## **Minutes of Annual General Meeting held on 3rd March 2025** ## **1.Trustee attendance.** **Apologies** Kathryn Hamley, Wendy Symons, Fay Davis, Carol Weaver, Mark Booth. **Present** - Helen Akehurst, Sue Allwood, Brian Allwood, Sheila Trethewey, Malcolm Reynolds, Sylvia Oaten, Linda Farnham, Michael Farnham, Marc Thorne. 3 members of the public. **2. Chair** Helen **-** Welcomed everyone, and highlighted the hard work and determination that has enabled us to get a grant to enable the complete refurbishment of our Village hall in under 12 months since we purchased it. She also thanked the community, the Parish Council and Lanivet United Charities for trusting and supporting us to deliver. In addition she thanked our funders the - UK Governments shared prosperity fund delivered by Cornwall Council and the Isles of Scilly Good Growth, National Lottery Awards for All, Lanivet Parish Council, Cllr Jenny Cruse, and Bodmin Beast Marathon. Also Clive Ellison and Market House St Austell for the removal and re-homing of the Trudgian Organ. And last but not least she thanked Building by Design and their exceptional team of trades people for their commitment, quality and standard of workmanship. And she thanked those Trustees that managed and recorded the project on a day to day basis. **3** . Approval of Minutes AGM 8th January 2024. Proposed - Sue. Seconded - Helen All present voted in favour of acceptance. ## **4. Trustees** - Introduction, roles and reports :- **Chair** - Helen ## **Vice Chair** - Linda **Treasurer** - Sheila **.** Accounts. Audit. Report attached - Sheila thanked funders and those who made donations, as well as Adam Driver for funding the printing of the Calendar, and Auditors K Chapman. Sheila proposed we accept the Audited annual accounts report, and re-appointment of K Chapman as our Auditors for the new financial year. Seconded Helen - all trustees present vote in favour. **Secretary** - Brian - reported that the Trust has had a very busy year, holding 10 Trustee meetings as well as Refurbishment design/planning , social fundraising meetings, obtained grants of £186868.96 to refurbish the Village Hall, organising and managing the Refurbishment project. We have accepted the resignation of one Trustee and amended the constitution to change our registered address to the Nanstallon Village Hall Chapel Road, Nanstallon PL305LA, and changed the end of financial year date to 31st October. **Social fund raising** - Carol- in Carol’s absence Sue reported that during period of the Hall’s Closure the group had been planning future events. Housekeeping - Fay - not present no report. Grounds Maintenance - Mark - not present no report. General building Maintenance - Malcolm/Mick reported that regular Health and Safety checks would be undertaken and recorded, ongoing maintenance needs will be monitored and addressed. A contact number would be provided in the Village Hall. Catering - Kath not present, Sue read Kath’s report. Having designed the new kitchen layout and equipment it was put to the test at the grand reopening and proved successful in catering for a large group of people. As always grateful thanks to all those how donated cakes and sausage rolls and our volunteer catering team. She reiterated the need to comply with hygiene and allergy rules. Web page/bookings - Advertising - Wendy /Sheila. Ongoing advertising of events would continue on Face Book and notice boards. ## **5. Election of Officers [Trustees vote]** **Chair** - Helen Akehurst stood down, and the Secretary asked for nominees - Sheila proposed Helen [who accepted] should be re-elected, seconded by Sylvia, all Trustees present voted in favour. Helen was duly reelected as Chair of the Trust. **Election of Officers** - Helen asked for nominations to the remaining officer positions, Helen proposed the re- election of all existing officers [all agreed] seconded by Sue, all Trustees present voted in favour. **Vice Chair** - Linda Farnham **Secretary** - Brian Allwood **Treasurer** - Sheila Trethewey All were re- elected. ## **6. Open forum all -** Helen opened the meeting to all present to speak. Martin Butler - Thanked the Secretary for all his hard work in driving the Village Hall project forward to a successful conclusion. He also asked why the Trust needed 14 Trustees. Helen replied that it was historic in that everyone at the start who was involved and wanted to became a Trustee. The aim is to reduce the number of Trustees and create a group of volunteers who will assist in running the Hall and Events. Freda Earl, commented on what an excellent job had been done and achieved such a wonderful Village Hall for the community. Freda also asked about the acoustics as the sound was still not good. ## **7. Any other business none** **Date of the next AGM Monday 2nd March 2026** **The meeting ended at 7:30pm** ## **Treasurer report and audited accounts** EGtsTEREDLII BERI BE Bkni A<(0 42)3.41 o. AlisfAI..tb14 C-I Ih(YJ.IlF. IJ F.IPF¥I) TEIF YFAk uiitsp. TOL1()RI".R2 JI.IH 9Jts•l Ilmor pi4 .•SQ9J pfr.￿ 2ts I2￿r& kd 17907 69.84 to EGtsTEREDLII BERI BE Bkni A<(0 42)3.41 o. AlisfAI..tb14 C-I Ih(YJ.IlF. IJ F.IPF¥I) TEIF YFAk uiitsp. TOL1()RI".R2 JI.IH 9Jts•l Ilmor pi4 .•SQ9J pfr.￿ 2ts I2￿r& kd 17907 69.84 to