AGM May 2019 Documents

Documents for AGM on 16thMay 2019


            Annual General Meeting
      Thursday 16th of May 2019 @ 7.30pm.
            Addingham Memorial Hall
  1. Chairman’s Welcome and Apologies


  1. To approve the minutes of the AGM held on the 17th May 2018    


  1. To receive a report from the Trustees: Chairman Jim Robinson      


  1. To receive Audited Accounts and Treasurers’ Report: Treasurer Ann Austin             


  1. To receive nominations for the Officers of the Society and make the appointments.
        Hon. Chairman

        Hon. Vice Chairman
        Hon. Secretary
        Hon. Treasurer

      6.  To receive nominations for the Trustees of the Society and make the appointments.
       7.  Any other business

Addingham Civic Society
 Minutes of the Annual General Meeting
Thursday 17th May 2018
Venue: Addingham Memorial Hall


1.       Chairman’s welcome and Apologies. 
Jim Robinson opened the meeting at 7.30pm.

  • Jim Robinson (Chair), Ann Austin, Gill Battarbee, Ken Birch, Brenda Crooks, Sue Hunter, Malcolm Keeble, Lynda Robinson, Richard Walton and Ian Drysdale as Chairman of the Finance Committee.

There were a sufficient number of members in attendance (65) for the AGM to be quorate.
Formal apologies: Alan and Linda Davies, Mike and Shirley Bolton and Jayne Hood.
The relevant papers for the AGM were sent to Members in advance of the AGM, with the May Newsletter.

2.           Minutes of AGM held on the 18th May 2017 and any matters arising. 
There were no matters arising.
Minutes Proposed and Seconded from membership present at the meeting.
Unanimously agreed by the members present.

3.           Chairman’s Review of the Year
The Chairman outlined the Society’s highlights since last year’s AGM, in no particular order:

  • The Environment Group has gone from strength to strength – with thanks to Rick Battarbee and his team of hard working volunteers.
  • 3 new blue plaques – High Mill Close, Penny Hole, Low Mill and Bridge 55 on Back Beck Lane.
  • Acquisition of our very own BT Telephone Kiosk: officially opened last month.
  • There have been 10 Members Meetings and a Christmas Party.
  • For the first time we launched a range of Society Christmas Cards.
  • We held 2 successful Fayres– Spring and Autumn. This gave a significant boost to our finances, with the Spring Fayre this year breaking all records. Thanks to Diana Keeble for organising.
  • Village Newsletters: September last year and February this year –  distributed around the village by volunteers. In conjunction with the Parish Council.
  • The Neighbourhood Plan made good progress (Parish Council,  Village residents and the Society): culminating in the Village Consultation Event at the beginning of May.
  • Summer Trip: Visit to Samlesbury Hall and then a canal boat trip from Barton Grange.
  • Continued to support other Clubs and Societies.
  • Our latest Publication by Don Barrett: Walks around Addingham.
  • Updated our Website.
  • Launched our Village Community Awards Scheme with 3 organisations benefiting to date.
  • Bestowed 4 Honorary Life Membership Awards (sadly one recipient Jane Scott died last month)
  • Civic Pride Awards: Don Barrett in Sept last year and Sue Ross this month plus one more to follow later in the year.
  • We attend Civic Voice’s National Meetings of large Civic Societies.
  • All going well in the next couple of months we will reach  400 Members. This is more than 10% of the the Village’s population, the second largest Society in Yorkshire.
  • With our growth in membership numbers in the last 8/9 months we held a new Members evening at the end of last month.
  • We have just released our GDPR Data Privacy Policy.

4.           Finance report
Audited accounts and Treasurer’s report had been circulated with the May Members Newsletter. There were no matters arising.
The proposal is that the accounts be agreed as presented.
Accounts Proposed and Seconded from membership present at the meeting.
Unanimously agreed in favour by the members present.

5.           Trustee Nominations                                                              
Lynda Robinson stood down as Honorary Secretary and Trustee. The Chairman thanked Lynda  for her hard work over the last 2 years.
There were no nominations received for any of the Officers roles.
Gill Battarbee (Joint Treasurer Trustee) agreed to take over as Honorary Secretary.
Ann Austin had  previously shared the role of Treasurer with Gill, she agreed to take over the role as Treasurer in her own right.
There was one new Trustee nomination. Ian Drysdale was proposed as a Trustee in the role of Financial Advisor.
Gill, Ann and Ian’s nominations had all been proposed and seconded.
The appointments were agreed unanimously by the members present.
The Chairman and Vice Chairman along with the remaining existing trustees all agreed to stand again and were re-elected unanimously by the members present.
6.           Any Other Business
The Chairman thanked Ian Drysdale and Peter Mirfin for all their hard work on the Finance Committee.
Thanks were also given to all the Society’s members for their help and support.
Don Barrett gave a vote of thanks for the Society.
The minutes will be uploaded onto the Society’s website once approved at the May 2019, AGM.
The AGM was concluded at 8 p.m.

Statement of the Society’s Assets: as at 31st of March 2019 (end of Financial Year)
• Acer laptop and bag
• Dell projector
• Saville Falcon OHP
• Audio Technical microphone kit
• Bogey amplifier and speaker
• Computer/projector 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 and 15 matching table cloths
• Misc gift cards
• Quantity of hi-viz jackets
• Misc Xmas decorations and bunting
• Books, notelets and dvd’s in hand at estimated market value of £350
Finally, 14 Blue Plaques that are wholly or partly owned by the Society. In addition 1 Bronze special WW1 plaque located on the Village’s War Memorial.
Financial Reports


Addingham Civic Society