Thorncombe Village Shop Association Limited
NOTICE OF ANNUAL GENERAL MEETING
Registered Society 30510R
NOTICE IS HEREBY GIVEN THAT THE 2019 Annual General Meeting (AGM) of Thorncombe Village Shop Association Limited will be held on
Wednesday 10th July at 7.30pm in the Village Hall.
All parishioners are welcome to attend and speak but only shareholders may vote.
The business of the Meeting shall comprise:
1. Approval of the Minutes of the Annual General Meeting held on 24th July 2018
- The receipt of the accounts and balance sheet for the year ending 31st January 2019 and Treasurer’s report.
- The disapplication or not, of the requirement to undertake a full professional audit for the year of account ended 31st January 2019.
- The appointment of an independent accountant, David Cadwallader and Co Limited, for the financial year ending 31st January 2020.
- Chair’s Report.
- The retirement of all members of the management committee and the election of not less than four and not more than eight members.
Accounts for the year ended 31st January 2019 and a copy of the minutes of last year’s AGM will be available for inspection at the shop from 3rd July 2019.
A quorum for the transaction of any business of a meeting of the Association is five members who are not members of the Management Committee. A resolution put to the vote shall be decided by a show of hands unless a secret ballot is requested by at least two members present in person.
Members of the current committee are prepared to stand again but all shareholders are encouraged to put themselves forward or with their agreement, nominate others. Please let the secretary know by email (email@example.com) or leave a message at the shop no later than 3rd July 2019
By order of the Management Committee.
Dated: 19th June 2019
If there is a matter you would like the committee to discuss, pop into the Shop and
talk to Heather or Wilna.
Minutes of the Meeting of TVS 24th April 2019
Present: Richard Peacock (RP): Mary Morris (MM): Sarah Mackinnon(SM): Anne Johnson-Rooks (A J-R): Melanie Pierce-Butler (M P-B): Ian Harrison (IH): Heather King (HK): Wilna Hawker (WH): Steve Dunford (SD) representing parish council.
Apologies: SB and PH
Minutes of the Meeting of 27th March: Corrections were made to item on rota over the Bank Holidays, RP not MM on 6th May, MM not HK on 27th. They were then passed.
Matters Arising: RP has spoken to the flat owner about moving the bins to create space for outdoor tables, but as the flat is back on the market, he was advised to take this matter up with the new owner. The flat owner had made further complaints about noise from the freezers and there was discussion on how to respond, but it was agreed that we had done all that we reasonably could to mitigate this, and that this should be fed back to him.
Customer suggestions – the spelling of ‘stationery’ on the relevant sign is incorrect and could we do something to promote Phil the Fish. It was agreed to amend the spelling and to include a comment about Phil in the next edition of the parish magazine.
Fingerposts – no progress to report
Repair of facia and decking – IH and AM had looked at the decking and concluded that it was basically sound and just needed sanding and cuprinol to extend its life and prevent slipping. It was agreed to get 2 more quotes for repair to facia.
Shop cleaning – letters have gone out to cleaning staff advising them of reduction in hours.
Managers’ Report: Serving of bacon baps has made the shop so busy on Saturdays that more staff are needed between 9.30 and 11.30. MM will request extra when circulating the rota gaps. Volunteers also need to be encouraged to ask WH or HK if they are not sure of something; they may not be asking out of fear of interrupting them or because they seem busy, and it needs to be stressed that they are always willing to help and support volunteers. 2 more volunteers have come forward, and will be trained when MM returns from holiday.
WH – a regular Wednesday morning volunteer has stepped down which leaves a big gap on Wednesday mornings. WH would be grateful for anyone able to fill this for however long they can.
Shop Events: Easter lunch raised £239.62. It was agreed to focus on the 10 year anniversary for other fund raising activities. A J-R has written to ask how the calendar is coming along and to suggest we might have a second one of stills from the slide show.
Financial Report: YTD profit is approx. £500, and RP observed that we usually move into further profit from May onwards. Final accounts for previous financial year expected for May meeting. Donations account stands at £2143.
AOB: The issue of whether the shop’s categorisation for planning purposes was affected by the extension of the café area had been raised at a recent parish council meeting. SD and A J-R had both looked into this and been advised that as the café remains a side branch of what is primarily a retail outlet, there is no change.
Date of Next Meetings: 6pm 22nd May and 12th June
The shop is run by the Thorncombe Village Shop Association (TVSA).
The chairman is:
The manager of the shop is:
The assistant Manager is: