Shelters AGM Minutes

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BIRCHINGTON SHELTERS AND AMENITIES GROUP

NOTICE OF MEETING

As a member of Birchington Seashelters & Amenities Group, you are hereby invited to attend the first Annual General Meeting. The meeting will be held from 4:30pm closing at 5.30pm on Saturday 11 November 2017 at Church House, Kent Gardens, Birchington.

Items falling under “Any Other Business” must be submitted in writing to The Secretary, 2 Priory Mews, Birchington, by 28 October 2017

Apologies – there was one apology from John Dimmock

Chairman’s Welcome. Karen Everest opened the meeting and thanked those present for attending.

There were no minutes and therefore no matters arising as this is our first AGM.

Treasurer Dave Adams presented the Independently Examined Accounts for year ending 30 September 2017.

Vote of acceptance of the Accounts. Proposed Dora Smith  Seconded Gillian Giddins. Accepted.

Appointment of Independent Examiner of accounts for 2018 – Stuart Way proposed by Karen Everest Seconded David Copeman.

Retiring Chairman’s Statement

Our  committee formed in September 2016 and for the remainder of the year we started to raise our profile via the parish magazine,  leaflets,  attending functions in school, Christmas fairs etc, letting the community know what we were doing and a Facebook page was set up.

We agreed to have an annual  membership for the very reasonable sum of  £2.50,  less than a cup of coffee. Our membership has grown to around 180 and we hope our existing members will renew now or at end of year.  The subscriptions are used for admin, printing etc,  which means that donations and grants are for the sole purpose of restoring the shelters.

Earlier this year,  we conducted a survey to gauge the level of support for our project and of those residents who replied,  the overwhelming response was that the shelters should be restored and to the current design

This year,  we have been very fortunate and have received tremendous support from our local businesses who are happy to host our collection boxes, businesses have organised events and donated proceeds for instance,

  • the Waves have held a series of quizzes which are always well attended
  • the Old Bay Alehouse
  • Grenham Bay Court Residential Care Home organised a football tournament for local tradespeople

a local resident raised funds by  running  the Brighton half marathon;

  • a local pilates group,
  • craft fairs have donated proceeds of raffles
  • We were successful in our application for a grant from KCC councillors Emma Dawson and the late Ken Gregory and received £4000

And of course,  we have received many individual donations too.

We have also received offers of help  and support from local tradespeople and charities such as The Shed and donations of tools from Bunnings.

We are currently awaiting the outcome of our Aviva application and will register with Thanet Community Lotto run by TDC

At end of April,  the shelters were put on the community asset transfer list to be transferred from TDC to the Parish. Nothing appeared to be happening so in June we requested the Parish to apply for 3 licences to enable us to move forward with the project and these were eventually granted in September for 2 on The Parade and the other one opposite Grenham Bay  Court Residential Care Home . We understand the transfer of the shelters is still with Legal

We have just been negotiating our Service Level agreement with the Parish which has now been agreed and to enable our group to keep a level of independence, taken out public liability insurance.

As a committee, we have been working hard to raise both awareness,  funds and getting the project in the best  position and with continued support from the community and encouragement from the Parish we hope restoration will get underway in the Spring 2018.

Election of Officers

The Committee are prepared to continue as we are still in the early stages of the project. In view of this we suggest that the Officers already on the Committee be voted to continue.

Proposed Dora Smith, Seconded Michael Lucas – Accepted.

Chairman – Karen Everest

Secretary – Mike Kite

Treasurer – Dave Adams

Committee – Dawn Dell, David Copeman, Brian Everest.

AOB

From the floor-

Westgate shelter has been changed in the process of repair, from the original. It was stated that we would be looking to preserve the look and style of our shelters.

Chairman Karen explained our relationship with the Birchington Parish Council and how we intend to use volunteers where we can. Karen spoke about us joining the TDC Lotto, which we hope will bring in some funds.

National funds may be more difficult as we are not yet a Charity.

Chairman Karen thanked everybody for coming and closed the meeting at 17:06.