Minutes of AGM: 25/04/2013

Minutes of Annual General Meeting held 25th April 2013

Present: Eileen, Conrad, Donna, Diane, Wendy, Janet, Louise, Jenny, Ian, Robert, Susan, Laura, Heather.

Apologies: Deborah, John.

Matters Arising

1. Bank account

Eileen brought in information and account set up pack from Barclays Bank. Account not set up yet as changes in Committee Members may occur due to AGM elections today and thus account would have to be updated. All agreed that the bank account would be actioned after this meeting.

2. Bank account balance stands at £647.28

3. Previous events - the Easter Fun Event for children raised over £100 and was well attended.

Discussion on committee roles and positions took place and it was agreed to increase roles to six, plus a press contact role which would be undertaken as appropriate by non committee Library staff members, Louise and Jenny.

The present officers stood down, six roles were nominated and people elected as follows:

• Chair – Donna Newnham
• Deputy Chair – Heather Humby
• Treasurer – Ian Ward
• Secretary – Eileen Schaff
• Network Officer – Laura Higham
• Events/Liaison Officer – Janet Hope

It was further agreed that communication channels and tasks division needed to improve as follows:

Chair: Donna would be responsible for co-ordinating roles and tasks, managing meetings, and would liaise with Treasurer on Bank account set up and management of legal documentation.

Deputy Chair; Heather would be responsible for membership list and details, and liaise with the Secretary, Events and Network Officers to ensure mailing list and contacts are up to date.

Treasurer; Ian would be responsible for setting up account with Donna, and managing documentation and account.

Secretary: Eileen would be responsible for Agenda, Minute taking and distribution and would liaise with all concerned with agenda/action points.

Network Officer: Laura would be responsible for online activities and information and would liaise with all concerned.

Events Officer: Janet would be responsible for local area marketing and membership promotion and information and would liaise with all concerned.

Action: Jenny will e mail the Constitution to Eileen for updating.

Action: Donna and Ian to set up suitable bank account and signatories.

Action: E mail/contact list to be updated

New Events

• Pie and Mash Evening has sold out and is eagerly awaited on 3^rd MAY
• Book Sale – Louise and Jenny suggest a book sale in the summer - AUGUST
• Quiz and Chips evening – Donna will organise this event for SEPTEMBER
• Heritage Trail and Leaflet – Louise is organizing this leaflet to be sold
• History Exhibition – Conrad organizing this for JULY .
• Eileen will talk to Felicity Fair Thompson regarding giving a talk to aspiring writers and arrange dates.
• Dates for these events to be notified asap please.
• Note: The local primary school, St Johns, is looking for volunteers to read to the younger children. Please contact the school directly. Thank you.

Next Meeting

Thursday 18^th July at 6.30 pm

If there are any other matters to be notified or rectified please contact Eileen.