MINUTES OF THE THIRD ANNUAL GENERAL MEETING WELLS EVENING SOCIETY
Held on Thursday, 5th March 2009 at 9 p.m. in Wells Town Hall 1. The Chairman, Miss Sara Whitehouse, thanked members for staying and welcomed them to the Society’s third Annual General Meeting. She stated that it had been a very successful year for the Society, with membership remaining healthy. Now that four years had passed, the founding members of the committee had come to the end of their term. She named the people now willing to stand on the committee (see below). She also mentioned the tireless efforts of Gordon Mills, Operations Manager, who has produced first class sound and vision for the lectures, despite challenging conditions at the Town Hall. He had offered to be co-opted on to the new committee. She thanked Chris Hann for all his work as Secretary, Membership Secretary and Treasurer. He had offered to stay on to help in an un-elected capacity. She introduced as the proposed new Chairman and Programme Secretary, Mrs Philippa Collings, who had already finished organising next year’s programme (copies available). She thanked members for a rewarding four years as Chairman. Lastly she reminded members that renewal letters will be circulated in April 2009.
Mrs Jan Morland then proposed a vote of thanks for Miss Sara Whitehouse for all her hard work and enthusiasm in founding the Wells Evening Society. Members applauded this well-earned vote of thanks.
2. Apologies received: Mr Alan Hooper, and a number of other members.
3. The Chairman called for comments on the Minutes of the second AGM held on Thursday 6th March 2008. There being none, the Minutes were then accepted as a true and accurate record, having been proposed by Mr Laurie Hale, and seconded by Mr Bob Reynolds.
4. The Chairman’s Report (attached) was accepted, having been proposed by Mrs Julia Davies and seconded by Mr Richard Gale.
5. The Treasurer’s Report and Accounts (both attached) were adopted, having been proposed by Mr Ted Cutfield and seconded by Mr Alan Tyldesley.
6. Mr Ray Bourke was re-appointed in his role as Honorary Certifier, having been proposed by Mrs Elaine Hann and seconded by Dr Margaret Kempton.
7. Elections
Miss Sara Whitehouse noted that the proposed new committee members were taking on combined roles; this was not ideal and should be only a temporary measure. She introduced the new Chairman and Programme Secretary, Mrs Philippa Collings, who was duly elected, having been proposed by Mr Tim Gregson and seconded by Mrs Ann Mills.
As newly elected Chairman, Mrs Philippa Collings, then continued with the proceedings. She thanked members for their support (mentioning that they might know her by her other surname of Threlfall), and promised to do her best. She again thanked Miss Sara Whitehouse, Mr Chris Hann, Mr Rodney Dodds and Mr Gordon Mills, the founding members of the committee; members applauded
Each member of the new committee was then introduced to members. Elections were as follows:
Vice Chairman Mrs Jane Lee Proposed by Mrs Pat Williams Seconded by Mrs Ann Mitchell
Treasurer and
Membership Sec’y Mr Steve Lee Proposed by Mrs Maureen Lucas Seconded by Mr Graham Brown
Operations Manager Mr Gordon Mills Proposed by Miss Sara Whitehouse Seconded by Mrs Jean Cooper
Minutes Secretary Mrs Margaret Jackson Proposed by Mrs Pat Robinson Seconded by Mr Laurie Hale
General Duties Mrs Juliet Keeling Proposed by Mrs Elizabeth Cockell Seconded by Mrs Elizabeth Bennett
Mrs Philippa Collings then appealed for a knowledgeable member of the Society to help with the website. She also invited members to come and observe a committee meeting, to contribute fresh ideas. She also suggested that members who had heard interesting lectures should pass on that information as input for the 2010/2011 programme. She then mentioned the next lecture: Mr Peter Leech on 2nd April 2009.
8. Any other business
Mr Gordon Mills, Operations Manager, added a few words about the technical side of the lectures. Over three years he has spent £5000 on technical equipment, including the screen, speakers, a laptop and, most recently, a digital projector. The Wells Evening Society is unique in owning such state of the art equipment. Members agreed that their enjoyment was very much enhanced by the high standard of the sound and vision provided at lectures. Mr Gordon Mills ended by thanking the committees, old and new.
It was agreed that the signatories to the NatWest Bank account in the name of Wells Evening Society should be changed to include members of the new committee. The new signatories will be: Mrs Philippa Collings, Mr Steve Lee and Mr Gordon Mills.
Mrs Philippa Collings closed the meeting at 9.20 p.m.
Margaret Jackson
5th March 2009
THE FIRST ANNUAL GENERAL MEETING OF WELLS EVENING SOCIETY
Held on Thursday, 1st March 2007 at 8.55 p.m. Wells Town Hall
AGENDA
1. Welcome by the Chairman.
2. Apologies for absence.
3. The Chairman's Report (attached).
4. The Treasurer's Report and Accounts (attached).
5. The appointment of Mr Ray Bourke as the Hon. Certifier.
6. Adoption of the Constitution (copy herewith).
7. Elections.
Nominations will be welcomed for any of the posts listed below, and particularly for those for which no candidate has so far been nominated. Nominations should be accompanied by confirmation that the candidate has agreed to be nominated and the names of the proposer and seconder. These should reach the Secretary not later than Wednesday, February 21st. [Chris Hann, Little Orchard, Back Lane, Westbury-sub-Mendip, Wells BA5 1HZ Tel: 01934 870 606]
The following are willing to stand for election:
Proposed Seconded
Chairman: Miss Sara Whitehouse Mrs Jean Cooper Mr Chris Hann
Vice-Chairman: Vacant
Hon. Treasurer: Vacant
Hon. Secretary Mr Chris Hann Mr Jim Reid Mr Gordon Mills
(& Acting Hon. Treasurer):
Operations: Mr Gordon Mills Mr John Warne Mrs Elaine Hann
Programme Secretary: Mr David Zienkiewicz Mr Ted Cutfield Mr John Warne
Membership Secretary: Mrs Jennifer White Mrs Sheila Hutchings Mrs Maureen Lucas
Minutes Secretary: Mrs Margaret Jackson Mrs Pat Williams Mr John Barkle
Visits Organiser: Mrs Jill H. W. Huggins Mrs Ann Mills Mr John Evans
Visits Organiser: Mrs Diana Wheeler Mr Hugh Roberts Mr Alan Tyldesly
Study Days Organiser: Vacant
Social Secretary Vacant
8. Such other business as the Chairman shall decide.
MINUTES OF THE 1ST AGM
ANNUAL REPORTS – 2007
CHAIRMAN’S REPORT
The past year has been one of consolidation following the Society's beginning in October 2006. The Our sustained membership has reaffirmed the initial belief a local lecture society having evening meetings would be popular, attracting membership from those who find it difficult or impossible to participate in such activities during the day. Currently we have over 250 members many of whom have expressed their enjoyment of the lectures and their appreciation of the society’s friendly atmosphere.
During the year there have been a number of committee changes, Mrs Diana Wheeler, Mrs Jennifer White and My David Zienkiewicz have found themselves unable to continue as members of the committee and, after starting off our visits programme and giving much support to the launch of the Society, Mrs Jill Huggins has now resigned but still remains a member, giving ad hoc help.
We welcome Mr Steve Lee who has joined the Committee as Membership Secretary, he takes over the role from Mr Chris Hann, who remains Hon Secretary and Treasurer, Mr Gordon Mills, is Operations Manager and Mrs Margaret Jackson is the Minutes Secretary. As well as thanking the members of my Committee whose ideas, enthusiasm and commitment help to make the Society successful, I want also to express appreciation for the support of Mrs Ann Mills and Mrs Elaine Hann who have so readily assisted with many of the tasks we have had to undertake. In the absence of a Visits Organiser, Mrs Ann Mills has also very kindly taken on the responsibility for running the Society’s summer visit to Stratford-on-Avon at the end of May.
One of the essential requirements for success is having the right equipment to ensure that our members can see and hear as clearly as possible. Mr Gordon Mills has been at the heart of the programme to acquire appropriate equipment and make it work in the challenging environment of Wells Town Hall. Others who have contributed include Mrs Sheila Hutchings, Mr Ted Cutfield by assisting in making potential members aware of the Society, Mr Bob Britton for his work on the website and his excellent reviews of the lectures to be found on the website, along with links to sites of interest, Mr John Barkle who, among other things, has helped to ensure smooth movement in the Town Hall Foyer, Mrs Maureen Lucas and Mrs Pat Williams for dispensing wine, Mrs Sue Harward for advising on some of our written material and Mr Tony Coppen who gives help on the technical side. Mr Laurie Hale, Mr Warwick Jones and Mr Terry Pierce also help with the preparations for and the clearing up after lectures.
The year’s programme ranged from Edward Elgar to the Treasures of St Petersburg and from Railway Architecture to the sculpture of Oscar Nemon and included our introduction to The Art Fund. There were two trips, the well packed three-day London visit in the spring organised by Jill Huggins and the summer visit to Cothay Manor arranged by Diana Wheeler.
We all look forward to the year ahead and a successful programme in 2008 – 2009.
SARA WHITEHOUSE
HONORARY TREASURER'S REPORT
In submitting the Society's accounts for the year ended 31st December 2006 for your approval I am pleased to report that our finances are in a healthy condition.
By way of background several matters are worthy of mention. The early budget forecasts in 2005 had to take into account an unknown level of membership and limited information on the likely needs for investment in equipment. Although we had some control over the amounts we were prepared to spend on speakers, there were other costs that would only emerge as we proceeded, including small items of office equipment and some audiovisual equipment. A cautious approach was needed, pitching the membership fee at £30 and a programme of six lectures. In the event the tremendous support from those wishing to join the society enabled us to be more ambitious and, for example, enabled the society purchase a £1,000 portable cinema sized screen that has been so much appreciated. We have also bought other necessary audio-visual equipment. Meanwhile, as can be seen from the expenditure figures, there has been great cooperation by the group in keeping a lid on administrative costs, including postage.
On the left hand side of the Income and Expenditure Account it can be seen that in addition to subscription income of nearly £7.5 thousand we are holding deposits of £1,850 for the London trip in April. Drink sales income should be linked to ‘Wine in stock at cost’ in the Assets and Liabilities table at the bottom of the page and to the ‘Drink cost’ under Refreshments in the Expenditure heading. Overall we are on course to make a modest margin on this activity which is intended mainly as a facility for members rather than an source of income. The bottom table shows that assets comfortably exceed liabilities by about £1,000. This is an understatement because, at the half-way stage in the season, membership subscriptions have been shown as 50% of the total, although the second half lecture fee costs will be substantially below those in the first half.
Finally I should say that for the season ahead the subscription will remain at £30 with a programme of eight lectures running from October to the end of April 2008.
CHRIS HANN, Honorary Treasurer (Acting)