AGM June 2016 Documents


Agenda for the Annual General Meeting: 16th of June 2016

  1. To approve the Minutes of the AGM held on the 19th of November 2015.
  2. To approve the Minutes of the EGM held on the 25th of February 2016.
  3. To receive a report of the Trustees: Jim Robinson.
  4. To receive Audited accounts and Treasurers report: Gill Battarbee
  5. To receive nominations for the Officers of the Society and make appointments:
    1. Hon Chairman.
    2. Hon Vice Chairman.
    3. Hon Secretary.
    4. Hon Treasurer.
  6. To receive nominations for Trustees and make appointments.
  7. Any other business.


Minutes of Annual General Meeting: 19th November 2015: Memorial Hall                          

The meeting opened with a welcome from the Chairman, Jim Robinson, and the minutes of the AGM on 3.12.14 were circulated. As requested at last year’s AGM a statement of the Society’s assets was circulated.

Our President, Baroness Lockwood, sent apologies for absence and best wishes to everyone present at the meeting.  Jim Robinson keeps her up to date with events and activities. She is proud to hear of the Society’s achievements.

The Chairman thanked the following people for their support and hard work (In no order of preference).

  • Don Barrett for his continuing support.
  • Catherine Snape and her team of newsletter deliverers.
  • Brenda Crooks and her team of helpers for refreshments.
  • Mike Bolton and Keith Appleyard forhelp with the MUGA.
  • Stan Wainer and Mark Wood for regularly checking the MUGA.
  • Diana Keeble for organising the Spring and Autumn fayres.
  • Christine Brown for proofreading the Society’s
  • Ian Drysdale and the Finance Team.
  • Catherine Snape (again) and Geoff Hairsine for Blue Plaques and WW1 commemorations.
  • Addingham Parish Council for fostering good relations and support.
  1. The minutes of last year’s AGM were read.

There were 2 items to be commented on from last year’s minutes.

  • A seat was installed at the end of Low Mill Lane but disappeared mysteriously after 3 weeks.
  • At the suggestion of Richard Hunter-Rowe, the Civic Society now attends the Memorial Hall Management Committee meetings.

Minutes Agreed: Proposed by Catherine Snape, Seconded by Diana Keeble

  1. Review of the year.

This was provided by the Chairman on behalf of the Trustees. It included a comprehensive review of the last 12 months. A summary will be provided in the next members Newsletter and the full report posted on the Society’s website.

  1. Treasurers Report.

Ann Austin and Gill Battarbee act as joint Treasurers. The Finance report for the year was circulated.

The MUGA balance sheet was detailed in a separate report which was also circulated.

AA and GB would like to thank Ian Drysdale and Peter Mirfin for their help and support.

The Financial Accounts Agreed: Proposed by Beryl Robson, Seconded by Pauline Birch.

  1. Election of Officers.

                The following officers were all elected:

Chair:                                     Jim Robinson

Vice Chair:                             Malcolm Keeble

Joint Treasurers:  Ann Austin/Gill Battarbee

Hon. Secretary:                    Lynda Robinson

  1. Election of Trustees.

The existing board of Trustees: Ken Birch, Pam Drury, Steve Lloyd and Jack Robson were all elected.

There were 2 new trustees: Sue Hunter acting as minute secretary and Brenda Crooks.

The Officers and Trustees were all approved and elected unanimously by the Members.

  1. AOB.

There were no items of AOB.

The meeting closed with Don Barrett expressing thanks to the Chairman on behalf of the members and the village as a whole.


Minutes of Extraordinary General Meeting: 25th of February 2016: Memorial Hall.

  1. Chairman’s Welcome

Jim Robinson, Chairman, opened the meeting at 7.30pm.

Present:  Jim Robinson (Chair), Ann Austin, Gill Battarbee, Brenda Crooks, Ken Birch, Sue Hunter, Malcolm Keeble, Steve Lloyd, Lynda Robinson, Jack Robson

Apologies: Pam Drury, Don Barrett (Vice President)

In attendance: Ian Drysdale (Chair of Finance Committee), Peter Mirfin (Finance Committee)

The Chairman welcomed all present and outlined the reasons for the meeting.


  1. Reason for Extraordinary General Meeting

The constitution was very outdated and needed to be altered.  Charity Commission requirements have changed.  Also, the MUGA has been added.

A working party was set up about nine months ago to work on updating the Constitution.  Expert legal advice has been secured regarding Charity Commission regulations, as well as advice from Clive Whitaker at Bradford Community Voluntary Service and from Yorkshire and Humber Association of Civic Societies (YHACS), of which Addingham Civic Society is a member.

At the end of August 2015 the Trustees sent out an initial revised Constitution.

We started to consult with Members around September 2015.  We held an Open Forum in September and obtained some feedback from that, which has been incorporated.

We aimed to complete the Constitution in time for November’s AGM, but realised it would not be ready by then.

It was raised with members again at the October and January meetings.

This is now the ninth draft.  We have broadened the Objects (what we will do as a Civic Society), to give more flexibility and scope.  We have added more Powers (how we will achieve the Objects).

The ninth draft reflects our plans for the future including technical and legal changes. It has been approved by the Trustees and hopefully it reflects our Members’ wishes.

  1. Proposals

The Trustees proposed that the Constitution as amended be approved and adopted.

However, a motion was received, proposed by Mike Bolton and seconded by Keith Appleyard.

Mike Bolton’s motion states:

Changing the Constitution is not a matter to be taken lightly and Members have the right to have confidence in, and a full and comprehensive understanding of, the changes proposed by the Trustees as required by the Charity Commission Guidance CC48: paragraphs 9.3 and 15.6. A short meeting before a speaker meeting is not an appropriate way of achieving this and we ask the Trustees to call a separate EGM with the twin purposes of:

  1. Confirming that the proposed changes to the Constitutionand the process adopted for approval by Members are in accordance with Charity Commission guidelines and
  2. Explaining the changes to the Constitution and allowing a full and comprehensive discussion of these changes by Members before they are voted on.


The Chairman read out the Motion that was proposed by Mike Bolton (apologies for absence having been received) and

Seconded by Keith Appleyard


From the floor:

Harry Jevons proposed that Members should vote against this Motion, and should accept the Trustees’ Motion.

Jonathan White congratulated the Trustees on the hard work done to amend the Constitution, and proposed that the Trustees’ Motion should be accepted.

Valerie Lomas stated that as the Trustees had spent much time preparing the Constitution the Members should trust their judgement and approve it.

A note from Don Barrett (Vice President) was read out emphasising that the Constitution is an important document for Members to consider and that they should support their Trustees.

Peter Wilkinson raised matters of a procedural nature and points of order regarding the meeting itself.


A vote was taken, on Mike Bolton’s Motion:

In Favour               4

Against                   45

Abstained              1


A vote was taken on the Trustees’ Motion – that the Constitution as amended be approved and adopted:

In Favour               48

Against                   1

Abstained              1


Now that the revised Constitution has been approved by over 90% of the Members present at the EGM, it will be lodged with the Charity Commission.  60 days after it is accepted by the Charity Commission it will come into effect.  It will then be added to the Adding ham Civic Society website.


The Extraordinary General Meeting ended at 7.55pm.


Statement of Society’s Assets: 16th of June AGM.


  • Multi Use Games Area (MUGA)
  • MUGA noticeboard
  • MUGA token box (on side of pavilion)
  • Tennis net and posts
  • Netball posts and nets
  • Short tennis equipment
  • Acer laptop and bag
  • Dell projector
  • Saville Falcon OHP
  • Audio Technical microphone kit
  • Bogey amplifier and speaker
  • Computer stand
  • White board stand
  • Folding display boards and bag
  • Spring/Autumn Fayre banner
  • Two ‘Society’ banners
  • Framed record sleeve donated by David Harrison
  • Cable covers and 4 way adaptor
  • First Aid box and contents
  • 2 cork pin boards
  • Wooden duck, display box and Society cloth
  • Misc bits and bobs including ‘catering’ items
  • Books on hand at estimated market value of £300


ACS AGM Finance Feport 2016_p1 900_1315


ACS AGM Finance Feport 2016_p2 900_1358

Addingham Civic Society