Highampton Community Group

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HIGHAMPTON COMMUNITY GROUP

MINUTES OF ANNUAL GENERAL MEETING

HELD ON WEDNESDAY 24 SEPTEMBER 2014

AT 7.00 p.m. IN THE VILLAGE HALL


The Chairman called the meeting to order and thanked all those present for their attendance.


1. Apologies for Absence


Apologies were received from Nic and Gail Crowe, Marion and Bernard Ashdown.


2. Minutes of the Last Meeting


These Minutes have been publicised on the website for the past 12 months and were agreed as a true record of the meeting held on 25th September 2013.


3. Matters Arising


There were no matters arising.


4. Report of the Year’s Work from the Committee


The Chairman presented the Committee’s statement to the meeting, detailing the events of the past year and thanking the community for their continued support and encouragement.


Item 10 on the Agenda relates to HCG taking over responsibility for the Youth Club and the Chairman felt this should be included within this report.


It was proposed that the club would now be run by Mo Morel, Gail Crowe and Nic Crowe.  The Chairman thanked Glenn and Wendy Rose for all their efforts in running the youth club in previous years and welcomed their offer of continued support.  Glenn proposed the adoption of the club by HCG, Wendy seconded the motion and the proposal was unanimously agreed.


5. Treasurer’s Report


The Treasurer gave a comprehensive report of the year’s accounts, providing copies of the Profit and Loss Account and the Balance Sheet for the year to 30th September 2014.  Accounts were also available for the three major events undertaken by HCG during the past year, all of which were very successful financially.  The Treasurer thanked all those many members of the community who have supported these events in so many different ways and made particular mention of the following:



The Treasurer concluded his report by stating that the accounts showed a grand total of £2,003.65.


6. Standing Down of the Outgoing Committee


All members of the committee were standing down and were prepared to offer themselves for re-election with the exception, sadly, of Jan Luckhurst who has had to withdraw due to other commitments.


7. Election of Committee Members for the Forthcoming Year


No community members offered themselves as members of the committee and therefore Steve Male proposed that the re-election of:



should be approved, seconded by Bob Luckhurst and the proposal was unanimously agreed by the meeting.


The Constitution allows for ten members on the committee and at present there are eight. Any new members who wished to join would be most welcome and should contact any members of the new committee.


8. Suggestions for Funding of Projects for 2014/2015


The committee outlined some guidelines within which the provision of funds by the committee could operate:



The AGM could of course allocate funding to any application but these guidelines would be used by the committee in between AGMs.  The Chairman proposed that this process be accepted, the motion was seconded by Glenn Rose and was carried unanimously by the meeting.


The Committee requires seed funding for the coming year’s events and proposes that we retain £1,000 as operational funding for next year’s insurance and events. This was proposed by Steve, seconded by Davina and was carried unanimously by the meeting


As HCG has agreed to take on the youth club the committee proposes to provide seed funding in the sum of £500 to get the club off to a flying start.  This £500 would be a one-off sum for the coming year.  This was proposed by Jan, seconded by Margaret and was carried unanimously by the meeting.


This leaves the sum of £500 to be allocated and the committee has received a request from the Highampton CP School PTA for £250 to help fund their float in the Hatherleigh and Holsworthy carnivals. The Chairman proposed that this request be granted, seconded by Bernard and carried unanimously by the meeting.


Applications can be made throughout the year to the committee for the remaining £250 plus, hopefully, any funds raised by upcoming events.

Some specific funding suggestions have been put forward by committee members:



None were agreed and any further suggestions from the community would be welcome for consideration provided they complied with the agreed committee guidelines.


9. Suggestions for Events to be Arranged for 2014/2015


The Chairman outlined the thoughts of the committee for an events calendar for the following year:



The committee would welcome any other suggestions at any time.


10. Any Other Business


The Chairman of the Village Hall Committee, Glenn Rose, requested HCG’s assistance in completing the application forms for funding for the planned village hall extension as these were proving very complex and it was agreed that he and Steve Male would discuss this matter after the close of the meeting.


HCG now has a representative member, Nic Crowe, on the Village Hall Committee and help has been extended on several projects including the children’s play area and the solar panel installation.


11. Date of Next Meeting


Wednesday, 30th September 2015.


There being no further business, the Chairman closed the meeting.