Minutes of Annual General Meeting of Lawn Community Association held at the Lawn Community Centre on Saturday 30[th] April 2022
There were 32 members present at the meeting
Apologies for Absence: - Gillian Sheldrick
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The Chairman, Bob Jackson, welcomed everyone to the first Annual General Meeting since 2019.
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Matters Arising - Mr Harper asked how his suggestion that section members meeting at the same time as a General Meeting should be asked to send one representative to the AGM or their room booking should not be accepted. The Secretary replied that this had been addressed by moving the AGM to a Saturday which enabled everyone to attend.
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The minutes of the meeting on 27[th] March 2019 were passed as a correct record. Proposed by Mr Harper seconded by Mr Puttock.
4. Presentation of the Lawn Community Association Accounts for 2021 –
Mr Fletcher presented the Accounts for the year ending 2021. The Centre re-opened in mid-August 2021. There had been no income for the previous 7 months. However, despite this, the accounts remained in a healthy position showing an end of year total of £78,566.39. This was an increase of just over £2000 on the previous year (when the Centre had been closed from mid- March due to Covid. Over the past two years we have been helped with Covid Grants from the Government, via the local authority, totalling £20,200 but these will not be forthcoming in the future as life is now assumed to be back to normal.
The Accounts have yet to be verified by an independent Financial Examiner, but this is being actively pursued.
It was necessary to install a new Fresh Air system to replace the original one which had failed, in order to meet revised Government guidelines for the number of air exchanges per hour. This cost £12,000 (£10,000 of which came out of the reserve account and will be replaced in due course).
The Association normally helps a number of other charities with donations each year, but the only charitable donation for 2021 was £156 raised at a McMillan coffee morning.
Mr Fletcher thanked Wendy Cole and Pat Lewis for their support and help in his first few weeks as the new Treasurer. He also thanked Chris Woodward, the Assistant Treasurer, and the Booking Team Lead, Eileen Parker for their help with the end of year reconciliation and Mary Fishlock for her help when he is away on regular holidays.
The accounts were proposed by Mary Fishlock and seconded by John Puttock
- Election of Honorary Officers
Election of Secretary – Eileen Parker - Proposed by John Puttock and seconded by Pat Lewis
Election of Treasurer – Geoff Fletcher – Proposed by Mary Fishlock and seconded by Sheila Guyatt.
Minutes AGM 30[th] April 2022
01/05/2022
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6. Election of up to 20 Lawn Community Association Trustees .
The following people have been proposed and seconded to serve on the General Committee:
Mary Fishlock, Chris Woodward, Alan Parker, Bob Jackson, Pat Lewis, John Puttock, Susan Saunders, Kris Jones, Gillian Sheldrick, and Sheila Guyatt.
During the meeting, 3 members volunteered to join the Committee and these applications will be dealt with in line with the Constitution.
7. Associate Members Representative
No one from the Associate Members was put forward as a representative
8. Appointment of Independent examiner for 2021 Accounts – to be notified in due course
9. Annual Reports from Lawn Community Association
Chairmans Report
The last 3 years, has been a very harrowing time, never seen before in this country. Although the Blitz was horrible, Covid precautions were even more uncomfortable. At least you heard the bombers and guns but Covid was a silent death stalking you. In the centre the volunteers were fantastic. The centre was never shut for more than a week, a committee of volunteers arranged a list of individuals to tour the whole building each day to ensure everything was functioning. Everything was tested, those volunteers were marvellous and did this for the whole lockdown period.
I personally knew there were several members who were on their own and lonely. We got in contact and kept them going; lots of the members haven’t got an enjoyable life and it makes a vital difference. I am pleased to say I think this is one of the nicest Centres in Swindon.
Also, during lock down our cleaners cleaned everything until they ran out of things to clean.
Centre Booking Team
It has been pleasing that we are now able to welcome back groups who book the Centre on a regular basis. However, since the start of the pandemic in 2020 we have lost 26 groups, most have ceased due to lack of support, some did not return when we re-opened with no reason being given, and some have cut the number of groups they run each week. This has reduced our income per year by approximately £3,000-£4,000. Some groups have had to cancel due to Covid amongst their members which we encouraged in order to reduce the spread through the local community.
We also asked our Cleaners to increase the frequency of cleaning when we re-opened in August 2021. As well as supplying hand gel and antibacterial spray to enable sanitization of tables between bookings. This has temporarily increased our outgoings.
The estimate of income for the current year is around £20,000, but this will be dependent on groups continuing to book and whether there is, again, a surge in Covid infections in the Autumn.
Minutes AGM 30[th] April 2022
01/05/2022
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Social sub-committee
The Social Sub-Committee continue to organise the Short Mat Bowls and the monthly Film Show sessions.
There is also a Jubilee Committee which is organising an open day at the Centre on 2[nd] June. We will be open from 9.00 am throughout the day. The main events to be broadcast by the BBC will be shown on the big screen in the main hall. Tea and coffee will be available so please come and mingle. A cream tea will be available in the afternoon. We are hoping to have the car park closed so we can run for children’s activities, and the local school are helping to make bunting. So, watch for posters, turn up, and make it a nice day.
Forms are available at the back of the hall, for you to, so please, sign up if you can lend assistance for the day or even put on an entertainment.
Coffee Shop
The Coffee shop is now operating on Thursday afternoons and Saturday mornings. We had to curtail a couple of the sessions, Tuesday Kiddi Club was closed when Mandy moved, and the Friday session was poorly attended.
10. Any Other Business
Jenny Wilson gave a short report on the Lawn Gardening Club – ‘It was a seemingly very long and difficult passage to our first meeting after Covid hit, but at last in August 2021 we managed a meeting to acquaint ourselves with each other and to pick up where we left off, if only we could remember.
Since then, we have had a meeting most months, mostly with speakers “left over” from our 2020 programme. Numbers are down a bit as people emerge nervously blinking into the light but we have had some visitors and picked up a few new members recently.
During June 2020 and 2021 we held our annual plant sales weekly, first in the Polo Ground and then on the frontage at the Centre, which helped keep us in contact with our members, do a bit of advertising for the Club and raised some money towards future speakers. I like to think it all helped with people’s desire to grow something and took a little pressure off B & Qs supply chain.
We are relieved the Centre was able to re-open and wish it a long life as the events of the last two years make us fully appreciative of its value to the community.’
11. Membership
Membership of the Community Association is down this year, and has been going down for a while. We currently have 116 full members, 12 of whom are new, and 81 Associate members. We need to get this number up if we can. If you know of anyone who has not yet renewed their membership, please can you remind them and encourage others who may not yet be members to join.
12. Any Other Business
Mr Bridges asked if there was a deficit from regular clubs and how does that stand up against outgoings and income. If our finances are not improving because of a lack of membership and dropping numbers, how do we recoup the loses. It is on downward trend and income cannot be relied upon.
Minutes AGM 30[th] April 2022
01/05/2022
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It was explained that we have a reserve fund to cover costs for replacement of capital items. Money is put aside each year. For example, the Gas boiler was put in in 2008. Its life expectancy is 20 years, and the likely cost of replacement is £20,000 so £1000 goes into the fund each year.
Volunteers have asked for clarification on bookings criteria. It was explained that we take each booking on its merits. Volunteers should complete a ‘Booking form’ from the blue folder available in the Office. The booking team will then check whether we are able to accommodate the booking. Volunteers are asked not tell any callers that they can have a booking, but please encourage them to use the Booking Team email to make contact.
Pam Pridmore has now handed over the role of Volunteer Coordinator to Susan Saunders. Thanks to Susan for taking on this role. We will be formally thanking both Wendy and Pam shortly. And a big thank you to everyone here for being our volunteers.
The meeting closed at 11.50 am and a buffet lunch was served.
Minutes AGM 30[th] April 2022
01/05/2022
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The Lawn (Swindon) Community Association
Consolidated Accounts as at 31 December 2021
| Balance 1 Centre Income Expenditure Association Income Expenditure |
Jan 21 Year 2021 Page 64,435.17 3 22,686.68 3 (22,057.73) 11,850.16 4 4,070.05 5 (2,417.94) |
|---|---|
| 76,285.33 2,281.06 |
Presented by
| Presented by | ||
|---|---|---|
| Bank Statements as at 31 December 2021 | ||
| Santander Current Account (LCA) | 13,650.31 | |
| Santander Current Account (LCC) | 14,202.12 | |
| Virgin Charity Deposit A/c (Reserves) (see Page 6) |
50,464.00 | |
| Cash in Hand Bookings Team |
10.00 | |
| Cofee Morning Float | 15.38 | |
| Cofee Shop Float | 15.00 | |
| Debtors as at 31 December 2021 | 388.00 | |
| Creditors as at 31 December 2021 | (178.42) |
Note: The LCC Current A/c reflects cheques drawn totalling £1,271.66, but not cashed as a
Page 2
Balance 31 Dec 21
65,064.12 13,502.27 78,566.39
78,316.43 40.38 209.58 78,566.39
t 31 Dec 21.
LCA TREASURERS REPORT - 2021
| Banked Income since 1.1.2021 Opening Bank Balance Income since 1.1.2021 Donations for Lawn CA Donations other charities Newsletter Adverts Photocopying Membership Fees Fit payment Npower solar energy LCA Sections Crochet Whist/Games Bridge Over 50's Bingo Lunch Club Short Mat Bowls Activities Small Sales Cofee Sales (Monday) Cofee Shop (Thurs & Sat) Kiddie Café LCC 18th birthday event 31.01.20 Tea Dance 22.02.20 Film Shows/Christmas Rafe Total Income NOTES: The following foats have been banked as events no longer run. Reduction in Cofee Shop Float |
Jan to 12/31/2021 11,460.19 90.00 156.15 8.50 1,447.29 91.00 666.50 41.00 96.00 601.41 501.95 370.25 Lunch Club Bingo |
1,701.94 798.50 1,569.61 |
|---|---|---|
| 4,070.05 | ||
| 324.70 37.00 (5.00) |
Donations of £156.15 relates to McMillan Coffee morning, and is also shown as expeditur
Page 4
LCA TREASURERS REPORT - 2021
| Expenditure since 1.1.2021 General Photocopying Expenses Stationery & Postage Newsletters Telephone Independent Examiner Garden Maintainance Licences (Film)/Subscriptions Annual Insurance/Claim Flowers in Foyer Donations to charity/other Sections Training (frst aid, food safety,fnance) Sections Over 50's Lunch Club Activities Cofee Shop/Sales Kiddie Café LCC 18th Birthday party 31.01.20 Tea Dance 22.02.20 Summer Fayre/End of the Track Fund Raising eg DVD's Equipment,Repairs & Replacement Misc small items Computer repairs/Annual support Small Capital CCTV & Copier install (sundry items) Radio microphone Door Access Controls Total Expenditure Bank A/c Bal as at 31/12/21 Including Accrued amounts Photocopying Expenses Performing Rights Society Licence |
Jan to 12/31/2021 300.00 7.92 50.00 648.74 809.32 32.60 156.15 47.55 365.66 13,650.31 25.20 153.22 |
2,004.73 47.55 365.66 0 0 2,417.94 Paid 3 Jan 22 Paid 17 Jan 22 |
|---|---|---|
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1
Jan to 12/31/2020 13,501.49
122.50 144.00 16.60 352.00 1,666.17 2,301.27 54.00 39.81 460.00 172.00 28.55 100.00 39.00 893.36 111.61 332.57 603.17 59.90 10.00 68.00 299.35 1,484.60 4,679.23
re below.
1
Jan to 12/31/2020
433.13 99.30 736.00 10.00 50.00 140.00 1,200.13 816.06 39.00 500.00 4,023.62 85.30 135.60 220.90 242.18 31.04 501.06 50.00 411.00 5.00 1240.28 44.74 44.74 48.01 79.90 1,063.08 1190.99 6,720.53
LCC TREASURERS REPORT - 2021
| Banked Income since 1.1.2021 Opening Bank Balance - Santander - Virgin Prior Year Debtors Prior Year Creditors Income since 1.1.2021 Bookings Bank Interest Council Grants Total Income Expenditure since 1.1.2021 Four Star Cleaning Ajax Cleaning Service Bifa Wheelie Bins Gas Electricity Water Telephone General Maintainance Intruder Alarm Maintainance CCTV Maintainance Equipment repair/service Ofce Safe Outside Key Safe Cleaning Supplies Stationery Website charges Capital Hall Fresh Air system CCTV System Replacement Kitchen Equipment Replacement Photcopier Roofng repair Replacement sink cleaning cupboard Total Expenditure Debtors as at 31 December 21 Monies banked in advance Cash in Hand Bank A/c Bal as at 31/12/21 |
Jan to 12/31/2021 11,992.72 53,081.00 134.40 (772.95) 6,239.05 64.77 16,382.86 12/31/2021 3,310.00 67.00 415.58 710.58 1,714.62 517.88 910.81 142.18 540.00 288.00 927.96 75.95 59.99 228.95 5.00 181.32 11,961.91 |
### ### ### ### (388.00) 0 (10.00) ### |
Jan to 12/31/2020 66,145.29 7,036.45 231.65 11,334.00 |
|---|---|---|---|
| 12/31/2020 4,121.00 93.00 647.40 1,142.88 1,978.96 0.00 831.63 337.90 540.00 288.00 658.61 0.00 0.00 88.89 82.70 198.88 |
|||
| 0.00 5,934.00 181.17 1,194.00 1,350.00 643.20 |
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Page 3
9,302.37
1124.401 772.95 {io.001
Lawn (Swindon) Community Association
Finacial Designated Reserves to cover major capital replacement of items £1000 +
These amounts have no financila basis and are only amouts set down by the committee
| Item | Install | Life | Replacement | Annual | Total at | Total at |
|---|---|---|---|---|---|---|
| Date | expectancy | **Cost *** | **Allocation ** | 31.12.20 | 31.12.21** | |
| Flat Roofs | 2014 | 15 | £15,000 | £1,000 | £7,000 | £8,000 |
| Extension Roofs | 2010 | 30 | £10,000 | £333 | £3,663 | £3,996 |
| Solar Inverter | 2014 | 10 | £1,000 | £100 | £700 | £800 |
| Photocopier | 2020 | 10 | £1,200 | £120 | £120 | £240 |
| Boiler | 2008 | 20 | £20,000 | £1,000 | £13,000 | £14,000 |
| Air Con Hall | 2007 | 15 | £5,000 | £333 | £4,662 | £4,995 |
| Air Con Room 1 | 2017 | 15 | £2,100 | £140 | £560 | £700 |
| Air Con Room 2 | 2011 | 15 | £2,000 | £133 | £1,330 | £1,463 |
| Air Con Room 2 Anex | 2017 | 15 | £1,750 | £120 | £480 | £600 |
| CCTV | 2020 | 10 | £6,000 | £600 | £600 | £1,200 |
| Cooker | 2007 | 15 | £6,500 | £434 | £6,076 | £6,510 |
| Dishwasher (ind) | 2019 | 10 | £4,200 | £420 | £840 | £1,260 |
| Fridge (ind) | 2012 | 10 | £1,000 | £100 | £900 | £1,000 |
| Freezer (ind) | 2009 | 10 | £1,000 | £0 | £1,200 | £1,200 |
| Hall Floor | 2002 | 40 | £10,000 | £250 | £4,750 | £5,000 |
| Furniture | 2016 | 10 | £12,000 | £1,200 | £6,000 | £7,200 |
| Hall Concertina Doors (x2) | 2019 | 10 | £4,750 | £475 | £950 | £1,425 |
| Room 2 Concertina Door | 2019 | 10 | £1,250 | £125 | £250 | £375 |
| Water Purifer & Install*** | 2016 | 6 | £620 | £0 | £0 | £0 |
| Hall Fresh Air System* | 2021 | 20 | £12,000 | £600 | £0 | £600 |
| £7,483 | £53,081 | £60,564 |
Transfer to Current A/c re Fresh Air System Shortfall in Annual top up from Current A/c Actual Balance in Virgin A/c
(£10,000) (£100) £50,464
**
The figures above do not take account of installation, inflation and/or disp Reserves set asise are based on the installation date beingtreated as year Included for information purposes only Includes 2021 interest of £64.77 Installed July 2021
Page 6
Replacement Year
2029 2040 2024 2029 2028 2022 2032 2026 2032 2024 2022 2029 2022 2019 2042 2026 2029 2029 2022 2041
osal costs r 1
RECONCILIATIONS
LCC Bank Account
| Bank Balance as at 31.12.20 uncashed cheques Bal as per Balance Sheet 2020 Income from Grants Bookings Income Trf from Virgin A/c Centre Expenditure Annual Top up to Virgin Bal as per Balance Sheet 2021 uncashed cheques Bank Balance as at 31.12.21 LCC Bookings Income Amounts banked 2021 2020 arrears paid Refund re Ref B130 2020 amounts written of 2020 Prepaid re 2021 2021 Outstanding Balance as per Balance Sheet |
12,416.64 (423.92) |
|---|---|
| 11,992.72 16,382.86 5,285.30 10,000.00 (22,140.53) (7,318.23) |
|
| 14,202.12 1,271.66 |
|
| 15,473.78 | |
| 5,285.30 (28.55) (82.80) (95.85) 772.95 388.00 |
|
| 6,239.05 |
Page 7
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