Minutes of BYP Annual General Meeting 2026
Meeting held:
Biggar Youth Project on Monday 16[th] March 2026, 18:30 – 19:00
1. Welcome, Apologies
Mike Chad welcomed everyone to the meeting.
Present – Trustees: Mike Chad (Chair), Wendy Johnstone (Secretary), Janet Moxley (Treasurer), Victoria Burns, (Safeguarding Lead), Robin McAlpine (Trustee) Staff: Sharon Hope (Operational Lead) Apologies - Elizabeth Clingan (Trustee)
2. Adoption of Minutes of 2025 AGM
The minutes of the previous AGM were approved. (Proposed: Mike, Seconded: Wendy)
3. Chair’s Report – Mike
Mike Chad reflected on his year as Chair following John Currie’s retirement, noting the challenges of transitioning from a construction project to an operational youth centre. He emphasised the positive progress made, including building a strong, collaborative team and ensuring clear reporting structures for the Operations Lead. Mike expressed gratitude to the volunteers for their commitment, highlighted Janet’s leadership during the construction phase, and praised Sharon for her dedication in managing multiple responsibilities. He was particularly encouraged by the enthusiasm and confidence of young people using the Centre, especially following a recent meeting with the Youth Board. Mike hopes to attract younger trustees in the coming year and believes the organisation is moving forward on a strong foundation. He closed with thanks to everyone involved.
4. Treasurer’s Report including presentation of accounts – see attached Accounts
JM presented the BYP fully accrued Financial Accounts for the Year 1[st] July 2024 – 30th June 2025 which had been prepared in conjunction with Accountants Plus. The Accounts were approved by the Board, and it was agreed that they can now be submitted to OSCR without delay. Accountants Plus have prepared a quote for preparing fully accrued accounts for BYP for the year ending 30[th] June 2027. The Treasurer will liaise with Accountants Plus to confirm arrangements.
5. Election of Trustees
Janet and Victoria both stood down, in accordance with the requirements of BYP’s Constitution. Vicky was wishing to be re-elected to rejoin the Board. Wendy proposed re-electing Vicky to the board, and this was seconded by Robin.
The BYP Constitution requires the Board to comprise a minimum of six trustees, therefore the following resolution (as laid out in clause 18) was agreed unanimously – To appoint a new trustee, Michael Allan, to the Board, subject to the completion of the necessary safeguarding checks. Mike and Elizabeth have already met with Michael, and he has indicated his willingness to join. (Proposed: Mike, Seconded: Robin).
Minutes of BYP Annual General Meeting 2026
6. Election of Office Bearers
Chair – There were no new nominations for this position; Mike agreed to continue in the role.
Treasurer - Robin was proposed by Mike and seconded by Vicky.
Secretary – Wendy was proposed by Robin and seconded by Mike.
Vice Chair - New position created – currently vacant
- AOCB – none
8. Date of Next AGM
The date of the next AGM will be set for September or October 2026.
The meeting closed at 7pm.