The Association

Minutes of the Thorncombe Village Shop Association Annual General Meeting 24th July 2018

The Chair, Ann Johnson-Rooks, opened the meeting at 7.30 and welcomed everyone.

Minutes of the Annual General Meeting of 27th July 2017

These were agreed as correct and signed.

Presentation of Accounts and Treasurer’s Report

Richard Peacock reported that turnover was up £240 on the previous year, and gross profit had increased from £46,460 to £49,114, with running costs down from £48,331 to £45,875. These figures were encouraging, but he emphasised the need for continued support from the community if this trend was to continue until 2029 when the loan will be repaid.

He then asked for questions from the floor. Roger Greaves spoke at length, giving his own forecast and the consequent necessity of rescheduling the loan to avoid defaulting and burdening the parish with an increase on the precept. He then left the meeting.

Richard asked if there were actual questions, and since there were none, proposed the accounts be accepted. This was seconded and approved.

Disapplication of the requirement to undertake a full audit of accounts for 2017/2018

Richard briefly explained that this was usual practice with the accounts, and the disapplication was proposed, seconded and approved.

Appointment of Cadwallader and Co as accountants for the financial year 31st January 2018/31st January 2019

This was proposed, seconded, and approved.

Chair’s Report

Anne Johnson-Rooks thanked all the volunteers and everyone who supported the shop in different ways; there is an ongoing need for more volunteers and she encouraged everyone to use the shop and to feedback comments. She informed the meeting of the development of the café area, thanked those who had made donations and explained that there were further grant applications in process. The aims, objectives and vision of the shop are now available for everyone to see on the website, and she concluded with her conviction that the shop would survive and that this would be achieved.

Election of New Committee

John Barnes had resigned from the committee, but other existing members had agreed to stand again. Two new shareholders had come forward, Ian Harrison and Sandra Ballisat: they introduced themselves and along with Richard Peacock, Sarah Mackinnon, Mary Morris, Pauline Holt, Melanie Pierce-Butler and Anne Rooks-Johnson were elected to the committee for the coming year.

AOB

Paul Roberts thanked the committee for their work, but also suggested that it might be useful to produce spreadsheets with projected profit/loss and measures to address financial threat; he thought this could be helpful in counteracting the claims of those who continued to be doubtful about the shop’s viability. Mike Carr offered to make the spreadsheets he had used available to the new committee.

Rose Richards noted that it was the shop’s 10th anniversary next year and looked forward to the celebrations.

Richard Arnold pointed out that in the worst case scenario of the shop failing, the addition to the precept would amount to 59 pence per property per week.

Heather King thanked all shareholders and account holders and wanted everyone to realise what an asset to the community the shop is.

 

There being no other business, the meeting closed at 8.10 pm

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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 12th June 2019

Present: Richard Peacock (RP): Pauline Holt (PH): Mary Morris (MM): Sarah Mackinnon(SM): Anne Johnson-Rooks (A J-R): Melanie Pierce-Butler (M P-B):Heather King (HK):Wilna Hawker (WH): Sandra Ballisat (SD):

Apologies:  Ian Harrison (IH)

Minutes of the Meeting of 22nd May: A correction was made under ‘matters arising’ regarding the notice to volunteers about coffee, which was put on the wall in the kitchen, not the parish magazine.

Matters Arising:  A J-R has discussed with Phil Gordon the possibility of a joint fundraising event in the autumn. Ideas were put forward as alternatives to skittles, including table tennis, billiards and croquet, but no decision was made. No date has been fixed for the mop up training on the coffee machine, but MM is gathering names of those interested. Refurb of the decking area has been postponed until the autumn.

 Managers’ Report: Dawn has resigned from cleaning, Matt will pick up her day leaving him with 5 days. SB and RP offered to fill in on Thursdays.

Wilna advised that she may have to take time off over the coming weeks for personal reasons.

She also reported that a neighbour had been concerned that bikes leaned against the wall might cause an accident. The risk was discussed and it was agreed that once the new occupant had settled in, we should approach him to work out a long term solution for this and for the positioning of the cardboard bin.

Preparation for the AGM: SM outlined the process and said that she intended to email shareholders where possible on 19th June and hand -deliver the remaining notices. The notice will invite new people to come forward to sit on the committee, but in the event that no-one does, existing members were happy to continue.

Financial Report: RP and HK are meeting on Friday to go through the draft final accounts for 2018/19 to see if they seem correct. To date this year, turnover is slightly up.

AOB:  SM put forward an idea to add a small piece to our entry in the parish magazine, giving a flavour of what it is like to work in the shop, with the hope that this would raise interest and perhaps encourage more people to volunteer. It was agreed to try this for the issue after this.

SB proposed that we become a battery collection point, for which we would be paid. This needs further research. She also suggested we apply for a Countryside Alliance Award and offered to investigate this further.

A J-R had once been informed that we were not eligible for the ‘blue discs’ funding at Tesco’s because we make a profit, but has since found out that this is not the case, and will approach them again.

PP had spoken to someone who thought it would be helpful for volunteers to have a badge saying as much, so that customers were more understanding if service was sometimes a little slow. There were mixed opinions about this and nothing was concluded.

Date of Next Meeting:  6pm 24th July 2019

              

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The shop is run by the Thorncombe Village Shop Association (TVSA).

The chairman is:
Anne Johnson-Rooks

The manager of the shop is:
Heather King

The assistant Manager is:
Wilna Hawker

Heather (right) and Wilna taking a break