Friends of Llanbedr Village

Constitution 2008-09

Aim:
To organise events to bring the community together and to raise funds for the benefit of the community and it’s residents

Objectives:
1. Open to all with an interest in the village of Llanbedr
2. The committee officers will be elected by majority vote i.e. Chair, (or shared chair) Secretary and Treasurer at each AGM
3. At least 4 open meetings per year will be held, with extra meetings as required to arrange events.
4. A quorum will be at least two of the committee officers plus two other members.
5. Meetings will be held 2nd Monday quarterly with additional meetings as necessary. Time 8-9 pm.
6. Majority decision will be accepted regardless of position, providing the agenda item on which the vote will be cast has been previously circulated.
7. Notes of the meeting will be taken and distributed from each meeting.
8. Signatories to the cheque account to be Chair, Secretary and Treasurer, at least 2 of the three to authorise cheques.
9. Annual accounts to be published on the notice board outside village hall and presented yearly at AGM
10. This constitution will be reviewed annually at the first meeting after the AGM and changes to be decided by a majority vote.
11. Dissolution. If the Friends of Llanbedr is dissolved, any funds will be given to Llanbedr Community Council for distribution as they see fit to benefit the community.
12. Except in exceptional cases ie short notice requests, the decision on the distribution of funds will be decided annually following the hog roast.

Meeting 14th October 2008
8.00pm

Minutes
Present: Jan and Dave Matischok, Sally Pritchard, Julie Baddock, Richard Thomas, Stan

1.Apologies: John Pritchard, Huw Butler, Sian Williams, Ann Mayer

2.Review of constitution
Constitution was reviewed, updated and agreed.

3.Publication of information
Contact Jennifer about putting the Friends of Llanbedr constitution and minutes of meetings on the community council website. Action: JB

Send an update of activities for inclusion in The Link Action: SP

4. Financial information
Investigate whether the Friends of Llanbedr should be a charity Action: SP

5. Events
Burns Night 24th January 2009, Village Hall
Hold a Burns Night for up to 50 people, to include a 3 course meal (Soup, Haggis neeps & tatties, Cheese & biscuits) and a whisky tasting with 5 – 6 different whiskys.
Price to be £20 per person
Tickets to be distributed for selling Action: JM

Family treasure hunt, Easter time
A treasure hunt with cars, finishing with cakes, stalls, coffee in the Village Hall.

Hog Roast, ideally 27th June 2009, Village Hall
Book band for 27th June, 13th June alternative date Action: JP
Confirm date for Hog Roast Action: JP
Book Hall, Kitchen, Marquee Action: JM

Ideas for other events
Wine tasting Spring / Summer 2009 ?
Summer Garden Party ?
Port Tasting Autumn 2009 ?

Insurance needs
Confirm the insurance cover in place for the Village Hall Action: RT
Investigate the cost of upgrading the Village Hall insurance cover for events such as the Hog Roast, Burns Night. Action: SP
Investigate the cost of annual liability insurance vs buying on an event-by-event basis Action: SP
Investigate when the council are running basic Food & Hygiene courses and the cost for JM to attend. Action: JM

Next Meeting
Tues 1st December, venue to be confirmed