CROWLAND COMMUNITY HUB 1 Hall Street Crowland PE6 0EW
Tel 01733 212027 e-mail: CrowlandHub@outlook.com
May 1[st] 2022
NOTICE OF ANNUAL GENERAL MEETING
Notice is hereby given that the 2022 Annual General Meeting of Crowland Community Hub will be held at the Community Hub at 7.00pm on Monday 16[th] May, subject to the then current COVID-19 regulations and recommendations.
Attendees must comply with all posted notices regarding social distancing etc.
The meeting is to consider and, if thought fit, to pass the following resolutions:-
1. Minutes of Previous AGM.
To approve the minutes of the previous AGM.
2. Report and accounts .
To receive the Trustees Report and accounts for year ending 31[st] March 2022.
3. Rotational Resignation of Trustees
The following Trustees are resigning by rotation as required by the Constitution
Paul Bywater Julie Smith
4. Election of Trustees
The following have indicated that they wish to stand for re-election as Trustees
Paul Bywater Julie Smith
5. Reports from Management Teams
6. Other motions
No other motions have been raised
REGISTERED CHARITY NUMBER 1163120
Note to members
If you are unable to attend the meeting in person the constitution allows for the appointment of a proxy to vote in your place as shown below:-
(7) Proxy voting
(a) Any member of the CIO may appoint another person as a proxy to exercise all or any of that member's rights to attend, speak and vote at a general meeting of the CIO. Proxies must be appointed by a notice in writing (a "proxy notice") which:
(i) states the name and address of the member appointing the proxy; (ii) identifies the person appointed to be that member's proxy and the general meeting in relation to which that person is appointed;
(iii) is signed by or on behalf of the member appointing the proxy, or is authenticated in such manner as the CIO may determine; and (iv) is delivered to the CIO in accordance with the constitution and any instructions contained in the notice of the general meeting to which they relate.
(b) The CIO may require proxy notices to be delivered in a particular form, and may specify different forms for different purposes. [Not applicable]
(c) Proxy notices may (but do not have to) specify how the proxy appointed under them is to vote (or that the proxy is to abstain from voting) on one or more resolutions.
(d) Unless a proxy notice indicates otherwise, it must be treated as:
(i) allowing the person appointed under it as a proxy discretion as to how to vote on any ancillary or procedural resolutions put to the meeting; and (ii) appointing that person as a proxy in relation to any adjournment of the general meeting to which it relates as well as the meeting itself.
(e) A member who is entitled to attend, speak or vote (either on a show of hands or on a poll) at a general meeting remains so entitled in respect of that meeting or any adjournment of it, even though a valid proxy notice has been delivered to the CIO by or on behalf of that member.
(f) An appointment under a proxy notice may be revoked by delivering to the CIO a notice in writing given by or on behalf of the member by whom or on whose behalf the proxy notice was given.
(g) A notice revoking a proxy appointment only takes effect if it is delivered before the start of the meeting or adjourned meeting to which it relates.
(h) If a proxy notice is not signed or authenticated by the member appointing the proxy, it must be accompanied by written evidence that the person who signed or authenticated it on that member's behalf had authority to do so.
REGISTERED CHARITY NUMBER 1163120
| Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod | Trustees' Annual Report for theperiod |
|---|---|---|---|---|---|---|---|
| From | Period start date | To | Period end date | ||||
| 6th | April | 2021 | 5th | April | 2022 |
Section A Reference and administration details
Charity name CROWLAND COMMUNITY HUB Other names charity is known by N/A Registered charity number (if any) 1163120
Charity's principal address
Hall Street Crowland Peterborough Lincolnshire PE6 0EW
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|
| 1 Paul Bywater | Chairperson | ||
| 2 David Kennerley | Treasurer | ||
| 3 Julie Smith | Secretary | ||
| 4 Ian Gordon | |||
| Peter Richard Sparkes |
|||
| 6 | |||
| 7 | |||
| 8 | |||
| 9 | |||
| 10 | |||
| 11 | |||
| 12 | |||
| 13 | |||
| 14 | |||
| 15 | |||
| 16 | |||
| 17 | |||
| 18 |
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
March 2012
TAR
1
Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Charitable Incorporated Organisation (eg. trust deed, constitution)
How the charity is constituted Association (eg. trust, association, company)
Trustee selection methods Elected by members / appointed by existing Trustees (eg. appointed by, elected by)
Additional governance issues (Optional information)
-
The structure of the Charity is
-
You may choose to include additional information, where Trustees: this group consists of the main office holders. Chair, Treasurer
-
relevant, about: Secretary and other Trustees responsible for the overall Management of
-
• policies and procedures the Charity. adopted for the induction and training of trustees; Management Groups: these consist of Trustees and Members who are
-
• the charity’s organisational responsible for the day-to-day management of the Charity. structure and any wider Members consisting of the Trustees, Management Groups and Library
-
network with which the charity and Shop volunteers.
-
works;
-
relationship with any related There are no paid staff.
-
parties;
-
• trustees’ consideration of The library service element of our use of the building continues to be major risks and the system supported via GLL and the full time GLL Library Development Officer. and procedures to manage them.
Section C Objectives and activities
- The advancement of education for the benefit of the public in Crowland and the surrounding areas by the provision of library services.
Summary of the objects of the charity set out in its 2. To further or benefit the residents of Crowland and the surrounding governing document areas, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in
March 2012
TAR
2
the interests of social welfare for recreation and leisure time occupation with the objective of improving the conditions of life for the residents.
Since the formation of the Charity our activities have focused on setting up and developing the structures necessary for delivering our business plan.
Having regard to the guidance issued by the Charity Commission the following is a summary of the activities undertaken for the public benefit.
- 1) Recruiting people with the skills and experience needed to deliver our business plan via membership of the group.
Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)
-
2) Recruiting and training volunteers in the policies and processes necessary to provide a voluntary staffed library service to the standards required by Lincolnshire County council initially and later to the standards required by Greenwich Leisure Services.
-
3) Extending the hours of fully staffed library provision and increasing the numbers of registered library users.
-
4) Negotiating the terms of agreement that would enable the building housing the library to be fully used as a community facility.
-
5) Recruiting and training over 30 volunteers in the running of our fund raising Charity Shop. Providing opportunities for some of those who are on benefits to fulfil their working time hours.
-
6) Establishing a group of volunteers with a brief to raise funds and promote the purposes of the Charity within the local community.
-
7) Publicising the purposes and activities of the Charity with a view to both establishing community needs and interests and recruiting people to assist in delivering programmes to address these.
-
8) Extending the range of activities provided by the Hub involving the community, particularly young people.
-
9) Providing accommodation and IT facilities for community interest groups.
March 2012
TAR
3
Volunteers have been taken through a process of establishing the skills and experience they bring with them and utilising these in the best way to meet the needs of the Charity.
You may choose to include further statements, where relevant, about:
-
policy on grant making;
-
policy programme related investment;
-
contribution made by volunteers.
In conjunction with the Lincolnshire County Council /GLL Library Development Officer all library volunteers have had training in the relevant policies in place that are required to deliver a full and high quality library service.
Through the establishment of the Charity shop a number of people of people have come forward who do not have an interest in the library service but who do want to be more involved in the community. 30+ people have been inducted in how to run a retail outlet in the context of remote management. This means that each person has to understand and be able to fulfil their responsibilities within a set of policy guidelines.
The above processes have added to the skills pool in the community.
The Charity does not make grants.
The Charity does not invest.
Section D Achievements and performance
Summary of the main achievements of the charity during the year
Our achievements have been the continuation of the development and expansion of the provision of services set out in our Constitution and business plan.
-
1) Continuing to bring together a group of people with little prior knowledge of each other and forming a cohesive Management Structure to manage delivery of the service.
-
2) Continuing to recruit and train volunteers engaged in the various roles that enable the service to be delivered
-
3) Creation and development of a Local History Archive.
-
4) Following the disruptions through the worst of the COVID pandemic, the Management Groups have blossomed. As well as taking responsibility for the day-to-day organisation of the Library, Hub and shop, they have adopted amended opening hours to maximise the efforts of the volunteers and to extend the community group activities.
-
5) There has been much planning undertaken to refresh and revitalise the appearance of both the Hub and the shop and these works are programmed to continue in the 2022/2023 year.
March 2012
TAR
4
Section E Financial review Lincolnshire County Council has now indicated their annual grant will Brief statement of the continue for the 2022/2023 period. They have also confirmed that the charity’s policy on reserves current peppercorn rent will not be increased. SHDC have indicated that although the discretionary charity relief on Business Rates continues for 2022/2023 they warn that this is being reviewed and although reserves are being made available to extend the services being offered, a cautious approach is to be maintained. Details of any funds materially N/A in deficit Further financial review details (Optional information) The Charity receives grant monies towards running costs of the building You may choose to include of £5,167 per annum (while funds allow). additional information, where relevant about: The Charity has continued to maintain sustainable streams of income via • the charity’s principal the charity shop and selling advertising on our crowlandhub.com sources of funds (including community website. any fundraising); • how expenditure has supported the key objectives of the charity; • investment policy and objectives including any ethical investment policy adopted. Section F Other optional information In a small town of 4k people we feel we have made an impact initially by retaining a valuable community ~~_~~ facility in terms of the library but also in the extension of that by saving a building that has huge potential as a community facility and by continuing to develop that potential. Section G Declaration The trustees declare that they have approved the trustees’ report above. ~~a~~ Signed on behalf of the charity’s trustees Signature(s) Full name(s) Paul Bywater Julie Smith Position (eg Secretary, Chairperson Chair, etc) Date 01/05/2022
March 2012
TAR
5
CROWLAND COMMUNITY HUB PROFIT AND LOSS STATEMENT INCOME Library
| PROFIT AND LOSS STATEMENT INCOME Library Donations Walkers Funding LCC Events Trading Website Commission Sales Fund Raising Togs 'n Cloggs Misc Income Gross Income |
31/03/2022 £ % Printing 147.55 Fines/Cards/Talking books 23.80 Computer use 0.00 Venue Hire 1191.25 £1,362.60 7.3% |
|---|---|
| £151.40 0.8% £39.79 0.2% £5,167.00 27.6% £162.00 0.9% £0.00 0.0% £0.00 0.0% £6.00 0.0% £0.00 0.0% £11,861.61 63.3% £0.00 0.0% £18,750.40 |
|
| EXPENDITURE Utilities Rates Insurance Library Trading Website Publicity & Promotion Library |
Water 540.43 Phones/Internet 31.34 Electricity 2071.50 Heating 0.00 £2,643.27 22.1% |
| £0.00 0.0% £712.76 6.0% Printing 306.18 Events/Public Service 430.00 Janitorial 768.61 Walkers 0.00 Misc 1264.53 Refreshments 10.33 Craft 0.00 Stationery 14.75 Licenses/Permits 618.46 Equipment 47.96 Repairs & Maintenance 109.27 £3,570.09 29.9% |
|
| £0.00 0.0% £131.39 1.1% £34.00 0.3% £7,091.51 59.4% |
|
| Commission Sales Fund Raising Togs 'n Cloggs Capital Works Total Expenditure |
£0.00 0.0% £0.00 0.0% £4,821.62 40.4% £26.27 0.2% £11,939.40 63.7% |
| Net Income | £6,811.00 |
| Nb: Fund Raising Float added to cash balance as FR no longer active |
Cash at Bank B/fwd 2020-21 £60,199.22 Cash £731.20 Library Float 20.00 RFID Float 36.50 Togs 'n Cloggs Float 60.00 £61,046.92 Total C/Fwd to 2022 - 21 £67,857.92 |
TOGS 'N CLOGGS
PROFIT AND LOSS STATEMENT 2021-2022 INCOME
| TOGS 'N CLOGGS PROFIT AND LOSS STATEMENT 2021-2022 |
|||
|---|---|---|---|
| INCOME | £ | % | |
| Sales | |||
| CASH | £6,307.90 | 53.2% | |
| CARD | £4,421.85 | 37.3% | |
| CFC | £1,014.00 | £11,743.75 | 8.5% |
| Donations | £117.86 | 1.0% | |
| Gross Income | £11,861.61 | ||
| EXPENDITURE | |||
| Trading | £0.00 | 0.0% | |
| Refresh/Janitorial | £60.07 | 1.2% | |
| Misc | £552.78 | 11.5% | |
| Card Costs | £165.88 | 3.4% | |
| Equipment | £143.84 | 3.0% | |
| Telephones | £270.56 | 5.6% | |
| Rent | £1,800.00 | 37.3% | |
| Rates | £62.60 | 1.3% | |
| Water | £0.00 | 0.0% | |
| Electric | £1,458.89 | 30.3% | |
| Insurance | £307.00 | 6.4% | |
| Total Expenditure | £4,821.62 | 40.6% | |
| Net Income(transferred to Crowland Community Hub A/c) | £7,039.99 |