MINUTES OF THE CHALFONT ST PETER COMMUNITY LIBRARYANNUAL GENERAL MEETING HELD ON MONDAY 16[th] MARCH 2026 at 7.00 p.m.
1. PRESENT AND APOLOGIES
Present: Frank Warren (Chair), Peter Brayshaw (Treasurer), Sue Woodrow, Beth Neill, Anne Bell, Meenu Westhead, Rupa Vijayan, Jenny Wray, Kate Trotman, Anita Wallace (Secretary) and 11 Volunteers, Friends of CSPCL and members of the public.
Apologies: Shirley Clarke, Heather Pells, Sally Hatton
2. APPROVAL OF MINUTES OF 2025 AGM
The Minutes of the 2025 AGM had been given to Volunteers before the meeting. Acceptance of them was proposed by the Chair and confirmed by a show of hands.
3. CHAIR’S REPORT (ATTACHED)
- TREASURER’S REPORT FOR THE YEAR ENDED 31[st] December 2025 (ATTACHED)
5. MOTIONS
No Motions.
6. ELECTIONS OF OFFICERS
6.1 Election of Chair
Frank Warren was proposed for the role of Chair by Beth Neill and seconded by Jenny Wray. There being only one nomination, Frank Warren was duly elected as Chair.
6.2 Election of Treasurer
Peter Brayshaw was proposed for the role of Treasurer by Kate Trotman and seconded by Rupa Vijayan. There being only one nomination, Peter Brayshaw was duly elected as Treasurer.
6.3 Election of Secretary
Anita Wallace was proposed for the role of Secretary by Anne Bell and seconded by Rupa Vijayan. There being only one nomination, Anita Wallace was duly elected as Secretary.
7. ELECTION OF COMMITTEE MEMBERS
Beth Neill, Karen Dickson, Meenakshi Westhead, Anne Bell, Rupa Vijayan, Jenny Wray and Kate Trotman were proposed en bloc by Frank Warren, seconded by Anita Wallace. They were duly elected as Committee Members.
8. APPOINTMENT OF INDEPENDENT EXAMINER FOR THE ACCOUNTS
Karen Little as agreed to carry on as Independent Examiner for the Accounts for a further year.
9. ANY OTHER BUSINESS ACCEPTABLE TO THE CHAIRMAN
A discussion around the sale of the ambulance bay took place.
Chair’s Report
funding from Bucks County Council, however, an extremely generous dona�on from a local business, fully offset the expected shor�all.
At the request of the donor, we we are extremely grateful to them for this very generous contribu�on.
order to maintain an equilibrium within our financial reserves.
Whilst we con�nue to work hard to keep the balance between income and expenditure, this year will require an upli� in receipts to offset receiving, from Bucks, only £6.000, a drop of £10,000 on what we received in the previous agreement.
Also, Bucks Council have reduced our book fund from £4,000 to £2,500, over this period. Our current agreement terminates next year and there are three main areas of concern that I have regarding this.
1. Bucks may decide that they will no longer be giving us any funding.
We an�cipated this when we took over running the library in 2012, and agreed to build a con�ngency fund that would cover opera�onal expenses for five years.
costs.
2. Bucks, the owners of the ambulance sta�on, behind our library, have sold the land to developers.
Our library, situated on the same ground, might be consider another source of income for the council and may try to relocate us, or cancel our lease under the terms of the agreement, to enable them to generate funds by selling the library.
Working alongside the Parish Council, we are trying to get the library listed as an Asset of Community Value. I par�cularly wish to thank Diane Mynors, Parish Councillor, for her invaluable assistance with this.
objec�ons known, in an a�empt to ensure a stronger level of protec�on.
I would ask you all to consider what you would be able to do, should this become a reality.
3. Bucks may decide to introduce a rental charge for the property, currently rent free.
NOW FOR SOME POSITIVITY
We are blessed with a strong group of volunteers who con�nue to operate our library, invi�ngly, friendly and a comfor�ng place to visit, whilst s�ll ensuring that all agreed projects are achieved.
Our Trustees Commi�ee are doing an excellent job in maintaining the organisa�on and opera�on of the library.
I con�nue to be amazed and delighted with the energy, ingenuity, integrity and commitment of each member. Everyone has taken responsibility for the roles that suit their strengths and interests, with both vigour, enthusiasm and success.
Measuring a part of this success, our foo�all for 2025 against 2024. In 2024 there were 15,400 recorded visitors, in 2025 this measurement increased to 19,120 up 24%. A meaningful measure of the success and a reward for the efforts put in by all of our volunteers.
It would be remiss of me not to men�on the longevity of our volunteers.
I had the pleasure, on behalf of the Trustees, to present to over a third of them, a commemora�ve glass hanging ornament, recognising the comple�on of more than ten years uninterrupted service to the library.
Almost 30 volunteers, over the dura�on, have given their �me and commitment to our community library success.
Thanks to each and every one of you.
consider and take is aimed at becoming even more integrated within the community.
I would now like to address you all from a personal point of view..
With the approval of the commi�ee, I have agreed to con�nue as chair un�l a replacement steps forward however, there will be a �me limit of three months on this.
During my tenure, my only responsibili�es were to liaise with the Bucks Council to discuss the Regional Grant Allowance (RGA), chair regular monthly mee�ngs and have an input on proposals for taking the library forward.
There was never a need for me to be involved in the daily running of the library, this was always efficiently controlled by the Library Opera�ons Team (LOT) and Trustees.
What I am trying to say is that being the Chair of the library is not a life consuming responsibility.
Anyone with some experience of nego�a�on and the understanding of people’s needs could easily take over the role
The Community as a whole should be grateful that their library is in such good hands If you would like to become one of our Trustees and u�lise your experience and be involved in an area that sa�sfies your personal needs and interests, please step forward and let our hard working Secretary, Anita Wallace, have your details, either at the end of this mee�ng or given into the library before the end of the month, which will then be considered at the Trustee's commi�ee mee�ng.
I thank you all for your a�endance this evening and would also thank your Trustees and volunteers for making my tenure such an enjoyable and sa�sfying experience.
Thank you.
Frank Warren (Chair)
Treasurer’s Report for the year ended 31st December 2025
The activities of Chalfont St Peter library in 2025 resulted in overall net income of £4,020 (2024 net expenditure £4,961).
Income
Income this year increased by £12,911 to £32,061 (2024: 19,070). This, despite the Buckinghamshire Council grant reducing by £3,019 in the year to £8,500. To offset this reduction the Committee and volunteers have worked together to identify event opportunities, drive donations and look for additional income streams. Key achievements include:
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Donations taken (including gift aid claims) increased to just under £12,000 (2024: £3,777)
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Film activities and fund-raising Events increased to £4,526 (2024: £3,672)
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New room rental activities generating £1,810 in additional income (2024: £155)
The year also benefitted from a full year of renegotiated interest for cash on deposit, increasing interest received to £1,569 (£1,772 in 2024).
The annual Grant income from Buckinghamshire Council in 2026 has further reduced to £6,500.
Expenditure
Costs reduced by 2% year on year to £28,041 (£28,716 in 2024)
Book buying was £2,327 in the year (£3,180 in 2024). The prior year included additional investment in Child sensory books.
Utility costs have been relatively stable over the last couple of years but remain significantly higher than 5 years ago, costs in the year increased by 7% (£1,129) in the year.
Cash Balances & Accruals
The library cash reserves have increased this year and remain strong with a bank and cash balance of £133,405 (£119,519 last year).
Accruals (amounts owed to others but not yet invoiced or paid) have increased to £24,285 (£13,351 in 2024). This largely represent utility recharges payable to the Council and the Supplier Drax.
Summary and Outlook
Whilst we were able to generate a surplus this year, the library benefitted substantially from a single donation of £10,000. With the Council Grant further reducing this year, we anticipate 2026’s activities resulting in a net expenditure of £9,500.
Our cash reserves remain solid; the constitution aims to hold reserves to cover 5 years of activity assuming no Council Grant. We estimate this would require c.£100,000.
Assuming the utility accruals are settled during the coming year and costs do exceed income by £9,500 as we anticipate, our cash balances will reduce to c£100,000.
In order to arrest any further decline in reserves, the Trustees have agreed that it is appropriate to restart the Friends donation programme.
I’d like to finish by thanking all those who continue to financially support the library and the volunteers who work tirelessly across all our fundraising activities. Without this ongoing effort, our financial position would not be in the strong position we see today.
Peter Brayshaw, Treasurer
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