Minutes of the Annual General Meeting of the Piha Community Library Trust 2011

Minutes of the Annual General Meeting of the Trust, held in the Piha Community Library at 4pm on Sunday, 11 September 2011

Present: Lynne Towner (Chair), Yvonne Dufaur (Secretary/Treasurer), Gillian Cotton, Gabrielle Lancaster, Jill Stotter, and 6 members of the library - Ken Cowan, Vicky Dignan, Pat La Roche, Julie Rees-George, Ann Russell and Hannah Slade, and a member of the community, Bobbie Carroll.

Apologies: Alberto Bonini, Bob Harvey and Simon Stoddard (trustees) and Julia Wood, Paula Legel and Sue Gandy (library members).

Minutes: That the minutes as read be confirmed. (Gabrielle – Gillian)

Matters Arising:  Lynne outlined the results of the ideas put forward at last year’s AGM.  A strategic plan had been done and would be covered in the Annual Report.  Funding needs from the Auckland Council was guaranteed until the end of this financial year and representations and relationships with the Council were ongoing.  The suggestion on tourist maps was discussed, Lynne pointing out that the library was hampered by space considerations.  It was further suggested that a laminated map showing the area could be on permanent display.  The matter of the time-line of library history was in hand but not yet completed.

Annual Report: Lynne presented the Annual Report and answered questions on the contents.

Resolution:  That the Annual Report be adopted.  (Jill – Pat)

Annual Accounts: 

Resolution:  That the Audited Accounts be adopted (Yvonne – Gabrielle)

Resolution:  That Karen Panckhurst be appointed as the auditor for the Trust.  (Lynne – Gillian)

Appointment Of Trustees:  Three trustees retired - Simon Stoddart and Gillian Cotton who did not offer themselves for re-appointment, and Jill Stotter, who was available for a further term.  Lynne reported on the work of the Nominating Committee and reported that two names were put forward and recommended for appointment, Jill Stotter and Peter Dillon.

Resolution:  That the two nominees recommended by the Nominating Committee be appointed as Trustees.  (Lynne – Gillian)

General Business: Yvonne reported on the encouraging support for the library from the Waitakere Local Board when she and Gabrielle made a submission to encourage a continuation of funding from the Auckland Council.

Discussion/ Ideas etc: Pat wished to acknowledge the huge amount of work by the Trust and volunteer library staff.           

Bobbie Carroll commended the Trust on completing its strategic plan.

Bobbie Carroll enquired if breakdown figures were available of numbers from the 3 communities the library serves.  This has not been done.  Suggestion of placing news items on the Karekare  newsletter to encourage more membership from the Karekare area.

Gabrielle asked for it to be placed on record the Management Group’s thanks for the ongoing wonderful work of the volunteer librarians.

Ann expressed her willingness to increase the display/publicity work in the library and Lynne suggested she discuss details with the Management Group.  Bobbie offered to keep Ann informed of coming events so she could draw up a calendar for displays and promotions.

Discussion around how to get greater awareness in the community that the work in the library was all done by volunteers, with the exception of some part time work by Hannah as an administrative assistant.

Lynne thanked everyone for their attendance and declared the meeting closed at 5pm.