Trustee and Committee Meeting Minutes

THURSDAY, 09/10/2025 @ 09:45 am in the Village Hall

1. Agreed meeting of the previous meeting

2. Trustee Appointments and Governance

The trustees discussed the need to appoint additional trustees to support the Secretary in ensuring compliance with Charity Commission reporting requirements, relevant regulations (including Health & Safety), and succession planning.

After thorough review of the constitution, it was unanimously agreed to invite all current members of the management committee (Jean M, Lance G, Martin M, Chris A, Bob McG) to become trustees. All accepted and are now trustees.

These changes were made in accordance with the constitution, specifically:

- Section 13(5): Members or trustees may appoint new trustees at any time, provided the total does not exceed the limit specified in Clause 12(3) (maximum 12 trustees).

Officer Roles:
- Chair: Lance G (newly appointed)
- Treasurer: Martin M (continuing)
- Secretary: Bob McG (continuing)

Action: Lance G will liaise with Stuart to notify the Charity Commission of these changes.

The Management Committee is now dissolved; all governance will be managed by the trustees.

3. AGM Planning

At the next Annual General Meeting (AGM), in accordance with Clause 13(2) of the constitution, one-third of the charity trustees will retire from office and may stand for re-election.

4. AGM Planning

4. Updates and Acknowledgements

Updates on ongoing issues were provided by Bob and Lance.

The trustees expressed their gratitude to all members, especially Simon, for their contributions to the recent BBQ event.

Thanks were also extended to those who have helped with physical improvements to the Shed since the last AGM.

5. Financial Report

Martin M reported a healthy balance of approximately £16,000, primarily generated through car parking efforts.

The trustees thanked all members for their contributions and Martin for his work on the accounts.

6. Operational Matters

Front Door Replacement: After reviewing various quotes, it was agreed that Stuart and Chris will make the final decision regarding the type and installation of the new front door.

Membership Growth: The trustees discussed strategies to increase membership. It was agreed to consider targeted festive-themed sessions for women members and their friends in the run-up to Christmas. Jean and Elaine will develop these ideas.

Events: Stuart will explore opportunities for events led by external experts, open to all members (e.g., stick making). Additional suggestions for events are welcomed and should be directed to Stuart.

7. Next Steps and Actions

- Notify Charity Commission: Lance G and Stuart to complete notification of trustee changes.

- Plan Festive Sessions: Jean and Elaine to propose ideas for women’s festive sessions.

- Organise Expert-led Events: Stuart to investigate and propose suitable events.

- Front Door Decision: Stuart and Chris to finalise choice and installation.

8. Date of Next Meeting

To be confirmed.