[Purple AK]

Minutes of AGM at Stoneleigh


4th May 2008

Those Present: -

John Cooke
Tony Merrick
Peter Jones
Marion Jones
Russell Derbyshire
Julie Butteriss
James Norris
Chris Barnes

Apologies for absence were received from:-
Glen Pullen & Rob Stanley

Meeting opened at 14:05


John Cooke officially stood down as Chairman and handed the meeting over to Tony Merrick as the new Chairman. Tony thanked John for his work with the Club over the past years and opened the meeting, thanking everyone for their attendance.


Accounts.

Russell Derbyshire gave an overview of the Club Accounts for 2007

This showed,
The Total Income for 2007 was £24548. This was down by 23% (£7140) on 2006. This was solely due to a 30% (£8244) reduction in membership fees. Advertising income was up 26% (£1228) directly proportionate to 5 magazines being produced in 2007 against 4 in 2006. Other sources of income, Merchandise, Magazines, Events and Bank Interest, were marginally down, But only by £120 overall.

Total Expenditure for 2007 was £31541. This was 17% (£6280) down on 2006. Mainly due to there being only 5 magazines in 2007 against 4 magazines and 2 calendars in 2006 with a subsequent reduction in printing and postage costs of £5817, and a £1007 reduction in Show Expenses. Most other expenses were static or slightly reduced apart from a £1591 spend on new Merchandise.

The Profit and Loss Summery for 2007 showed a loss of £6993 against a loss of £6138 for 2006.

The Reserves Balance for 2007 showed the opening balance for the Current Account as £2333.57 and the High Interest Account as £5765.97. The closing balances were £635.24 and £415.96 respectively. This gave a total reserve remaining of £1051.20. A reduction of £7048.34
Russell Highlighted that there was Zero flexibility for overspend in 2008. And Tony promised the Floor that there would be No overspend at all in 2008 as the Committee had already agreed to print a maximum of 4 magazines, or less in 2008, as funds provided. It was also noted that the number of copies printed would be reduced inline with the membership numbers at the time of issue in order to save costs.

Questions were raised from the Floor as to ways of increasing Membership/Income.

It was suggested that it is still not easy for people to join, and that the link on the Website needed to clearer.
It was suggested that members be offered the option of setting up a Direct Debit/Standing Order for renewal as some tend to forget.
It was suggested that the Website be owned by the Club and that some areas of it be restricted to Members only as at present there is no incentive for people to join the Club as all the information is there for all to see. Tony agreed to talk to Robert to see if it was possible, and how much it would cost.
It was suggested that Back Issues of the Magazine be uploaded onto the website so that prospective members could see what they were likely to get by joining.
The Accounts were accepted with No objections.

Tony introduced Julie Butteriss, Chris Barnes, Rob Stanley and James Norris as new Committee Members.

James apologized to the Floor for failing to organize the Rolling Road at the Show, but Health and Safety and Noise Abatement issues had not allowed it to happen. It was agreed the Show Organizers should be contacted to ask why Westfield were still allowed their Slalom Course, whilst we were refused.
John Cooke offered the Club the opportunity to stage a Rolling Road event at his new Peterborough Show.

Voting was started for the committee members who had elected to stand: -
Tony Merrick was voted in as Chairman
Russell Derbyshire was voted in as Treasurer
Peter Jones was voted in as Magazine Editor
Marion Jones was voted in as Membership Secretary
Glen Pullen was voted in as Magazine Distribution
Chris Barnes was voted in as Club Secretary/Area Rep Liaison
Robert Stanley was voted in as Webmaster
Julie Butteriss was voted in as Regalia Buyer
James Norris was voted in as Events Coordinator

It was agreed that as Membership Fees should be increased to £28 as of, 01st July 2008.

Chris noted that 56 Proxy Voting Forms had been returned. 55 “For”, 0 “Against” and 1 spoiled paper. Therefore, all Resolutions were carried unanimously.


Any Other Business: -

It was agreed that Area Reps should be asked to promote the Club as far as possible in order to try and boost membership. Tony said that non members should be included in events and encouraged to participate as possibly they may wish to join or rejoin the club..
It was decided that the Club needs to find an Area Rep for Wales.

Meeting closed at 15:05