## _**Seymour Fieldhouse Homes Wootton Wawen Warwickshire**_ # _**B95 6BE**_ # **MINUTES OF THE INCORPORATED CHARITY (1196715)** # **For the Trustees’ Half Yearly Meeting and AGM held on Thursday 13[th] April 2023** ## **at the offices of Earles, 74 High Street, Henley-in-Arden at 6pm** ## **Present:** Mr Peter Cornford (Chairman), Mrs Joan Bucknall, Mr Mike Cooney, Mr Norman Gascoigne and Mrs Julia Perrin (Treasurer) **In Attendance:** Mr John Mead (Clerk to the Trustees) **1/23 Apologies** Mrs Marijana Bainbridge, Mrs Pat Hughes (Treasurer) and Mrs Sue Norman **2/23 Minutes of the Half Yearly Meeting held on 10[th] November 2022** These had been circulated to the Trustees. **3/23 Matters arising from Half Yearly Meeting held on 10[th] November 2022** The Chairman raised the question of a new Trustee, as mentioned under ‘18/22’ in the minutes of the previous meeting and the Clerk was able to inform the Trustees that he had spoken to Mr Ray Evans, the Clerk to the Trustees of Beaudesert and Henley Parish Council, who volunteered his services. After a brief discussion, it was suggested that, as there are local Parish Council elections in May 2023, the Clerk should approach Ray Evans again (following those elections) and ask him to nominate a Trustee. ## **4/23 Acceptance of the Minutes for the Meeting of 10[th] November 2022** It was agreed that the minutes were a true record of the meeting and were accepted and signed by the Chairman. 1 ## **5/23 Chairman’s Annual Report** The Chairman thanked everyone for coming and acknowledged the sad and premature loss of Mrs Sally Harfield on 8[th] July 2022. He confirmed that the Charity was now fully functional as a CIO and thanked Norman Gascoigne, Pat Hughes and Julia Perrin for their hard work and perseverance. He commented that Units 1 and 4 were now fully refurbished and occupied, and that the Charity was not paying the heating bills for these two units. It would appear that the two new occupiers have settled in well so the remit of the Charity has been fulfilled. The gardeners have changed since the last meeting and this appears to have worked successfully. The Chairman wished to record his thanks for the organisation of the Christmas gifts for the residents, which Joan Bucknall and Julia Perrin undertook as usual. He informed the Trustees that Mr Terry Layton has undergone a kidney transplant that had worked out well and he was now almost back to normal. The subject of the Baron Davenport grant was raised and will be dealt with under another item. The Chairman then talked briefly about planning applications in Wootton Wawen village and this will be discussed with in AOB. ## **6a/23 End of Year Accounts (31[st] December 2022)** In the absence of the Treasurer (Pat Hughes), Julia Perrin presented the figures to the Trustees. These were not totally up-to-date for the current year and they would need to be signed off before any returns could be made to the Charity Commission. The situation for 2022 showed a net loss of approximately £26,000 and this was due, in the main, to the refurbishment and repairs costing £35,000 for the year. Although this was a reversal of our previous position, these expenses would not occur again in the coming years. The only other item that was drawn to the attention of the Trustees was the electricity costs and this was to be debated later in the meeting. 2 Julia Perrin confirmed that the new accounts for the CIO were up and running, and that she had endured considerable difficulties with Lloyds Bank, but these problems had now been resolved. ## **6b/23 Up-to-date Financial Statement** Julia Perrin explained that the statements were not completely up-to-date, but the situation so far this year was that there was a small profit. She drew the Trustees’ attention to the electricity bills and informed them that they were due a refund from the electricity company, which would be reflected in the accounts later in the year. It was agreed that more up-to-date figures for 2023 would be circulated to the Trustees, when available, upon the return of the Treasurer. ## **7/23 Occupants’ Contribution Reviews** The Trustees agreed that there was a need to even up the situation with regard to the contributions received. Following the refurbishment of Units 1 and 4, the current situation is that those two units pay for their own electricity. Once Unit 3 has been vacated and refurbished, the new occupant will also pay for their own electricity. Currently, the Charity pays the electricity for Units 5 and 7, and this will have to be taken into account when looking at the new contribution structure. In addition, Terry Layton (from Unit 5) is given a monthly allowance of £50 to cover the caretaker role that he fulfils. Norman Gascoigne felt that, in light of the current rate of inflation, any increase should be kept as low as possible because everyone was under financial pressure at this time. The Trustees instructed the Clerk to inform the residents that an increase was being considered, taking into account the current energy costs, but that no decision had yet been taken. However, the residents would be contacted before 1[st] July 2023, which is the date that any increases have traditionally taken place. ## **8a & b/23 Update on Occupancy/Possession of Unit 3 and Baron Davenport Grant** The Clerk informed the Trustees that he had spoken to Mrs Kate Slater earlier this week, and she confirmed that the meeting to consider grants would be taking place on 25[th] May 2023 and we would then be informed of the panel’s decision following that meeting. 3 Kate Slater asked when the work would be undertaken on Unit 3, but the Clerk had informed her that we had yet to obtain occupancy and therefore, could not give a date for when work could commence. The Chairman suggested that the Clerk should contact Angels, the solicitors acting on behalf of Mrs June Maisey, and ask for a letter from them confirming when they considered occupancy would be available so that he could forward this onto Kate Slater. ## **9/23 Annual Review of Clerk’s Remuneration** The Clerk left the meeting at this time and a discussion was carried out by the Trustees, in which it was agreed that the monthly remuneration for the Clerk should be increased from £140 per month to £160 per month. ## **10/23 Trustees’ Resignation and Re-Election** The Trustees resigning by rotation were Norman Gascoigne and Sue Norman. They offered themselves for re-election, were duly re-elected and will be in place for the next four years. In 2024, the Trustee standing for re-election will be Marijana Bainbridge, however, as the Charity is one Trustee short (following the passing of Sally Harfield), the Clerk was asked to contact Ray Evans, after the Parish Council elections in May 2023, to seek a nomination for the replacement of Sally Harfield. ## **11/23 AOB** ## **– Social Housing Prospects in Wootton Wawen** The Chairman updated the Trustees on the likely availability of social housing in Wootton Wawen. A discussion was then held on this matter and the general consensus of the Trustees was that it was best not to mix social housing and our current type of investment. Mike Cooney said that there were numerous costs involved in social housing and it could require a full-time employee of Seymour Fieldhouse Homes. ## **12/23 Date of Next Meeting** The date of the next meeting will be Thursday 19[th] October 2023 at 6pm. 4 CHARITY COMMISSION FOR ENGLANO AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustses S F1 Qi (J On accounts for the year onded Charity no (If any) Set out on pages I report to Ihe trustees on my examination of the accounts of the above charity {Wie Trusf) for the year ended Responsibilities and basis of report As the charity's trustees. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act"). I report in respect of my examination of the Trust's accounts Ca￿led out under section 145 of the 2011 Act and in carrying out my examinalion, I have followed all Ihe applicable Directions given by the Charity Commission under section 145{5)Ibl of the Act. Indep6nd•nt examlnerfs statement u 250 000 I have completed my examination. I confirm thal no material matters have come to my attention in connection with the examination (other than that disclosed below '} which gives me cause lo believe Ihat in, any material respect: the accounting records were not kept in accordance with section 130 of the Charitias Act., or the accounts did not accord with the accounting records" or the accounts did not comply with the applicable requirements concerning the form and content of accounts sel out in the Charities {Accounts and Reports) Regulations 2008 other than any requirement that the ac￿Unts give a 'true and fair, view which is not a matter ¢onsidered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Slgned: Date: Namè: Relevant professional quallfication{s) or body IER Oct 2018 (if any): Address: Section B Disclosure Only complete if the examiner needs to highlight material matters of concem (see CC32, Independent examinabon of chanty accounts: directions and guidance for examiners). Glva hera brlof dolalls of any Items that tho examlner wlshes to dl8¢1ow. IER Oct 2018 Seymour Fieldhouse Homes Prollt and Loss Report 4(Mx). Rents R8ceiv8d 19,945.1)0 618.71 47(Y)- NAACI Intsr8st 4701 . NAACI Growth 3,111.33 Totsl Sale8 £23.67&04 DlY•ct Expenws 6102- Restdgnts, Xmas Glts 145. 6202. Mtsc8llaneous Purcha88S TolAI Dlrect Exp GROSS PROFITI LOSS £23,280.04 Overlwado 7tWd. Watsr Flates 7003. Generd Rates 913.61 7104. Premisos Insuran 1.￿28.01 7105- El8ctrvty 7,340.87 15.00 7106- T V ￿cen￿n9 153.IX) 7202. 0fft8 StatKIn￿￿ 12.00 7308- Secretsrid Servlcag 1,480.(K) 7352. Computor and Sofvare 248.78 7499- c￿anIng 554.IMJ 7￿m?- R8pairs and B8n8wds 35,136.27 7501- Gardwing 1.508.50 7502- Fire Sat8ty 154.44 04 Aug a)23 13'.r Pagel(12 7503- Prwni888 Exp8nses 168.00 79W. Lagal Fees 2.117.04 £51,521.21 NeT PROFITI LOSS 28.241.17 04 Aug 13'.09 PW2th2 Seymour Fieldhouse Homes Balance Sheet Report To.'31 D•Gembw, 8022 A88ET8 Flx•d A•Mt• 0010- Prop8ty 81,948.Q) OCAO- Fumiture and FSxturos 35,624,trJ 0120. NAACI Fund 199,S92.63 Tothl Flx•d A•••ts £317.184o3 Cufr•nt AM•ts 1200. Lloyd8 Bank 8,057.86 Toithl Curr•nt A•••l• £1057.80 TOTAL A88eT8 £325,222.49 UABILmE8 Curr•nt Llabllllh• 21¢￿- Cr8dilor8 Control Aoxunt 118.40 2109- Cycltsl Mainlenarv Re80rv• 21,463.23 Totsl Curr•nt Llabllltle• £21,079.83 Futur• Uab111150• Totsl FU￿r• Llpbllltl EQ.00 TOTAL LIA81LmES 1,579.63 TOTAL NEf ASSETS £303,642A6 04 Aug 20t3 13.06 Pagpid2 |**EQUITY**||| |---|---|---| |3000 - Capital Account|308,471.18|| |Net Profit / Loss|-4,828.32|| |_3200 - Funds_|2,667.36|| |_Net Profit / Loss (prior year(s))_|20,745.49|| |_Net Profit / Loss (current year)_|-28,241.17|| ||**TOTAL EQUITY**|**£303,642.86**| 04 Aug 2023 13:06 Page 2 of 2