DRAFT MINUTES OF THE LYTHAM ST ANNES ART SOCIETY
ANNUAL GENERAL MEETING
held at The Studio, Haven Road, Lytham St Annes 11th May 2018.
1. The meeting was opened by the President, Peter Dixon, there were 47 members present
and therefore the meeting was quorate.
Peter welcomed everyone to the Annual General Meeting of Lytham St Annes Art Society,
with a special welcome to new members. He said that it seemed like only a short
time ago that he was honoured to be elected to the Presidency of this historic society
and found it hard to believe that twelve months had passed; it felt more like a couple
of months. He also said that he had enjoyed himself during his period of Presidency.
He thanked the committee, the volunteers and helpers who have contributed to the
running of the society.
Peter then went on to say that during his year in office we have seen some changes
in workshop leaders and that a significant change was the alteration of workshop
timings from 10am till noon and 2pm till 4pm, to now becoming almost a full day workshop
and he was pleased to see an innovation like this.
Finally, Peter thanked all the members, including those who attend workshops, those
who exhibit at the exhibitions and those who turn up for the annual general meeting.
2. Apologies for Absence:
Apologies were received from: Alan Bealey, Sandra Ball, Barbara Waite, Geoff Bellingham,
Doreen Walsh, Sandra Green, Elaine Smith, William Barker and Norma McElwee, Robin
3. Minutes of the previous AGM held on Friday 5th May 2017.
The minutes of the previous meeting had previously been circulated and they were
accepted as being a true record of the meeting. Proposed by David Fisher and seconded
by Margaret Rodwell.
4. Matters Arising. There were no matters arising from these minutes.
5. Secretary’s Report. The Secretary’s report is as follows:
Secretary’s Report 2018.
Our membership secretary Judy Taylor, tells me that Membership at the beginning of
April stood at almost 320. Whilst we have received some resignations, new members
are joining all the time and money is still coming in from existing members. As
of today it stands at just approximately 270 which means we have sufficient paid
up members here tonight to have the required representation of membership. At the
beginning of the year membership was very low compared to membership since the present
Studio opened. The committee have made every effort to increase membership but possibly
need to do more.
At this time I usually ask for us to take a minute or so to think about those members
who have passed away this year, particularly those who have served the society as
A reminder that the aims of LSAAS are...To advance the education of the public by
fostering an interest in the arts of painting, drawing, sculpture, design, architecture,
the crafts, music and live theatre and to bring together those who are interested
in these arts and crafts.
How we have fulfilled them?
Thanks to the number of dedicated volunteers who run them so diligently - 11 daily
workshops have been offered throughout the year, when Members have been given the
opportunity to use a variety of media. Despite several changes this year, they have
again proved to be popular.
Some, by liaising with Lancashire Adult Learning, have been able to provide professional
tutors. Unfortunately, as with many projects of this kind funding has been removed.
In the autumn, LAL additionally offered a course open to the public. This proved
to be quite successful as it not only generated new members but raised income for
hire of the Studio. LAL are due to hire the Studio again next month. There have
also been a few popular Sunday workshops organised by Dini Whur.
Some workshops are larger than others but still an average of 150 people attend the
workshops each week. As usual this year there will be a few slight changes to the
workshop programme which will soon be distributed along with the Summer Newsletter.
Studio Exhibitions, coordinated by Peter Dixon have been a fine example of the variety
and high standard of achievement. These exhibitions can, of course, be seen at the
twice monthly Coffee Mornings which are open to the general public, who can learn
about what’s on at the Studio and surrounding area in the field of art and meet like-minded
locals. Workshop members continue to use our well stocked Library, run so efficiently
by Sandra Hallergard.
There have, as usual been three main exhibitions: Spring 2017 in the Fylde Gallery,
coordinated by Harvey Foster, supported by Janet Lees. Whilst there were fewer entries
than in previous years it was a superb exhibition admired by over 1400 visitors.
During one of her sitting duties, Cath was asked by a little girl how she did her
panting which was on display. Cath invited her and an adult along to the Studio
workshop where she and her grandmother had a Cath special demo.
This year’s exhibition is currently running and as the number of entries have decreased,
it wasn’t considered viable to employ an adjudicator at a cost of £100. Therefore,
there were no highly commended awards.
During the Summer Exhibition in the Studio, Cups were presented by The Deputy Mayoress
of Fylde who accompanied the Deputy Mayor who formally opened the Exhibition. Also
invited were those who had purchased paintings at last year’s exhibitions. This
resulted in sales and grateful thanks from those who attended. The cup winners were,
Revis Cup - Watercolour ANNE SCHOFIELD
Tom and Mary Coates Cup – Acrylic PETER DIXON
Maissie Simmons Cup – Pastel PHILLIPPA J. EDWARDS
Spencer Cup – other media PHILLIPPA J. EDWARDS
Turner Cup – oil DEREK LEYLAND
Holgate Cup – sea or landscape KEN ROBERTS
Eileen Wooding Cup – for Nature CATHERINE GIBSON
10 HIGHLY COMMENDED
PAT THORN - 2
MAGGIE CHOWNS - 2
In the autumn we held another successful exhibition at the Lytham Heritage Centre,
once again coordinated by Doreen Walsh.
During August, Cath Swarbrick, Graham Smith and Christine Waring shared the studio
exhibition, putting on a splendid display of achievements by our workshop members.
Also as usual we had two outdoor Exhibitions, organised by Robin Theobald. I would
like to thank Robin for a comprehensive weather report and which proved to contribute
to the number of exhibitors and visitors. Almost £300 was raised for the society’s
funds. Lytham being the more successful in terms of exhibitors and sales.
Overall, a total of nearly 3000 visitors were able to view an eclectic mix of art
work produced by members; plus, of course, an unknown number viewing two Open Air
Exhibitions. Some of our members exhibited at other exhibitions both locally and
Unfortunately, we have currently no news on the situation regarding Clifton Hospital
Joyce Wiseman organised no less than fourteen Saturday Lectures this year, regularly
attended by many, Joyce hosting most of them. Again the lectures proved to be very
successful, with renowned artists giving demonstrations to members and members of
the public in a variety of media.
Barbara Waite once again organised The Christmas Gift Fair in December which gave
the general public the opportunity to purchase splendid crafts.
Harvey Foster tells me our website continues to score hits, more than 16,000 since
it started, with hundreds per week visiting the site. Harvey regularly updates it
with all our events. We have a page on Facebook, which I am told many of you use.
Susan Frye, who has been keeping it up to date has retired from the post and thanks
must go to her and Amanda Joynt who is to take over.
Through our email circulation, attention is drawn to what’s on in the area and at
the Studio. We now have around two thirds of our members on email. Quite interesting
as when I first became Secretary more than 10 years ago. Less than half the committee
had email addresses and we had no members giving us their address, no website, or
email address ...We have certainly moved with the times!
Super Publicity ads produced by Barbara Waite can be found dotted around the Fylde
and you will have noticed our brand new notice board at the front of the building.
This was paid for from the generous legacy left to us by the late Alan Marsden.
Barbara has yet again produced a stunning glossy brochure drawing attention to all
We celebrated the 10th Anniversary of the opening of our Studio, with a fashion show
and afternoon tea which was thoroughly enjoyed by many members and their guests.
Thanks go to Barbara Waite and her team of helpers.
Organized by Sue Worden, there were 2 successful trips, The Imperial Hotel and more
recently a trip to Liverpool to see the Terracotta Army.
The annual theatre trip to the Royal Exchange Theatre in Manchester, was for the
last time organised by Anne and Arnold Schofield. Having done it for decades they
have decided to ‘retire’. Thankfully they are still supporting other events.
In December, we had seasonal celebrations for members and guests, The Christmas
Lunch, this time at the Clifton Arms organized by Sue Worden and her team. The Sherry
and mince pie coffee morning and several workshop parties as ever proved popular.
In March Members and Guests enjoyed the annual quiz, with delicious food. Thanks
again to Sue and her team.
The committee are already planning more social events in the coming year, watch the
notice board and newsletter and website for details.
Our Handbook, which is in the Library for reference, has been updated to keep up
to date with the responsibilities and duties of our trustees (the committee), always
following the advice of the Charities Commission on what is best practice.
There have been three informative Newsletters giving all the information about life
at the Studio, so well put together by our Editor Cath Swarbrick.
On a personal note: I would like to take the opportunity to thank all those who
volunteer to make our charity a success. Special thanks to the Committee for their
dedication and support they have given me in my role for so many years and their
patience during my recent house move! I would also like to congratulate Peter on
a successful year as President and continuing in his role in charge of Studio Activities
supported by Pat who has kept the Studio diary. I must also thank Eileen for the
support she has given Peter in his dual role.
As well as keeping the Studio Diary Our Treasurer Pat Shuttleworth has diligently
kept the books in order and as a result you will see our charity is in a good financial
6. Matters Arising from the Secretary’s report.
None. There were no questions and the report was accepted by Barry Williams and seconded
by Arnold Schofield.
7. Treasurers Report. The Treasurer advised the meeting through the financial balance
sheet and the income and expenditure account for the year ending March 2018. Her
report is a follows:
TREASURER’S REPORT 2018 AGM 11TH MAY 2018
The Accounts have once again been examined by Howard Gebhard Chartered Accountants.
Howard does not charge a fee, but we give him a gift. He has agreed to examine the
accounts against next year on the same basis, for the 32nd year!!!!This year we have
a surplus of £6986. £5000 of this is the legacy from Alan Marsden.
If we look at the Income and Expenditure Account:
Looking at the figures generally, income is down this year by a total of £1100.
1. Subscriptions. You will see that our subscriptions and gift aid income has gone
down this year by £616. Income from coffee mornings has also reduced by £248.This
is due to a reduction in our membership. This is why we have increased subscriptions
by £2 per person, so that we can still make ends meet.
2. Studio Hire. We have hired out the studio a couple of times this year, which has
benefitted the society by £180.
3. Exhibitions. The net income received from exhibitions this year has fallen by
£133, compared with last year.
4. Social events We have made a profit of £398 this year on social events (£378 last
year) fallen by £20.
5. Studio Activities income is £1363, net of the £300 given to the Life Group towards
the employment of models. This is £147 more than last year, which means that although
membership has gone down, more of our members are attending workshops.
6. Lectures. The lecture income is down on last year, but has almost paid for the
cost of the lecturers. There is a deficit of £49.
7. Table Sales. Once again Income from the sale of art supplies donated to the society
has proved very beneficial, amounting to an amazing £618.
This is down £248 on last year.
Following on from previous years, we budgeted for there to be an increase in expenditure
on overheads of 10%. This has happened, increasing our expenditure by £1232.
We have spent a lot on Repairs this year, due to dealing with the drain problems.
We have received £816 from the insurers for this, less our excess of £250.
I will now go on to the Balance Sheet which is on the other side of your paper copy.
1. Two items have been purchased and added to assets this year: the notice board
outside the studio and a filing cabinet for committee use. This is in the library.
£1000 of Alan Marsden’s legacy has been used to help pay for the notice board.
2. We currently have £24000 invested in a Fixed Term Deposit at 0.85%. It matures
in December 2018. £20000 of this is part of the Building Maintenance Fund, and £4000
is the remainder of Alan Marsden’s legacy.
3. The Building Maintenance Fund now stands at £31517. We have transferred £2948
into the fund, which, along with interest earned of £204, brings it up to 5% of the
insured Declared Value (£630328), which is the rebuild cost of the Studio.
4. The value of the society’s assets has increased by £7190. This is made up of the
surplus of £6986 and interest of £204.
Later on our President is going to propose a change in the Society’s rules. For the
last 31 years our accountant Howard Gebhart has independently examined our accounts.
This is a less detailed job than an actual audit of the accounts. This is within
in the rules of the Charity’s Commission, as the Society is not large enough to require
the accounts to be audited. However, Rule 9 of the Society’s rules states that the
“AGM will receive the Annual Report and audited accounts of the Society prepared
in such form as the Charities commission may direct”. In order to correct the rules,
the President will propose that the word audited will be removed from rule 9.
8. Matters arising. There were no matters arising from the Treasurers report and
it was accepted by Diana Thompson and seconded by Cath Swarbrick.
9. President. The President, Peter Dixon explained the reason for the rule change
regarding the auditing of documents as outline above in the Treasurers report and
this was accepted by the audience by show of hands. This change will be promulgated
in the Society rule book.
The President then formally handed over the seal of office to the president elect
Ann said that this was her second time in office as President and that she will do
her best to serve the Society in this role for the next twelve months.
10. Election of Committee. The Secretary has received proposals for Officers and
the Committee to serve for the year 2018/2019. She then read out the nominations
as listed below:
Post Nominee Proposed/Seconded
President Elect Doreen Walsh Peter Dixon/Ann Greenhalgh
Immediate Past President Peter Dixon
Hon Treasurer Pat Shuttleworth Incumbent
Hon Secretary Trevor Loftus Ann Greenhalgh/Peter Dixon
Hon Studio Manager, Framing Graham Smith Incumbent
Hon Membership Secretary Judy Taylor Incumbent
Hon Studio Activities/Bookings Manager/Archivist Peter Dixon Incumbent
OTHER COMMITTEE ROLES
Assistant Secretary Jacqueline King Peter Dixon/Pat Shuttleworth
Assistant Treasurer Jane Rigby Incumbent
Studio Social Secretary Sue Worden Incumbent
Assistant Studio Social Secretary/Newsletter Cath Swarbrick Incumbent
Autumn Exhibition Doreen Walsh Incumbent
Insurance Co-ordinator/Open Air Exhibitions Robin Theobald Incumbent
Press Officer Janet Lees Barbara Waite/Peter Dixon
Christmas Gift Fair Barbara Waite Incumbent
Committee members Mary Chantler Peter Dixon/Ann Greenahalgh
William Barker Peter Dixon/Ann Greenhalgh
Charity Commission Co-ordinator, Harvey Foster Incumbent
Website Administrator, Harvey Foster Incumbent
Lecture Secretary Joyce Wiseman Incumbent
Librarian Sandra Hallergard Incumbent
Social Media Amanda Joynt Incumbent
Spring: Harvey Foster/Janet Lees
Autumn: Doreen Walsh
St Annes Open Air and Lytham Open Air: Robin Theobald
Studio Exhbitions: Peter Dixon/Workshop Leaders
She asked if there were any other proposals from members and there were none. She
therefore asked the meeting to approve the selection and this was accepted by unanimous
show of hands.
The President then gave thanks to David Fisher who is to retire from the committee.
She said David has been a dedicated volunteer since 2002 most of the time in the
role of Treasurer and more recently President.
1. Joyce Wiseman commented on how nice it was that during this meeting, the Society
had a minutes silence in memory of those members who have died during the year and
asked if their names could be read out at this point. This was accepted.
2. Joyce Williams asked if the ceremony of handing over the chain of office could
be photographed and held in the Society archives as a photographic record of the
occasion. This was agreed.
The meeting was closed at 20:15hrs all business having been completed.
Ann Greenhalgh. President. …………………………………………..Date…………………
Trevor Loftus. Hon Secretary. ………………………………………….Date…………………