## **JOINT NORLEY COMMUNITY ORGANISATIONS TRUST ANNUAL GENERAL MEETING**
## **20th January 2021 at 7pm by Zoom video/audio conference**
## **AGENDA**
- 1 Welcome
- 2 Apologies
- 3 Minutes of the Annual General Meeting 30th October 2019
- 4 Matters not on the Agenda
- 5 Chair’s Report
- 6 Treasurer’s Report
- 7 Recreation Area Committee Report
- 8 Village Hall Committee Report
- 9 Estates Committee Report
- 10 Funding Committee Report
- 11 Any other business
- 12 Date of the next Annual General Meeting
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**SUPPORTING PAPERS**
## **MINUTES OF THE JOINT NORLEY COMMUNITY ORGANISATIONS TRUST ANNUAL GENERAL MEETING HELD ON WEDNESDAY 30TH OC- TOBER 2019 AT THE OPEN DOOR MEETING ROOM, THE NORLEY ME THODIST CHAPEL**
## **IN ATTENDANCE**
|Jane Lelu|Chair|
|---|---|
|Bruce Lane|Scout Representative|
|Les Summers|Scout Representative|
|Dyfed Jones|Scout Representative|
|Richard Hull|Scout Representative|
|Ann Hilditch|Village Hall Representative|
|Penny Clarke|Village Hall Representative|
|Jon Wild|Village Hall Representative|
|Sheila Summers|Treasurer|
|Gareth Jamieson|Chair of the Estates Sub committee|
|Hilary Wilson|Recreational Committee Representative|
|Peter Hosker|Secretary to JNCOT|
Also present Ruth Hosker
The meeting commenced at 7.30pm
## 122 **WELCOME**
The Chair welcomed everyone to the meeting.
## 123 **APOLOGIES**
The Secretary advised no apologies had been received
## 124 **MINUTES OF THE LAST MEETING**
The Minutes of the last Annual General Meeting held on Wednesday 29th August 2018 were accepted as a correct record of that meeting and signed by the Chair.
## 125 **MATTERS ARISING FROM THE MINUTES**
There were no matters arising.
## 126 **REPORT OF THE CHAIR**
Jane Leleu gave the Chair’s Report, copy attached.
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## 127 **TREASURER’S REPORT**
The Treasurer gave her report and presented the audited accounts for the year ending 31st March 2018. The Chair commented that the £3.5k related to CWAC rather than Chambers and had been paid by Chambers on behalf of JNCOT. An invoice had not been received and it was suggested the matter should be referred to John Leleu.
HW asked for clarification regarding the restructured accounts, the debits of £1000 and where funds were accumulating and for clarification about the donation of £7,500 from Vale Royal that had been made at some stage. It was noted that this should be a subject for a future Trustees meeting.
BL explained that JNCOT is self insured for any damage leading to the replacement of kit and that any replacement would be a decision for the Trustees.
The Chair suggested the accounts should be accepted subject this clarification.
Acceptance of the accounts was proposed byAnn Hilditch and seconded by Dyfed Jones.
## 128 **REPORT OF THE RECREATIONAL AREA SUB-COMMITTEE**
The report was given; there were no matters arising
## 129 **REPORT OF THE VILLAGE HALL SUB-COMMITTEE**
The report was given. It was reported by JW that concerns over car parking have been resolved.
HW raised a query about funding for maintenance for the grassed area and noted that on one occasion someone had volunteered to cut the grass. This was proposed as a topic for a future Trustee meeting.
## 130 **REPORT OF THE ESTATES SERVICES SUB-COMMITTEE**
The report was given; there were no matters arising
## 131 **REPORT OF THE FUNDING SUB-COMMITTEE**
The report was given; there were no matters arising
## 132 **ANY OTHER ITEMS RELEVANT TO THE AGM**
The Chair reported that after having been Chair for over 10 years, she had indicated earlier this year that she proposed to resign at the 2019 AGM. The chair confirmed that Norley Parish Council had appointed Peter Hosker as the Chair. The Chair thanked Peter for taking on the Chair and wished him and the Trust every success in continuing with the efforts to provide a Community Hub.
BL gave a speech of thanks to the Chair on behalf of the Trustees for her contribution to JNCOT over such an extended period.
## 133 **DATE OF THE NEXT AGM**
This will need to be within 15 months of this AGM and will be decided nearer the time
The Annual General Meeting was declared closed at 0810pm.
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## **JOINT NORLEY COMMUNITIES TRUST**
## **Report of the Chair to the Annual General Meeting of the Joint Norley Communities Trust to be held at 7.00pm on Wednesday, 20th January 2021**
This is the thirteenth annual general meeting of the Trust.
At the last Annual General Meeting the Trust my predecessor, Jane Leleu, confirmed that it would be her last AGM. I would like to record the Trust’s thanks to Jane for her sterling service as the Chair of the Trust for 10 years. Prior to the last AGM John Leleu stepped down as Chair of the Estates Committee having achieved the granting of planning permissions for both a house on the Scout Hut site in Crabmill Lane and a new extension to the Village Hall and also concluded a planning agreement with Cheshire West and Chester, the planning authority, which was a condition for the issue of the planning permission. We are very grateful to both Jane and John for their unstinting support of the Trust and wish them well for the future.
This AGM takes place against the background of the COVID 19 pandemic and given the restrictions, not only on groups meeting indoors but also the current restrictions on leaving home, the meeting is taking place by way of a Zoom video call.
Jane’s report to the previous AGM recorded the progress so far and indicated that applications could be considered for funding for the new development at the Village Hall. The Funding Committee was then in a position to consider a strategy for moving forward which would involve initially detailed design work and then a competitive process for a building contract which would then inform the likely amount of funding required. On looking at the potential sources for funding it had became apparent that the applications for some significant sources of funding would require evidence of current support from the community and that an up to date village survey would be required.
The new village survey was launched at the Norley Horticultural Show in September 2019 and would require a considerable amount of work to engage with stakeholders and take on board the results of the questionnaire. The work was proceeding well but the first lockdown, in March 2020, made it incredibly difficult, if not impossible, to make further progress. When circumstances permitted activities in respect of the Village Survey recommenced and I am grateful for the patience, experience and considerable support of Jan Birch, Jayne Edwards and David Summers working with the Funding Committee. The Village Survey report is available at https://www.norleycommunityhub.co.uk and I would like to thank Les and David Summers who created and manage the website for the Trust.
The Funding Sub Committee’s report sets out how the Village Survey has reinforced the general view that there is an urgent need both for a new facility for the Scout Group and improvements to the Village Hall. The occurrence of the pandemic has accelerated the need for the Scout Group to understand the options for the Scout Group going forward.
The Trust has been advised that during and post Covid19 funding on a scale previously envisaged for the scheme that has planning permission is very unlikely to be achieved. The Trust has decided that in view of the Village Survey conclusions, supporting improvements to the Village Hall and, as a matter of urgency, a new facility for the Scout Group, the Trust should investigate with the Planning Authority amending the scheme to one that is likely to be less expensive and has a better chance of attracting funding in the
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current climate. Included in these discussions will be the possibility of including provision for a shop incorporating a cafe. There have been articles in the Norley News regarding the future of the existing shop premises and the necessity for a shop in Norley, a necessity that has been demonstrated during the various phases of Covid19. The Trust has initiated discussions with the Planning Authority and hopes for progress in the early part of the year. The incorporation of a shop and cafe into the scheme has the support of theParish Council which is funding the feasibility study.
The Village Hall committee has experienced a challenging year with the various levels of lockdown preventing use of the hall for existing regular users resulting in a reduction in income. The Village Survey confirmed the support of the community for the Village Hall and the desire to see improvements. During the year the Committee has continued the programme of maintenance and updating the village hall including repainting the hall and work to the roof. There are plans for the installation of broadband.
The Recreational Area Committee has ensured that the recreational area has been available for use by the community when various lockdown rules and government guidance have permitted. As you will see from the report, the area has been an important part of village life during this difficult period.
The JNCOT constitution provides for the appointment of a Vice Chair and I am pleased to report that Jon Wild has taken on that role.
I am very grateful to all the JNCOT Committees for all their hard work and the experience they bring to the Trust. I would like to thank the Secretary and the Treasurer for their unstinting assistance during the year.
Peter Hosker Chair January 2021
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## **JNCOT AGM 20th January 2021 Treasurer’s Report**
The accounts have been compiled and presented to the meeting. They have not been audited due to the coronavirus situation.
Activity this year. Income came from the Bowling Club, the Christmas Quiz and the Village Hall contribution to the insurance. There has also been £463 in Gift Aid, thanks to Penny Clarke for her work on this.
Expenditure this year was the annual insurance premium, the costs of printing and prizes for the Christmas Quiz, presentation flowers for Jane Lelue and the cost of printing the survey forms in relation to the proposed new build.
The bank balance at the end of the financial year was £15,627.
The restricted funds for the Trust are now at £0 and I have taken the decision to remove them from the accounts (with the exception of the Hilltop play area hedge cutting fund which stands at £2,385).
The position of Treasurer should have fallen vacant at the end of March 2020. However, I felt it was not possible to do a proper handover to a new Treasurer with the lockdown restrictions in place. I have agreed to continue until the end of March 2021 when it will hopefully be possible to hand over in a more constructive fashion
## **Sheila Summers Treasurer**
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## **Recreation Area Report**
Apart from the enforced closure from 23rd March to 4th July, the playground has been an increasingly important outlet for families during restricted pandemic life. We have received positive feedback from a number of people, even a £30 donation from one grateful mother.
Fund-raising has, of course, been adversely affected this year, but we have received grants: £600 in early 2020 from CWAC councillors to upgrade the seating; £1,500 from Norley Parish Council to cover self-insurance and inspection costs; £568 from Community Infrastructure Level via the Parish Council. Another application has recently been made to CWAC Councillors for a refurbishment grant of approx. £700 to cover costs of fencing and equipment repairs, but we still await the outcome.
One surprising result of the Covid year has been an increase in sales of our Chairman's book on the history of Norley, the Village Stores having asked twice for more copies to sell. It has also received a number of favourable recommendations on the village Facebook page, resulting in a profit of over £100 on sales in the last year. Clearly, many people have had more time to explore, appreciate and research our lovely village.
We continue to employ Kevin Duncalf for light gardening duties during the growing season, but still struggle to find new volunteer committee members, being still only six in number, three of whom are founder members who have served for over 15 years. Interested parties are, of course, parents of playground users and their spare time is, inevitably, limited, but we are grateful for any help offered.
Inspections have continued, regardless of lockdowns, throughout the year with RoSPA presenting a favourable annual report in April. However, the Northwich team who carry out the quarterly inspections have been more fastidious in finding fault and a list of recent and outstanding repairs follows.
## Repairs completed:
- £240 for a new fence to block gap in the Breech Moss hedge, urgent as a safety hazard.
- £30 for repairs to the existing fence, again urgent as presenting sharp edges.
## Repairs/improvements outstanding:
- £600 for new benches (covered by grant received, but installation delayed by Covid)
- £850 to replace a rubber footboard
- £24.50 to tape frayed cables
- £447 to install new bearing in spinner
The above three quotations have been received and do not include VAT, so almost £1,600 will be needed. Anticipated shortfall after grants of approx. £500
## Less urgent repairs outstanding:
- £400 to replace low netting on Bowling Club side to remove sharp edges
Hilary Wilson January 2021
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## **Village Hall Report**
I can report a difficult year for the Hall, but one with some successes. The usual mix of activity at the Hall took place in the early part of the calendar year – cultural, social and sporting (badminton, and exercise classes). We were looking forward to a good year of usage, but of course all that changed with the succession of lockdowns and varying restrictions since the arrival of Covid.
We locked down for a few months, attempting to reopen in a safe way during the late summer, following guidelines for safe use. We were able to welcome some users back during that period, including staging an art show by local artists, which was a success. We were also able to welcome the Scouts to the Hall, as they were unable to use their own premises. Sadly, this was for only a limited time before we were locked down again.
We decided as a committee to use the closed time to continue our updating of the Hall. We have updated the heating system, cleared the store room, and carried out essential maintenance to the roof. We have also repainted the inside of the Hall, something we have wanted to do for a while. The Hall is currently being fitted with wifi, which may allow more flexible use.
Obviously, we have taken a major revenue hit, but we have been able to fill the gap with successful grant applications, which have enabled us to meet our continuing costs such as utilities, and have provided some surplus cash to enable us to do improvements, thereby making us better able to welcome customers back when we reopen. This money has also helped fund the investment in the asbestos report required to welcome the scouts. We have continued fund raising via our long standing and successful 100 Club.
We are currently awaiting the outcome of a further grant request, and will look to see if we can carry out any further improvement works. Both the bar area and kitchen need work. We also need to find a solution to the acoustic problem which has become worse in the Hall since the curtains have been removed. These had to be removed for Covid related reasons – they were also visually unappealing. We are looking at alternatives – perhaps a theatre style curtain, or acoustic panels.
The Committee continues to work hard. We have had a stable membership through the year. My thanks to them. We have used a mix of zoom and (when rules have allowed) socially distanced meetings. They are doing their best to maintain and improve this key aspect of village life on behalf of our users, who we expect to return as soon as they are able.
Jon Wild
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## **Estates Committee Report**
After the decision was taken that the present plans new building was unachievable and the discussions about relocating the village store to our site, we have been working with the architect to see if there is any possibilities to have a new separate building for scouts or village hall, a pre app has been submitted to planning, to get there views on this and we are awaiting their response.
Gareth Jamieson January 2021
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## **AGM REPORT OF THE FUND RAISING COMMITTEE (January 14 2021)**
## **1. The Village Consultation**
The committee last reported at the Trust’s Annual General Meeting and the Trustees’ Meeting that followed on from the AGM on 30 October 2019.
A reminder of the content of that report is:-
The report indicated a revised cost estimate for the development of £500,000. At that time the grant authorities to whom JNCOT was planning to submit grant applications had a maximum total scheme cost of that figure. The report contemplated that JNCOT would apply for the maximum amount of grant then available, which was thought to be in the region of £300,000, with the grant authorities requiring “matched funds” of circa £200,000 from JNCOT. Those funds would be made up of, hopefully, £140,000 from the sale of the Crabmill Lane site and £60,000 from fund raising. The committee reported that the previous village opinion survey which had been carried out eight years ago was not adequate to support the contemplated grant applications. The report described the progress so far with the new survey which was launched at the Norley Horticultural Show in September 2019. The survey was due to go online before the end of the year. The committee was then due to make presentations to village organisations and that would take into the new year and then the data collected would need to be collated into a spreadsheet.
The completion of the task was made all the more difficult by the Covid 19 virus lockdown shortly after the presentations had been completed, and the generation of the report has been considerably delayed, and the committee is grateful for the efforts of Jayne Edwards, Jan Birch and David Summers in managing to produce the survey results during the pandemic. The consultation has shown a favourable reception to the concept, but the grant funding position has totally changed.
A summary of the report’s findings was published in the January 2021 Norley News, and the full report can be read on the JNCOT website at htttps://www.norleycommunityhub.co.uk
The conclusions and recommendations were accepted at the last Trustee meeting
## **Conclusions**
The level of support demonstrated by the survey would normally be a powerful tool in writing funding applications. However, in the current funding climate large funding applications are likely to be very challenging indeed with little prospect of success for the foreseeable future.
## **Recommendations**
Given the urgency of the need to re-house the Scouts, it would be prudent to explore alternative, lower cost solutions, such as a separate Scout facility on the Village Hall site. In particular, environmental design features should be included, as promoted by a number of groups and individuals in the survey.
At the same time support the Village Hall Committee’s work to secure funding to maintain and improve facilities.
Publish the findings of the consultation on the website and Norley News as promised at the outset; it is vital that this happens as expectations were raised and reputations are at risk.
The rational for the conclusion and the recommendations is detailed in the survey report.
Page 10 of 11
## **The Way Forward**
What has been explored as recommended in the survey report is the concept of the new hall being a separate building. A pre-application has been submitted by Scott Desert on our behalf as recommended by the planners and discussions with them are eagerly awaited. The plans also include as a third building on the site a separate village shop.
## **2. The Big Quiz**
With thanks to the Summers family, we once again have produced a family Christmas Quiz.
Despite Coronavirus restrictions, and thanks to herculean efforts by our sales outlets, particularly Dave at the village shop, sales have exceeded all previous years and it is looking like the quiz with gift will generate over £1500 for JNCOT funds.
## **3. Future fund raising outside of grant applications**
Covid has not only completely changed the grant aid and funding landscape but has also curtailed a number of planned events. Non the less initial tentative steps are being planned for resuming fund raising events if and when the current restrictions are eased
1)Norley open gardens … at the point where we had to finally cancel we had over ten volunteer gardens, three of which had agreed to provide refreshments, a tea sponsor for the day, and initial discussions about support from both the Tigers and The Carriers about sponsorship in terms of park / garden / dine had been positive ,,,,, clearly all these offers / discussions will need revisiting, however initial steps are underway.
2)Norley scarecrow / treasure hunt (Summer event). Initial discussions under way
Other potential events include
Comedy evening and dinner at the DFP, Virtual car boot sale via Norley face book page and a large music event ( most likely 2022 if at all now).
## **4. Just Giving**
As part of the process of running the Big Quiz this year JNCOT has set up and is running a Just Giving page. This has allowed us to take online payments as well as collect gift aid directly at source and has undoubtedly been a significant factor in the record profits non the less it does come at a cost. The maintenance fee is £10 a month and there is also a transaction fee per donation that covers bank and card charges and this (to Charities) is 1.9% plus 20p per donation.
Assuming we keep the page active it is a fund-raising tool not just for future quizzes but for any other events. The page has a function that will allow promotion and collections for a number of ‘events‘ as standalone and the funds can be tracked, and ring fenced. As a JNCOT funded tool it is available for any JNCOT member to use for their fundraising events and we can if we wish also offer it out to other village organisations should we wish. The mechanics and any contributions to costs are a matter for the Trustees.
Bruce Lane Les Summers
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## **The Joint Norley Community Organisations Trust**
Financial Statements
Year ended 31 March 2021
Registered Charity: 1126865
1
## **The Joint Norley Community Organisations Trust**
## **Financial Statements**
**Year ended 31 March 2021 Registered Charity Number 1126865**
**Contents**
**Page:**
3
5
Summary of income and expenditure
Restricted funds
2
## The Joint Norley Community Organisations Trust
Financial Statements Year ended 31 March 2021
## **INCOME**
|**INCOME**|||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
|||**2021**|||||**2020**||||
|**Trust**|||||||||||
|Bowling club rent||||||£||270
|||
|Insurance premium recharge 2020/2021||||||£||997
|||
|Gift Aid|£||532
|||£||463
|||
|Hilltop Play Area Insurance|£||1,000
||||||||
|Christmas Quiz receipts|£||1,989
|||£||1,289
|||
|||||£|3,521
||||£|3,019
|
|**Hilltop Play Area**|||||||||||
|CW&C donation|£||500
|||£||600|||
|Parish Council donation|£||2,069
|||£||1,500|||
|Garden show profits||||||£||131|||
|Quiz night||||||£||1,050|||
|School Fair||||||£||49|||
|Lane End Grant||||||£||500|||
|Donaton|£||30
|||£||50|||
|Interest|£||1
|||£||2|||
|||||£|2,600
||||£|3,882|
|**Village Hall:**|||||||||||
|100 Club income|£||1,200
|||£||1,755
|||
|Hire of Village Hall - rent|£||1,037
|||£||6,443
|||
|Fundraising||||||£||4,913
|||
|Donations|£||45
|||£||58
|||
|Savings Account Interest|£||1
|||£||5
|||
|Misc||||||£||29
|||
|Key Deposit|£||30
|||£||10
|||
|Bowling Club - Electricity||||||£||85
|||
|Bowling Club - Water||||||£||57
|||
|Scottish Power Wayleave|£||11
|||£||11
|||
|Scottish Power refund|£||70
|||£||166
|||
|CWAC Grant|£||21,275
|||£||-
|||
|Gift Aid|£||210
|||£||-
|||
|||||£|23,879
||||£|13,532
|
|Total Income||||**£**|**30,000**
||||**£**|**20,433**
|
3
|**EXPENDITURE**
**2021**
**Trust**
Insurance Premium
1,376
£
Christmas Quiz
359
£
Gift Aid transfer to Village Hall
210
£
Architects Fees
2,660
£
Flowers for Jane Lelue
JNCOT survey forms
JNCOT website
182
£
**Hilltop Play Area**
Parts for play area
JNCOT for insurance
1,000
£
Hedgecutting
80
£
Groundwork/Leisure Services
450
£
Annual health & safety costs
99
£
Northwich Quarterly inspections
176
£
Banner
Quiz expenses
Repairs
924
£
**Village Hall:**
100 Club expenses
1,385
£
Insurance premium -
Maintenance costs
3,834
£
Licenses and subscriptions
165
£
Wages - Caretaker
1,830
£
Water
276
£
Electricity
407
£
Gas
848
£
Fundraising expenses
Miscellaneous
Window Cleaner
60
£
Cleaner
1,020
£
Project - Toilets
Project - Foyer
Covid 19 supplies
161
£
Total Expenditure
Total Income
Total Expenditure
Net Income (or if - excess of expenditure over income)
**Total net assets 31 March 2021**
Represented by:
_Bank balances at 31 March 2021_
**2021**
Trust Current Account
£ 14,360
Hilltop Play Area Current Account
£ 2,745
Hilltop Play Area Savings Account
£ 6,464
Village Hall Current Account
£ 14,254
Village Hall Savings Account
£ 5,651
Village Hall 100 Club stilll to pay
-570
**Total**|**2020**
1,347
£
255
£
30
£
105
£
4,787
£
£ 333
£ -
£ 80
£ 450
£ 99
£ 353
£ 35
£ 467
£ 897
2,729
£
£ 825
£ 997
£ 2,076
£ 250
£ 1,810
£ 460
£ 874
£ 1,658
£ 1,226
£ 32
90
£
£ 1,294
£ 407
£ 365
9,986
£
**17,502**
**£**
30,000
£
17,502
£
12,498
£
**42,904**
**£**
**2020**
£ 15,627
£ 2,875
£ 6,462
£ 3,770
£ 2,242
43,474
£
570
-£
-570
**42,904**
**£**|1,737
£
2,714
£
12,364
£
**16,815**
**£**|
|---|---|---|
|||20,433
£
16,815
£
3,618
£
**30,406**
**£**|
|||30,976
£
570
-£
**30,406**
**£**|
4
## Restricted Funds
|Trust Current Account
Hilltop Play Area Current and Savings Account
Village Hall Current and Savings Account
From VRBC for 20 years of hedge cutting
6 January 2010 - JR Dimelow
9 August 2010 - JR Dimelow
7 September 2011 - JR Dimelow
17 September 2012 - JR Dimelow
10 October 2013 - JR Dimelow
29 September 2014- JR Dimelow
2015/2016
2016/2017 - J Dimelow
2017/2018 - J Dimelow
2018/2019 - J Dimelow
2019/2020 - J Dimelow
2020/2021
**Restricted funds at 31 March 2021**|Total
Amount
bank
reserved
balance
£ 14,360
£ -
£ 9,209 £ 2,385
£ 19,905 £ -
**£ 43,474**
**£ 2,385**
80
-£
80
-£
80
-£
95
-£
80
-£
80
-£
-
£
80
-£
80
-£
80
-£
80
-£
-
£
**HillTop Savings Account**|Balance
available
£ 14,360
£ 6,824
£ 19,905
**£ 41,089**|
|---|---|---|
|||3,200
£
815
-£
**2,385**
**£**|
**Sheila Summers Date Treasurer - Joint Norley Community Organisations Trust**
**Neil Mobley Date Auditor**
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