Minutes of the Probus Club of Tamworth Annual General Meeting Held at 11.00 am 2 nd May 2018 at The Ladybridge Opening and Welcome. The President opened the meeting at 11.00am and welcomed all those present Attendance and Apologies. The names of 35 members present were in the attendance book. Apologies had been received from: - Roy Perry, Brian Latimer, Chris Desjardins, Alan Glover, Patrick Rickwood, Clive Simmonds and Tony Hope Minutes of Previous Annual General Meeting. The Secretary read the minutes of the previous Annual General Meeting held at The Ladybridge on Wednesday 3 rd May 2017. They were accepted as a true record and signed by the President. Matters Arising. There were no matter arising Secretary s report. The Secretary gave his report on the last twelve months (attached) Treasurer s report and adoption of accounts The Treasurer, John Pepperell, circulated copies of the Annual Accounts and gave an excellent explanation of the Income and Expenditure and the current Financial Position of the Club. Following a question, he indicated that Coffee would NOT be provided in the next financial year. The opening balance for the year was 2568.18. Income for the year was 21106.00 and Expenditure was 20063.49. This meant a surplus of 1042.51 and a yearend total balance of 3628.69. He indicated that the position of the Clubs Finances was such that he would recommend a yearly subscription of 25.00 for the year 2018/19. 1
The President asked for a proposer that the accounts be accepted and the subscription be 25.00. Proposed by John Budd, seconded by Brian Whitehouse and carried unanimously. The members applauded the Treasurer for his excellent housekeeping. Thanks, were given to John Budd for independently examining the accounts. NB. The President reminded those present that there was now a 2.00 parking charge for 3 hours. This could be set against a drink or a meal. There was no prior notification and it would appear no concessions. Alternative venues were being considered. New President Inauguration The President, Bryan Unitt-Jones addressed the meeting. He thanked the Committee for their support and the Treasurer for his efforts to keep the Club financially sound. He thanked the Secretary for his immense help over the year during a period of change. People are not happy with change he said and that in 2007 Geoff Shuttler had been looking into changing the Constitution and this was looked at again in Garry Hyde s Presidential Year and finally came to fruition some 11 years after being first considered. Other changes included the Circulation of the Minutes by post or hand or e-mail so that they were fresh in mind and amendments could be made. He felt a great benefit was only having one s birthday mentioned once. He reminded the meeting that we no longer collect money on the door and the Treasurer does not have to go to the Bank with cash. Apart from the new Constitution there is the website as when he looked for Tamworth Probus in the UK we didn t seem to exist, but we do now. He also said his year was tinged with sadness at the loss of four Probians but the Friendship and Fellowship continued and he thanked everyone for their support during his term of office. He also wished to thank those standing down from the Committee, namely Fred Stack, Bob Oliver and Brian Latimer and wished them well for the future. Bryan then went on to inaugurate the new President, Bob Cooke. He gave Bob the collar and badge of office and his Presidents Lapel Pin and wished him well for his year. He gave him the collarette name tag and indicated he was to place it over the name of Garry Hyde. Bob thanked the Past President and gave him his Past presidents Jewel, lapel badge and tie. The new President then took the chair. Election of Officers The following were proposed Immediate Past President Vice President Secretary Treasurer Events Secretary Functions Secretary Speakers Secretary Almoner and Membership Secretary Bryan Unitt-Jones David Ansell Garry Hyde John Pepperell Colin Turley Richard Habgood David Ansell Brian Whitehouse The President asked if there were any other nominations. There were none. The officers were then elected en-bloc and unopposed 2
Election of Committee The following agreed to stand as Committee Members John Budd. Alan Fraser and Harry Arnold The President asked if there were any other nominations and if the members were happy for these to be elected. Unanimous Appoint Appropriate Person to Independently Examine the Accounts John Budd was recommended, as he had performed the task admirably in the past and he was unanimously elected to undertake this role Constitution Amendments and Acceptance Ken Hughes had proposed 5 changes to the Constitution, which had been circulated in advance and attached to these minutes. The Secretary outlined the amendments: - Amendment 1 Status Change. Committee recommend acceptance Amendment 2 Membership. Committee recommend acceptance Amendment 3 Co-opting Committee recommend acceptance Amendment 4 Accounts Committee recommend acceptance These amendments were put forward and unanimously accepted The Secretary then outlined amendment 5 concerning the dissolution of the club and the use of the remaining funds. He said that the Committee were opposed to this amendment. The Secretary asked Ken Hughes to outline his proposal and Ken indicated that although he thought that closing the Probus Club was unthinkable, if an ailing club was dissolved then, as with other registered charities, he felt that the funds should go to an organisation with similar aims and objectives, such as another Probus Club. The Secretary asked if anyone else wished to speak. Tony Stafford then said that if the Club was dissolved then he wished the monies left to go to a local charity of the members choice. He indicated that if the money went to another Probus Club and that then dissolved, then the Tamworth Clubs monies would dissolve with it. As there were no more Speakers, The Secretary put the matter to the vote. For 33 Against 1 Abstentions 1 The amendment was lost. The Constitution, as amended, was put to the meeting and accepted unanimously 3
Policies acceptance The Policies on Health and Safety and Vulnerable Persons were up to date and were accepted for the forthcoming year Data Protection. The Secretary said that all members had received the Data Protection form and all was in hand. The Data Protection Policy had been written and accepted by the Committee as their Policy in line with Current Legislation Membership, Publicity and Website Update The Secretary indicated that membership was steady, the website was up and running well. Publicity would be considered by the new Committee in due course Any other business The President asked if there was any other business. Tony Stafford reminded members that the 2.00 parking charge could be offset against drinks or food Chris Lawson suggested that the Committee should not be out of pocket with the car parking and should be re-imbursed. The Treasurer indicated that this was not appropriate under our current financial rules. The President indicated that we may well look into other venues for the future Date of Next Meeting The next Annual General Meeting would be held on Wednesday 1 st May 2019 Closure of Meeting. The President thanked everyone for their attendance and declared the meeting closed at 11.40am Signed..President Date.. 4
THE PROBUS CLUB OF TAMWORTH A.G.M. WEDNESDAY 2 nd MAY 2018 SECRETARY S REPORT The new President, Bryan Unitt-Jones took office at the Annual General Meeting on the 3 rd May 2017 and thanked the outgoing President Bob Oliver for his stewardship of the Club during his term of office. The usual pleasantries were exchanged before the New Committee were elected to office. It was a year of change. Colin Eastwood stood down as Secretary and for personal reasons, took his leave of the club at the start of 2018. I wish him and Angy well for the future. Alan Glover also stood down from the Committee. He was our Treasurer for many years and a longstanding Committee member and also we wish him and Jean well for the future, especially as he is now an Honorary Member. The change continued with minutes being circulated to all members, either by post, hand or electronically. This gave everyone a chance to look and comment on minutes when fresh in mind and has been accepted by the members. The Committee also had Minutes and Agendas circulated and this has helped to facilitate the Committee meetings, which have been lengthy occasionally, due to current thinking on the Website and now Data Protection. Tony Stafford stood down as Treasurer and this post was taken up by John Pepperell. Thanks, must go to Tony for continuing the excellent bookkeeping and banking of the Club funds. We wish him and Edna a long and happy retirement. He handed John a going concern, as they say, and I am pleased that John has continued in this vein. The books continue to be audited internally and we are grateful to John Budd for undertaking this task. Brian Latimer stepped back into the role of Speakers Secretary, and Brian Whitehouse took on the Almoners role from me, as well as Membership Secretary. While the rest of the Committee remained, there will be changes due to some Committee members changing posts and some leaving after a number of years. We hope that we can fill their places and their shoes. 5
It was an unfortunate year for membership losses. We lost John Jackson in July. Norman Parry and Laurence Baldwin in August and Rob Davies in September. They were all excellent Probians and will be sadly missed. We welcomed two new members into the Club in the shape of Roy Perry in January and a joining member from another Probus in Brian Hanson in March. I hope that they enjoy their time with Tamworth Probus. The average attendance throughout the year has been 35 although December was a new turning point as many members were away on a trip and there were only 20 present. It was agreed afterwards NOT to run trips on Club Days. The lack of members at the December meeting meant for the first time in our history NO MINUTES were taken and no decisions made. We had another first in October when the very first Extraordinary Meeting was called. The only topic on the Agenda was the acceptance or otherwise of the New Constitution. The Constitution was endorsed overwhelmingly and all members now have a copy. New Policies in relation to vulnerable persons and updated Health and Safety have also been implemented. Our pub lunches and ladies lunches have again proved popular and the Quiz Night seems to be a regular Annual Event. Thanks, must go to those that organise and participate in these events. Brian Whitehouse has taken over the role of Almoner and has kept in touch with those members who have unfortunately fallen ill or injured. It is always pleasing to know that someone has your welfare at heart and can be contacted if there is a need. My thanks have to go to all the Committee members, who have been ever present in the main, throughout the year and their support of the Club should be recognised and appreciated. Thanks go to Alan Moorby as well, for printing the Handbook with the help of David Peace, and taking time out to start up the website. I have enjoyed my first year as Secretary, and finally have a handle on what I am supposed to do, even if I don t always do it correctly. I have to thank Bryan Unitt-Jones for his excellent work as President, and now look forward to carrying on my role, if the Club wish, under Bob Cooke. That Gentlemen is my report for 2017/2018 Garry Hyde, Secretary 6
Amendments Proposed by Ken Hughes to the 2017 Constitution Document 1. AMENDMENT TO Paragraph 3 page 4 concerning Status Add the following but will allow external fund-raising events to be advertised by members The Constitution will then read; - 1. Status: The Club shall be a not for profit organisation and have no political, ageist, sectarian or racial bias, and shall not be, nor appear to be a fund-raising organisation but will allow external fund-raising events to be advertised by members Supported by the committee 2. AMENDMENT TO Paragraph 4 page 4 concerning Membership Delete all words after business men and before A candidate The Constitution will then read 3 Membership: Although not an absolute condition, membership shall be open to retired or semi-retired professional and business men. A candidate for membership shall be nominated and seconded by two current members. Applications will then be considered by a full meeting of the Club Members. Acceptance and compliance with the Constitution will be a condition of membership. On attaining 25 years membership of the Club, any such member will automatically become a life member, after due notice is given to the 7
membership at a monthly meeting. Life members will retain full rights of membership. Supported by the committee 3. AMENDMENT TO Paragraph 5 page 4 concerning co-opting members. Add the words Any co-options are to fill any Committee vacancies that arise or where specialist knowledge is required, such co-options to last only until the next Annual General Meeting The Constitution would then read: - 4. Committee Composition and Election: The Club shall have a President, nominated by the Committee prior to the Annual General Meeting. The President will act as Chairman of the Club during his term of office. The Club shall also have a Vice President, also nominated by the Committee, who in the absence of the President will assume responsibilities of the President. The Annual General meeting will approve the nominations of President and Vice President and will also elect a Secretary, Treasurer, Events Secretary, Functions Secretary, Speakers Secretary, Membership Secretary and an Almoner. The affairs of the club shall be managed by a Committee comprising all the above elected office holders plus a maximum of four (4) other members elected by ballot at the Annual General Meeting. The Immediate Past President may stand for election to the Committee. The Committee shall have the power to co-opt extra Committee members, appoint sub-committees and to delegate tasks to members, as it sees fit. Any co-options are to fill any Committee vacancies that arise or where specialist knowledge is required, such co-options to last only until the next Annual General Meeting The membership will be advised by the Secretary in March each year of the forthcoming election for Committee Membership at the Annual General Meeting. Those wishing to stand for election should inform the Secretary prior to the Annual General Meeting. All prospective Committee members shall be nominated and seconded by current members. Voting at All Meetings shall be by a show of hands, or by Secret Ballot if more than 50% of the attending members so determine. Each member shall have one vote. In the event of equal votes being cast, the President shall have a casting vote. 8
The President and Vice President shall hold office for one year, unless exceptional circumstances dictate otherwise, but may also stand for a further term after a period of two years have elapsed from completing their term of office. Six (6) Members of the Committee, one of whom shall be the President, Vice President or a Past President shall constitute a quorum for the purpose of conducting the Club's business. Supported by the committee AMENDMENT TO Paragraph 8 page 6 concerning Accounts Change the word audit to independently examine The Constitution would then read: - 8. Accounts: An Annual Statement of Accounts for the year ending 31st March shall be submitted by the Treasurer to the Annual General Meeting each year, after examination by an appropriate person, appointed at the previous Annual General Meeting, to independently examine such a statement. The Committee shall be empowered to open and maintain suitable Bank Accounts in the name of The Probus Club of Tamworth at Bank(s) selected by them. Cheques and other withdrawal documents are to be signed by a minimum of two (2) nominated and agreed Committee Members, (it may require more dependent upon the Bank s requirement). Supported by the committee 5. AMENDMENT TO Paragraph 13 Page 7 concerning Dissolution Change the wording to indicate that any funds remaining should be donated to ANOTHER PROBUS CLUB and not a charitable organisation as approved by a majority of the members The Constitution would then read 13. Dissolution: The Membership shall be notified at the Annual General Meeting or an Extraordinary General Meeting of the proposed dissolution of the Probus Club of Tamworth. If the Club is dissolved, the Committee shall realise all the assets of the Club, cancel functions and speakers as necessary. All outstanding debts shall be settled. 9
Any funds remaining on dissolution of the Club shall be donated to ANOTHER PROBUS CLUB NOT Supported by the committee Garry Hyde Secretary April 2018 10