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of work be done going forward to identify  grants to update the central heating system as our current system is very outdated and  inefficient.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

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