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Reading Room Committee – Minutes of meeting held on 7th May 2024

Constable Burton Village
Minutes of Reading Room Committee
7th May 2024 @ 6:00pm

  1. Apologies of Absence : Edwina Yates & Thomas Naylor
  2. Persons Present & Guests : Cathy Ayers, Stewart Ayers, Jenni Shaw, Helen Bush, Jean Knight, Moira Edington, Mal Logan, Carol Dixon, Andrew Dawson, Mike Hale, Niesha Snarr, Charles Wyvill, Imogen Wyvill, Simon Lemm, Dawn Gelder.
  3. Matters Arising : Not APPLICABLE as this is the 1st meeting for the new committee.
  4. Protocol of Future Meetings : All meetings moving forward will be flexible and suitable for the majority of the committee and take into account Family/Work Commitments.
    1. Agenda to be advertised on the ConstableBurton.org website and posted in the village Notice Board. Ideally aimed to be a week before the scheduled meeting.
  5. Treasurers Report : N/A this is the 1st meeting and handover from previous committee to new committee is still in progress.
    1. Since the AGM ON 19th April received £10.00 pw total £20 so far from the POP UP SHOP.
  6. Notice Board : Relocation of the subsequent wooden notice board, it was discussed by all in attendance and a vote showing of hands, unanimously all agreed the wooden notice board to be re-instated back in the original position and both the Parish Council & Village Community go back to sharing the space. This was to be also discussed at the next parish council meeting on the 13th May 2024.
  7. Book Swap : This initiative has been introduced to everyone in the village to be able to swap a book, or to purchase a book for a donation that will then be used to help buy new books when required to keep a good supply for all to enjoy. Any donations of books to help replenish the shelves would be greatly appreciated and a suitable donation box / container will be placed in the reading Room.

    The Book -Swap shop will be open along side the Pop up Shop 12:00 to 1:30pm & Saturdays from 9:00 to 12:00am
  8. Progress so Far :

    Reading Room Car park has been cleared of unused / waste items and weeds removed, Coal shed roof repaired and now water tight and door sanded and repainted, Lawn Mower shed Door has also been sanded and painted by Simon Lemm. Keter shed has been made tidy to make space for further storage of the excess chairs, Fire grate, ash pan & plates replaced, Coal bunker repositioned, Fruit trees planted on the allotment plot ( kindly donated by Charles Wyvill) also kindly donated are a selection of fruit bushes from Mike Hale and a very large beautiful Camilla bush from Jenni & Steve Shaw which has been placed on the green for all to enjoy, with a further kind offer from Imogen Wyvill of more fruit bushes from the CB Halls Kitchen Garden.

    It was asked, what is the purpose of the Fruit Orchard and it was explained this was for the villagers to enjoy by using the fruits produced to make jam by our very own jam makers in the village or anyone wanting to try making jam. It was felt that this would be lower maintenance and for something for everyone in the village to enjoy and get involved with.

    There will also be a Pumpkin Patch for the villagers / children to come pick a Pumpkin to carve at Halloween.
  9. Future Events :
    1. Planned Afternoon Tea is set for Saturday 25th May 2024 ( flyer to follow )
    2. Supper Club event 15th June 2024 ( French themed night with games, Quiz and raffle.
    3. POP UP SHOP will now be every Wednesday 12:00 to 13:30pm ( it has been suggested through the summer holidays to run along side the pop up shop a children’s event arts/ crafts & games either in the Reading Room or on the green. ( more details to follow )
    4. Kids Halloween will be still taking place and date to be confirmed with an Adults Supper event in the evening.
    5. Wreath Making events in autumn & winter ( more details to follow )
    6. Summer Fair, August Bank Holiday Weekend ( separate meeting taking place on 4th June 2024 at 7pm in reading rooms to discuss all ideas and looking for anyone to volunteer either on the day or just the run up to the event, any help what ever that may be will be very much welcomed and appreciated.
  10. Any Other Business : Resident Jean Knight expressed a concern over the disposal of items no longer required or damaged that where donated to the Reading Room without consultation to the villagers, So it was agreed any further disposals of any such items donated, the villagers will be given the opportunity to take back as to not cause any upset.
    1. North Yorkshire Fire Service Officer visited the Reading Room and give guidance/ advice to ensure we are up to speed and certain safety measures are in place in the Reading Rooms a public space. There were a number of points we need to address such as indoor clear pathways and exits, fire extinguishers are 6 months out of date and currently no fire/carbon monoxide alarms, Currently awaiting full report so these can all be addressed.

Date of next meeting : Tuesday 18th June 2024 at 7:00pm

Minutes of the Reading Room Committee’s AGM, Held in the Reading Room on Friday 19th April 2024.

Constable Burton Reading Room Committee
Annual General Meeting
held
Friday 19th April 2024
at 6pm

Present:Barry SnarrChair to the Reading room Committee
Hilly DobsonVice Chair and Events Co-ordinator
Imogen WyvillTreasurer
Charles WyvillPatron
Apologies:Edwina YatesMember of the Community
Stuart AyersMember of the Community
In
Attendance:
D’Arcy WyvillMember of the community
Rebecca DuffMember of the community
Tony DuffMember of the community
Kathy AyersMember of the community
Andrew DawsonMember of the community
Simon LemmMember of the community
Dawn GelderMember of the community


Minutes

  1. Acceptance of minutes from AGM 2023.  

    Minutes accepted as a true record-proposed by Rebecca Duff and Seconded by  Niesha Snarr.  
  2. Chairmans Report 

    See Appendix 1 
  3. The Chairman read out a personal statement regarding the CommitteeSee Appendix 2 
  4. Treasurers Report 2023-2024 

    See Appendix

    A financial analysis had been carried out by the Treasurer regarding the running costs  versus income into the Reading Room and conclusions drawn as to the financial  situation going forward. This is summarized below: 

    The overall end of year financial figure has diminished to reflect the fact that the Reading  Room has now spent the grants we successfully applied for and received, but is now of course able to boast a very welcoming and fit for purpose facility plus a healthy starting point for the new financial year.

    As part of ongoing renovation of the building, and as a means to reduce some of the running  costs, the Chairman has suggested that a piece of work be done going forward to identify  grants to update the central heating system as our current system is very outdated and  inefficient.  

    Over this year expenditure surpassed fundraising income by £2475.56. At current projections  this would mean that the Reading Room as a community asset could only sustain itself on its  current bank balance for the next 2.5 years unless income is significantly increased. I would  recommend that room hire, and hiring of other assets (garden/marquee etc) be increased to  generate more income and in many cases to contribute more fairly to the increased cost of  running the facility. Villagers have been asked previously for suggestions as to what type of  event they would be happy to engage with, and this led to new classes in flower arranging, Art  and Wreath making classes, with no other requests for different types of events made. Based  on this report however there should be further consultation and review of the types of events  to be held next year, as some of our traditional ones may no longer be financially feasible.  Other initiatives meant to give the community opportunity to come together such as opening  up for fish and chip supper together and our warm room initiative may also not be financially  viable as these impact on costs with no income stream attached. 

    From a governance perspective it is good practice to keep accurate and transparent records,  open to scrutiny and audit regarding funds raised, which the committee has always complied  with. I would recommend that mechanisms are in place to ensure all funds that have been  raised in the village should be supported by adequate record keeping and that these are  available for scrutiny and oversight.  

    As a village we are very lucky that the Wyvill family continue to allow us to use the Reading  Room facilities to bring people together and hopefully in doing so enrich the lives of the  community, however, no matter the amount of work the committee does, unless the villagers  themselves support the events more fully, the future sustainability of the Reading Room as a  Village asset may be threatened.  

    See full Treasurers Report at Appendix 3 for further financial details.  

    The accounts were this year were audited by Ms Kim Duke (Accountant).  
  5. Events Co-ordinator Report 

    See Appendix 4 
  6. Future Events

    The Current Vice Chair/ Events Co-ordinator Hilly Dobson has also decided not to  stand as a Committee member this year and as such the new programme of events  will need to be produced by the new committee. However Hilly held a successful Easter  event involving 9 children which was enjoyed by all. Hilly has also continued to be a  great support to the Pop-up Bakery and the Art and Crafts Group. 
  7. Election of Committee Members

    As previously indicated, the meeting was advised that the Chairman, The Treasurer and Vice Chair/Co-ordinator no longer with to stand.

    Nominations had been received for the following:

    Cathy Ayers – Chairperson. Nominated by J Handly, Seconded by T Naylor.
    Imogen Wyvill – Treasurer/ Event Organiser. Nominated by B Snarr, Seconded by H Dobson.
    Stuart Ayers – Member without portfolio (MWP). Nominated by J Handly, Seconded by T Naylor.
    Andrew Dawson – MWP. Nominated by M Logan, Seconded by M Eddington.
    Edwina Yates – Events Co-ordinator. Nominated by B Snarr, Seconded by H Dobson Simon Lemm- MWP. Nominated by C Ayers, Seconded by A Dawson.

    The outgoing Chairman asked the meeting/new Committee if they wished him to continue Chairing the meeting and this was agreed

    Niesha Snarr the outgoing Treasurer offered to continue the management of accounts up to the end of April 2024 and this was agreed. Handover will be from 1st May 2024
  8. Any Other Business

    Simon Lemm- suggested a number of approaches going forward, including 3 day events (instead of 1 day events), trade stalls and craft fayres etc. Barry Snarr thanked him for his suggestions however pointed out that it would have been helpful if these suggestions could have been given earlier in the financial year

    Charles Wyvill (Patron) stated how sad he was that Niesha, Barry and Hilly were stepping down and thanked them for their hard work and commitment to the village and the wider community. He stated that they had brought some great new ideas and enthusiasm to the committee and he had enjoyed working with them.

    D’Arcy Wyvill (Landlord)- Thanked the Committee for all their hard work and efforts over the year, acknowledging that work was done voluntarily and appreciates what hard work it is. He went on to say that he felt that all the community had benefited from this. He especially thanked Hilly Dobson for her many years of service and commitment to the village.

    Next Meeting – to be held Tuesday 7th May time to be confirmed

    The meeting was closed, and everyone thanked for coming.
Attachments: Appendix 1Chairmans Report
 Appendix 2Chairmans Personal Statement 
 Appendix 3Treasurers Report 
 Appendix 4Events Co-ordinator Report 
 Appendix 5Letter from judi Loadman

AGM 2024 – Agenda

AGENDA


AGM 2024
To be held in The Reading Room
On Friday 19th April at 6.00pm

  1. Acceptance of Minutes from AGM 2023
  2. Chairmans Report to include
    1. Past events.
    2. Reading Room Renovations
  3. Accounts. Treasurers Report 2023 to 2024. Income/Expenditure
  4. Future Events.
  5. Election of Committee Members.
  6. Any Other Business.
  7. Date of next Committee meeting.

Any persons who wish to join the Committee, please advise by email a minimum of 5 days prior to the AGM or contact Hilly Dobson directly.

If you have any other subject that you wish to have added to the above Agenda please let me have notice of it by Wednesday 16th April.

Barry Snarr
Chair to the Meeting Room Committee
Constable Burton.
barrysnarr56@gmail.com
07730 986863

Happy Easter! – 2024

HAPPY EASTER

SUNDAY 31st March.

The Fun starts at 2.30 pm on the Village Green.

Easter Egg Hunt. All eggs found will be exchanged with sweets for your ‘hard work’ and rewards per child.

Easter Egg Rolling on the Green. Give your name to Hilly. Please bring a hard-boiled egg designed and painted with your own special design. 10 Rolls, prizes go to undamaged eggs.

Later in the afternoon, light refreshments, juices etc followed by a

’ Paper Workshop’ designs include Bunny’s, Egg Baskets, and a Puzzle Solver.

Later in the afternoon – Judges announce the Winners. Followed by the Prize giving’s.

Any Donations will be gratefully received, Thank you in advance.

George Tomlin

Dear All.

It is with great sadness and sorrow that I have to share with you the passing of George Tomlin, former Chairman of the Reading Room, a good friend and mentor, and great supporter of the village.

He died peacefully at home, surrounded by his family and loved ones.

The Funeral arragements announced by his family are as follows:

The funeral for Major George Tomlin MBE rtd will be held at Maple Park Hambleton Crematorium, Skipton Bridge, Thirsk YO7 4SA on

Tuesday 7th November at 2.30pm.

Family flowers only please, donations if desired will go to The British Red Cross (plate in Chapel) or may be sent direct to the charity or c/o Sanderson & Co Funeral Directors, Leyburn Business Park, Harmby Road, Leyburn, N Yorks, DL8 5QA.

Will friends please meet at the Crematorium.


Our condolences go to all his family and friends.

RIP George.

Barry 

Chairman 
Constable Burton Reading Room.