Trustee and Committee Meeting Minutes

THURSDAY, 27/11/2025 @ 09:30 am in the Shed

Present

Bob, Lance, Chris, Martin, Elaine, Jean, Stuart, Jean

1. Agreed meeting of the previous meeting

2. Trustee Appointments and Governance

The following members were confirmed as co-opted trustees:

  • Bob McGovern

  • Lance Garrard

  • Chris Andrews

3. Matters Arising & Decisions

  • Grant Decision: Trustees decided not to accept the £250 grant from UKMSA for the Shoulder to Shoulder bench, as it was not deemed a current priority.

  • Grant Decision: Trustees decided not pursue any of the Mayoral grants that are currently available.

  • Fundraising Initiative: Unanimous agreement to raise at least £200 for Robin Hood’s Bay Surgery to purchase an ‘easy riser’ chair for the waiting room.

  • Community Project: Martin updated trustees on the proposal to make bird boxes for Whitby Naturalists to place in Crow Wood, aiding recovery from the moorland fire. Trustees unanimously supported this, with Martin and Elaine leading the project.

  • Member Engagement: Good progress reported on the ‘tools down 10:30 tea break’ initiative.

  • Membership & Events: Efforts to encourage more women members (Elaine and Jean) and to organise expert-led events (Stuart) will continue into the new year.

4. Financial Report

  • Current Balance: Approximately £12,000, representing an increase of £4,000 since April, mainly from car parking income.

  • Council Tax: A bill has been received; Martin will apply to NYC for a reduction or clearance in line with national and local guidance for charitable organisations.

5. Operations & Facilities

  • Front Door: The new front door has been delivered and will be installed in the coming weeks.

  • Shed Closure: The Shed will close on Tuesday, 22 December and re-open on Monday, 5 January.

6. Operational Matters

  • Seasonal Gathering: Members and friends are invited to join for a mince pie and cuppa on Thursday, 18 December, from 11:00 to 12:30.

7. Next Steps and Actions

  • Martin and Elaine to progress the bird box project.

  • Martin to address the Council Tax bill with NYC.

  • Elaine, Jean, and Stuart to continue work on membership and events initiatives.

  • Installation of the new front door to be scheduled.

  • Bob to contact UKMSA and decline the offer of funding for the bench

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