## Minutes of the Annual General Meeting held at Canolfan Clydau on 18 January 2022 at 7.30pm In attendance: - Rod Bowen, Steve Potter. Annabel Stewart, Marie duQuesnay, Holly Cross, Paul Holland |Ref|**Item**|Action| |---|---|---| |1.
2.
3.
4.|**_Minutes of last AGM_** in 2019 were circulated in advance and agreed.
**_Report 2019 – 2021_**
Rod Bowen gave a report on the past 2 years, when we were unable to hold
AGMs due to Covid protection rules. A number of grants and the tenancy of
Cwm
Arian
Renewable
Energy
using
the
meeting
rooms
for
office
accommodation have been instrumental in keeping the hall operating during this
time, in the absence of usual hire income for events and parties. Whilst the hall
was out of regular use, we took the opportunity to fully redecorate internal and
external walls and replace the defective flooring. Liza and Kevin Miles have not
joined the committee, and Rod thanked them as well as the existing and
co-opted members for their valuable input. The current Committee is in its 8th
year, and the present members have all served well beyond the time stipulated
in the Constitution. Rod has alerted the Charity Commission and PAVS to this
issue, and both gave reassurance that it is a common problem with other
voluntary groups, but we may need to change the constitution. The report was
accepted, with thanks to Rod.
**_Financial report_**
Balance at_April 2020_- £10,041.67
_2020 -2021_ Income from Grants from Pembrokeshire County Council, National
Lottery and PAVS - £34,470 Total income - £37,793.14. Expenditure £11,471.19
with a closing balance of £26321.95.
_2022_- Current balance £25,434.70.
There are ongoing issues with transferring permissions on the bank account as it
has been impossible to deal with Barclays Business banking due to Covid. We
need to explore other options, such as use of a Credit Union as soon as
practicable.
The Canolfan finances are in a good state, clearing the way for a future
management team to pick up the reins with the confidence of at least 2 years’
operating costs being available.
The Treasurer’s Report was agreed, with thanks to Christine Bowen.
**_Nominations_**
All the current committee members wish to step down, but are willing to remain
as co-opted members_temporarily_to allow a transition period. Holly volunteered
to join the committee and was warmly welcomed as a new Trustee. Paul offered
to work with the committee, not as a Trustee, but as a co-opted member to|| 1 provide a liaison role with the Welfare Committee. For CIO/Charity Commission purposes these were confirmed till April when a further Special General Meeting will be needed in order to make changes to the Constitution, to allow future flexibility in terms of service. For the time being, at least till April, the committee will comprise: Rod Bowen – only willing to stay with an exit plan Marie duQuesnay – only willing to stay till handover of duties Steve Potter – only willing to stay till handover of duties Holly Cross – Trustee Paul Holland – Co-opted member from Tegryn Welfare Committee. Annabel Stewart will be stepping down, and Rod thanked her for her years of support. Rod expressed sincere thanks to everyone. 5. Special General Meeting to be held on Wednesday 6[th] April at 7pm. **Next meeting to identify a way forward – Wednesday 9[th] February at 7pm.** 2 **----- Start of picture text -----**
Bank Balance
31/03/22 Adjusted for creditors and debtors £26,425.33 Expenditure
Electricity -£2,324.62
Invoice # Internet -£827.58
Debtors Rod Bowen (Amazon mis-payments) £437.59 Water -£179.23
Cyngor Cymuned Clydau £40.00 20-354 Maintenance -£672.62 Alarms, extinguishers, heating, mower incl fuel
Sharon Wooley £20.00 20-355 Refurbishment -£11,917.63 Flooring, painting, defibrilator replacement
Merched y Wawr £20.00 20-356 Insurance -£739.51 Policy for renewal in June
Ysgol Clydau £90.00 20-357 Consumables -£212.62 Loo roll, cleaning stuff
Ysgol Clydau £20.00 20-358 Events -£420.33
Mark & Hailey Sanders £10.00 20-359 Other -£529.72 Mispayments from Rod - to be refunded
Ysgol Clydau £80.00 20-360 -£17,823.86
Sharon Wooley £10.00 20-361 Income
CARE £20.00 20-362 Room hire £3,387.07
Alisha Davies £35.00 20-363 Grants/Donations £480.00
Sharon Wooley £20.00 20-364 Other £418.03 Refunds - Rod, scaffold, defib
CARE £913.45 20-365 £4,285.10
Dolen Teifi £341.16 20-366
£2,057.20
Creditors British Gas £281.44
Dyfed Alarms £52.80
£334.24
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