St Barnabas Centre Annual Report 2015

St Barnabas
Centre
Annual

Report 2015

Annual General Meeting 7.30pm
Thursday 25th February 2016

Contents

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St. Barnabas Centre Management
Committee

Minutes for Annual General meeting Thursday, 26 February
2015 7.00pm

15021 Welcome
Richard welcomed everyone with a passage from Mark’s Gospel and a prayer

15022 Attending
No info available

15023 Apologies for Absence
S. Holmes, A. Lewins, A. Large, C. Cooper, K. Hamblin

15024 Minutes of the last Meeting
Unfortunately there were none available Proposed by N/A Seconded by N/A

15025 Matters Arising
None Proposed by N/A Seconded by N/A

15026 Election of Officers
1) The committee comprises of 10 members: The Chair, 4 PCC members, 1 pre-

school rep, 1 Darby and Joan rep, 2 community reps and up to 2 co-opted
members.
2) Members nominated by the PCC P. Frymann, C. Cooper, K. Hamblin, A. Lewins
3) Community Members Nominated
a) L. Whitworth Proposed by L. Graney Seconded by P. Frymann.
b) Y. Heywood Proposed by L. Graney Seconded by P. Frymann.
4) Member nominated by Darby and Joan L. Graney
5) Member nominated by pre-school A. Stone
6) Co-Opted member nominated A. Power Proposed by M. Smart Seconded by L.
Graney
7) Vice Chair L. Graney Proposed by P. Frymann Seconded by Y. Heywood
8) Secretary To be co-opted at the next management meeting
9) Treasurer to be co-opted at the next management meeting
10) Minutes Secretary M. Smart proposed by P. Frymann seconded by L. Whitworth

15027 Chairs Report
The Chairs report was presented to the meeting

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15028 Treasurers Report
The Treasurers report was presented to the meeting

15029 Secretaries Report
The Secretaries report was presented to the meeting

150210 Managers Report
The Managers report was presented to the meeting

150211 Regular Users Reports
The pre-school report was presented to the meeting. Verbal reports were given by
Darby and Joan and Baby and toddler groups. All written reports are available upon
request.

150212 Date of Next Meeting Thursday, 05 March 2015

Meeting closed

Centre Managers Report

2015 was an interesting, sometimes testing and often rewarding, year in the life of
the Centre. We continued to be home to a number of Community groups that used
us on a regular basis. We were hired frequently by non-regular users for
conferencing, meetings and events. We continued to be used by our local community
as a venue for private parties and functions. We continued to hold events on a
regular basis. We continued to provide activities for local children including the
annual holiday club and the new Fun Factory. Maintenance works were carried out
throughout the year. Much need marketing and advertising was undertaken. Staff
members came and went. All in all a very busy year. This report will explain in more
detail the above statements and conclude on the health of the Centre.

Regular Users

During 2015 17 groups hired rooms from the Centre on a regular basis.

Alpha/Alpha Follow On Course Red Dragons
Baby and Toddler Rob Beeson Kickboxing
Breathe Easy Support Group Slimming World
Clare Sales School of Dance St Barnabas Church
Clay Cross Children’s Centre St Barnabas Nursery
Clay Cross Fishing Club SV2
Darby and Joan Youth Group
Little Kicks Zumba
North East Derbyshire Dad’s Group

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Unfortunately over the course of the year both Clare Sales School of Dance and Baby
and Toddler groups ceased to use us.
We continue to communicate with all our regular users and encourage them to work
collaboratively together.
A number of new regular users are due to join us in 2016

Non Regular Users

During 2015 the Centre was hired for conferences, meetings and events by non-
regular users 74 times. The bulk of these bookings were from the following
organisations:

Diocese of Derby NEDDC
Sharley Park School NHS

These accounted for approx. 65% of the non-regular use of the Centre.

Private Functions

During 2015 the Centre was hired for private parties and functions 91 times. These

included children’s parties, birthday celebrations, wakes, christening parties,

Christmas parties and wedding receptions.

Events

During 2015 the Centre held 16 events including 2 quiz nights, 3 brass

band concerts, a pie and pea supper, a volunteer afternoon tea, 2 pop-

up book stores, a film screening, a classical music concert, a screening

of the Rugby World Cup final, a BBQ and the Christmas Lunch.

Figure 1 Volunteers Youth Work
Tea Party
During 2015 the Holiday Club ran throughout the Summer School

Holidays. On average 35 local children met on 5 consecutive Mondays.

Looked after by an army of volunteers the children played and enjoyed spending time

together, engaged in sporting and arts and crafts activities and went on trips to both

the local community farm and to Sherwood Forest. Richard began each day by telling

the children a bible story and teaching them a song.

The holiday club concluded on the last Sunday in August with a

family service, during which the children performed their

interpretation of the story of Noah’s Ark (assisted by their

colourful and daring representation of the ark!) This was followed

by a family BBQ which was well attended.

Unfortunately the funding received for the holiday club was much

lower than previous years and consequently the holiday club ran Figure 2 Holiday Club 2016
at a loss.

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In October, during the half term break, we piloted a Fun Factory. Parents and
children were invited to come along and play with our vast array of soft play
equipment, bouncy castle and arts and crafts supplies. Admission was free and
refreshments where mad available at a reasonable price. Approx. 65 people attended
this event and we have plans to hold the Fun Factory more frequently during 2016.

Maintenance

During 2015 a number of significant purchases were made to replace equipment
including a new desktop computer and a new printer/photocopier. Repairs were
made when required and included a number of the windows whose mechanics had
failed in the Oldham Hall. The heating system failed in November due to an electrical
fault and it was unable to be fully repaired within the year.

Marketing

During 2015 a brand new marketing plan was developed and implemented. This
included the design and production of a number of brochures to advertise the Centre
for functions and conferencing, the design and production of Christmas Cards to our
current and prior users and the placing of a monthly advert in the Clay Cross
Shoppers Guide. We will continue to produce new marketing materials during 2016
which will include brochures to advertise Weddings, Baptisms and Funerals, further
adverts in the Clay Cross Shoppers Guide and Easter and Christmas Cards.

Staff

During 2015 we officially employed Marlene Vickers as the Centre Cleaner. We also
employed 3 members of part time staff in order to staff the numerous events,
functions and meetings as detailed above. We said goodbye to the Community
Development Worker, Aileen Power, at the end of 2016. Currently there is no
information as to whether or not she will be replaced.

In conclusion 2015 was a year of continuity and change. We continued to achieve the
goals of being an important community hub, a home to users both regular and non-
regular and provided a much needed service to our local and wider community. We
also made many changes to the way we operate and to our policies and procedures
some small but many drastic such as the marketing plan and new effective working
practices. It is certainly true to state that we ended the year in a much healthier
position than when we started it and this is down to the hard work of all involved in
the life of the Centre.

Steven Smart
Centre Manager

Secretaries Report

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Please note that there was no Secretary during 2015.

Meetings

During 2015 the St. Barnabas Centre Management Committee met 8 times. Varying
numbers of members attended each meeting. 1 meeting in November was cancelled
due to the lack of members being able to attend

Discussions

During 2015 the St. Barnabas Centre Management Committee discussed:
 Finance and all the implications of financial matters
 Banking Arrangements and Bank Accounts
 Utilising the Centre during quiet periods
 ‘The Way Forward’ document, looking at the history of the Centre and
proposing improvements to the way we operate

Steven Smart
Centre Manager

Financial Report
1st January to 31st December 2015
This report covers ONLY the financial aspects of the Centre.
Cash balances have gone from £887 at the end of December 2014 to £2,032 on 31st
December 2015:

01.01.15 31.12.15

Cash Book £ 887 £ 2,032

From the following figures we can see that in 2015 we have a loss of £18,863 after

depreciation costs of £20,730, the North Wingfield Team PCC have still to come up

with a policy concerning depreciation. For the purpose of this report we have

assumed that it is not required to raise sufficient income to cover these costs:

December 2014 December 2015

Costs of keeping Centre open £66,668 £71,302
From Community Groups and Users £23,362 £29,320
Shortfall £43,306 £41,982
Income from Functions and Commercial use £33,730 £37,736
Costs of Functions and Commercial use £13,525 £13,579
Net benefit £20,205 £24,157
Overall Result (£23,101) (£17,826)
Depreciation £20,730 £20,730
Result ignoring Depreciation (£ 2,371) £ 2,904

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This is a significant improvement on the previous year.

Please note that we still need to take off £3000 from the overall result figure to show
the remaining amount from the North Wingfield Team loan (Explained Below).

We currently have a liability of (£7,100) due to the loan from the North Wingfield
Team PCC, This is to be repaid over 5 years and 11 months starting January 2016.
Please also note that because of the way expenditure has been recorded in the past
there is £1184 worth of expenditure showing in the 2015 figures which pertains to
2014 (the way we record expenditure has now been changed in order to show in the
correct year). This means that if we take the remaining loan figure away from the
income side and the 2014 expenditure away from the expenditure side the overall
result is (£19,642) and the result ignoring depreciation is £1,088..This is a positive
improvement. I believe this proves that the new business plan is beginning to achieve
results which is even more impressive when you consider that the plan was not
implemented until June 2015.

The Loan from North Wingfield Team

The North Wingfield Team of churches has loaned us the sum of £7,100 to enable us
to ‘kick-start’ The Way Forward business plan developed by the Centre Management
Committee. A total of £4100 of this loan was spent within 2015 on Advertising,
replacing equipment (i.e. new photocopier) and greetings cards. This leaves £3000 as
a cash reserve of £2000 and £1000 still to be spent on Marketing.

A Reminder

When the Centre becomes established as a separate charity the Charity Commission
will expect us to have a policy concerning cash reserves. The suggestion has already
been made that we should aim for about 25-30% of a year’s expenditure. With
expenditure at £85,918 for 2015, that would suggest a cash balance of £21,479 –
£25,775 at all times. We need a good period of cash surpluses to achieve that target.

Bar Sales

We have noted, due to changes in record keeping that bar sales are currently running
at a loss, this is due to a number of factors which we are currently in the process of
resolving. Including changes to record keeping, stock taking and problems with
equipment.

Steve Smart

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St Barnabas Centre Manager

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