Transcription

1 minutes Friends of Stretford Public Hall Annual General Meeting Location: Stretford Public Hall Date: 18 th September 2016 Time: 14:00am 16:00pm Board Attendees (11): Annoushka Deighton (Chair), Cathy Stopes (Secretary), Aleesha Coupland (Treasurer), Dan Williams, Lisa Heanley, Shelly Quinton-Hulme, Amanda Jones, Junaid Patel, Simon Borkin, Anton Schulz (newly appointed), Laura Sayles (newley appointed). Member Attendees (32): Ita Kirrane, Alison Glasgow, Rosarie Walsh, Melanie Kettle, Brain Ferguson, Margaret Westbrook, Pauline McLaughlin, John Jackson, Shirley Jackson, Beryl Jones, Caroline Bond, Christine Ovens, Susan Ferguson, Jack Jones, Paul Brady, Hannah Newcomb, Joanne Barnes, Ray Hughes, Helen Wood, Susan Sutcliffe, Diane Hughes, Anton Schulz, Tim Plunkett, Bill Mather, Sudesh Kumar Sethi, Rajiv Geoffrey Kumar Arora Sethi, Maureen Reilly, David Smith, Neil Dymond Green, Rob Dymond Green, Jean C Austin, Shamin Malik Observers Attendees (5): Amanda Sutton, Sidney Guest, Gerald Jones, Joanna Tonge, Mark Taylor Agenda 1. Welcome 2. Secretary's Governance Items 3. Chair's Report

2 4. Treasurer's Report 5. Member Consultation 6. Appointments to the Board 7. Community Shares Update Minutes 1. Welcome Annoushka Deighton (Chair) welcomed all to the hall and our first AGM. She highlighted general housekeeping and health and safety points to the group before explaining the agenda for the meeting and introducing the current members of the board. 2. Secretary's Governance Items Cathy Stopes (Secretary) presented to the floor the organisational structure and governance of the Friends of Stretford Public Hall: "FoSPH is a community benefit society, which means what it sounds like society for the benefit of the community. Arose out of people saying can't dispose of the building, should be kept for us. But random group of individuals cant buy and own the building, get grants, organise builders etc etc so the group needed a clear structure so everybody could see what they were doing and others could get involved too. And that s where our rules of Governance come in, basically the way the Society is organised. So where do the rules come from? Who decided? We wanted it to be open to all, democratic, fair, a place for all, to cater for as many different interests as possible. So that s how come we became a community benefit society. It s a legally recognised structure, creates a collective way of doing things like buying and owning a building, signing legal

3 agreements, having tenants, a way of organising ourselves, with transparent rules and arrangements and ways for all to be involved. Started off with 3 founder members and book of rules 20 page book with 121 separate rules. So the members all together form the CBS, starting with those 3, but of course there were loads more people involved, so in April membership was opened up to all the others who wanted to join. People who agreed with the aims and objects and wanted to support the project signed up to be members, paying a 10 lifetime membership fee, and gradually since then the numbers have built up, till we now have c112 members who altogether make up the Society. Altogether the members own the building as the Society. Doesn t mean each person owns a one hundred and twelfth part, rather that all members all together own all the building, which is slightly different. So with 112 members and growing, we need a way of organising the business of looking after the Hall so that it works, everybody knows what's happening, it's open, democratic and all can be involved, and everybody trusts that the donations and grants people give in good faith are being used in an honest and sensible way to support the Society. Of course we will do that, but it means that you the members can have confidence that somebody else the FCA, is also checking to make sure that we do. The FCA also regulates banks, insurance companies, financial traders etc, and we are clearly quite different from them. That s why our rules specify things like (Rule 96) we can't make a profit, any extra we make is put back into the Society. The rules remind us how important it is to involve members in the organisation. Members join because they have an interest in the objects of the Society and want to take part in developing the project. So members can if they want see the Society s financial reports, and keep up to date with whats happening to the budget. We are developing the website to provide you with as much information as possible about what's going on. If members have a

4 particular issue they are concerned about, than one-tenth of the total number of members can ask the Board to call a general meeting for a particular purpose (Rule 33). And that s why we are having an AGM to give all our members a full account of what's been happening. We have to (Rule 30) but we want to anyway. Can't just get together a few cronies we have to have a quorum', minimum number attending for AGM to go ahead, 5% of number of members. (Rule 40). Our rules of governance also lay down what we can do financially. We have to provide full financial reports to the FCA and you will hear more about that later today. You the members can see the balance sheet at any time to check out how we are doing. If everything collapses and the Society folds, any assets cant be taken out by directors or members, they are transferred to another charity with similar aims and objects. We can't make a profit for other purposes. We can as a society raise large amounts of money to pursue our aims, by issuing Community Shares, which are a special type of share, not Stock Exchange type of shares, and you will be hearing more about them later on today. So that s why we have our lengthy book of rules for Governance it may seem very bureaucratic and laborious, but it makes it very clear how we work. You the members can see how you can have a voice, electing the Board, and discussing with us today your ideas for the future direction of the Society. FCA will check in our annual report to them that we are following the rules, and being open and honest with our membership. We are accountable to you, the members, as well as to the regulating authority, and that s why it's so important to us the Board that you hear more today about what we have been doing, where we are up to today, and what plans for the future we want to make."

5 3. Chairs Report Annoushka Deighton (Chair) updated our members on our progress against our objectives, the values we hold and our plans for the years to come: "Before we start I very briefly want to answer the question; Why we have become a Community Benefit Society? We spent hours trawling through heavy governance documents to get our heads around all of the choices we had. A community Benefit Society ticked the main box. We wanted you the people that would use and love the building to have a direct say in how the building is managed and run. And that's why we are here today, to hear your views on a number of subjects and to give a chance for people who wanted to be on the board to join. So what have we been up to the last, almost three years? I can t begin to list everything or everyone who has helped as we never get to the tea and coffee. But to give to give you the highlights here goes: Little did Lisa and I know that, when we first pop to heads round the door while the building was still council offices, the hours of work and commitment we were letting ourselves in for. We held our first meeting in January 2014 at the Melly, and were astounded with the turnout of over 50 people. Since then that those numbers have grown: the passion, enthusiasm and hard work of literally of over a hundred volunteers have got us to where we are today. First off we got the building listed as a community asset preventing the council from selling the building outright, we then campaigned to prevent the hall being sold to the highest bidder. We consulted local people to see if they wanted and would use the hall (this was an overwhelming yes), we visit other similar projects, spoke to numerous community groups, to find out what was needed in Stretford and started writing our business case.

6 We then had to write the bid. This involved developing a business plan, tendering for an architect, and advisors, and getting the grant funding needed to pay them, and writing the thing> We were successful in our funding and one week before the deadline were awarded in grant funding to get all the necessary legal, technical, and business support, loads of us worked on with for hours on end, then with literally minutes to go to we managed to hand it in. Three long months later we were told we had been successful and were told that we were going to get the building. Through some great fundraising we managed to raise the necessary 5K to pay the legal fees and scrambled together the 10 it costs to pay for the building. It was an Amazing time. And then, as we were repeatedly told, the real work began. The hall though not derelict, had been left with a considerable amount of work needed doing. With the unfailing support of our amazing volunteers, the pro bono work of many local companies, and some funding from Trafford Housing Trust, we managed to get the we got the building to a point, where it could be rented. It was like moving house on a major scale. Everything needed to be taken into consideration the electrics, the roof, the boilers, walls were removed, plumbing works, we painted, cleaned and scraped floors. We developed policies and procedures, sorted tenancy agreements, advertised for suitable tenants and finally in December our first tenants moved in. We now have the Parliamentary office, a room full of wonderful artists, who set up their own arts collective, and a n Number of other small local firms Slowly bringing the building back to life and paying essential rent. This doesn't really cover the half of it, As all the bits behind the scenes the website design, the hours spent gardening, setting up events, the great fundraisers at the great stone, the admin, the meetings endless meetings,

7 press releases, photo shoots, planning applications, discussions about business rates, sorting licenses, car park management, it goes on and on. Such a lot of work, but so so worth it. We re just beginning to see the building come back to life: Stretford Children s theatre has started up again, the creation of a new arts collective SAC32 and the Citizens Advice Bureau are running the only face to face debt advice service in Trafford. So where are we now? Our overall vision is to transform Stretford Public Hall into a multi-purpose cultural venue that is owned and run by the community. The role of the board is to guide the project, ensuring that our objectives are met and our values adhere to. Our objectives are as follows: As guardians of Stretford Public Hall we will protect and restore this landmark at the heart of Stretford Town Centre, enhancing opportunities for urban regeneration We will provide space in response to the needs and demand of the local community through continuous engagement We will improve the lives of local residents by providing opportunities for employment, access to arts, local heritage and support services We will generate a surplus that can be reinvested to support our objectives While doing this we will make sure we live to our values: To promote community cohesion, heritage, arts, health and well-being To support local economic development

8 To be socially responsible, ethical, inclusive and environmentally sustainable as is reasonably practical We won t be able to do all the work that is needed in one go so we have phased the refurbishment. Over the next year or so we hope to have started the work needed to make this ballroom the beautiful space it once was. To do this will launch our Community Share Offer. We want to fill the hall with community groups, music events, weddings, theatre. We will develop our volunteer program to make the most of all of the skills and talent in Stretford. We also hope to actually have some paid staff. So it's going to be another year of hard work but that's something we re not shy of and we would love even more of you to help out where you can to make it happen." 4. Treasurer's Report Aleesha Coupland (Treasurer) provided copies of the accounts and updated members on our current financial situation. "I am very pleased to be presenting the 1st Treasurer s report to the AGM for Stretford Public Hall. I can now report we have an up to-date financial system in place called Xero which means for example that we can produce financial statements for grant applications and grant returns. COS Bookkeeping Service have provided training and support which has been instrumental in getting us to this position. Currently the Hall is being financed by grants, rental income, membership donations and fundraising events by our volunteers which is absolutely critical to the success of the project. Xero our finance package is based in the cloud and can be accessed anywhere which is great to produce timely accurate transparent financial information. Our finance package is also automatically linked to our bank account which makes reconciling transactions and dealing with queries more accurate and timely.

9 It has only been in the last few months we have had an up to-date finance system whereby all our transactions have been entered. This has meant that in the past our ability to produce meaningful information has been a bit patchy and not great for financial planning. We are now in a position to produce financial information for relevant people/organisations (entities) that require it. Additional income streams will help secure the future of the Sph and fulfil the aim of providing a community space for the community. All fundraising events/donations/membership donations/community share offer/ grant applications are absolutely crucial in building up reserves and securing financial stability." Aleesha then walked our members through the profit and loss statement for 21 months and 8 months. She explained the balance sheet and highlighted grants received and the extremely important donations and fundraising that has been done on our behalf. 5. Member Consultation Board Member, Shelly Quinton-Hulme led our members through a consultation using voting keypads provided by MACC. Below are the questions, alongside responses. Question: We need to collect data on how people arrive at the building as part of our work for planning applications and to keep our travel management plans up to date. Please can you tell us how you travelled the majority of your journey here today please? 1. I walked (45.16%) 2. I came by car alone (29.03%) 3. I came by tram / train / bus (12.09%) 4. I came by car with others / car share (9.68%) 5. Other method of transport (3.23%) 6. I cycled (0%) 7. I came by motorbike/scooter (0%)

10 Question: We also need to understand how we utilize the hall car park. Please select an option below that you most agree with: 1. The car park should be used by hall users only (44.83%) 2. The car park should be free for hall users and other people should pay (34.48%) 3. The car park should be free for all people (17.24%) 4. All people should pay to use the car park (3.45%) Question: If we were to charge for the use of the car park, how should we collect the fees? 1. Car park fees should be collected in an honesty box (40%) 2. Car park fees should be collected by a person employed by the hall or a team of volunteers (33.33%) 3. Car park fees should be collected by a machine (20%) 4. Car park fees should be collected by a company on belhf of the hall (6.67%) Question: What would you like to see in the space directly under the hall? 1. A cafe/restaurant (56.67%) 2. Community space for hire (26.67%) 3. Area hired out to a company as an office (10%) 4. Other please see us after to let us know your ideas (6.67%) 5. More artist studio space (0%) 6. Hot-desk and residents desk space (0%) Question: What would you like to see the cellars used for? 1. A micro-brewery (24.14%) 2. A community use space (24.14%) 3. A youth focused zone (20.69%) 4. A cinema area (17.24%) 5. A club (6.9%)

11 6. A bar (3.45%) 7. A restaurant (3.45%) 8. Storage (0%) Question: The hall's ballroom needs lots of work done to make it completely ready for large events. We have a lot to do. Can you help? 1. Yes (14.29%) 2. Yes - with money (50%) 3. Yes with time (25%) 4. Yes with both (10.71%) 5. No (0%) Question: If we were to have a food and drink offering in the hall, what would you like this to look like? 1. Café by Day, Restaurant by Night (56.67%) 2. Café selling hot food (16.67%) 3. Simple coffee house selling cakes and sandwiches (13.33%) 4. Only pop-up café at events (10%) 5. Formal restaurant (posh/gourmet) (0%) 6. Fast food style food offering (0%) Question: If we were to create a community cinema in the building would you come? 1. Yes occasionally if the film appealed to me (48.28%) 2. Yes I love interesting films and would support the venture (34.48%) 3. No thanks I prefer the cinema (17.24%) Question: There is now a Fundraising Regulator which has been set up to increase the public's confidence in charities and how they are governed and regulated. Do you think we should sign up to this? 1. Yes as long as it is free (51.85%)

12 2. No there is no need, we are happy with how you are governed by the FCA (37.04%) 3. Yes (11.11%) Question: We would like to think about being environmentally aware and that we behave in a sustainable way. How important is this to you and are you happy to pay a little bit more for things to achieve this? 1. Yes I am - I think it's important (53.57%) 2. Yes in time when we are more financially secure (32.14%) 3. No I think it's a luxury we can't afford yet (10.71%) 4. No I don't think it's important (3.57%) 5. Yes I suppose so (0%) Question: How best would you like us to keep in contact with you? 1. Newsletter by (75%) 2. Website updates (14.29%) 3. Facebook / Twitter / Other Social Media Updates (10.71%) 4. Newsletter by post (0%) 6. Appointments to the Board At the start of August we sent out an to all members requesting for new nominations to the board. We received nominations from both new and existing board members and provided an update to the attendees on decisions made. All board members will remain as introduced, apart from Cathy. It s with a heavy heart that we say goodbye to Cathy from the board and her role as Secretary. I d like to thank Cathy for all her contributions as a board member but I m delighted that she will be remaining a volunteer and close friend to the hall.

13 We had two new nominations for the board which we are happy to announce. Laura Sayles is appointment to the board and will take the seat as Secretary and Anton who will become our 9th board member. We also updated attendees on the remit of co-opting board members and introduced all board members. One of our members suggested that we try and get a person on the board aged who would be able to represent a younger voice. This has been noted by the board and will be followed up. 7. Community Shares Update Board member, Simon Borkin presented to attendees an update on our Community Share Offer. In November 2016, Friends of Stretford Public Hall will be inviting you to invest in the redevelopment of the Hall. For every pound that is invested, we have a community from a charitable fund to match the first 100,000 raised by the community. Investing in community shares is a practical way of supporting a business that serves a community. The share capital will help finance our business and in return we will offer limited interest on your investment, and you have the right to withdraw some or all of your share capital in the future, subject to the terms and conditions of the offer. Community shares can only be issued by co-operative and community benefit societies. Members have just one vote, regardless of how much they invest and your shares can never be worth more than you paid for them. The main reason why people buy community shares is to support a community purpose, not to make a financial gain, which is why this type of share offer is not subject to financial promotion regulations.

14 End of Meeting We would like to thank all that attended the meeting your ongoing contribution and support is highly valuable for the organisation. We cannot thank you enough NEXT AGM Meeting TBC September 2017