¢LttT￿t (TnJ8t Deed) is dated 9 April 2CM)8 88 amended on Ihe 7th December 2021. The Area of Benefrt is the Parish of Rendlesham in the County of Sulfolk Its Ch8rltabl8 ¢Lyectives are °The prO￿ty and the tru* fvndand 118 Income shan be aPpI￿dAY1he purpow of a vHlage the use of the inhabitants of the pansh of rendesh8m In the county suffolk dl*inctlon of sex, 8exualoJi8ntatiY)n, age. dtsabmty. nallon&lhy, race or￿111c&1 Ipl￿Gu& oroilw optiiions. inGlUd￿9 use ofpmpety ftymeeb"n94 18dures and Li18&w orothér fom78 of recrnatn￿ and leisure tin￿ Occupa1￿)n ii) the intere818 of soci81 and ￿1￿ lh8 obfvrt imwDving conditlons of forttje said inhabitarjts.. Tran8action6 for both income and expondlture in the year of ac¢￿tt were exomlned on a samwe basis. Satl8f*Aory documentatitin re¢￿ts arn rnaintaiwd arKI payments are 8UPPOrted by appropriate pap￿w(￿￿ AN thcumorrtation w88 very well presented for Indopgndent Examination. IE •t 31Jt DwAmber2022 davec¥immin.co.uk Pgge1of3 davecrimmin.co.uk Internal Audlt & Professional S•rvic Cragston Sudbury Road Newton Sudbury Suffolk C010 OQH davrtrirnmln.co.uk 01787 375085 The folltr*ing ob8ervalion$ are made.. The Accounts and the Trustees, Annual Report for the year ended 31*t December 2021 was updated on the Charily Commi8$ion web81te on 13th Aprll 2022. Tha Charily reporting 18 UP to date. Rendle$ham Parish Councll was appolnted 8 Trustee on the 5th Aprll 2022 and 1$ one of three Trustees. A payment dated 1911212022 for £46.10 to ESPO Is posled in the Nomln81 Actlvity under Cleanlng but 8hown in the Income & Expenditure Accwnl under Premises Expenses, with no Journal Entries presented on file. The Bank Interesl of £1.52 is shown a$ a nogative expendlture rather than an income. Th9 Lloyd$ Bank Treasur8rs' Account was closed on 0711012022, and the Lloyds Bank Bus Bank Instant Account was closed on 3010912022. Balanc8 al Bank as at 3111212022 was-. Unity Trust Current Account £19.059.34 Unity Trust Deposit Account 233.07 iv. vl. 3. Basls of Ind•pendont ex•mln•ffs r•port The examination includes a review of the a¢¢ounting records kept by thè Charily and comparison of the accounts presented with those record8. 11 also includes ¢onsideratlon of any unu8ual items or dlsclosures in the account8 and seeking explanation8 from you as tru6tees concerning any such matters. The procadure8 undertaken do not provide all the evidence that would be ￿qUired in an audit and consequently no opinion is given as to whether the accounts pr86enl a'lrue and fair view, and the report 1$ limited to thos8 matters 8et out in the Statement below. 4. Indepèndfrnt •xamlnorfs statement In conmction with my exwnin8tion, no other matter has come to my attention which gNe8 me reasonable cause to believe that In any m8terial respect. the requrfem8nts to keep 8ccounting Tecords and to preparè account$ whi¢h accord wtth the acC￿rting recx)rds hove been m￿. In my OFNnion, no attention 18 r*eded to be drawn in this report {ex¢8pt that referred to in $8rtion 2 above) lo enable a pr(yer undÈr8tandlng of the accounts to r•ached, Dav• Crlmmln PSLCC PrSnciple member, SocFety of Local Council Clerks E Rq)ort•¥ at 31* Dec•thr20r davecrirnmin.co.uk PagD2013 davecrimmin.co.uk Internal Audit & Professional Services Cragston Sudbury Road N8Vrton Sudbury Suffolk C010 OQH davecrlmmin.co.uk 01787 375085 14th March 2023 Ind6￿ndent Examiner'8 Roport to th• Trustees of Rendlesham Communlty Contre Charity for the year ended 31#t Do¢ember 2022 Register Charity No: l 125733 Income in Year: Expenditure in Year: Capital & Re￿￿￿eS as at 31st De￿mber 2022: £26.393.00 £27,445.48 £21,894.69 1. Respectlve regponslbllities of Trustee8 and the Independont Examiner Tho Charity's Trustees are responsible for the preparation of the accounts in accordan¢e with the requirements of the Charities Act 2011. The Trustees consider that an Independent Examination is required. As the Independent Examiner, it is my reswnsibilty to examine the accounts under Section 145 of the Charities Act 2011 and to state whether particular matters have come to my Sttention. 2. Independent examlner's report for the year ended 31•t December 2022 The Goveming Document (Trust Deed) is dated 9 April 2008 as amended on the P December 2021. The Area of 8enefrt is the Parfsh of Rendlesham in the County of Suffolk. Its Charitable oty'e¢tives are °The ptDP8rty and the tnjst fund and its Incon￿ shall b8 applied for the purposes of a vi118ge hall for the use oflhe inhabitants of the pansh of ￿ndleshaM in tha county of suffolk wilhout distinGtion of sex, sexual Orientat￿n, age. disabilty, nationalily, race or politlC81, religious or other opin￿n8, including use of property for meetings, lectures and classes or other fonp7s of recreation and18isure time occupation in the interests of soual welf8re and with the object of improving the conditions of life for the s80 inhabitants." Transactions for both income and eX￿ndItUre in the year of account were examined on a sample basis. Satisfactory documentation and records are maintained and payments are supported by 8ppropriate papepwork. All documentation was very well presented for the Independent Examination. IE Rewjrt as at 31st D￿8mtser 2022 davecrimmin.co.uk Page1 of3 davecrimmin.co.uk Internal Audit & Professlonal Services Cragston Sudbury Road Newton Sudbury Suffolk C010 OQH dav¢crlmmln.¢o.uk 01787 375085 The following observations are made: The Accounts and th8 Trustees, Annu81 Report for the year ended 31st December 2021 was updated on the Charity Commission website on 13th April 2022. The Charily reporting is up to dat8. Rendlesham Parish Council was appointed a Trustèe on the 51th April 2022 and is one of three Trustees. A payment dated 1911212022 for £46. 10 to ESPO is posted in the Nominal Activity under Cleaning but shown in the Income & Expenditure Account under Premises Expenses, with no Journal Entries presented on file. The Bank Interest of £1.52 is shown as a negative expenditure rather than an income. The Lloyd$ Bank Treasurers, Account was clos&d on 0711012022, and the Lloyds Bank Bus Bank Instant Account was closed on 3010912022. Balance at Bank as at 3111212022 was: Unity Trust Current Account £19,059.34 Unity Trust Deposit Account 233.07 iv. 3. Basis of independent examinees r•port The examination includes a review of the accounting records kept by the Charity and comparison of the accounts presented with thosg records. It also includes consideratlon of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any su¢h matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view. and the report is limited to those matters set out in the statement below. 4. Independent examiner's statement In connection with my examination. no other matter has come to my attention which gives me reasonable cause to believe that in any material respect, the requirements to keep accounting records and to prepare accounts which accord with the accountiry ￿CordS hav8 been met. In my opinion, no attention is n8eded to be drawn in this report (except that referred to in section 2 above) to enable a proper understanding of the accounts to be ￿8¢hed. Dave Crimmln PSLCC Principle member, Society of Lo¢al CoLtncil Clerks IE Report as at 31¥ De￿rthr 2022 davecrimmin.co.uk P89¢2of3 Rend*sh•m Comrnuntty Centre CharSty Ir￿orne ark4 ExpenthtureAccount Year ETrllw31tt Deiember 202Z 2021 2022 Sale5- Facilty Hlre Othw 5ale5 I6￿3 10.7C8JJO 263931 27,311.00 26?93.co k) Le55: Cwerhead Paymèrrt5 Clretaker Watef Rate5 InSUran￿1￿Ce￿¢ Electr￿lty P0rtaylStstior￿ry Telephor¢lin*net Computer Professlorol Fees AcCO￿nt¥ncY P￿MiSeS Éxrenses Premises Expenses- Refuse aeanlng Bank Charges Bank Interest Depretiation o.ty) 244.89 1,452ffj8 6,3￿.81 993.96 f) 111 1.532.04 9.717.44 30.11 1,264.25 10.80 9 995.LM) ioo.tKJ 5.847.96 432S6 141 6.784X 151 151 L253.69 o.oj 121 131 131 IooD) 15355.05 420.71 3353.02 -Isi 0.0) -1.52 0 550.36 Q> -27.44S.48 .28,721S8 -1,410S8 -L052.48