Colton Village Hall Annual General Meeting Thursday, 26 July 2018 at 7.30pm.

I must apologise for the fact that the trustees have had to postpone this years AGM from its planned date in June. This was because there was a short delay in finalising the end of year accounts, a direct consequence of the fact that we have not had a volunteer treasurer for over a year. The immediate past treasurer was appointed on the recommendation of our independent examiner, Allan Toplis, but she has been beset with serious family problems – an elderly and seriously ill mother living in the south-east of England – meaning that she has been able to devote far less time to our needs than planned leaving us without management accounts for several months. Our new treasurer, Mark Terrington, has worked very hard putting all the pieces together and has now produced end of year accounts which were approved by the trustees at their meeting in May. As there was a serious doubt that Allan Toplis would be able to complete his independent examination of the accounts in time for them to be available for parishioners in advance of the planned June meeting, it was decided to put the AGM back by one month. The formal notice of the meeting is below.
 
Notice is hereby given of the AGM to be held in the Village Hall on Thursday, 26 July 2018 at 7.30pm. All inhabitants of the Parish of Colton aged 18 years and above are entitled to attend and vote.
Agenda

  1. Approval of the minutes of the AGM June 2017 and matters arising
  2. The Trustees’ report of activities for 2017/18
  3. To receive the annual report and accounts
  4. Parishioners’ feedback and open forum
  5. Election of members for the year 2018/19
  6. Announcement of representative members for the year 2018/19

Electronic copies of the accounts for 2017/18, the minutes of the last AGM and the Trustees’ Annual Report as filed with the Charity Commission can be obtained from the Secretary at mrjkmac@sky.com. Paper copies can be provided on request. The documents are also available on the village hall’s website. Copies will not be provided at the meeting.
The submission of written questions for item 3 at least one week in advance of the meeting will facilitate prompt, researched answers.
Our constitution provides for the Committee to consist of not more than 8 elected Members, 13 representative members and two co-opted members. There are currently no elected members. If you would like to join the Committee as an elected member, please let the Secretary know not later than 7 days before the AGM.
The Representative members are:
Marie Havelock – PCC; John Macmillan – Local Nature Reserve; Sonia Jenkinson – History Society; Richard Monbiot – Garden Guild; Polly Macmillan – WI
Co-opted member Chris Gale offers himself for election as an elected member.
Each of the following village organisations is invited to appoint one person to become a Committee member. In addition, the Parish council is entitled to appoint two people. Each organisation should elect its own representative and notify me of their name in writing or by email not less than 3 days before the AGM.
History Society Neighbourhood Watch
Old Peoples Welfare Committee Friendship Club
Parish Lands Trust Parochial Church Council
Produce Guild Ramblers
Women’s Institute St Mary’s School, Colton
Colton Local Nature Reserve
 
 
John Macmillan
Secretary
 
June 2018