Ponthir W.I. AGM Monday 5th May 2025

Minutes of the May Institute Meeting and the Annual General Meeting
Held Monday 5th May 2025

Susan Lewis, President opened the meeting with a tribute to two members who had passed away during the year under review: Jan Price, a talented musician and singer who led our singing group until ill health prevented her continuing and Trissy Williams, committee member and treasurer for many years.  Both were perfectionists in their own ways and would be missed. 
 
1             Present   See register
2             Apologies for absence:  Maureen Lambert, Sharon James, Jen Penn,  Alison Buffery , Fiona Alderman,  Margaret Hewinson,  Jane Beament, Aileen Ridley, Catherine Davies, Hazel Hanks, Vicky Evans

Sue explained the make up of the committee, telling the members that during the course of last year Lorraine stepped down due to ongoing health issues and Jen Penn was seconded to the committee.  She is now willing to stay on the committee.  We had received one application for the remaining committee vacancy.  She invited any further applications from the floor.  There being none, she declared the committee ———-
3             :  Last year’s minutes were signed as an accurate record:  –   Prop…Helena Thomas Sec…Liz Cooke……………….
4             Any Matters Arising- there were no matters arising

5             Review of the byelaw:    “No officer should remain in office for more than 3 years.  As long as one is off committee for one year they can return to committee and if elected to an officer post can remain for another 3 years”.   In excess of a 2/3 majority voted to continue the byelaw with the ability to suspend it if the need arose.
Proposed: Rachel Brown  Seconded Margaret Barrell

6  Presentation and Adoption of Financial Statement  by Treasurer

Liz read Vicky’s Report  and the Report had been circulated  to members prior to meeting and physical copies  were available at the AGM. Liz ended with ’I propose  the adoption of the Financial Statement’;this was seconded by Anita Dobbs 
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Any Questions: Margaret Barrell asked for details of what ’Donations’ signified and we will put this question to our Treasurer for an answer/response at next meeting         
   7             Sue thanked Liz for reading the Financial report and asked members to vote on  whether they would be willing for the adoption of a financial examiner to be appointed   by Gwent Federation  for the coming year to 2026. Members voted unanimously for this with a show of hands.

8    The Committees Annual Report
This was subsumed into the President’s address. Gill Wheeler  gave a brief Members’Report   She reported that we had lost 5 members during the course of the year and gained 5  new members .

9The President ’s Address . Sue thanked the membership and  the Committee for their support and work in the Community. She applauded  all the smaller groups  in which good friendships were formed. She ran through the past year’s programme  and looked forward to retiring  from the presidency . She ended with the words’ I propose  the adoption of the Annual report . A seconder was  not required and this was passed unanimously  by show of hands      
  10  Advisor talk if any . There was none       

11  Committee Elections  or names from the floor . As there was none the Committee was asked to stand  and to bear in mind Jen and Aileen who were absent No individual   vote was required  and members were asked to vote en bloc .
   
12         Members of the Committee were asked to stand  and Sue named them for the benefit of new members. Members voted on slips of paper in secret ballot  for a President from among the Committee. Everyone nominated was asked if the were willing to take up the post and all declined. Vicky Evans  had sent a letter  declaring that she  was prepared to take on the role   for one year if no other Committee member  was willing . She was duly elected  
13 AOB  –  Awards : The ROSE Bowl was Presented to Diane Hall for her contribution  to the success and teaching within the Craft Group.  Margaret Barrell was awarded for her   contribution to all aspects of WI life and most recently her  to write up of  Ponthir WI . She is also our Rep on the Village hall Committee in local media the  Edith Evans Cup ‘ Photos were taken  and Liz presented Sue with a Gift Voucher for marks and Spencer  and a token of gratitude for her patience and diligence 14  Sue thanked everyone for attending  and declared the start of supper  She also thanked Gill Wheeler and  Jen Penn for  who did shopping and all the  preparation  for this supper