## **Polesworth Community Association** ## **Minutes of Trustees Meeting held on 17 March 2022** **Present** – Des Blewitt (Chairman), Rob Norris (Vice-Chairman), Judy Nestor, June Linarts, Faye Whapples (Treasurer), Amanda Tonks (Trustees Secretary). Elaine Blewitt, Andy Leonard and Siska van Alfen (200 Club) Dave Parsons, Eleanor Pugh and Emma Whapples (Polesworth Parish Council) Liz Parsons, Rachel Linarts, Emelia Spilsbury and Isobelle Wheatley **Apologies** – Dave and Lyn Welding. ## **Chairmans Report** Now we are past the very strange times called COVID, and back to some normality. Initially it was a very worrying time, still with overheads to cover, and no income to pay. We quickly got together to baton down the hatches, ensuring gas and electric were tightly monitored, and unfortunately having to reduce Richard’s wage to a retainer salary, which he gladly accepted and understood. Taking this action plus some funding secured by Amanda and our yearly income payment from Polesworth Homes for the rent of the Annexe certainly bolstered our funds. A strange twist to these torrid times, although we were not taking financial bookings, the hall was utilised by a group of volunteers who prepared meals on wheels, for vulnerable folk and this happened weekly for 14 weeks. From this team, a friendship grew which resulted in Faye Whapples and Nick Wheatley taking a serious interest in the hall and its preservation. They formed a company called JAG (Just Add Guests) and now use the hall as their base and actively promote family functions for our community, ranging from parties, quiz nights, Bingo Bongo, Tribute Acts, weddings and much more. Now instead of two parties a year, it’s close to 32!! At the time of writing this report I had not seen a copy of the accounts for 2021, however I am confident footfall would have increased immeasurably for the last quarter, and I’m confident income will follow suit on into 2022 Another consequence of COVID was that our 200 lottery continued to accumulate funds, which amassed to circa £18000 by the half year mark. The purpose of the funds paid into the 200 Club, is to support and upgrade the hall for the use of the community. So we took full advantage and invested in extending and upgrading the kitchen with new appliances. Refurbishing the Meeting Room and finally re-locating the bar to the far end of the hall, (the old chair store). We also now have Wi-Fi. These changes have not only proved to be very positive from an aesthetics point of view, but also made the hall much more usable and attractive to hirers. This in conjunction with JAG so far has proved very positive. So currently things are feeling and looking good going into 2022. I am currently applying for funding for replacement windows, which are desperately needed, which will also enhance the exterior appearance of the building and improve utility costs. On a very sad note, Amanda Tonks is leaving us as our secretary. Over the years she has been pivotal to some of our major success, kept a tight rein on finances and steered us through some stormy financial waters. Due to family commitments and a promotion as her workplace, her time is of the essence. On a personal note and I am sure all of the team agree she will be sorely missed. However, Amanda will continue to take minutes at all of our meetings. As I said earlier, Faye is keen to support the hall, and has agreed to take over the accounting role from Amanda. So, finally, all in all not a bad result but with a lot of effort and input from both the Trustees and the Management Committee. ## TRUSTEES Rob Norris, June Linarts, Judy Nestor, Amanda Tonks MANAGEMENT COMMITTEE Elaine Blewitt, Dave Welding, Lyn Welding, Faye Whapples, Siska van Alfen, Andy Leonard And of course Richard Dawson, our Caretaker. ## **Treasurers Report** Income from bookings £16,052 compared to £11,003 in 2020. Business grant of £17,669 received. Total income for year £44,731 up by £10k on previous year. Heating, lighting and water rates continued to be large expenditure. Total expenditure 334,109 compared to £33,415 in 2020. 200 Club income £10,090. Expenditure £17,735. ## **Update by Faye Whapples** - Shield / Nursing Cup resurrected - Struggling to fit booking into hall - Midweek hires – identified some slots – at least one slot every day - Mother and Toddler Group to restart - Thi Chi booked in for a Friday - Wedding booked in for following year - Following Saturday two benches arriving – two to be placed at the side of the hall and one by the Annexe. ## **General Discussion** Next Generation for solar panels to be launched the following year. Might be able to look at grant funding. Dave Parsons suggested that the PCA look at a five year plan of what it hoped to achieve, with any grant funding being shown on the accounts as set aside for certain projects. Levelling Up Funding – Emma Whapples to look into this. Emma Whapples suggested that a comments book be introduced at the hall so hirers/visitors could leave their comments. 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