Old Bexleians' Association

EGM 2008 Minutes

Committee 2/10/2008

Minutes of the EGM held at BGS 27/09/2008

Meeting was chaired by Jacqui Snelling in the absence of a chairperson.

Present: Graham Godley, Don & Chris Wellman, Peter Jaques, David Jones. Peter & Faith Collins, John Collins, Elaine Cheeseman, David Eastgate, John Floyd, Andy & Jo Leech, Paul Parkinson, Mike Welch, Jacqui Snelling, Tim Mutti, Marjorie Sawyer, Ann Howarth.

2. Apologies received from: Jo Williams, Alan Overton, Judith Allery.
JS welcomed all present and pointed out 2 mistakes on the Agenda at the commencement of the meeting.
i) Minutes mentioned on the Agenda were minutes of 2005 AGM not 2006 as stated
ii) Headmaster’s name is Mr Welsh not Welch re proposal for President of the Association.

3. Minutes 2005 AGM. Copies were distributed and read. Proposed - Marjorie Sawyer, 2nd - Paul Parkinson; agreed by those present at 2005 AGM.

4. Matters arising – none

5 Annual report. JS referred all present to recent edition of the Newsletter where the proposals for the Association were printed and ran through basics of proposals. All e-mails sent giving apologies had supported the changes. PJ added that where necessary hard copies of the Newsletter will still be produced where members do not have internet access. It was pointed out that the 100Club will be the only source of income for the Association.

6. Treasurer's Report. Peter J distributed copies of accounts (copy in minute book) and briefly went through all entries. Pay- pal membership fees had not recently been downloaded so there would be some extra income to be added when completed. The 100Club accounts run from 1st January to 31st Dec and not included on Association’s accounts. Looking at balance available Graham G suggested that with no income from membership fees the association would have sufficient funds to run for about 2/3 years without touching any 100 Club monies. Andy L suggested it is possible to reduce costs for the web-site drastically and Paul P agreed, Paul offered his knowledge/assistance in this matter and to contact Andy & Ian Watkins with the intention of changing the current system. John F commented that the 100Club funds are static after 31st March as members join in the first quarter of the year. Paul P suggested that we just take a dividend when required and accounts can remain separate. Graham G confirmed that the accounts should remain separate as the Prizes for the 100 Club must be paid from that account. Don W added that the 100 club monies will be needed as no other source of income. David J suggested that as the Association no longer has subs coming in and no other income the accounts could be changed to match the 100 Club accounting year. Also although OBA prizes are presented at Annual prize giving we haven’t been invoiced for them even though PJ has requested them. Hopefully only 1 more paper edition of the Newsletter is to be produced so projected annual costs for the Association are low enough to allow the current balance to last more than the 3 years mentioned earlier. David E asked about license for 100 Club – not needed as 50% of income is given away. (PJ) also about the possibility of a payment being triggered from 100Club money to main Assoc. accounts when a specified minimum balance is reached. Graham G replied that there is more control when a payment has to be requested. Don W asked what current income for the Assoc. was from 100 Club. John F – approximately £600, after postage and stationery costs, some costs could be reduced by sending e-mails. Elaine C – Hopefully with the new improved web-site we can attract more shareowners into 100 Club and increase our income. John F explained at present he contacts previous years members, reminds them for next year. He does not go back through the records and chase old participants. Graham G suggested that the Association should allow up to £1000 for the development of the web-site. This is within the power of the executive to decide in the future and need not be discussed at EGM. Peter C requested his desire for the 100 Club accounts to be published to the membership, this could be done in the newsletter/on the web-site. The original intention of the 100 Club was for special purchase, possibly a ‘home’ for the Association, this now seems unlikely. Jacqui S commented that now the future of the Association is the ‘special purpose.

7. Amendments to the Constitution:
8.5 proposed change ‘The Accounting year of the Association shall end on the 31st May’ to ‘The Accounting year of the Association shall end on the 31st August’. Proposed: Peter J, 2nd Elaine C, carried.
10.1 proposed change ‘…..months of June or July’ to ‘….September or October’ Proposed: Paul P 2nd Marjorie S. carried.
8. Subscriptions – proposal of ‘zero’ subs for coming year – prop: Jacqui S 2nd Mike W.
9. Election of officers: Chairman 2008 - 3 years JS proposed Elaine Cheeseman, 2nd Paul Parkinson, carried unanimously.
Elaine took over chairing the meeting. President: John Collins proposed Mr J Welch. 2nd David Jones, carried unanimously.
Executive Members: Marjorie S, Paul P, Mike Welch and John C all prepared to stand again, Proposed by JS, 2nd Peter J carried unanimously.
Auditors (s) Graham G agreed to the position, proposed by Peter Jaques, 2nd JS.
10. No other items,
Meeting closed 7.20pm