Minutes of Reading Room Annual General Meeting June 25th 2018

Present: Neville Gray, Sally Dobson, Doreen Jordon, Vera Heppell, Lorraine White, Louise Leonard, Hazel Chalmers, Marion Lewis and Debbie Reed.

1. Apologies: Dean Bowen, Chris Lindsay, Georgina Harper, Caroline Grinsted and Jessica Birch

2. Minutes of AGM held on July 26th 2017: these were accepted as a true record.

3. Matters Arising from the minutes: none.

4. Trustees' Report for the year from end March 2017 to end of March 2018:

Neville Gray delivered this report, which was distributed around the members present, will be circulated with these minutes, and can be seen in the Reading Room.

Neville noted our sadness about Hazel Fulton’s death and our gratitude for all her work and support for the Reading Room over a long period of time

5. Treasurer's Report and presentation of annual accounts up to end of March 2018:

As the Treasurer was unable to be present, the Chair summarised his report by explaining how the amount of maintenance and refurbishment carried out this year had accounted for a £5000 difference between income and expenditure.

The accounts had been independently reviewed by Mary Jones and were formally accepted by the meeting.

The full Treasurer’s report will also be circulated with these minutes.

6. Appointment of trustees/management committee members for coming year:

Chair: Neville Gray

Hon. Treasurer: Chris Lindsay

Bookings diary: Debbie Reed

Minutes Secretary: Debbie Reed (co-opted)

Health and Safety Officer: Dean Bowen (co-opted)

Hazel Chalmers (Chat club)

Lorraine White (Drama club)

Sally Dobson (Craft club)

Georgina Harper (Church)

Doreen Jordon (Parish Council)

Marion Lewis (Choir)

Louise Leonard (Film club)

Vera Heppell (WI)

Nicola Oliver (Energise) – to be reviewed as Energise’s new programme means that Nicola would be unlikely to be able to come to Monday meetings

7. Reports/ comments from user groups:

Chat Club: Hazel gave a detailed report on all the Chat Club activities and thanked the Reading Room committee for their continued support. As usual, there had been a varied programme of activities and outings

Film Club: Louise reported another successful year in which audiences had continued to be enthusiastic and attended regularly. The Queen’s Hall have granted us another subsidised film session, bringing our total to 11 per year.

Problems have been encountered with the speakers and it was agreed that we would probably have to buy new ones.

Drama club: Lorraine reported that the new units were a great improvement on the old ones, and that the Drama group would be happy for them to be used by other hirers of the Reading Room, provided a member of the Drama group was available to explain how to erect them, given that they’re more fragile than the previous ones.

Craft Club: Sally reported that the group continued to be enjoyed by many people as an occasion to chat as well as to produce a variety of items for charitable enterprises.

Toddler group: Debbie reported that now that Sue has retired from managing the sessions, the parents and carers are hoping to find ways of running the group as a team, taking turns to open up and prepare the room. At the moment Debbie is opening up – and now with Marion – but this is a temporary arrangement

The charge is £2 per family, which doesn’t always cover running costs, and we agreed to continue charging a reduced rent for the hall.

W.I: Vera reported that the W.I. centenary had been successfully marked by various events and that the village had enjoyed the open coffee morning. The officers remain the same but membership is slightly down from last year.

Choir: Marion reported that the choir had had another successful and enjoyable year.

Yoga: Caroline had sent her thanks for keeping the Reading Room such a pleasant and well-maintained venue for her sessions.

8. AOB: None