Inaugural Annual Members’ Meeting

The Annual Members’ Meeting was held on Wednesday 27th August at The Merse (the old Church Hall on Lochancroft Lane) from 7pm – 8.30pm.

Minutes

1. Welcome and apologies

Apologies were received from Peter Dobson, Anne Barclay, and Tim Cowan. Craig gave the opening welcome and thanks.

2 & 3. Directors’ Report and Financials

Craig gave a recap of the reasons for establishing the Community Inn, and thanks were expressed to SOSE for the £347k funding which enabled the property purchase. Thanks were also given for membership fees and the share offering, which allowed the bar to be made ready for opening on 28th March (keys were handed over on 14/02).

Although the stretch target of £90k was not met, we prioritised phased opening: Bar, Lounge, Rooms, and Kitchen. The trading arm is The Wigtown Ploughman Ltd, limited by shares, with a separate holding account managed by the Community Benefit Society.

George (Treasurer) gave a full explanation of the accounts and current position in both entities, supported by slides shown on the large screen. Income, expenditure, and profits were presented step by step.

  • Copies of accounts were displayed and will be available online.
  • Q1 (John Jennings): Why weren’t accounts made available in advance?
    Answer: The cost of printing was prohibitive, as each set runs to several pages. Accounts will be available online.

Accounts Summary:

  • Net profit: £6,600
  • Turnover: £90,000
  • Gross profit: £22,000
  • Breakdown of expenditure was displayed.

The flat is now 98% complete, on budget at £5k. Photos of the furnished flat were shown. So far, the bar has been the sole income stream, but soon the kitchen and accommodation will be open, spreading the cost load. Thanks were given by George to all volunteers for their valued help.

4. Kitchen Update

David confirmed kitchen sub-committees had been set up (details on agenda). The main aim is to open the kitchen as quickly and cost-effectively as possible. A budget of £10k has been allocated, with hopes of coming in under. Necessary legislation is being followed. Target opening: by the Book Festival.

  • Significant volunteer work already completed.
  • Two cooks on the committee have been invaluable in shaping plans.
  • Wall cladding has been ordered this week.
  • Thanks given to Frank Irvine and other volunteers for input and practical help.
  • New equipment will be delivered (via the window!).

Menus have been discussed, aiming for readiness by Saturday 27th September. Mark from Humble Haggis has offered to run the kitchen during the Book Festival. Front-of-house staffing is under discussion (initially temporary, potentially permanent).

Q1: Evening meals are required – is the pizza offering still planned?
Answer: No – the pizza oven required 3-phase power, which would cost £10k to install. The equipment (currently stored) will be cleaned, tested, reassembled, and sold. A single-phase oven may be considered later, but space is limited. Menu will be reduced at first.

Q2: Does the £10k kitchen budget include the £3k already spent?
Answer: No. The £3k was a loan and has been repaid. The £10k is standalone.

Q3: Could volunteers reassemble the old equipment to sell sooner?
Answer: Priority is getting the kitchen open. Equipment is an asset and volunteers will be approached in due course.

Craig highlighted that the Community Pub’s purpose is to benefit the local community:

  • Selling local beers (thanks to breweries for allowing this).
  • Using local suppliers (e.g. Briars Engravers, Wigtown Community Shop, Co-op, Shortridge, Carrs Billington Gas, Cree8 Graphics).
  • Supporting community groups (e.g. Shindy, Wigtown Festival events).
  • The Lounge has been used as a drop-in venue three days a week, run by volunteers, and many thanks to them.
  • The flat may provide accommodation for festival authors or tech crew.

Thanks were expressed to members and volunteers for keeping the project’s energy going.

5. Cairnsmore Update

Photos of the flat were shown. Thanks were given to the committee for using the £5k allocation to prepare the flat.

Snagging list includes:

  • Digital locks (building entry with secure code, flat entry with key).
  • Pricing finalisation.
  • Adjustment of a couple of doors (appeal to members for help).
  • Final risk assessment.

Boyds of Dumfries installed fire equipment. Aim is to open very soon.

Q: Will CCTV cover the front of the building?
Answer: Yes, in the future – indoor and back-door coverage is in place; a front camera is planned (Craig McLymont to be approached). This won’t delay flat opening but would improve staff safety.

6. Nominations and Election

  • Committee must be minimum 3, maximum 12.
  • Community members (DG8) must be majority; outside DG8 maximum 2.
  • One member = one vote (no proxy voting yet, but may be introduced in future).
  • Co-Secretary acted as Returning Officer with two independent scrutineers.

8 nominations were received, including Angela (outside DG8). Nominations were accepted at the meeting.

Concerns raised:

  • Only ~15% of members present – is it fair for so few to elect the committee?
    Answer: Agreed this is not ideal; proxy voting will be explored. New email provider should improve communication. Numbers in attendance do make up quorum.
  • Could postal voting and advertised skill sets be considered in future?
    Answer: Yes.

Nominee Introductions:

  • Andi Carey – keen to help finalise and continue project.
  • Angela Norris – Blackpool-based, helped with HR remotely, frequent visitor to Wigtown. Statement read by Craig.
  • Craig Hamnett – current Chair, keen to continue fulfilling aims of CBS and The Ploughman.
  • David Cannon – hands-on, enjoys keeping things moving and seeing members enjoy the pub.
  • George Moore – Treasurer, happy to continue but open to handing over.
  • Julie Willan – Happy to continue helping the project.
  • Kim O’Brien – lives in Elrig, retired air traffic controller, now more time to be involved.
  • Molly Hanson-Steel – owned a café in Whithorn and Beltie Books; strong catering/customer service experience.

Vote was conducted by show of hands. All nominees confirmed as members of the incoming Management Committee.

  • Andi – 42
  • Angela 30
  • Craig – 40
  • Dave – 40
  • George – 42
  • Julie – 34
  • Kim – 38
  • Molly – 32

Thanks were given to the outgoing committee for their hard work behind the scenes. New office bearers will be elected at the first Management Committee meeting.

7. Members’ Questions, Ideas & AOB

  • Exterior decoration: £400 currently available. Colour to be chosen by members’ vote. Update to follow.
  • Missing coal mystery: Resolved – delivery was forgotten but has now arrived!
  • October Event – “Wigtoberfest”:
    • To be held in the pub.
    • Featuring 5 Kingdoms and Wigtown Brewery, plus ales on tap.
    • Beer garden marquee, external area, food truck, and our own food offering.
    • Tickets £5 (includes glass). Pub entry still free.

Members encouraged to share ideas for future events and pub activities.

Closing

Thanks given to all involved. Members’ meetings to remain monthly for now, with a possible move to quarterly later. Minutes will be produced and shared for those unable to attend.

Next meeting: 15th October (to be confirmed).

Meeting closed at 8:40pm.

Information and Agenda

Our first Annual Members’ Meeting will be held on Wednesday 27th August at The Merse (the old Church Hall on Lochancroft Lane) from 7pm – 8.30pm.

Our Annual Members’ Meeting of the Wigtown Community Inn Community Benefit Society is a special milestone for us – a chance to share what we’ve achieved so far, and look ahead to the year to come. The past year has been a whirlwind of hard work, community spirit, and a shared belief in what this pub and project can mean for the people of Wigtown. It will be about celebrating that progress, showing the impact on the community, being open about the challenges, and making sure every Member’s voice helps shape our next steps.

We’re looking for people who can not only support the project, but take an active role in shaping its future by joining the Management Committee. In particular, we’d welcome Members who could take on roles such as Secretary, Deputy Chair, or a Personal Licence Holder, as well as those with experience in HR and recruitment, facilities management, hospitality, or volunteer co-ordination. If you’ve got relevant skills – or just the passion to learn – please submit a nomination form at the bottom of this page. Your involvement could make a real difference in the years ahead.

Who’s currently involved?

Current Management Committee

Craig Hamnett (Chairperson), Tracey Warmen (Secretary), George Moore (Treasurer), Pennie Cumming, Peter Dobson, Julie Willan, David Cannon, Gillian Wray, Kate Brown, Nadine McGaw

Bar/Events Subcommittee

David Cannon, Ada Montgomery, Julie Willan, Nadine McGaw, Craig Hamnett, Leanne McGaw, Gillian Hamnett

Decor Subcommittee

Julie Willan, Ada Montgomery, Rosanna Dobson, Gillian Hamnett

Kitchen Subcommittee

Frank Irvine, Stuart Taylor, Molly Hanson-Steel, David Cannon, Leanne McGaw, George Moore, Nadine McGaw, Craig Hamnett

Volunteer Co-ordinators

Meg MacPherson, Pennie Cumming

All positions on the Management Committee and any Subcommittees are undertaken on a voluntary basis. We’re incredibly grateful to those who give their time, skills, and energy freely to help run and improve the project. This spirit of volunteering is at the heart of our community ownership, and every contribution – big or small – helps us achieve more together.

    Nomination Form: Management Committee Election



    Home address




    Are you a Community Member or Supporter Member?

    Are you over 16 years of age?

    Personal Statement

    Declaration

    By submitting this application you confirm that you:

    • Are a current Member of the Society

    • Support its Purpose and Objects

    • Are willing to serve as a member of the Management Committee if elected

    • Agree to sign and abide by the Committee's Code of Conduct

    We will accept Management Committee nominations on the day of the meeting, but it will help streamline the procedure if your nomination is submitted beforehand, thank you!

    AMM Procedure

    Step-down of Current Committee

    Under Rule 10.3, all current (founding/incumbent) committee members must retire at the first Annual Members’ Meeting. They are eligible for re-election. Members of Subcommittees are not elected and thus do not stand down from their current roles.

    Management Committee Size

    • Minimum: 3 members
    • Maximum: 12 members
    • Co-opted members: No more than ¼ (i.e. max 3) may be co-opted by the Committee.
    • Reserved seat: One seat is reserved for Wigtown and Bladnoch Community Initiative.
    • Community Members must form a majority of the Committee.
    • No more than 2 seats may be filled by Supporter Members (i.e. those not residing in the community) (See Rule 5.1 & 5.2)

    Management Committee Roles/Skillsets Needed

    • Secretary
    • Deputy Chair
    • Personal License holder
    • HR and Recruitment experience
    • Facilities management experience
    • Hospitality experience
    • Volunteer co-ordination experience

    Nomination & Election Process

    • Nominations and elections must follow procedures determined by the Management Committee (Rule 5.6).
    • Only Members over the statutory minimum age (16+) may be elected (Rule 5.7).
    • Members can be co-opted until the next AMM, but elected positions are filled by vote at the Members’ Meeting (Rule 5.5).
    • Members are encouraged to submit a nomination form before the AMM, but can also be nominated at the meeting.
    • All candidates must:
      • Be over 16 years old
      • Be current Members
      • Support the Society’s Purpose and Objects
      • Agree to adopt a Code of Conduct

    Voting Procedure

    • Voting takes place at the Annual Members’ Meeting (Rule 4.4.4).
    • One Member = One Vote (Rule 4.18).
    • Voting is by show of hands (Rules 4.16–4.22).
    • Simple majority decides, unless otherwise stated (Rule 4.19).

    Counting & Results

    • Votes will be counted by the Secretary (as Returning Officer), supported by two independent scrutineers.
    • Candidates are ranked by total votes received.
    • The top-ranking candidates are elected subject to:
      • A Community Member majority
      • A maximum of 2 Supporter Members
    • If these conditions aren’t met, adjustments are made by:
      • Prioritising the highest-voted eligible candidates
      • Disqualifying excess Supporter Members (beyond 2) even if they score higher

    Staggered Terms (to be established at the AMM)

    To create continuity after this first election (Rule 10.4):

    • ⅓ of those elected (highest votes): 3-year term
    • ⅓ (next highest): 2-year term
    • Remaining ⅓: 1-year term

    After this initial staggering, all future terms will be three years, with a maximum of 3 consecutive terms before a 12-month break is required (Rule 5.5.A).

    What Happens if There Are More Than 12 Candidates?

    Members vote, and the 12 candidates with the most votes are elected.

    • Community Members must form a majority of the Committee (Rule 5.2).
    • No more than 2 Supporter Members can be elected.

    If a tie occurs for the 12th spot, a runoff vote will be held at the meeting by show of hands.