Cardiff Conservation Volunteers

Cardiff Conservation Volunteers Minutes of AGM 1st July 2009

Meeting Started: 19:35

Present: Robert Hall (chair), Amy Shoesmith, John Newton, Ian Giblett, Amanda Stiltz, Phil Savage, Jenny Jones, Geraint Weber, Tony Lovelock, Alex Boakes, Helen Reardon, Miranda Morton, Ann Joice, Thomas Simcock, Susan Simcock (minutes) and Ann Jones.

1. Apologies: none

2. Introduction by Chair of Trustees – Robert Hall

3. Minutes of the 2008 AGM Proposed as accurate by John Newton, seconded by Ann Joice.

4. Acceptance of Annual Report and accounts for the year ended 31st March 2009 Robert talked the group through the annual report and accounts. One of the main points highlighted was that the tools have now been valued down to zero for the purpose of the accounts – mainly because these are items that could not be sold and their value depreciates over time. This makes it difficult to compare the accounts with those of last year, but comparing future accounts will be easier. However it was pointed out that we are still putting a value on the tools for insurance purposes and we still need to keep accurate records of what tools we have, updating the records when new tools are acquired or old tools disposed of. Other points highlighted from accounts were that some of the outstanding debts have been written off and the net current assets have considerably increased due to the grant from Environment Wales.

Acceptance of the Annual Report and accounts was proposed by Amanda Stiltz and seconded by Miranda Morton.

5. Officers reports

Chief Officer – Alex Boakes Alex gave thanks to all the officers and especially to the work gone into obtaining the grant from Environment Wales. Alex also gave thanks to all those who go out on the tasks and keep it all going. Alex said there was a need to look into continually improving health and safety on task.

Programme Organiser – Phil Savage Phil was thanked for organising the programme over the last year and Steve was thanked for arranging leaders for tasks.

Phil recommended leaving the fee at £140 for the time being but suggested someone could try to calculate how much we actually need to charge to keep the group afloat.

Phil gave thanks to the group of people who have recently taken over the duties of programme organiser.

Membership Secretary – Jenny Jones and Amy Shoesmith Jenny and Amy were thanked for the work they have done.

Tools Officer – Ian Giblett The toolstore is looking tidy and well organised. Ian was thanked, as was everyone else involved in helping to improve the toolstore.

Publicity – Ian Giblett Ian was thanked for his work on publicity. Ian has obtained a projector for the group and has given a range of talks to members of the public over the last year.

Treasurer – Ann Jones Ann was thanked for her work as treasurer – especially in obtaining signatories. Van Maintenance – Steve Edwards Steve was thanked for his work in maintaining the van.

Grants – John Newton John was thanked for obtaining the grant from Environment Wales – the largest grant the group has ever received.

6. Trustees – Alex Boakes, Robert Hall, Ann Joice, Tony Lovelock, Miranda Morton, Helen Reardon and Amanda Stiltz. Re-election of all Trustees was proposed by John Newton and seconded by Ann Jones.

7. Company Secretary Re-election of Ann Joice as Company Secretary was proposed by Ann Jones and seconded by John Newton.

8. Election of Officers

Offices Nominees

Chief Officer Geraint Weber Deputy Chief Officer To be appointed Treasurer Ann Jones Membership Jenny Jones and Amy Shoesmith (jointly) Programme Organiser Now a team of people lead by Amy:

Amy Shoesmith - phones clients and books tasks Geraint Weber and Phil Savage – obtain new clients Steve Edwards – recruits leaders for tasks Ian Giblett– writes the programme Tom and Susan Simcock (jointly) – admin (task sheets and invoices) Ann Jones – payment enforcer

Tools Ian Giblett Van Maintenance Steve Edwards Grants Geraint Weber Minutes Tom and Susan Simcock (jointly) Training To be appointed Publicity Ian Giblett

Acceptance en bloc was proposed by Helen Reardon and seconded by Tony Lovelock.

9. Any Other Business

Ian asked if anyone knew what our youth policy is and the minimum age to come out on task. Robert will send Ian the youth policy and will bring a copy to the next monthly meeting. Robert to check youth policy regarding weekend tasks that involve overnight stays.

Meeting Closed: 20.15