MITCHEL TROY COMMUNITY GROUP
2nd ANNUAL GENERAL MEETING ON 9th MARCH 2009 
IN THE VILLAGE HALL

1.Apologies

3. The purpose and agenda for this AGM was explained by Sheila with reference to the Group’s formal Constitution. The format for the Constitution was provided by the Rural Communities Action Group, and Sheila went through its conditions and requirements.  The name of the group, “Mitchel Troy Community Group” remains unchanged as does its aims, “To rejuvenate community spirit through a range of special interest groups and social events for all ages of the Mitchel Troy and surrounding district”.  Sheila Thackeray asked if the group had a governing body or charitable status. Gill confirmed that as a small group of volunteers it has neither at present, however we do have a formal constitution as advised by the RCA, so that we meet the requirements for grants.

4. Annual Report from the Chair. 

Gill gave her annual report. “The last year has seen the group become more established. The hard work of just three of us, Sheila, Janet and I, in the early years have paid off in the last year. The Committee has seen a healthy growth of new members which has enabled the group to progress the aim of the group which is “To rejuvenate community spirit through a range of special interest groups and social events for all ages of the Mitchel Troy and surrounding district.”

New members, such as Clare Tuggey, Chris Chamberlain, and Liz Clarke have contributed to key developments of the group such as the newsletter and website, Local History Group and social activities. The group also welcome the regular support from Val and Geoff Long as well as all the people who are involved with delivering the newsletters.

The newsletter has to be one of the visible outcomes of everyone’s hard work and has been a useful means to communicate to everyone in the area. We produce some 250 newsletters four times a year at a cost of around £600 per year. This has been funded through grants and advertising and some social events. We are aware that whilst grants can be used to start up projects, such as a newsletter, that these have to be self financing to ensure they can be continued. This year we will be appointing to an Advertising role to increase income. Sheila Thackeray has kindly offered to do this from April when the advertising year starts. Please support Sheila by giving her names of possible advertising contacts. The cost is very reasonable and from April we will be able to offer advertising space on the new website.

Clare Tuggey’s skills and expertise have proved a valuable and reliable contribution to the group. In fact without Clare we wouldn’t have a newsletter or website.

Other groups such as the Book club have become established, run by Rosie Ringer and Sheila Rowland. Membership continues to rise and has a loyal core group of members.

The Local History Group has had some very interesting speakers and visits. The group are developing an archive of the area with a view to putting on an exhibition later this year, so please help if you can.

We were sad that Janet stepped down as Treasury in November and would like to thank her for setting up the financial systems and bank account. We have a new Committee Member, Elaine Savage who will, if agreed today, take over in April.

Financially we are doing quite well with around £500* in the bank. We have received two grants in the last year, £300 from Monmouthshire Council Agenda 21 grant scheme for the newsletter and £188 from the Area of Outstanding Natural Beauty for the website. We are grateful to both organisations for their support. We are also grateful for a donation of £150 from the PCC of St Michael’s Church which is in return for advertising services and other events. A full financial report will be prepared at the end of the financial year in April by our Auditor. We will continue to seek funding from grants in year 2009.

The year ahead provides lots of new opportunities and plans are already underway for a summer (likely to be 27th June), and New Year’s Eve events. The group have lots of ideas to build on following on from the hugely successful Ceildh nights and the recent Quiz night. We will need help for these events so this is a great time for new people to join in and help share the workload so that no one has to do too much. 

As the group we are able to share the workload amongst so now’s a good time to get involved. Our aim is to hold events that appeal to all ages, young and not so young.

One suggested idea is to hold a Promise Auction, which has in the past raised significant money. If we were to do this we would like to put things back into the community, such as pensioners Christmas party, children’s Christmas party but if you have any ideas than please let us know.

5. Matters Arising

5.1       Votes of thanks were made by Chris for the success of the “Quiz Night” in February, especially the hard work which went into the catering. General thanks for the work of the Committee and co-opted members were proposed by all those present who felt that a lot of good work was being done to achieve the group’s aims.

            Sheila and Gill gave their thanks to all those who have assisted with and/or attended group and social events this year, and also to those, like Margaret Slaughter who distribute the newsletters.

5.2       Communications: Sheila said that her husband, Derek, had volunteered to oversee the distribution of newsletters to free up time for Clare.  The Committee has made the decision to reduce the numbers of newsletters from 4 to 3 each year, starting in April.  This is because our website, “mitcheltroy.com” was launched in February and also for reasons of economy. Concerns were expressed from some of those present at this meeting, that the Group’s communications should not rely only on the website as many residents do not have computers or IT skills.  Concerns were also raised as the website is not accessible via “google”. A query was raised about the web site so Gill suggested that any queries and comments can be sent directly to Clare be e-mailed or phone.

6. Financial Statement    
           
Gill gave a verbal outline of our current position, pending a written copy of the accounts, to be circulated with the minutes of this meeting. The accounts will be audited as before. The Group’s financial balance stands at approximately £500. See Chairman’s statement.

7. Election to the Committee             
           
Sheila referred to the Constitution on this matter. Gill and Sheila said they were willing to put their names forward to continue in their roles for a further year and asked for any other nominations to be made known. The role of Treasurer had received one nomination, Elaine Savage. There were no objections or other expressions of interest to the three main committee roles therefore Chris Chamberlain moved the vote to elect Gill, Sheila R and Elaine to the committee for the year ahead. This was seconded by Sheila Thackeray.
 
Liz Clarke, (social events), Chris Chamberlain, (history group) and Sheila Thackeray, (advertising revenue), were also put forward and seconded as Committee members.

8.         Any Other Business. None

9.         Date of the next Annual General Meeting – March 2010, details tbc.

Date of next Committee Meeting 8pm on Tuesday 31st March at “The Bush Inn”, Penallt.  All supporters are invited.