AGM & Committee Meetings

Previous AGM/Meeting

Monday 4 September - 7:00 PM to 9:00 pm

AGM 2023


Clitheroe Civic Society – Annual General Meeting – 4th September 2023

 Agenda

 1. Chairman’s welcome/introduction.

2.  Apologies for absence.

3. Minutes of AGM 2022.

 3.1 Approval of Minutes.

 3.2 Matters arising from minutes.

4.  Chairman’s Report.

 5. Treasurer’s Report.

6.  Election of Officers.

7.  Election of General Committee.

8.  Any Other Business.

Minutes of Meeting

CCS Annual General Meeting (AGM) Minutes

7.30pm. Monday 4 September 2023. Held at The Old School Rooms, Lowergate, Clitheroe.

 Officers Present: Peter Llewelyn (PL); John Spencer (JS); Barbara Alty (BA).

 Welcome by the Chairman:
PL welcomed officers, members and guests to the meeting. 

2. Apologies Received:
Olwyn Claydon, Graham Claydon, Geoff Errington, Miles Slinger, Eileen Narain, Paddy Brown. 

3. Minutes of the Previous AGM:
Held on 5th September 2022. These had a clerical error regarding the ownership of Stock Well, however, it is confirmed that Ribble Valley Borough Council have ownership of that particular well. The correct version of the 2022 minutes is available on the website.

3.1  Approval of Minutes:
Michael Parkinson proposed they be accepted as a true record which was seconded by Sue Biggs.

 3.2 Matters arising:

Honorary member, Mr Steve Burke made several comments, as follows:

 The Town Team: He stated that the Town Team, which CCS is affiliated with as the Chairman attends regular meetings, does not hold any records of meetings or consequential actions. He felt there had been limited action from the Town Team on various issues including the proposals regarding the Castle Street paving scheme. Mr Burke thought that more information could have been disseminated from the Town Team.
Clitheroe Town Wells Conservation Committee: Mr Burke queried what is happening with this as it does not appear to be a functioning organisation. Mr Burke feels that the Town Wells are a key part of CCS and is concerned that the society is allowing RVBC and others to take the lead, in his opinion, this is not what CCS was founded for.
The Bellman Park Lime Kilns: This project ended last year. Mr Burke was pleased that Gordon Taylor was mentioned by name but was concerned that other members, who put in much work, had not been named. He also felt that the project did not come to a satisfactory conclusion.
PL declared that there was a response to the Town Team and the Wells issues in his Chairman’s Address.

4. Report by the Chairman:

Chairman’s Report - AGM 2023

 I want to start by thanking my fellow officers and the committee for everything they have done over the last 12 months, quite simply without their support, there would not be a society.

 I also want to thank all those who help us at our monthly presentations and the hardy perennials that attend our Cultivating Clitheroe sessions. Great feedback has been received from members, residents and visitors alike who appreciate the positive difference being made through a variety of planters about the town, the beds at the Castle and other areas to encourage civic pride. The society was also pleased to receive the Community Champion Award from the Town Council which is on display tonight. 
I’d also like to ensure that I recognise and thank all who have been involved in the Bellman Park Limekiln’s Project – much has been achieved here and it has been a true team effort so thanks to all who have played a part over the years.
Clitheroe’s conservation areas are worth preserving and part of the society’s role is to review planning applications and to make representations on behalf of the society. Due to a number of developments around the town centre, we have submitted comments and will continue to do so to ensure that we see appropriate consideration and protection of our built heritage and ideally enhancements to the conservation area. We will also continue to strive for wider improvement to ensure that we see high standards of planning, design and architecture across the town.
One of the most noticeable aspects where real change is required is to our pavements in the heart of our conservation area – these have got into a terrible state with tarmac infill becoming the norm for many years. Working with partners in RVBC and LCC, the Society has pushed for a capital programme and this has been approved and is going through its final governance steps. We hope to see work begin on Castle Street in early 2024.
The Society has put on a number of presentations in the last year which have been extremely well attended, indeed we have run out of chairs on a couple of occasions! Topics have been many and varied and have included historic preservation and architecture, local and social history and many other topics and we have a fantastic 2024 programme to come.
In the last 12 months, the Clitheroe Advertiser and Times archive project has been completed with all available editions now accessible via our website – do take a look if you haven’t done so as yet.
Our latest journal has also just been sent to members – once again thanks to everyone who has submitted articles for the Journal and those who pull it together and we always welcome more, so do please submit any ideas or articles that you may have.
Apart from the Society’s own meetings, we maintain regular contact with the town and borough councils and support events wherever possible such as the recent event on the 18th of August at the castle grounds to commemorate 100 years since the purchase of the grounds through public subscription, to act as a permanent war memorial. Thanks go to Shirley Penman for her historical research, Janet Clegg for artwork and John Spencer for planning and arranging the event, which all contributed to make the event a success.
The Clitheroe Town Wells Conservation Campaign, which the Society also supported and where we attended as a member has, after the attempts of many past and present - stalled in respect of any further progress at this time. None of the recommendations from the condition survey that RVBC carried out have so far been carried out, not even to Stock Well, which is in the confirmed ownership of the council. However, due to a recent change of personnel at RVBC, there may still be an opportunity for a revised dialogue.
I continue to attend Town Team meetings on the society’s behalf – this is a group working hard to improve our town centre in many ways and has a breadth of members from across the town and many other organisations. Together we aim to achieve more.
It remains for me to thank you all for attending this evening and to all supporters of the Society. We’ll now move on to the Treasurer’s Report. 


Comment from Mr Steve Burke following the Chairman’s address: He has concerns regarding the timing of the AGM. To his knowledge, this was the first CCS AGM which started at 7.30pm, PL responded that the previous two AGMs have begun at 7.30pm. Mr Burke proposed that all AGMs start at 7pm. Ruth Smith proposed an amendment that the committee have control of the start time. This is covered below under AOB.
At this point, Sue Biggs suggested that the points raised by Mr Burke should be covered under Any Other Business. Mr Burke accepted this and PL confirmed that it would take place.

 5. Treasurer’s Report:
BA is pleased to report another successful year. The financial position of the society is very healthy, totalling £5148.08. CCS no longer receives free banking despite exploring other options. As often as possible, bank transfers are used to reduce costs. The digitisation of the Clitheroe Advertiser and Times archive has been a large expense this year, however the project is now completed and the final payment of £1679.95 has been made. There will also be an annual ongoing cost of approximately £500. It is proposed that the Hanson Cement contribution will be used to cover this expense which will be acknowledged on the CCS website. Cultivating Clitheroe has been effective in applying for and obtaining grants to fund much of their gardening activities, however £1140 has been used from CCS funds, some of this to cover `Public Liability’ insurance and high visibility vests for the volunteers. The accounts have been audited by an independent scrutineer, Mr Emir Lloyd-Davies.
Mr Steve Burke commended BA on her presentation and acknowledged that there has been a considerable increase in funds over the past few years which he hoped would be spent wisely to further the aims of the society. However, he would like to see these accounts presented earlier and distributed with the bidding notice for the AGM. PL has consulted the Charity Commission, GOV.UK and other sites where the recommendation is that copies of accounts are made available at the venue of the AGM before the meeting begins. PL also added that as CCS is not a limited company, it is not required to forward accounts before the AGM but that these are available at the venue of the AGM and on request thereafter. This is the case; copies of the accounts are displayed and can be scrutinised by all members attending the AGM. BA will respond to any requests from members who wish to receive a copy. BA stated that the treasurer determines when the accounts are sent out, pointing out that she is not willing to present the accounts until they have been audited.


Michael Parkinson proposed the accounts be accepted as a true record which was seconded by Brian Davies.

6.  Election of Officers:
All existing officers were willing to continue in post and no other nominations had been received.

 Chair: Peter Llewelyn.

Secretary: John Spencer

Treasurer: Barbara Alty

 Officers proposed by Michael Parkinson and seconded by Valerie Grooby.

7. Committee members:
All existing members were willing to continue in post and no other nominations had been received.

 Janet Clegg, Geoff Errington, Valerie Grooby, Andrew Schofield, Ruth Smith

 Committee members proposed by Carol Riley and seconded by Michael Parkinson.

8. Any Other Business:

Mr Peter Foley, as secretary of the Lancashire Best Kept Village committee, informed members that community areas of large villages and small towns could be entered into the annual competition. He also complimented the gardening efforts of the society stating how impressed he was with the colour and quality of the blooms in areas around the town. 

Mr Steve Burke proposed that the society’s AGMs begin at 7pm. An amendment to this was proposed by Ruth Smith and seconded by Sue Biggs. The vote was that 27 people elected for the committee to determine the time, six voters opted for a 7pm start with 21 members abstaining. The amendment that the committee would determine the start time was carried.
Mr Burke also proposed that the treasurer’s report and the chairman’s report be sent out in advance of the AGM with the bidding notice. Ruth Smith proposed that the decision as to where and when the reports be made available is to be taken by the committee, this was seconded by Margaret Spencer. Sue Biggs pointed out that as an association, CCS does not have to send out the accounts with the bidding notice, it is sufficient that these are available at the venue of the AGM. This is in line with PL’s research via various GOV.UK and Charity Commission websites. Mr Burke pointed out that precedent has been set as, in previous years, the reports were distributed along with the bidding notice. 27 members voted in favour of the amendment that the committee determine when such reports are distributed, 11 members voted for Mr Burke’s proposal and 16 members abstained. The amendment that the committee determine the timing of the distribution of said reports was carried.

 Annual General Meeting closed at 8.02pm

 

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Monday 04 September 2023

Clitheroe Civic Society – Annual General Meeting – 4th September 2023

 Agenda

 1. Chairman’s welcome/introduction.

2.  Apologies for absence.

3. Minutes of AGM 2022.

 3.1 Approval of Minutes.

 3.2 Matters arising from minutes.

4.  Chairman’s Report.

 5. Treasurer’s Report.

6.  Election of Officers.

7.  Election of General Committee.

8.  Any Other Business.

Monday 05 September 2022

Clitheroe Civic Society – Annual General Meeting – 5th September 2022

 Agenda

 
Chairman’s welcome/introduction.

 Apologies for absence.

 Minutes of AGM 2021.

 3.1 Approval of Minutes.

 3.2 Matters arising from minutes.

 Chairman’s Report.

 Treasurer’s Report.

 Election of Officers.

 Election of General Committee.

 Any Other Business.

Monday 06 September 2021

Clitheroe Civic Society – Annual General Meeting – 6th September 2021

 Agenda

 Chairman’s welcome/introduction.

 Apologies for absence.

 Minutes of AGM 2020.

 3.1 Approval of Minutes.

 3.2 Matters arising from minutes.

 Chairman’s Report.

 Treasurer’s Report.

 Election of Officers.

 Election of General Committee.

 Any Other Business.

 

 

Monday 07 September 2020

Annual General Meeting 2020 Agenda

Due to current Covid Regulations on Public Meetings the meeting to be held ‘virtually’ using Zoom Conferencing’

Monday 02 September 2019

2019 AGM at 7.00