Minutes of the Annual General Meeting on 24th September 2025
Held in the meeting room at the Knaresborough Friendship and Leisure Centre, Market Place Knaresborough at 19:45
1. Present :- Matthew Webber, Lesley Harris, Robert Harris, Tim Houghton, Sharon Webster, Paul Ellis, Rod Thompson, Ian Ferguson, Peter Turnbull, Phil Pryor, James Gould, Andrew Ison
2. Apologies :- Raelene Goddard, Mike Young
3. Minutes of the last AGM on 04/09/24 Unanimously Approved
4. Chairman’s Report:
I would like to start my report by thanking the committee for their service over the past year since our last AGM in September 2024. I would also like to acknowledge the support of all of the club members at our club activities at our regular Wednesday meetings and the Monday at 7 meetings (that returned from the previous Tuesday slot) throughout the past year.
History has a strange way of repeating itself, as following the AGM, having met for the last year at the Knaresborough Wellbeing Hub the committee took the decision to relocate to the Friendship and Leisure Centre in the Market Place as we felt the more central location was more suitable for our needs. I think I say on behalf of all our members that we have been made very welcome at the Friendship and Leisure Centre and we feel at home.
Throughout the year our programme has featured excellent speakers and judges both face-to-face and though zoom that has enabled us to make use of people both locally and further afield. We have also featured a number of enjoyable show and tell and practical sessions.
I would like to thank all those that entered our own competitions and to congratulate the winners of the individual and the annual dpi and print competitions- more to be said about the annual competition later in the meeting.
A number of members did enter images into the YPU Annual Print and DPI Competitions and I would like to congratulate those members who took part and congratulate those achieved acceptances in the DPI (myself) and Print (Julie Valentine) competitions.
Once again we took part in the Feva Festival in August 2025 with our participation expertly co-ordinated by Phil Prior. We held a successful evening photowalk and the main event was an exhibition on the two weekends at the Friendship and Leisure Centre. The exhibition featured prints (with thanks to Robert Harris for the use of the print stands), a rolling dpi tv presentation of the challenge images (with thanks to Raelene for preparing it) and refreshments provided by members. The feedback we received from inside and outside the club on these events was excellent and I believe we should all be very proud of what we achieved and how we can use this experience for future opportunities to promote the work of club members.
Finally I would like to acknowledge and thank two people who are standing down from the committee at this meeting. Lesley Harris for her work as Treasurer and also picking up other duties over the last number of years, and Julie Valentine for her work on the committee and running practicals over the past couple of years.
5. Treasurers Report :- A financial update was circulated at the meeting and was approved by those present.
For the third year on the trot I am saying that this is my last year as Treasurer and for me it is third time lucky, this really is my last report.
With regards to the accounts these are roughly in line with where we were expecting them to be.
Under the Income section as a result of our reduced membership you can see that the subscription figure is reduced by £180 as compared to the previous year. The donation is related to last years FEVA exhibition. We continue to gain interest from our bank account although as the interest rate has reduced over the year, this has also reduced. The final two entry related to the YPU exhibition which you will see has a balanced income and expenditure figure and some income related to FEVA which is the Cash taken during the event from the exhibition and the photowalk from last year.
With regard to Expenditure, the figure for Judges and Speakers is slightly up. We do consider expenses when booking these people but as the cost of living is rising so is the cost of these bookings. The expenses figure includes the Photo-entry fee and the cost of the certificates presented at last year’s AGM. The YPU subscription and our Insurance figure are the same as last year. It will be interesting to see if there are increases to these for the coming year. Rent has shown a dramatic decrease since the use of the Friendship and Leisure facilities. The centre ask for a donation for each time the centre is used. We have set the figure at £20 for each meeting as we are aware that other organisations donate £10 an hour for using the facility. The Zoom fee has gone up from last year but this has provided us with good value for money. We had 30 zoom sessions throughout last year for which we paid just over £4 a session.
We had a Christmas celebration party last year which was enjoyed by all who attended. The expenses related to this were the purchase of a murder mystery box and Pizza’s for feeding the attendees.
The final line relates to this years FEVA expenses. Three items which will be used for future events were purchased at a cost of £126.36. The other £150 was the donation to the Friendship and Leisure Centre. These accounts do not include all the activity related to FEVA the rest will be recorded in this financial year. Phil has produced a summary report for FEVA which will be available to members.
This has all led to a deficit in year of £400.33 but still a balance in the two bank accounts of £3,340.34. The plan for the year was to slightly reduce the bank balances and this was achieved.
My recommendation with regard to the subscriptions is to continue with the current rate at £55 per member. Following discussions with visitors at FEVA there is a proposal that we introduce a Zoom only membership for people who live further afield. This could be priced at £30.
I would like to thank all the members who have contributed goods at their own expense. And finally I would like to thank Phil who has approved the accounts and who has agreed to take over the role of Treasurer.
The membership fees are as follows:-
£55 – Individual Member £95 - Couple £30 - Student
There is also a new membership category approved at the AGM for any members residing over 50 miles from Knaresborough that gives access to the zoom sessions and competitions and the monthly challenges.
£30 - Long Distance Member
Proposed Lesley Harris / Seconded Matthew Webber Unanimously agreed
Following the meeting due to the existing Treasurer standing down the meeting authorised the new Treasurer (once appointed) to change the account signatures as required. As the current Virgin account features usage charges the meeting also authorised the new Treasurer (once appointed) to review the clubs banking arrangements and if deemed necessary to move the club to a more suitable account. Any new account will need one or more signatories from Chairman, Secretary, Treasurer and other committee members as necessary.
Proposed Mathew Webber / Seconded Robert Harris Unanimously agreed
6. Competition Secretary Report :- A report on the competitions run by the club over the past year was circulated to members present. The competition secretary thanked all those that participated in looks forward to members participation in future competitions.
7. Annual Competition Awards :- Certificates were presented to the judges and members winners of the DPI and print competitions.
8. Election of Officers :-
Chairman - Matthew Webber Proposed Lesley Harris Seconded Paul Ellis
Treasurer - Phil Pryor Proposed Matthew Webber Seconded Robert Harris
Secretary - No nomination received
Committee Members -
Sharon Webster
Raelene Goddard
Competition Secretary - Robert Harris
Proposed Lesley Harris Seconded Paul Ellis
YPU Rep:- Robert Harris
As there was no identified secretary the meeting agreed to roll over the previously agreed emergency rule changes to cover the Secretary position until the next AGM.
(i) Rule 3
Responsibility for running the club and looking after its property rests with the committee consisting of a chairman, secretary, treasurer, and a minimum of two members, elected each year. At committee meetings four members form a quorum, and five at the annual meeting.
Proposed temporary rule change
Responsibility for running the club and looking after its property rests with the committee consisting of a Chairperson, Treasurer, and a minimum of ordinary two members. At committee meetings three members form a quorum, and four at the annual meeting.
(ii) Rule 6
The secretary performs the duties expected of the role and keeps members informed of the club’s activities and points of interest throughout the session. A report is given at the annual meeting recording the club’s progress.
Proposed temporary rule change
The committee ensures that the duties expected of the role of the secretary are undertaken and keeps members informed of the club’s activities and points of interest throughout the session.
Proposed: Robert Harris Seconded Matthew Webber Unanimously agreed
9. Any other Business :- There was a discussion around content for practical nights
Membership Subscriptions:- On completion of the AGM subscriptions for the 2025-26 season were now due and that payment instruction would be sent out shortly after the meeting.