Guilsfield Community Centre Trust
Minutes of The Annual General Meeting
5[th] November 2025 at 19:30
Community Centre
Attending
Trevor Trevor (TT) - Chair Malcolm Graham (MRG) – Guilsfield ADS – Secretary Graeme Harkness (GH) - Treasurer Edward Davies (ED) – Guilsfield Cricket Club Richard Davies (RD) – Guilsfield Football Club Penny Jones (PJ) – Montgomeryshire Youth Theatre Chris Roach (CR) – Bookings Coordinator *Alison Heyes (AH) – Guilsfield Tennis Club * Philip Heyes (PH) – Bowls Club Ian Harrison (IH) – County Councillor John Points (JP) – Bowls Club Liz Harding (LH) – Guilsfield Football Club
Apologies
Lucy Rooke – Tennis Club Tesni Jones – Guilsfield YFC
*Denotes Trustee
Business Transacted
1./ Welcome. The Chairman welcomed those who had attended the meeting.
2./ Minutes of Previous AGM 6[th] November 2024. These were accepted as a true record. There were no matters arising that were not covered by the Agenda.
3./ Chairman’s Comments and Annual Summary. A copy of the report is appended to the minutes, but in summary :-
a./The new CIO to take over the whole of the activities of the Trust is now fully formed. Some further work is required to regularise various aspects
b./ The troublesome VAT scheme is now wound up with the immediate effect being a 20% reduction in hire charges to users of Trust / CIO facilities.
c./ A number of issues were highlighted with regard to solar panels, water / plumbing upgrade, stage lighting safety were flagged up.
d./ A successful sub committee has been launched in order for all the users of outdoor sports facilities to collectively manage the facilities day to day.
e./ PCC will not renew the lease for the Community Centre itself from 1[st] April 2026.
f./ Thanked everyone who had worked hard and contributed to the running of the Centre and the restructuring of the outside sports arrangements.
4./ Treasurer’s Report. The Treasurer’s Report is summarised below and the annual accounts for Year ending 31[st] March 2025 are appended to these Minutes.
a./ The Treasurer is new in his post but pointed out the accounts to the end of March 2025 had been provided by the Accountants. They show that the Trust / CIO is solvent. It is noteworthy that the surplus can be explained by one off income from a generous grant from NFU and the transfer of funds that had been held by the Tennis Club after the regularisation of affairs with regard to responsibility for the Outdoor Sports facilities. Without these exceptional items the deficit of income over outgoings would have been significant. This is the root of lack of agreement on lease renewal with PCC.
b./ In the current financial year strides are being made with regard to income and expenditure within the subcommittee of outdoor facilities users.
c./ The current finances remain solvent. For now.
d./ Ending of the lease for the Centre brings a set of challenges that are evolving at the current time.
ED proposed and MG seconded that the accounts should be ADOPTED by the Trust. This was unanimously agreed by the Trustees present.
TT thanked GH for stepping into the breach as both a new Trustee and Treasurer. He brings considerable experience to the role.
5./ Election of Officers. The Secretary reported that in accordance with the Notice of Annual General Meeting no additional nominations for the elected officers had been received so they would remain in place for the coming year. The following were reconfirmed in their roles. This was unanimously confirmed by those Trustees present
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a./ Chairman – Mr Trevor Trevor
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b./ Vice-Chairman – Mr Edward Davies
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c./ Treasurer – Mr Graeme Harkness
6./ Other Matters
There was some discussion involving questions and suggestions raised from the floor by IH & JP in particular. A lot of this concerned the latest development with regard to the non-renewal of the Centre Lease. No definitive answers were available. However in summary a./ The CIO would continue to run both the owned and leased outside sports facilities, at present using the current subcommittee structure. b./ The flexible CIO structure could then be used with regard to any future indoor or outdoor facilities that may become available or be developed. c./ PCC have stated that they intend to continue to offer the Community Centre to non-school users in future.
The meeting was closed at 8:20 pm.
Date of next AGM – TBC as the new CIO structure may not require one