2025-03-31-accounts

BROOKWOOD COMMUNITY TRUST ANNUAL GENERAL MEETING Minutes Ilnc Chair's Report) 16th December2025, 7.00pm VIA Video & 18 NORMAN MACLEOD CRESCENT l. Sederunt and Apologies Present Hazel Burge55 Gordon Cox Fiona Hudson George Johnstone Meg MacFarlane Paul McLaren Wendy McLaren Keith Small Apologies.. Anne Marie Brewer, George Johnstone, Catriona Padmanabhan, Joanne Robertson, Monica Slaven, Julie Spencelev, There are 7 members present and I member presentvla WhatsApp Video). Wendy McLaren has been appointed proxy by each of julie Spenceley, Catriona Padmanabhan and Moncia Slaven to act on and vote on their behalf. Georgie Johnstone ha5 been appointed proxy by Joanne Robertson to vote and read out Chalrfs Report on her behalf. Accordingly. a Quorum of Members are present and this Annual General Meeting may proceed.

1. Previous Minutes th Minutes of the previous meeting dated 24 November 2024 (held in person and via ZOOMI where circulated and approved. Gordon Cox proposed approval, Fiona Hudsonseconded.

2. Chalrperson's Report Spoken on behalf of Joanne Robertson by Wendy McLaren as JR'S proxy for the meeting. Bcf has signed lease with East Dunbartonshire Council and in turn has slgned a sub lease with and Maxholm Nursery l Maxholm'l. It was reported lastyearthatwe have yetto have returned a completed copy ofthe lease by EDC despite repeated requests. BCT notes, as currently drafted, EDC cannot unreasonably withhold consent to any assignation of the lease. EDC did provide a copy of the lease for BCT to sign however the lease had been unilaterally altered to the detriment of Bcf in that EDC sought to impose a £10,000 excess free which BCT would be responsible for under and in terms of the Buildings Insurance Policy. Thanks to the efforts of BCT lin particular George and Keith) and under the instrurtions of BCT'S lawyers (Claire Crawford, who had omitted in the first instance to spot this error) EDC have now agreed that this was in fact an error and that BCT is not responsible for any excess under and in terms of the building's insurance policy (which EDC is fiscally and administratively responsible for). At this time that this came to light BCT and Maxholme met together 2yh May 2024 at Brookwood in order to dlscuss these matters. The meetingwas initiallysomewhat frartious however it was explained that 8cfdoes not actually function at this point in time other than to facilitate the sub lease to Maxholme for the purposes of their let. At this point we asked Maxholme to consider taking over the functlon of BCT by essentially becoming Trustees of BCT or alternatively seeking the lease to be assi8ned to Maxholme. So farthis has not been taken forward by Maxholme and those here tonight will discuss a way forward lagenda item 71.

3. Trustees For the record, the Trustee of Brookwood Community Trust are:. Joanne Robertson (Chairl Keith Small Fiona Hudson 8CT is currently trying to Secure the Maxholme committee members as future Trustees for Bcr.

4. Fixin8 of Annual Subscrlptions As per the Constitution, the annual subscription for membershlp Is £0.00
5. Consideration of Accounts and Treasurerfs Report. As of toda(s date, Bcr has yet been able to open a bank account despite its best efforts. It is noted that thls problem is endemic throughout the charitable sector and ha5 been much reported on in the press. Bcf financial return is £0.00 Income £O.CM), Expenses £0.00 las BCT doesn't have a bank account, W McLaren has paid, by way of a donatlon, the annual premlum I£ICrf).001 for Trustee Insurance via Zurich Insurance. The AGM notes lack of availably of suitable insurance together wlth protracted difficulttes of securing a bank account are making it Increasingly difficult for BCT to operate.
6. Dlscussion re the Assignment of Lease to Maxholme Nursery. BCT has reached out to Maxholme Nursery, In person lat a meeting in May 2025). by email and by WhatsApp in November 2025 asking MN to nominate parent members who might be interested in artlng as Trustees for BCT, So far we have had no responsefrom Maxholme. This is deemed unreasonably by BCT as currently BCT only exist in order for Maxholme to operate. Given the commercial difficulties of securing a bank account. future difficulties in securing suitable Trustee Insurance and the prescriptive re8ulators rules prohibiting use of the BCT land therefore generation of Income forthe Bcfi afterschool and holidays clubs the AGM through open for discussion the idea, in principle, of assigning its lease with EDC to Maxholme. In addition to the reasons outlined above this would seem sensible Maxholme. under and in terms of their sub lease wlth BCT already are fiscally re5ponslble for any costs a550ciated with the building,. and

Maxholme would be in a better position to secure funding if they were the principal lease holder. It was discussed whether or not it was in our glft to pass the lease on. The committee belleves that It can by way of assignment as EDC cannon unreasonably without its consent. It was agreed that Bcf would approach Maxholme in the first instance and find out if there were amenable to this suggestion. If Maxholme are so amenable, then we would approach EDC Ivia local councilors first). In the event that Maxholme are not amenable to this proposition then there wa5 a discussion as to whether or not BCT set out the Maxholme that they would have no other alternative but to serve notice to Maxholme and to EDC respectively and terminate both the Lease and the Sub Lease. This is clearly not something that BCT wishes to do however the￿ has been dlfficulty in securing newTrustees and a bank account. Coupled with the fact that there are constraints on how Brookwood Villa can be used Iplease see previous AGM minutes reToilet51 unless Maxholme A8ree to eithertake over trusteeship of BCT or agree to lease be assigned to them it is likely this is the only option. It was agreed BCT would hold an AGM In May 2026 to discuss this issue further having written out to each member of Bcf in order to seek all views. 8. Any Other Business There being nootherbusiness subjecttothe dateof the nextAGM and anyother meeting being held the meeting was adjourned. 9. Date of Next Meetin8 The next AGM will be May 2026 Signed on behalf of Joanne Robertson by Wendy McLaren Chair Brookwood Community Trust