## **The Mill Community Hub, Cottingham and Middleton Annual General Meeting**
Monday 29 March 2021, Online via Zoom
Present: Pete Bowman (Chair), Sarah Brant, Mike Curtis, Owen Davidson, Tony Freeman, Jo Leaning, and George West-Robinson
**No. Item Action 1 Apologies for absence**
Apologies were received from Simon Hempson-Medwell.
## **2 Sign minutes of previous AGM held Monday 13 January 2020**
The previous minutes had already been approved at the OGM, February 2020.
## **3 Annual Report and Statement of Accounts**
Annual Report 2020
The start of 2020 looked promising for The Mill project, with tenders for ‘design and build’ project management and quotes for an archaeological survey sent out to local organisations.
We had also started to plan for the 2020 Village Fete, following the terrific success of the 2019 event, and the Fundraising Team were making significant inroads into identifying grants from national, regional and local agencies.
However, as March came to an end, we – like the rest of the country – had to put our fundraising efforts on hold due to the escalating Covid-19 situation.
Despite this, we were all still working away in the background and in March, we appointed GSS Architecture in Kettering as our project managers. We also engaged the University of Leicester Archaeological Services (ULAS) to undertake the archaeological survey, which was completed in April.
The first project management task was to create a ‘meaningful start’ to the process so we could secure the planning permission before its deadline in August 2021. We were advised by GSS that digging the first foundation trench would establish planning permission as agreed and approved by Corby Borough Council Building Control. In August, we appointed a Structural Engineer to oversee the works and the foundation trench was started and completed over two days in October 2020.
As the Covid-19 situation continued, our supporters – undaunted – were still doing their bit to raise funds for The Mill project. I’d like to thank all of those who put their haberdashery, gardening and cookery skills to good use to help raise extra funds.
So thank you to Julie Connachie, Wendy Curtis, Julie Murray, Diana Sharvill and Chris WestRobinson for raising over £600 in face mask sales. We’d also like to thank Sarah Brant, Ro Freeman, Gerry Henson, Diana Sharvill, Sue Trengrove and Chris and George West- Robinson for raising nearly £340 in plant sales. And not forgetting Paula Orton, whose jars of home made chutney and piccalilli raised nearly £140.
As far as our total finances go, the project’s own cash funds amounted to £40,687.52 (as of 31 December 2020), which included £35,990.50 received from Middleton Parish Council which had been specifically ring fenced for the new community hub.
As always, we are all humbled by and extremely grateful to all the villagers who continue to support the project, especially during a very difficult year. I’d like to extend our thanks to Jan and Del Robertson, and Rachel Raj, who have all been working hard behind the scenes as part of the Fundraising Team. Your commitment and patience is very much appreciated.
I’d also like to thank the Trustees who have helped move this project forward and achieved some notable successes to keep The Mill on target.
On a personal note – and after much hard thought and reflection – I have finally decided to step down as Chair at the end of this AGM and also to retire as a Trustee.
I’ve been with the project for over 15 years (including five years as Chair) and I feel it’s now time to get a new pair of hands on the wheel. I’ve watched the project grow from its earliest days, through three different locations and on to finally securing planning permission and acquiring CIO status. None of this could have been achieved without the hard work, time and effort of the Trustees, and I know the project will be moved even further forward safely, reliably and diligently.
## **Pete Bowman**
Chair of Trustees, The Mill Community Hub, Cottingham and Middleton
## **Accounts 2020**
## **Income and expenditure for period 16 October 2019 to 31 December 2020**
|**Income**|**2020**|
|---|---|
|Transfer from Middleton PC|35,990.50|
|Del's quiz|324.00|
|Gerry Henson, plants|200.00|
|Masks|640.00|
|GWR plants|183.00|
|Treasure Hunt|30.00|
|Building Society Interest|21.98|
|Buy a brick scheme|15.00|
|Chilli Bake off and raffle|518.50|
|Kate Cross clothes sale|169.00|
|Christmas Bazaar|2,361.05|
|Paula Orton|204.00|
|Valley Voice|360.24|
|TOTAL INCOME|41,017.27|
|**Expenditure**||
|Chain and Lock for gate|23.18|
|ULAS Archaeological Survey|4,128.00|
|CBC|192.00|
|VAT Advice|720.00|
|GSS fees|2,160.00|
|Digging Foundation Strip|3,261.60|
|Christmas Bazaar|317.80|
TOTAL EXPENDITURE 10,802.58 EXCESS OF INCOME OVER EXPENDITURE 30,214.69
|**Balance sheet as at 31 December 2020**|**Balance sheet as at 31 December 2020**||
|---|---|---|
|||**2020**|
|**Current Assets**|||
|Bank and cash accounts:|||
||BARCLAYS|2,986.56|
||MARKET HARBOROUGH BS|36,937.48|
||CASH|763.48|
||CHEQUES||
|TOTAL CURRENT ASSETS||40,687.52|
|**Current Liabilities**|NIL -||
|TOTAL CURRENT LIABILITIES -|||
|**Net Assets**||40,687.52|
|**Represented by:**|||
|**Accumulated Fund**|Balance B/F FROM CMVHT|10,472.83|
||Excess of income over expenditure|30,214.69|
|||40,687.52|
|**Chairman:**|**Date:**||
|**Treasurer:**|**Date**||
The Treasurer confirmed that although the accounts didn’t need to be audited, they did need to be examined by a competent person. It was agreed that Alison Chorlton would be asked to examine the accounts and report on them. The accounts were approved subject to receiving confirmation of Alison’s review. The signatories on the bank account are currently Pete Bowman, Tony Freeman and Jo Leaning.
## **4 Appointment of Trustees**
Having received the Chair’s report, Trustees noted the Chair’s wish to stand down and retire as a Trustee with effect from this meeting. They stated their surprise and regret at this announcement and thanked Pete for his hard work and clear leadership in his five years as Chair.
SB confirmed that as she had already made those present aware, her house was currently on the market and if as a result she was to move out of the village, she would eventually be standing down from Middleton Parish Council and also The Mill Project. She would be standing in the coming elections in May however and had committed to achieving a smooth handover and working to ensure that a succession plan could be put in place.
necessaTv, he would be prepared lo reman in pLqce for a few months until a replacerren
Trustee could be idenlified.
Sarah Brant, Mike Curtis, Owen Davison, Jo Leaning, and George West-Robinson
agreed to continue to act as TNstees. sin HempsoTrMedwdl has sinc* int*¢at8d
that he is also content lo continue as Trustee.
Jo Leaning agreed to continue %Mth the role of Treasurer.
In the ¥b5eT of any other nominees, Sarah Brant and George West-Robinson
a3reed to share the role of Acting Chair.
It was noted that the constitution allows for a minimum of 7 tfU81ees and a MmuM of 1
with a at least 2 from each of the Parish Counals. The quorum is 5 Trustees.
The meeting ch)sed at 7.30 pm.
Chair-
**Charity Name**
**Charity Name No (if any) The Mill Community Hub, Cottingham and Middleton 1185835**
## **Receipts and payments accounts**
Period start date Period end date **For the period To from** 16/10/2019 31/12/2020
## **Section A Receipts and payments**
**Unrestricted Restricted Endowment Total funds funds funds funds to the nearest to the nearest to the nearest £ to the nearest £ £ £**
**A1 Receipts**
|**A1 Receipts**|**nresrce**
**funds**
**to the nearest**
**£**||**esrce**
**funds**
**to the nearest £**||**nowmen**
**funds**
**to the nearest £**||**Total funds**
**to the nearest**
**£**|
|---|---|---|---|---|---|---|---|
|Tx from CMVHT|**10,473**||**-**||**-**||**10,473**|
|Fundraising|**5,005**||**-**||**-**||**5,005**|
|MiddletonPC 106 funds|**35,991**||**-**||**-**||**35,991**|
|Interest|**22**||**-**||**-**||**22**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
|**_Sub total_**_(Gross income for_
_AR)_|**51,490**||**-**||**-**||**51,490**|
|**_Sub total_**_(Gross income for_
_AR)_|**51,490**||**-**||**-**||**51,490**||
|---|---|---|---|---|---|---|---|---|
|**A2 Asset and investment sales,**|||||||||
|**(see table). **|||||||||
||**-**||**-**||**-**||**-**||
||**-**||**-**||**-**||**-**||
|**_Sub total_**|
**-**||**-**||**-**||**-**||
||||||||||
|**_Total receipts_**|**51,490**||**-**||**-**||**51,490**||
|**A3 Payments**|||||||||
|Professional fees||||||||
|---|---|---|---|---|---|---|---|
||**7,200**||**-**||**-**||**7,200**|
|Foundation work||||||||
||**3,262**||**-**||**-**||**3,262**|
|Sundry expenses||||||||
||**341**||**-**||**-**||**341**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**|
_**Sub total**_ **10,803 - - 10,803**
|**A4 Asset and investment**
**purchases, (see table)**|**-**
**-**
**-**
**10,803**
**40,688**
**-**
**-**
**40,688**|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||
|---|---|---|---|---|
||**-**|||**-**|
||**-**|||**-**|
|**_Sub total_**
**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|**-**|||**-**|
||||||
|||||**10,803**|
||||||
||**40,688**|**-**|**-**|**40,688**|
||**-**|**-**|**-**|**-**|
||**-**|**-**|**-**|**-**|
||**40,688**|**-**|**-**|**40,688**|
ec
ion
emen
asse
san
ia
iesa
een
e perio
EThdowm8nt
fvnd¥
funds
ton•ar•st£
fvnds
b) [*$1*
to
B1 Cash funds
Bank, Bultkng Souety& ca
Total cash funds
40,688
Unrestricted
funds
Re•tricted
nds
) nèafè&tÉ
Endowment
funds
to néarestÉ
FuThl towhKh
C1v?1¢
B3 Inveatment assets
Fundtovjhlch
C05t(othnaQ
Curtenl value
B4 Ass•ts rfrtaSn8d for thg
chartty's own use
Fund b) whi¢b
JJnouTrtdy•
Wherhdu•
BS Liabilitles
The0 tysf ono or ts¥otruth88 on
beh811 of all the Iwstees
Date of
roval
Si9nature
Print Name
Iz.f.11
l am Allyson Chorlton and have over thirty years of experience in banking, financial services, and
accounts which ha5 given me the relevant experience to examine the Mill accounts.
I liave inspected the Income and Expenditure record5, along with all supponlng recelpts and
documentation for the Mill Community Hub for the period October 2019 to December 2020, and
consider them to be a trLte 2nd fair reflection of the receipts and payments for that period.
Allyson Chorlton