Southam First AGM 18th July 2012

32
SOUTHAM 1 ST ANNUAL GENERAL MEETING Wednesday is" July 2012 S.4Spm at Chapel Barn, Aldine House AGENDA 1. Welcome and Apologies (Chair) 2. Introductions from Board Members (Chair to lead) 3. Presentation of Annual Report (Sally Williams) 4. Presentation of Accounts (Treasurer & Katherine Geddes) 5. Election of Board Members (Chair to lead) . r-/ 6. Motions to be put to the AGM* 7. Any Other Competent Business *The following motion has been received: That the Board undertake a comprehensive review of the Terms of Reference of Southam First to update them in the light of changing circumstances and the lessons learnt over the past year. J

description

Held in Aldine's Barn, Southam

Transcript of Southam First AGM 18th July 2012

SOUTHAM 1 STANNUAL GENERAL MEETING

Wednesday is" July 2012

S.4Spm at Chapel Barn, Aldine House

AGENDA

1. Welcome and Apologies (Chair)

2. Introductions from Board Members (Chair to lead)

3. Presentation of Annual Report (Sally Williams)

4. Presentation of Accounts (Treasurer & Katherine Geddes)

5. Election of Board Members (Chair to lead). r-/

6. Motions to be put to the AGM*

7. Any Other Competent Business

*The following motion has been received:

That the Board undertake a comprehensive review of the Terms of Referenceof Southam First to update them in the light of changing circumstances and thelessons learnt over the past year. J

Terms of ReferenceSoutham First Town Centre Partnership

(Unincorporated Partnership)

1 Name1.1 The name of the organisation is Southam First Town Centre Partnership herein referred to

as Southam First.

2 Vision2.1 To make Southam Town Centre a place where people want to visit, shop and be entertained

and where businesses can thrive in an attractive and distinctive environment.

3 Aims and Objectives3.1 To engage with, and support, businesses in Southam Town Centre to enable them to

communicate effectively with each other and profitably provide goods and services that

meet the needs of Southam's customers

3.2 To increase town centre footfall by attracting new customers and by lengthening the stay of

existing ones3.3 To raise the profile of Southam by identifying market niches and by promoting what is

locally distinctive

3.4 To deliver a planned programme of self-funding events and activities to appeal to, and

attract, the widest possible target audience

3.5 To improve the town centre environment to the highest possible standard keeping it clean,

safe, attractive and accessible

3.6 To seek sustainable sources of funding to ensure the continuity of Southam First and its

activities

4 The Area within which the partnership operates4.1 The accepted areas of the town centre include those within the boundary of the map in

figure 1

5 Funding

5.1 Southam First has the power to influence the spending of an £80k budget ring-fenced for

town centre improvements and activities. This funding is held by Stratford DC and is part of

the Section 106 agreement with Tesco.

5.2 Southam First will also raise funds through events and activities and access grant funding for

specific projects.

6 Membership6.1 Full Membership of Southam First is open to anyone from the following categories of

person:

-Individuals from businesses operating in, or having an interest in, Southam Town Centre

-Individual from public sector organisations delivering services in Southam town Centre

-Individuals from community organisations having an interest in Southam Town Centre

6.2 All full members will be invited to attend the Annual General Meeting and will be fully

eligible to vote on any issues or election of Board Members.

6.3 Southam First will be managed by a board of members (all unpaid) who are elected by

members.

6.4 The Chair and Vice Chair will be elected annually from within the Board at the AGM. The

Chair will have a casting vote. Each will hold office for a year and may stand for re-election.

6.5 The secretary and treasurer will be elected annually from within the board at the AGM.

Each will hold office for a year and may stand for re-election.

6.6 There will be a maximum number of 15 and minimum number of 7 Board Members.

6.7 The following places will be reserved on the Southam First Board:

-3 x Business representatives

-1 x Representative of community interests

-1 x Officer Stratford Upon Avon District Council

-1 x Elected Member Stratford Upon Avon District Council

-1 x Elected Member Southam Town Council

-1 x Officer Warwickshire County Council

-1 x Elected Member of Warwickshire County Council

6.8 Each member of the Board may nominate a representative from their sector to attend

meetings and vote in their place provided that such nominees are notified to the secretarybefore that meeting

6.9 Southam First will have four Sub Groups each comprising no more than 8 members assigned

to focus on the following areas: ( see 11 for terms of reference)

-Town Improvement

-Marketing Tourism and Events

-Community and Culture

-Business and Economy

6.10 The Board will support the formation of sub groups to deal with specific areas but will

maintain responsibility for decision making based on the recommendations that those sub

groups put forward to the board

6.11 All members of the board will be required to act in the interest of Southam First as a

whole and declare any interests that they may have as individuals or as an employee of any

other organisation

6.12 Members of the Board can be removed if:

-They no longer fill the criteria for membership

-They or their deputy fails to attend three consecutive meetings if good reason has not been

provided for absence

-Their behaviour is deemed to be obstructive and breeching the provisions of this

constitution or any relevant codes of conduct

6.13 If any of these circumstances arise the Chair will raise the situation with the member

concerned and either seek that they remedy the situation (if pertinent) or invite their

resignation. In the event that this does not resolve the situation then the Board will be

invited to vote on the member's removal at the next ordinary Board Meeting

6.14 Members of the Board will need to abide by Southam First's Equality and Diversity

policy.

7 Board Functions and Powers7.1 The Board will meet to progress the aim, objectives and action plan for Southam First. It will

prioritise and further the delivery of projects and make strategic funding decisions.

7.2 Sub Groups will only have the power to make recommendations to the Board.

7.3 The Board has the power to disband sub groups

7.4 The Treasurer will make final decisions on recommended expenditure on a day-to-day basis

and has overall accountability for Southam First's Finances.

7.5 Bank Signaturies; any two of the Chair, Vice Chair and Treausrers signatures will be required

for banking transactions.

7.6 Stratford District Council will be the accountable body for the Tesco section 106 funding.

7.7 The Secretary will be responsible for the compilation of the board agendas and for minute

taking. Minutes will be a record of decisions made unless any member present requests that

a specific statement of the details of deliberations be recorded.

7.8 Minutes will be circulated within a month of the meeting

7.9 The board has the power to amend this constitution through a majority vote

8 Meetings and Protocol8.1 The Board will meet at least six times a year; the meetings will be fixed annually. Additional

meetings may be called in consultation with the Chair giving a 15 day notice period if

deemed necessary by the Chair.

8.2 Meetings will be held at accessible times and in convenient Town Centre locations and will

be determined by the Chair of Southam First.

8.3 Agendas will be sent out by the Secretary at least 15 days prior to the meeting.

8.4 The Chair/Vice Chair will chair all board meetings. In the event of the Chair/Vice Chair being

absent at a properly convened meeting the members present may elect a Chairperson from

amongst themselves for that meeting only.

8.5 Members will be expected to attend meetings regularly and, in the event of being unable to,

proffer apologies at all times

8.6 The Board will require 6 or 40% of its members (whichever is the lesser) in order to be

deemed quorate and conduct its business

9 Annual General Meeting (AGM) and Extraordinary General Meetings (EGMs)

9.1 An AGM will be held annually, not more than six months from the financial year end and will

report upon the following:

-Membership of the Board

-Progress of the Southam First Action Plan

-Funding and finance

-Sub Group activities

-Any required amendments to the constitution

9.2 The AGM can be attended by any Full Member of Southam First in a voting capacity. Other

interested organisations such as residents, community groups/associations or other service

providers may be invited to attend in a non-voting capacity.

9.3 The Board may convene an Extraordinary General Meeting (EGM) to transact any business

that may be dealt with by an AGM or any other item which in the opinion of the board it is

necessary to discuss as a matter of urgency. An EGM may also be triggered by at least 10%

of the general membership giving notice in writing to the Chair that they need a Board

Meeting to be convened

9.4 At least 15 working days notice in writing must be given of any Board Meeting, AGM or

EGM.

9.5 The quorum for an AGM or EGM will be as required for a Board meeting.

10 Voting

10.1 Each member shall have one vote. The Chair will have the casting vote and this can be

used to resolve a deadlock. Votes need only to be cast if there is any dissent with a

proposal, or if any individual member in attendance requests a vote.

11 Sub-Groups Terms of Reference11.1 Appointment of Sub-Groups- The Board shall at the Annual General Meeting (AGM) in

each year, determine the leader of the Sub-Groups.11.2 Membership- The Sub-Group leaders shall be lead by one Board Member and each Sub-

Group will have no more than 8 members. The leader of each Sub-Group shall fill thevacancies of that Sub-Group from the wider membership of the Southam First partnership.Sub Group members should have an interest in, and some experience of, the key issues ofthat Sub Group.

12 Frequency of Meetings12.1 The Sub-Groups shall meet not less than 3 times in each year. A quorum at each

meeting shall be 3 or 40% of its members (whichever is the lesser number).

13 Record of Meetings13.1 The Sub Group Leader shall ensure that an agreed written record of each of their

meetings is forwarded to the Secretary of the Southam First Board within one month ofthat meeting.

14 Dissolution

14.1 In the event that a majority of members consider that there is no further business to beconducted as a group, they have the powers to propose and effect the dissolution of Southam

First.

Southam First

REPORT TO THE ANNUAL GENERAL MEETING 2012

THE EXECUTIVE COMMITTEE

Jayne Greenshield (Chair), Brian Howard (Vice Chairman), Katherine Geddes, Jennie Ellard, Stacy Q'Connor, Pam McConnell(Treasurer), Mike King (Secretary), Neil Goldie, Sue Hinsley, John Appleton, John Smith

Sub Groups

BUSINESS AND ECONOMY Neil Goldie - Leader, Sally Williams, Andy Barber, Debbie Barber, Glenys Hill, Jennie Ellard, Simon TurnerTOWN IMPROVEMENT Katherine Geddes - Leader, Len Gale, Jane Soni, Gill Smith, Lee Ellard, Emily Jamieson, Andrew Jamieson, Stacy

Q'ConnorEVENTS AND TOURISM Sue Hinsley - Leader, Sally Williams, Ashley Keenes, Pam McConnell, Ann Forster, Simon Turner, Adrian Denham,

Lesley Smith, Les Hewer, Suzan TewCOMMUNITY AND CULTURE Brian Howard - Leader, Linda Doyle, Bernard Cadogan, Helen Morris, Katherine Geddes, Pam McConnell

Southam First is an un-incorporated voluntary organisation

This report covers the period from April 2011 to June 2012

• Increased footfall for local businesses and given them an opportunity to showcase their products and services to a new client base

• Provided family activities and entertainment to build a stronger sense of local community

• Stemmed the migration of local people to competing towns at key times of the year

• Provided a business opportunity for local home based businesses; stalls are provided to local people as a priority

• Enabled Southam First to create a formula for sustainable future event delivery

Sub-Group Reports

Events and Tourism

Regular weekly meetings are held to plan imminent events; bi-weekly at other times

Achievements

The group has delivered 6 themed events in Southam town centre:

• Retro RevivalA classic car exhibition, music, dancing and hula hopping from the 1950s era, street stalls and food

• Christmas Food and DrinkA Christmas market and food demonstrations

• Christmas Children's eventLive reindeer, Santa's Grotto, Costumed Characters, snow machine and street stalls

• A Traditional Christmas Market

A street market and entertainment

• Love Southam Valentine's DayAn indoor event in Aldine Barn for children with craft workshops, music and stalls

• Jubilee Street PartyA large street market, games, rides, music and dancing for the whole family

OutputsThe events have:

EVENTS INCOME & EXPENDITURE SUMMARY

Date Event Income raised Support Expenditure paid Expenditure Estimated Net cost ofbySoutham Grant by the SF paid direct by event(s)First stalls, Income Treasurer on SDCandbusiness from SDC consumables , fundingdonations, advertising, paymentsraffles, etc entertainers, etc made to

Southam FirstSep- Retro Revival £596.40 £1,500.00 -£1,455.95 -£3,877.75 -£3,237.3011Dec- Christmas Street Fairs (3) £2,438.20 £2,000.00 -£1,553.70 -£5,525.90 -£2,641.4011Feb- Love Southam £90.00 £0.00 £0.00 -£363.00 -£273.0012Jun- Jubilee Street Party £5,008.38 £5,000.00 -£8,753.77 -£8;029.29 -£6,774.6812Jul- Southam Games £0.0012

Business and EconomyMembers: Neil Goldie - Leader, Sally Williams, Andy Barber, Oebbie Barber, Glenys Hill, Jennie Ellard, Simon Turner

Regular monthly meetings are held

AchievementsThe group has held four Business Networking and Training workshops

-- ._-_._---_ ... __ -_0_- -1I

Visual merchandising workshop; Graham Adams Centre

Business Networking; Aldine Barn

Marketing; Aldine Barn

Apprenticeship Schemes; Aldine Barn

The group has provided business mentoring for 6 local businesses in the form of:

Business planning

Marketing

Shop floor layout

PropsThe group has sourced free props and merchandising materials from shops that have closed down in other towns and have distributed them to shops in

Southam for use

Re-launched and promotion of Southam Farmers Market

Initially the group attended a study tour funded by Action for Market Towns, to Deddington Farmers' Market, which is a local example of best

practice. Here, the group spoke with the organisers and promoted the Southam Farmers' Market to potential new stakeholders.

Building a new partnership: some work was required to gain the support of existing stallholders in Southam's Farmers' Market; they were wary of

intervention for fear of increased pitch prices and new competition. By joining forces, Southam First and the Farmers' Market were able to add

value to the market without the stall holders losing their autonomy.

The group sourced new stall holders who didn't compete with the existing traders; to date a further four new traders have been found - this search

continues.

The group created a Farmers' Market Loyalty card for a trial period until the end of October. At the launch event 60 people gave their e-mail

addresses in exchange for a loyalty card. These addresses will be used to send updates and offers for the market. The card offers three incentives: a

local food poster, jute bag and mug.

• The group put together a programme of rurally themed events for the six summer farmers markets. A logo, branding, programme, posters, banners

and social media campaign have been used to promote the market to over 6000 households.

Shop Locally Scheme

The B&E group prepared a 'shop local' brief and researched shop local schemes in other parts of the country. The group liaised with Southam College and

set the media department a task to create a 'Shop Local' scheme for Southam. After six weeks, ten groups of children presented their schemes to three

representatives from the group. Although none were adopted, elements of three of the schemes are being considered for incorporation into a local scheme

in the Autumn.

Outputs

• Farmers Market traders have reported steady sales in a very depressed economy. Their takings have reduced in other markets they attend while in

Southam they have remained steady. The weather has also not been kind!

• Local people have expressed delight in the improvements to the market and have returned to new stallholders, showing a need for diversity and

quality.

• Local businesses have been pleased with the range of merchandising props and materials they have been given for their window displays; props

they wouldn't usually have been able to afford

• Local College students have been made aware of the social and economic issues resulting from out of town shopping; they have been made to

consider the implications of shopping away from Southam Town Centre; the group has benefited from the free and imaginative thoughts of the

students young minds!

Business and Economy Expenditure

Jute bags (production) £1,520.00

Bag design costs £160.00

Design banner £120.00

A3 promotional posters - design and print £158.00

Design and print programmes £610.00

Design and print loyalty cards £210.00

A3 FM posters - design and print £165.00

Programme distribution £128.37

£3,071.37

Town Improvement Group

The group meets every 6 weeks

Achievements

• The group delivered two Deep Clean Days where they cleaned, swept, polished and scrubbed street furniture, library grounds, pavements and

sign age. Litter picked and weeded. 41 people helped out altogether.

• A new Victorian-style lantern was purchased for Chickabiddy Lane in partnership with the town council to replace an old mercury light.

• The group has been responsible for carrying out the town's benchmarking survey. Members attended a training course to help them understand

the merits of benchmarking and the method used to complete it annually. They then completed the 2012 survey and fed the results back to AMT

for collation.

• New directional signage for free car park in town has been agreed with the town council and county council highways dept

--------------------------------------------- ---

Town Improvement Group ExpenditureCleaning materials £13.8675% cost towards Lantern £826.06Total £839.32

• The group is planning new notice boards and a business board for town centre locations. The design now needs to be endorsed before final designs

are submitted to the town council and businesses for their approval.

• The group attended a conservation area review with SDCConservation officer and English Heritage in February. English Heritage recommends that

Southam stays on their at risk register due to poor street scene and use of unsuitable materials on houses.

Outputs:

• Partnership working with Southam in Bloom, Southam Library, Womens Institute and the town council

• Renewed, refreshed sense of ownership and pride in town centre environment

• Better understanding of economic performance of the town centre - highlights areas to be concentrated on

• Better promotion of town centre facilities and retail offer

Community & Culture

Achievements

Cardall Collection

Throughout the year members of the group have had continuing discussions with Orbit regarding provision being made within the new development for

both storage, work and display areas for the Cardall Collection. These discussions are ongoing.

Directory of local organisations

The library's directory of local community, youth and local government organisations has been updated and placed in the library for general access. This will

be updated and amended on a regular basis.

Oral history of Southam

Helen Morris has continued compiling an oral history of Southam and the surrounding area and now has four CD's complete. These have been on sale to

the general public at Southam First events. Investigation is also on-going in an effort to make extracts available electronically by QR systems to be read by

smart phones at points around the town linked with a heritage trail map.

Music Night at Recreation Ground

Members took part in a trial music night held at the Rec for youth. This was a success and may be repeated in the future if appropriate assistance can be

sought.

Southam Games

In collaboration with Southam Town Council, Southam College and Southam First a celebration of the upcoming Olympics was recently held. This was

spread over Market Hill, The Graham Adams Centre, Southam Primary School and Southam College and involved local "sports" and youth organisations.

This was a qualified success but would nedd to be reviewed in terms of the locations if it is intended to repeat the event in some form.

SDC provided the mobile skate park which links with an initiative to provide a permanent skate park for the town.

Unfortunately, due to the adverse weather conditions some of the planned attractions were curtailed. However approximately 140 youths from the College

and the 9 surrounding feeder schools took part in events at the College.

,'.

The GAC was well attended and Southam First's life size games were an attraction.

During the year group members have participated and assisted at Southam First activities held in the town viz; Retro Day and Jubilee Party.

Southam First Assets

Southam First has built up a bank of assets which will be used to help them deliver their activities in the future. These assets are also available for other

local community groups to hire. Treasurer Pam Mcconnell is in the process of creating a robust hire document outlining terms and conditions of hire and

prices. The revenue raised through hire will be used to repair and replace assets as they depreciate.

Item Number At Cost -20% DepreciationGazebos (branded) frame, roof & 4 sides 25 £10,475.00 £8,380.00

Leg Weights for gazebos 60 £1,320.00 £1,056.00

Electricity Pillar, Market Hill 1 £4,988.45 £3,990.76

Trailer 1 £1,400.00 £1,120.00

Road Barriers 8 £308.00 £246.40

Folding Chairs 16 £193.14 £154.51

Large Chairs 4 £80.00 £64.00

Snow Machine 1 £180.00 £144.00

Giant Games 4 £207.88 £166.30

Electricity Leads £410.00 £328.00

Public Liability/Assets Insurance 1 £213.72 n/aWebsite & Branding £620.00 n/a

£20,306.19 £15,649.98

5

Expenditure from 5106 funds March 2011 - June 2012

ASSETS

Branded gazebos x 25 = £10,475.0060 x 13kg leg weights = £1,320.00Electricity pillar = £4,988.45Trailer = £1,400.00Road barriers x 8 = £308.00Folding chairs x 16 = £193.14Large chairs x 4 = £80.00Snow machine = £180.00Giant games x 4 = £207.88Electric leads = £410.00Public/employers liability insurance =.£123.72Website and branding creation = £620.00

TOTAL = £20,396.19

STREETSCENE

Deep Clean Day (20/5/12) materials = £13.8675% cost of replacement light for Chickabiddy Lane lantern = £826.06

TOTAL = £839.92

EXTERNALWORKSHOPS/MEETINGS

Business planning (March 2011) = £250.00Redevelopment workshops x 2 (November 2011) = £100.00Visit to Coventry Chamber of Commerce (April 2012) = £60.00Farmers' Market development (May 2012) = £37.751st anniversary (May 2012) = £255.00

TOTAL = £702.75

EVENTS

Retro Revival (September 2011)

£3877.75

Christmas fairs x 3 (December 2011)

£5525.90

Love Southam (February 2012)

£363.00

Diamond Jubilee Day (June 2012)

£8029.29

Farmers' Market relaunch (ongoing)

£3071.37

TOTAL = £20,867.31

MISCELLANEOUS

Installation of brackets on shopfronts/Christmas tree purchase, erectionand removal x 15 = £987.40

Purchase of flagpoles/St George flags/Union Jack flags/installation of 5brackets = £605.00

Installation of flagpoles/erection and changing of flags on shopfronts =£300.00

Assets storage charge = £480.00

SF membership cards = £42.64

SF full page advert in Express Advertiser (April 2012) = £189.00

Flyers for National Market Day (June 2012) x 11,000 = £299.00 (50%cost recharged to Sketts)

Tuesday market/redevelopment consultation = £753.99

TOTAL = £3,657.03

OVERALL EXPENDITURE TO 30/6/12 = £46.463.20

UPDATE OF ALLOCATED BUDGETS

Business/markets support - £25,000 budget

Gazebos = £10,475.00Leg weights = £1,320.00Electricity pillar = £4,988.45Christmas trees and brackets etc = £987.40Farmers' Market investment = £3,071.37

Total expenditure= £20,842.22

Remaining as at 30/6/12 = £4,157.78

Streetscene improvements - £25,000 budget

Deep Clean Day materials = £13.86Chickabiddy Lane lantern contribution = £826.06

Total expenditure = £839.92

Remaining as at 30/6/12 = £24,160.08

Contingency/events - £30,944.00

Retro Revival = £3877.75Christmas fairs = £5525.90Love Southam = £363.00Diamond Jubilee Day = £8029.29Flags/flagpoles = £905.00Storage charge = £480.00Membership cards = £42.64National Market Day flyers = £299.00Full page advert Express Press = £189.00Consultation = £753.99Chairs = £273.14Road barriers = £308.00Giant games = £207.88Electric leads = £410.00Insurance = £213.72Website = £620.00Trailer = £1,400.00Snow machine = £180.00Workshops/meetings = £702.75

Total expenditure = £24,781.06

Remaining as at 30/6/12 = £6162.94

TOTAL BUDGETS FROM TESCO'S S106 FUNDS TO SUPPORT PROJECTSTHROUGH THE S106 AGREEMENT VIA SOUTHAM FIRST = £80,944.00 .~

TOTAL EXPENDITURE TO END JUNE 2012 = £46,463.20

TOTAL AMOUNT OUTSTANDING (TO BE EXPENDED BY 1/6/15) =£34,480.80

NB. Expenditure on business support grants, shopfront improvementgrants and the town centre consultants contract is not included here asthese budgets were not accessible to, or influenced by, Southam First.

Katherine GeddesBusiness, Enterprise & Tourism officer, Stratford District Council4/7/12

SOUTHAM FIRST Income and Expenditure

I Reconciled

Date Detail Ref No Income Expenditure Bank Balance Statement

07/09/2011 Stall hire (Turner & Thomas) £45.00 £45.00.._ ...__ . -- -

08/09/2011 Stall hire (Hall) £15.00 £60.00.__ ._.._-- --_.__ .. -.._---

16/09/2011 Stall hire (6 stalls) £90.00 £150.00 -----.. - .... ---- -----19/09/2011 SDCfunding (SFinvoice 001) transfer £1,500.00 £1,650.00 19/09/201121/09/2011 S Cowley (face paint materials) 100002 -£26.95 £1,623.05

- - .....

24/09/2011 John Parnell (Hoop Guy: entertainer) 100003 -£120.00 £1,503.05---- -----~-.- .. ---. -

26/09/2011 R Cardall (band) 100004 -£300.00 £1,203.05•.. ' .-.-- _.-

28/09/2011 Lekeux Events (1950s entertainers) 100001 -£525.00 £678.05-_._.--- .. ....__ ..-.-

28/09/2011 Philip Glannon (first aid cover) 100005 -£230.00 £448.05 --._ ..- - - .... -_ .."

05/10/2011 Stall hire (£15) & cash takings £446.40 £894.45- --_.__ ...... - . - .... . ..__ ._- '---'--

07/10/2011 Below the Line Ltd (artwork & printing) 100006 -£235.00 £659.45 29/10/2011---- -~ .. --20/10/2011 Harbury & Ladbroke News (Advert) 100007 -£19.00 £640.45 --- ..-.- -- --03/11/2011 SDCfunding (SFinvoice 002) transfer £2,000.00 £2,640.45 -_._- f------

09/11/2011 Stall hire (10 stalls) £150.00· £2,790.45----- -.--- ... - -

09/11/2011 Stall hire (5 stalls) £85.00 £2,875.45--.- - --_ ..._-- -- -------

09/11/2011 Starre Ltd (advertising) transfer -£204.42 £2,671.03.".--- _ .

15/11/2011 Starre Ltd (advertising) transfer -£204.42 £2,466.61---_ ..-, ..- ._--- ---_._---_. __ ..._-

15/11/2011 Below the Line Ltd (artwork & printing) transfer -£444.00 £2,022.61 -------_ •....•...... .._._----

16/11/2011 Stall hire (7 stalls) £110.00 £2,132.61 _.-

23/11/2011 Stall hire & 7 membership subscriptions £82.00 £2,214.61 29/11/2011-- --- -.---- ------- -'--

30/11/2011 Stall hire & raffle prize donation £195.00 £2,409.61-.__ ._. -.- --

30/11/2011 Starre Ltd (advertising) transfer -£204.42 £2,205.19 - ._-- .._-07/12/2011 Stall hire £20 & takings £335.20 £2,540.39

._---- .... _ .. .- -.. -_._---16/12/2011 Stall hire £30 & takings £1,346.00 £3,886.39

-~.-.--- ~-------16/12/2011 S Hinsley (consumables purchase) transfer -£46.24 £3,840.15

---- - ---

16/12/2011 S Hinsley (consumables purchase) transfer -£32.20 £3,807.95 ._--_ .._- --- ..--.-- .. ,-.-.".-_.-

21/12/2011 Express Press (advertising) transfer -£200.00 £3,607.95 29/12/2011--'---. ---_ ... _ ..... _. __ ..... ---.----.---

19/01/2012 Stall hire £35 & raffle donation (Sf invoice 003) £135.00 £3,742.95._- .__ . - .-- --------_. __ ._-

19/01/2012 o Wise (asset purchase: extension lead) transfer -£47.98 £3,694.97

Page lof4

SOUTHAM FIRST Income and Expenditure

19/01/2012 British Red Cross (first aid cover) transfer -£198.00 £3,496.97 29/01/2012---~~---~ -~------~~-----'----:----------t----+--------+-------+~-------- -~~--.-~.-20/01/2012 Cub_bin_gt_onS~ver Band (donation) 100009 -£20.00 £3,476.97-----'-----'----------+----f----------I-------I-----~02/02/2012 SDCfunding for Easter (SF invoice 004) transfer £2,000.00 £5,476.9728/02/2012 Whitehall Trailers Ltd (fixed asset purchase) 100010 £4,076.97-- ----- ---'-------+------------- -----.28/03/2012 Stall hire (February event) £4,166.97 31/03/2012

------ ---~-----~--~---~------'------------+------+------+--------+-TOTALS

Balance broughtforward £4,166.97~--.--.--~----~-----------<---------------__+_--__t-----_+-----___I_16/04/2012 SDC funding (pass error - no request made) transfer £4,393.77

--------1 --------+---------~--~-~~~ ----------.-23/04/2012 SDC funding for trailer (SF invoice 005) transfer £5,793.77 30/04/2012----~ --- ---- _._------,------_.-.-,--. __ ._-,'.--

04/05/2012 Stall hire & Budgens donation (£68) £163.00 £5,956.77~ - --.-----_._--_.- -,.- - ._---_ ....__ ._-----

04/05/2012 Business contributions for flagpoles £500.00 £6,456.77 04/05/2012~---~---08/05/2012 SDC Funding for Jubilee transfer £2,000.00 £8,456.77-~~--------------~----t---~-_+-----~~----~-~-----09/05/2012 Below the Line Ltd (artwork & printing) transfer -£540.00 £7,916.77

--_._-- ------._,._---'.' ---

11/05/2012 Heart ofEngland Events (Jubilee games hire) transfer -£1,000.00 £6,916.77-----14/05/2012 Outstanding Events (Jubilee games hire) transfer -£758.40 £6,158.37

-- ... _ ..__ ..... _ .... __ ._._ ..._ ....

15/05/2012 Skipwaste (Jubilee rubbish removal) transfer -£180.00 £5,978.37 15/05/2012---"._------_._-

17/05/2012 Flagpole & stall hire Jubilee £150.00 £6,128.37--~--~--------t--~.~..~.--

18/05/2012 Heart of England Events (Jubilee games hire) transfer -£1,034.00 £_5_,O_94_._37~~lQ~L2()_~_224/05/2012 Grange Hall (Board meeting room hire) transfer -£16.00 £5,078.37 24/05/2012~ ----29/05/2012 Stall hire (Fell) £30.00 £5,108.37

.~----------~-~------------------t-----t-------+---------I---------------31/05/2012 Jubilee expenses petty cash withdrawal transfer -£1,900.00 £3,208.3702/06/2012 Sean Rumsey (singer) transfer -£350.00 £2,858.37

---"---'-----=------'--------------f--------+-------~-------+------------- ---~.-~---~~------~-

02/06/2012 Simon Newton (Jack Sparrow) transfer -£440.00 £2,418.37 02/06/2012-.-----.----- ~.--------..- ------

04/06/2012 Party Express (Kings of the Curve) transfer -£600.00 £1,818.37--- -----'-------"'--- ----''--- j-- __ -I- -I- ___+__ -_.,---_.----_. __.__'__-0-0-.

06/06/2012 Jubilee stall receipts (1) £3,776.73 £5,595.10-- . ----~--'----'---------------+----t---~--f--------~06/06/2012 CJGreenshield (burgers & coke) transfer -£352.46 £5,242.64

- - --------- --------06/06/2012 STew Jubilee stock purchases transfer -£205.49 £5,037.15

------ --'---_ ..._------06/06/2012 Simon Tew Stage Manager transfer -£240.00 £4,797.1507/06/2012 Sam Brown (Brad Pitt) transfer -£380.00 £4,417.15 . I ~

07/_0_6/_2_012D ,!,,_is_e(~lJ_rge_rs_,serviettes etc) transfer -£175.79 £4,241.36 27/()_6l~9_~?J04/06/2012 Peter Monk (Stiltwalker etc) 100013 -£410.00 £3,831.36

- --- --------- ----'-_._--'--07/06/2012 S Williams (kids activity stall supplies) 100014 -£187.92 £3,643.44

Page 2 of 4

Page 3 of4

,SOUTHAM FIRST Income and Expenditure

08/06/2012 Jubilee stall receipts (2) £303.65 £3,947.09------.-----

15/06/2012 MC! Electrical Ltd Raffle Donation transfer £30.00 £3,977.09--- -~---

18/06/2012 SDC Funding for Jubilee transfer £1,000.00 £4,977.09--- -_._--

19/06/2012 Bank Charge (error - being resolved) -£6.00 £4,971.09 29/06/2012.-- ..--~- ....... -

02/07/2012 STew Jubilee stock purchases transfer -£125.60 £4,845.49------ "---

07/07/2012 British Red Cross (first aid cover) transfer -£206.40 £4,639.09----- --

06/07/2012 Bank Charge (error - refunded) transfer £6.00 £4,645.09 07/07/2012--- .. - - --"'-

10/07/2012 Jubilee Stall Hire (Constable) chq £25.00 £4,670.09"---.- -- .

10/07/2012 Donation from The Friendship Group chq £30.00 £4,700.09 17/07/2012

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I

I

II I I II

II I 11

I

I II

Treasurer's Petty Cash

PErry CASH ACCOUNT~- ,

in out bal------~Unbanked cash from 10th Dec £199.35 £199.35--SH Budgens receipt Refuse sacks & kitchen roll -£4.26 £195.09Unbanked cash from 17th Dec £99.48 £294.57Gluhwien purchases 10th Dec stall -£186.00 £108.57Pam reimbursement SDC Gaming licence & postage -£42.27 £66.30---~--.~.---~------

£66.30._._-_...-----------------

£66.30--~---~~-.-----------Cash held by treasurer £66.30~-'-------- --Sue refund Otter Bliss stall fee -£15.00 £51.30

--------

Sue refund Gill Russell stall fee -£15.00 £36.30-~--.-.------.-----------Sue receipt Generator petrol (1) -£12.55 £23.75

-".-

Sue receipt Generator petrol (2) -£7.44 £16.31Unbanked Cash from KG Soup & tea stall £110.00 £126.31--------Gratuity Santa -£25.00 £101.31---------~--

Gratuity Iggle Piggle -£20.00 £81.31--------------------

Gratuity Upsy Daisy -£20.00 £61.31

Member sub Jenny Frith £1.00 £62.31--_._-

Cash from Sue Member subs £2.00 £64.31Cash from Sue Tea sales £4.78 £69.09-------~----------~Sue receipt purchase of cones for Chef -£3.50 £65.59

--------Sue Float surplus returned £9.50 £75.09

----------Flip in Hair Stall Hire unbanked £30.00 £105.09Balance before Jubilee event: £105.09Jubilee Float Jubilee float bank withdrawal £1,900.00 £2,005.09f------ - --------_.,-'---

Ron Goodwin Jubilee Sound System -£650.00 £1,355.09--,-

Ron & Rob Jubilee Band Ron & Rob -£220.00 £1,135.09Jolly Rogers Jubilee Band Jolly Rogers -£300.00 £835.09Lucy Dixon Jubilee Entertainer L Dixon -£150.00 £685.09

--_._--'----'-

Floats issued Jubilee stalls floats issued -£120.00 £565.09Claire Murray Cupcakes cost -£90.00 £475.09Sue Present for Jubilee Queen -£29.00 £446.09

18/07/2012 1 of 4

Treasurer's Petty Cash

PETTY CASH ACCOUNT---~---in out bal-----

Ashley Pimms stock (evening) -£101.80 £344.29-

Simon Stationery notepad for games -£3.00 £341.29. ---~-~-.--.-...-----.----------.- ..----

Sue Trailer number plate -£9.00 £332.29Balance after Jubilee event: Petty Cash held by Treasurer at 170712 £332.29

18/07/2012 2 of 4

Treasurer's Petty Cash

Notes & Coins held by Treasurer in Petty Cash£20.00 I £10.00 I £5.00 I £2.00 I £1.00 SOp 20p lOp 5p 2p lp,~---1 TOTAL

L--==l===-~==-r------~ t= t==j=-=If----------i I

I------I---~--f__----~ -t-------+-----+------+-----+-----+-------+----t------~-+_--

£20.001: £O.OO~ £0.00 £0.001 £3.001 £5.001£440

1£3.501 £0.

401 ~_ . =+= £36.30~ ------ .-~--~.-~

~-~- --~-.--.-.--.--- ~.-~----- ..--.-- -

~--~~.-~.------=-~--..•.-......•f20.00 ---£30.001 ro.oo ro.oo EO.ool £3.501 f4.001 £3.501 fO.301 EO.OOI EO.011 £61.31

------------

£20-:00r--£30.001 fO.OO1 fo.ool f2.001 f4.501 f4.001 £3.501 fO.301 EO.OOI fO.011 £64.31

f20.00 £30.00 fO.OO fO.OO £3.00 £14.00 f4.00 £3.60 f0.40 EO.04 EO.05 £75.09

-~-~=L--J I---~ ------+---------+---

18/07/2012 3 of 4

Treasurer's Petty Cash

Notes & Coins held by Treasurer in Petty Cash£20.00 £10.00 £5.00 £2.00 £1.00 SOp 20p lOp 5p 2p lp TOTAL

-------- -~---~-.

------ _._---- ----_ ... -~ -.-----£0.00 £260.00 £0.00 £20.00 £49.00 £0.00 £1.20 £1.60 £0.40 £0.04 £0.05 £332.29

18/07/2012 4 of 4

EVENTS INCOME & EXPENDITURE SUMMARY (from available information)

Date EventSep-l1 Retro RevivalDec-l1 Christmas Street Fairs (3)Feb-12 Love SouthamJun-12 Jubilee Street PartyJul-12 Southam Games

Sep-12 Retro Revival RevisitedOct-12 French Street MarketDec-12 Christmas Street FairAug-13 Living History Weekend

Income raised bySoutham First stalls, Supportbusiness donations, Grant Income

raffles, etc from SDC£596.40 £1,500.00

£2,438.20 £2,000.00£90.00 £0.00

£5,008.38 £5,000.00

Expenditure paid by the SFTreasurer on consumables, advertising, entertainers,

etc-£1,455.95-£1,553.70

£0.00-£8,753.77

£0.00

Expenditure paid directby SOC and fundingpayments made to

Southam First-£3,877.75-£5,525.90

-£363.00-£8,029.29

Estimated Net cost ofevent(s)

-£3,237.30-£2,641.40

-£273.00-£6,774.68

ItemGazebos (branded) frame, roof & 4 sidesLeg Weights for gazebosElectricity Pillar, Market HillTrailerRoad BarriersFolding ChairsLarge ChairsSnow MachineGiant GamesElectricity LeadsPublic Liability InsuranceWebsite & Branding

Number2560118

16414

Pu rchase Date

1

At Cost£10,475.00£1,320.00£4,988.45£1,400.00

£308.00£193.14£80.00

£180.00£207.88£410.00£123.72 'Lt)£620.00

£20,306.19

-20% Depreciation£8,380.00£1,056.00£3,990.76£1,120.00

£246.40£154.51£64.00

£144.00£166.30£328.00

n/an/a

£15,649.98

NotesCheque No 100011 was voidedCheque No 100012 is held by Southam Lions - damage deposit of £100 for loan of tables.