Minutes of the Thorncombe Village Shop Association Annual General Meeting 25th July 2023
The Chair, Anne Johnson-Rooks, opened the meeting at 7.30pm and welcomed everyone.
Minutes of the Annual General Meeting of 19th July 2022
These were approved and signed.
Presentation of Accounts and Treasurer’s Report
Paul Roberts commenced his address by looking back some years, to a time when it would have been reasonable to speculate that the Shop would be struggling a little by now.
However, Covid brought about quite a transformation for the Shop in that customers shopped more locally and government grants were made available. The performance in the years 2021, 2022 and 2023 was probably significantly better than might have been anticipated.
During these “good years”, as much money as possible was put aside to try to pay off the Parish Council’s loan from Dorset Council, which was costing the Shop £10,500 a year in rent, being the equivalent of the loan repayments paid by the Parish Council to Dorset Council and which, if the loan was not cleared, would continue until 2029, when the lease between the Parish Council and the Shop ends.
Paul was pleased to report that a settlement figure of £51,000 had been negotiated with Dorset Council, which was paid by the Shop to the Parish Council in July 2023, thus enabling them to settle their loan with Dorset Council. This allows funds which otherwise would be spent on rent to be used towards other expenses.
In the last three years, grants for capital purposes were received, which enabled the shop to replace freezers and computers and provide an awning and new decking.
Although the Shop is in better shape now that the loan has been paid off, it does not mean that the path ahead will be easy. There are the increased expenses of electricity and wages and the new card provider is more expensive but the integration with the till is a major benefit. It is also becoming difficult to maintain turnover.
Paul welcomed questions from the floor. There was concern about the amount of rent which would be due to resume in 2029. It was hoped that this might be a nominal rent and it was urged that good relations should be maintained with the Parish Council and an early dialogue should commence. Anne, the Chair, explained that she attends all Parish Council meetings and the relationship is a good one. The issue of the terms of the lease had also been discussed informally, and Anne had made the point that the Shop Committee expected that a fair, much lower rent would be negotiated.
Paul ended his report on a personal note. He had joined the committee some three years previously and had not planned to remain for too long. He hoped to serve for one more year but thereafter would be looking for someone to take on the role of Treasurer.
Acceptance of the accounts was proposed, seconded and approved.
Disapplication of the requirement to undertake a full professional audit for the year of account ended 31 January 2023
This was proposed, seconded and approved.
Appointment of Cadwallader and Co as accountants for the financial year ending 31 January 2024
This was proposed, seconded, and approved.
Chair’s Report
Anne Johnson-Rooks acknowledged the ongoing support of loyal customers and visitors alike.
Anne also acknowledged the good news that the loan which the Parish Council took from Dorset Council had been paid off by the Shop.
Anne paid tribute to Paul Roberts, the Treasurer, for his sterling work in helping the loan repayment to come about. She also acknowledged the work carried out in this regard by the previous Treasurer, Roger Greaves. In addition, she welcomed the generous support given by the Shop’s friends at Dorset Council.
Anne welcomed the Shop’s new Manager, Marie Humphries, who is working alongside Wilna until the end of July. Marie was unable to be present tonight, but will attend all future committee meetings .Marie, her partner and one of her children planned to attend the farewell get-together for Wilna which takes place at the Sports and Social Club on Friday 28 July at 6pm.
Anne thanked Wilna for all she had done for the Shop and wished her and Nigel a restful and happy retirement. Anne hoped that as many as possible could attend the get-together, when Wilna would be given her farewell gift.
Anne expressed her gratitude to all the Volunteers for so freely giving their time to the Shop and helping in so many different ways.
Anne also thanked all the members of the committee, each with their individual tasks, for every thing they do for the Shop. Anne expressed thanks to Barbara, Paul Roberts’ wife, who has been helping him recently. Paul will be sorely missed in a year’s time, when he plans to stand down.
On that note, Anne indicated she also would also like to stand down in a year’s time.
The meeting expressed their gratitude to the committee and, in particular, to Anne and Paul.
Election of New Committee
Anne Johnson-Rooks, Paul Roberts, Margaret Fraser, Mary Morris, Pauline Holt, Alan Hiscock. Nikki Parker and Paul Abbey had agreed to stand again for the committee and were re-elected en bloc.
There being no other business, the meeting closed at 8.15pm.
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