Draft Minutes AGM 2008

These minutes will be presented for approval at the AGM 2009.

(official document)

Draft Minutes of the Annual General Meeting of the Association, held at The Sporting View on Monday 25th February 2008 at 7.00pm

15 members of the Association were present and signed the Attendance Book.

In the absence of the President of the Association, Roger Parsons, Chairman of the Association, took the chair.

Prior to the meeting a minute's silence was observed in memory of Vice Presidents Ken Carmichael and Peter Wainwright who had died during the past year.

1. Apologies for Absence.
   
   Apologies were received from J. Prest, Dr G. Caffrey, D. Defty, M. Gould, A. Hodgkinson, G. Jefferies, H. Ree, Dr M. Rowe and S. Wilson.
    
2. Minutes of the previous General Meeting, (23rd November 2006).
   
   Copies of the minutes had been circulated to all registered members prior to the meeting. The chairman asked the meeting if he may sign the minutes as a true record. Adoption was proposed by J. Martin, seconded by M. Bull and carried without dissent.
    
3. Matters arising from the Minutes.
   
   R. Stephens made four Points of Order viz:
   
   
   1. The Examiner of Accounts should not be proposed by the Hon. Treasurer.
   2. The 2006 accounts had not yet been formally approved by a general meeting.
   3. The formal notice of AGM should mention both presentation and approval of annual accounts.
   4. The AGM should be held within 3 months of the end of the Financial Year.
   
   It was confirmed:
   By the Treasurer that i. and ii. would be dealt with during the meeting;
   By the Secretary that iii. would be noted for the next AGM;
   By the Chairman that the meeting was being held within three months of 31st December 2007 (the end of financial year).
    
4. Correspondence.
   
   The General Secretary said there was no correspondence relative to the current meeting.
    
5. Reports for the year 2006–2007:
   
   
   1. Hon. Secretary's Report. J. Bathurst presented a written report and was invited by the Chairman to summarise its content. There was no dissent on its adoption, which was carried unanimously, Mrs Turley thanking him for his work. A copy of the report is attached to the file minutes and is available online.
       
   2. Hon. Membership Secretary's Report. J. White presented a written report. He summarised its content, adding that a remaining small problem was the number of members who had failed to alter their subscription from £3 to £5. Such members now received only one issue of News & Views. There were no questions relating to the report, the adoption of which was carried without dissent. A copy of the report is attached to the file minutes.
       
   3. Hon. Website Manager's Report. J. White produced a brief written report. The major work for the year had been the Website War Memorial. He gratefully acknowledged the contributions of David Brown and Val Harris and the enormous help given by both individuals and Services Associations. There were still "gaps" in details but these were being worked upon. A copy of the report is attached to the file minutes.
       
   4. Hon. Editor's Report. The Secretary read a report from M. Gould. The problem of Post Office closures would result in the finish of the special postal service presently provided by Chandlers Ford PO. The return to individual weighing and stamping was a possibility. Ivan Downer suggested 'facing a reluctant postmaster with many sacks of newsletters' to try to force the situation! Angie and Diana Turley offered to pack, stamp AND post the newsletters provided they could be delivered to their home. The Secretary expressed thanks for both suggestions and said they would be considered by the Executive Council. A copy of the report is attached to the file minutes.
       
   5. Report of Hon Archivist. David Brown referred to the War Memorial project and returned the compliment paid by Jeff White. He also mentioned particularly interesting archival material offered by David Porter.
       
   6. Report of College Liaison Sub-Committee. The Secretary read a report from D. Defty. There were now over 700 former students registered on the Alumni Website. The next steps were to formalise a committee and meetings and work towards encouragement to join the Association. A copy of the report is attached to the file minutes.
       
6. Honorary Treasurer's Report.
   
   David Bryett distributed a Balance Sheet, Income and Expenditure Account and a written financial report for the past year, afterwards commenting on them. A copy of these documents is attached to the file minutes.
   
   The Treasurer acknowledged the great help and advice of Ken Ball in correcting "the middle part" of the previous year's accounts, enabling them both to balance and be re-submitted to the examiner. Much of the year's recorded surplus had been set aside for expected website fees and complacency concerning funds and members should be firmly resisted. Both were needed, particularly younger leavers from the Colleges.
   
   The Treasurer announced he was making no recommendation for any change in subscription.
   
   R. Stephens made a statement relating to the decisions now necessary from the meeting. This resulted in his being asked to put a formal proposal. The proposal of R. Stephens, seconded by J. White, 'That the accounts for the years ending 30 September 2006 and 31 December 2007 be approved' was unanimously agreed.
    
7. Election of Vice Presidents and Honorary Members.
   
   The Secretary reported there were no nominations to be approved.
    
8. Election of Officers for 2008–2009.
   
   Prior to the electoral process the Chairman announced the resignation from the College of Jonathan Prest.
   
   Jonathan Prest had accepted nomination as President before accepting the post of Principal at Barton Peveril College. He had expressed the wish to serve Taunton's and the Association up to the day he left, 31st August 2008. The Executive Council considered it preferable that a new President be elected to serve from 1st September 2008 until the next AGM and to that end had exercised a provision permitted by the Constitution. It was with pleasure that the Council had asked Ted Colenutt to become President. He hoped the meeting would endorse that decision. The meeting endorsed the decision with spontaneous applause.
   
   The Secretary said he had received nominations for all posts subject to election. As there were no new candidates a 'block' vote might be acceptable. R. Stephens proposed, seconded by R. Knight, that all nominees be elected. This was unanimously approved.
    
9. Election of Honorary Examiner of Accounts.
   
   In a nomination prior to the meeting J. Bathurst had proposed, seconded by M. Rowe, that Michael Bull be re-elected as Honorary Examiner of Accounts. The proposal was carried unanimously.
    
10. Any Other Business.
    
    R. Stephens reminded the meeting (of what was stated in the Agenda) concerning no voting on discussed matters!
    
    
    1. D. Bryett felt that AGM minutes could be published prior to the next AGM, J. White saying that any such publication must show "Draft".
    2. David Brown produced a list of Cups and Trophies once held by Taunton's School. (It was passed to Ted Colenutt for reference.)
    3. J. White and J. Bathurst confirmed that the Memorial Window, Tablets and Girls Grammar School plaque had been specifically identified for preservation and display within the proposed new College building.
    4. The proposed siting of the replacement College building was briefly explained.
    5. The Secretary confirmed that as yet there was no information available to the Association relating to the new Principal of the College.

There being no other business the Chairman closed the meeting at 8.25pm.

Back to Annual General Meeting 2008 page