A Held on Thursday 8th April 2017 in The Royal Oak at 8.00pm

MINUTES OF THE 2nd ANNUAL GENERAL MEETING

Present: Colin Burley (Chair), Keith Winstanley (Secretary), Caroline Burley (Publicity Officer), Mavis Hughes, Tony Brookes, Jean Burley, Ruth Martin, John Conchie, Barbara Conchie, David Rawlins, Ann Holmes. The Chairman opened the meeting by thanking those present for attending the 2nd* Annual General Meeting of the Eccleshall Community Cinema, commending the Committee for their efforts over the past year and recapping the considerable progress that has been made in the first two years of the Community Cinema. Apologies: Mac McCoig, Gina Brady. Item 1 - Minutes of the 1st AGM held on 31st March 2016: The Secretary took the Committee through the Minutes of the 1st AGM held in March 2016. The Committee agreed they represented a true and accurate account. There were no matters arising not already covered by the Agenda for the 2nd AGM or already auctioned at preceding Committee meetings. The Secretary reminded the Committee that the Chairman had signed the 1st AGM Minutes on 5th May 2016 and that they had been published on the Cinema website. Item 2 - Matters arising from the Committee Meeting of 8th February 2017: 2a - Equipment: The Chairman took the opportunity to congratulate all involved with the procurement and maintenance of the Cinema equipment and commented that the Community Cinema was well placed in terms of equipment. 2b - Eccleshall Show: Ruth Martin provided an update to the Committee on the current situation regarding sponsorship of the Eccleshall Show noting that the Committee provided a £40.00 donation towards the photography competition last year. She outlined that the Committee might like to consider becoming a "main" sponsor" of the event for as little as £150.00. The Chairman proposed that all bids should be collated for discussion at a future meeting (see also item 8). 2c - Cooperation with Other Groups: The Chairman confirmed that he continues to look at requests for cooperation with other groups on a case by case basis and he would bring such approaches to the attention of Committee members as and when required. Item 3 - Financial Report: In the absence of the Treasurer the Chairman circulated copies of the un-audited accounts for the year ending 31st December 2016. The Committee noted the healthy state of the accounts and commended the Treasurer for his efforts. Tony Brookes and David Rawlings both raised the issue that equipment expenditure could reasonably be expected to reduce during 2017 and John Conchie

1

sought clarification that the Royal Oak do not charge us for use of the room. This was confirmed and the Chairman undertook to raise the issue of the value of equipment held with the Treasurer on his return. Action - Chairman. Item 4 - Year 2 Programme: The Chairman summarised the film programme for 2016 noting that we showed a total of 17 films including 2 foreign language films, 2 "golden oldies" and 1 children's matinee. It was confirmed that the Cinema would continue to show at least one children's matinee during the year. The Committee were unanimous in congratulating the Chairman on his overall stewardship of film selection. Item 5 - Year 3 programme: Four films have been shown so far this year (/ Daniel Blake, Captain Fantastic, Women in Gold and Bridget Jones's Baby), the last two being audience suggestions. The next film showing will be A Street Cat Named Bob, also an audience suggestion, on Thursday 20th April. The plan for May and June is: 18th May Manchester By The Sea 8th June "Golden Oldie" - The Berkley's of Broadway (the last film by Fred Astaire and Ginger Rodgers) 22nd June The Light Between Oceans Looking further ahead we are awaiting release dates for the following films being considered for 2017: The Times of Their Lives Sully Lion A United Kingdom The Viceroy's House Dunkirk In response to a question it was confirmed that we cannot hire out Cinema CDs without breaching the terms of our licence to show and it was confirmed that we will show a foreign language film during the year. David Rawlings asked for confirmation of future dates and it was confirmed that film showings will normally be on the third Thursday of each month. Item 6 - Publicity: Caroline Burley was commended for her efforts as Publicity Officer and commented that the Community Cinema was generating good conversations on the Facebook page. Ruth Martin raised the issue of publicity to all the new houses in Eccleshall via the Ecclian Society welcome packs and, in a general discussion it was agreed to produce a generic "flyer" for the welcome packs that could also serve as an appropriate vehicle for subsequent "publicity leaflet drops". Caroline undertook to design and produce such a flyer. Action - Caroline Burley. Item 7 - Election of Officers for the Coming Year: The Chairman expressed the wish to stand down as Chairman but to retain a number of his current jobs. After some discussion, during which the Committee approved an overwhelming vote of approval for the Chairman's continuation, it was agreed to leave the option of Colin relinquishing the role of Chairman on the table. David Rawlings asked for

2

clarification as to whether all other officers were being re-elected and this was confirmed. The Chairman reported that Mac was happy to continue as Treasurer but that he was keen to share some of his ancillary duties. Ann Holmes has joined the Committee to provide additional support to Mac and she volunteered to take over ticket production, distribution and collection of monies. The Secretary agreed to discuss running the website with Mac when he returns. Mavis Hughes will continue to run e-mail communications and to act as the stand-in Secretary. Ruth Martin and Ann Holmes both volunteered to assist Caroline with leaflet drops when required. Action -

Item 8 - Donations to Other Causes: There are currently four other causes under consideration for donations, namely Eccleshall Scouts, Eccleshall Trust, Eccleshall Show and DEBRA International. David Rawlings provided a brief update concerning the Scouts. After some discussion it was agreed to hold a special Committee meeting to finalise decisions on this subject at a date to be arranged by the Chairman following discussions with the Treasurer on his return. Action - Chairman/All. Item 9 - Any Other Business: 9a - Vote of Thanks: John Conchie proposed a particular vote of thanks to the Chairman which was unanimously supported. 9b - Thank You letter to the Royal Oak: John Conchie proposed a thank you letter to the Royal Oak for their continued support. This was fully supported. The Secretary will take for action. Action - Secretary. Item 10 - Date of Next Meeting: The next full Committee meeting will be Thursday 6th July at 8.00pm but Committee members are to be prepared for an earlier meeting to discuss "Donations to Other Causes" - see item 8.

KW 080417

Approved by the Committee and signed by The Chairman as an accurate record:

AH.

Date

3