Tenbury and District Museum Society
Minutes of the 2016 AGM
Thursday 19th January 2017



Present: Total of 20 members and visitors.  All were welcomed including the visitors who were not members of the Society.
Apologies:  were received from Rachel Cockett; Stella Mason;  Mark Willis;  Philippa Lees;  Phil Rees;  Mazella Witts-Hewinson.
1.      Minutes of the last AGM- Proposed as a correct record:  Tony Penn; Seconded: Monica Rees and approved by members present.

 2.      Matters arising:   There were no matters which were not listed for discussion on the agenda.

 3.      Chairman’s Report: See attached.
          a.      Thanks to Stella for all her hard work is recorded here.
          b.      Eric confirmed that no decision has been made re the option of move to the Pump Rooms.
4.      Treasurer’s Report:   See attached.  Dave reported that expenditure this year has been higher than usual including the replacement computer, a photo frame and high extending ladder.  This has been made possible by 2 generous donations earlier in the year.
         a.      Dave requested a donation in kind for our auditor Carol.
         b.      Mike Watkins queried the cost of insurance:  Dave reported that it was a specialist insurance company and therefore a premium price.  He will review alternatives during the year.
         c.      Lucy queried the separate presentation of the Petty Cash account:  Dave replied that the appendix merely clarifies the activity behind the net petty cash payments recorded in the main account of £121.08.  It is not an essential part of the Statement of Accounts.
        d.      Acceptance of Ac
count with the donation for the auditor was proposed by Dick Fox, seconded by Tracey Morris and approved by members present.
5.      Election of Officers:
         a.      There were no nominations from the floor.
         b.      Chairman:  Liz Finlaywilling to continue in office.
         c.      Vice Chairman: Vacancy.
         d.      Secretary,Mike Thompson willing to continue in office
         e.      Treasurer, David Patrick: willing to continue in office
         f.        A bloc vote was taken for Officers continuing in office:  all in favour
6.      Nominations for other Committee Members and Volunteer Roles:
         a.      Tracey Morris:  Proposed Liz Finlay; Seconded Mike Thompson for Committee Member and Collections Care.
         b.      Philippa Lees:  Proposed Liz Finlay; Seconded Tracey Morris for Committee Member.
         c.      There were no other nominations from the floor.
         d.      Current Committee willing to continue:  Monica Rees; Phil Rees
         e.      A bloc vote was taken for all Committee Members and Volunteers with all present in favour.
         f.        At this point Tony Penn (Committee representative for MHDC) noted that he regularly reports to the MHDC recording the conscientious and professional manner in which the Museum is run.  He recorded congratulations to the whole committee for this.
7.      Voting on motion “That the Museum Society and the History Society combine”.  Proposed by Museum Committee.
         a.      Liz introduced the motion explaining the aspects of ‘heritage’, TESCO, History Society, etc..
         b.      There was some general discussion from all present regarding some of the detail in the proposal and aspects of the possible change to the Constitution; Would both membership become the full membership of the new Society at what membership charge?  Etc..
         c.      The proposal was for a team representing both Societies to be charged with the task of working out the details and to bring the final proposal to both AGM’s for final ratification at the end of 2017 (both AGM’s are traditionally held in the month of November).
        d.      The proposal as written was thought to be open-ended.  Dick Fox proposed it should be changed to “That the Museum Society and the History Society combine in principal”.  The proposal with this modification was voted on:
                                                   i.      15 voted in favour
                                                 ii.      0   voted against
                                                iii.      Motion carried unanimously by the members present.

8.      Discussion on the Future of the Museum and the Questionnaire.
        a.      The meeting continued with the discussion based around the Questionnaire that had been prepared and presented for public response.
        b.      This formed the basis for a Non-site Specific Feasibility Study which had been commissioned.
        c.      Timescale for this was to be completed by the end of March 2017.
        d.      The study will also form the basis for an ultimate application for an HLF grant should an alternative site be found.
        e.      Diann made a suggestion for a trail of artefacts from the Museum around Tenbury to end at the Museum.
There being no other business, the AGM closed at 8.27pm
The evening was rounded off with some fellowship over light refreshment.

Chairman’s report 2016
This is my first AGM as chairman after what has turned out to be a busy year.
Sadly in January Mark Mason died, Stella therefore withdrew from museum activities and has now resigned from the committee. As well as being our Collections Care volunteer she was dealing with our accreditation renewal application and leading on our hoped for move to the Old Fire Station. She was a great asset to the museum and has been greatly missed. I would like to formally record our thanks for all her hard work and wish her all the best for the future.
Given the circumstances, we have been granted provisional accreditation status for a year. With the help of Rachel Cockett, our museum mentor, we have put together the paperwork required for submission and hope to get full accreditation in March. Being an accredited museum is important to enable us to make grant applications in the future. It was a lot of hard work so I can appreciate how much Stella had done.
We now have a new Forward Plan which takes us to 2018 and sets out our intentions.
Our thanks must also go to the Mayor for donating us money from his Charity fund, this enabled us to purchase a new computer as our old one ‘died ‘earlier in the year.
We have also had some welcome maintenance done by MHDC to Goff’s school, repair and painting to the windows, clearing of the gutters and replacement of some of the electrics. We continue to try to keep the interior in good order and are doing some painting as part of our winter work programme. We are also changing some of our displays to accommodate this year’s new acquisitions which include items associated with Tenbury town twinning and a silver salver presented to the warden and conductor of St Michael’s college in 1900. We have also been given more photographs and a set of OS maps covering the Tenbury area from the early 1900’s.  We were offered the model of HMS Cavalier which is now here in the Pump rooms as we have no spare space in Goff’s school.  This is not inappropriate as the connection is with Eric Lowe who was a Mayor of Tenbury as well as being our founder.
Visitor numbers were good for 2016, a 14% increase from 2015. We continue to get enquiries via the website and have decided to ask for a donation in return for our research. Another way we have increased our revenue is by taking artefacts into Haresbrook Care Home to assist with reminiscence therapy.  Another idea is to increase the sale of small items in the museum but again we are restricted by lack of space. We have also recruited several new volunteers this year although due to changes in personal circumstances we have also lost volunteers.  We can always do with more!
We still have no decision on the Old Fire Station but building work has commenced with the store due to open in February 2017. There is also a possibility that Tenbury Town Council will move from the Pump Rooms giving us an opportunity to move there. We have therefore commissioned a non site specific feasibility study to inform us as to the viability of a move and our future requirements. Then if a building becomes available we will be in position to decide if it is appropriate and affordable. At the end of this process it may be that we decide a move is not feasible but to apply for grants to improve the present building, or indeed close. As part of all this we have been carrying out a public consultation. Questionnaires are available in the library and the Pump rooms asking 4 simple questions. At the end of the month we will collate the results and hold the draw for Regal tickets. If nothing else it has raised the profile of the museum and given us useful publicity. The feasibility study is due to be completed by the end of March, by which time Tesco’s should be open and maybe a decision made regarding the Old Fire Station.
Of course the other development is the proposed merger with the History Society but that comes later on the agenda!

This next year looks to be a busy one too!.

We need your help to decide our future!
Over the recent years we have realised the museum building is no longer fit for purpose, it is too small and in the wrong place. Also it can be damp and lacks essential facilities. Even if this was put right, it is still hidden and away from the centre of the town. We think we should move and have had several buildings under consideration. We could then provide better displays, hold more archives, be able to store more objects and improve our facilities. But before we go further we need to know if this is what YOU, our visitors and the people of Tenbury want!
Please answer these four questions
1. Do you think it is important that Tenbury has a museum?       Yes      No
2. What do you look for in a museum? (tick all that apply)
     a) Interesting objects
     b) The story of the area 
     c) Archives and research facilities
     d) Anything else? If so what?
3. Where would you like to see the museum housed?
a)     The Old Fire Station
b)    The Pump Rooms
c)     Stay where it is
d)    Other

4. About you
Are you a resident of the area?
or a visitor to the town?
(Please tick)
Please look at our website www.tenburymuseum.org.uk  for more information
Thank you for your time and attention, if you would like to add further comments please add them below.
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To enter our free prize draw for 2 tickets for The Regal, Tenbury please add your name and contact details.