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MINUTES OF MEETING Annual General Meeting (AGM) Thursday March 27th 2025, at 7.30 m at Burba e Institute AGM 1103125 Welcome and A olo Apologies: Sandra Doore (SD) a Bradbu PB Partici atin Anne Wood Chair Maggie Davies (MD) (Managing Trustee) les Lisa Edwards (LE) Carol Collis cc Secreta Jo Sandell (Community Lead) Melvin Sandell MS Communi Allan Hackett AH Lead Jane Brzozowski General Public Keith Wood JB AGM 2103125 Declaration of Interest I Confidentiali AW asked if there were any declarations of interest in any of the agenda items. There were no declarations of interest made in an enda item. AGM 4103125 Matters Arising We still have been unable to recruit any new Trustees, but we must continue to try and do so. AGM 5103125 Chairs Report AW distributed the Chairs report before the meeting, highlighting a successful year with significant progress in various areas. See the report for full details. A big building project commenced on March 1 Oth It is well underway, with a target to finish in 10 weeks. Much work has been done to eliminate damp throughout the building including the cellar. AW thanked everyone for their hard work Signed........... Date........... Chair of Trustees AGM Meeting 27.3.25 Version No. Draft 1
MINUTES OF MEETING AGM 6103125 Treasureff s Re Summary of Discussion: PB has provided a comprehensive account of all activity. Pertinent points were:_ PB, after raising a complaint with the Energy Ombudsman, has finally managed to be successful in reclaiming a large amount of money The refund made unfortunately came after this year's accounts had closed. The refund received was £7966.38 with a goodwill payment of £200.00 to follow. We have had a lot of big expenses this year, including maintenance of the floor, the deposit for our big building project, new footpath and the purchase of a dehumidifier. There were no questions Cash in'.- £17,057.63 Cash out.. - £18,632.29 Net outflow: _ £1,574.66 ort AGM 7103125 Summary of Discussion: Elections for 24125 Resignation and Election of officers for 2025 was chaired by MD the managing trustee MD led these proceedings. Chair: Anne Wood, proposed by CC and seconded by JS Treasurer: . Pippa Bradbury, proposed by AW seconded by CC Secretary.. - Carol Collis proposed by AW and seconded by JB. Vice-chair CC agreed to support AW in this role for the time being. AW proposed and seconded by JB. This was agreed by all present. Community Lead. Jo Sandell proposed by AW seconded by JB, also M. Sandell in absentia, with responsibility for health and safety. Project committee: . Allan Hackett, Jane Btzozowski and Carol Collis to continue Awthanked MD. AGM 8103125 Summary of Discussion: Official Custodian and Land Registry. The charity has finally been registered with the office for the Official Custodian and Land Registry. This removes the requirement for holding trustees, who change regularly. to adjust or amend the trust deed each time. We now have an asset i.e. the playground, which will continue to be maintained b the council. Constitutional Changes ' Signed..... Chair of Trustees AGM Meeting 27.3.25 Version No. Draft 1
MINUTES OF MEETING AGM 9103125 Corres ondence Summary of Discussion: There was no correspondence to consider other than bookin AGM 10103125 Summary of Discussion: Upcoming meetings schedule: AGM: 26th March 2026 Dates and Times of next meetings AGM 11103125 Summary of Discussion: 1. New post holders were elected. We have re-elected the committee. We have 10 Trustees currently. 2. L.E. J.B. and A.H. have all been elected as Trustees. 3. CC thanked KW for attending as a member of the public. AW declared the meeting closed at.. 8.20pm. What have we achieved this evening? Signed........ Chair of Trustees AGM Meeting 27.3.25 Version No. Draft 1
Burbage Institute Charity No 1101471 Chair's report 2024 to 2025 It has been a busy and effective year for the Trustees. We are fortunate in having a willing and knowledgeable committee who work hard to do the best for the Institute. Thank you to everyone for your contribution to making this a year of moving forward and making the Institute easier to run. The charity commission annual return was completed on time The charity has been registered with the Office for the Official Custodian and the Land Registry has been completed. This removes the need for holding trustees who change regularly and require the trust deed to be amended each time. On the energy front we have had the gas meter moved from the cellar and smart meters installed for gas and electric. A new contract has been fixed with Octopus for two years. The cellar has been cleared steps made safe, and ventilation installed. When dry it will be used for storage. The condensation problem has been addressed with extra fan ventilation in the kitchen and toilets and a permanent dehumidifier will be installed in the small hall. The main hall floor was sanded, levelled and resealed in August and has received many compliments. The major project is the refurbishment of the Gents toilet to make three unisex cubicles and reinstating the back door which was bricked up by the previous committee This work has started in mid- March. The contractors are NSJ from Harpur Hill and they are making good progress.
The informal path between the institute and churchyard has been reinstated and surfaced as the churchyard is our assembly point in case of fire. We have only Friday evening without a hirer and a thorough clean is done then. We raised ourfees so regular hirers pay £15 an hour and ad hoc £20 per hour. The treasurers report reveals that our income has increased slightly but we have spent much more than previously on the improvements made this last year. Once the building work stage l is completed we plan to revamp the cloakroom by the front door to make it more accessible. The Institute also needs decorating. Thank you again for all the hard work done this year Anne Wood Chair