AGM 2005 Report

NOTE THAT THIS REPORT CONTAINS CHANGES TO THE SAFETY CODE. This report constitutes the Minutes from the 2005 AGM. The Committee believe these to be a true record of the evening's proceedings. If you feel otherwise please let me know within the next 14 days, otherwise we will take that as your acceptance. All decisions were effective from the end of the meeting.

Could I take this opportunity to ask for the return of all club equipment to me so I can have an asset register check done.

Prior to the meeting a proposal was received for the termination of the club forum.

Jim McGlynn opened the meeting by thanking everyone who turned up.
Jim advised the members that the AGM had been called by the Secretary as required by the Constitution and was therefore a legally held meeting. A count was taken and 17 members present was enough for a quorum.

Jim outlined the Committees remit and operating guidelines including reporting mechanism and committee meeting strategy:

Operational Framework

Objective:

To allow Committee members to provide the level of service expected by the majority of club members without being subject to continual accusations, abuse and time-wasting.

Remit of the committee:
" To co-ordinate and help implement the objectives set by the members
" To ensure continued tenure of the flying site
" To deal with new membership applications
" To promote the SAA's Safety & Achievement scheme
" To liaise with outside bodies

Obligations
The Committee's legal, moral and social obligations will be as directed by the Scottish Aeromodellers Association

Communication
All communication on club business should be to the club Secretary by Royal Mail for discussion at the next committee meeting. If it falls within the committee's remit then it will be actioned. If not then no further action will be taken. The Committee will not necessarily take action as a result of verbal or e-mail communications including postings on the web site forum.

Committee meetings will be at a frequency commensurate with workload.
Minutes will be posted on the club web site when approved by the Committee.

General running-of-the-club questions can be by (mobile) phone.

Periodic progress reports (expected to be monthly) will be issued by e-mail.

Club Constitution

There are many different explanations depending on which dictionary you use but basically:
noun: law determining the fundamental political principles of a government

Whilst essentially a legal document which governs the running of the club, it must be remembered that it is written and maintained by non-legally trained members and as such cannot be expected to cover all eventualities. Any lawyer could blow holes through it. It is basically a common-sense set of guidelines and should be used as such. Its function is to outline the operating guidelines for the club, give the members protection where required, and give the Committee the authority to act on Member's behalf together with the ability to react to unforeseen circumstances.



Time was tight so it was pretty quickly into the proceedings. Proposals were made and discussion ensued where appropriate in particular the sale of the tractor, grasscutting, farmer's rent and the wind farm.

Since the club was operating without a Treasurer, there was no Treasure’s Report but members had the opportunity to review the financial statements which were on display.

The minutes from the previous AGM were not considered. Although the AGM Agenda had been available for the requisite period, no-one requested them to be added.

Confirmation was given that following a "For" vote on item 1, that anyone not joining during the meeting would need to apply as per the Constitution and would be considered a Probationary member if Proposal 2 was also given a "For" vote.

The following results were recorded:

Constitutional Amendment Proposals
0 Based on a comment made on the forum by Jim Hardie the proposal is that the club is dissolved and operates on an informal basis with 1 person nominated to collect money from the users and pay the farmer Unanimous against
1 That Par 30 & 31 are changed to align with Par 5 For
2 That all new members joining the club forthwith are subject to a 12 months probationary period. Final confirmation of membership will be at the following AGM by majority vote. For
3 No member can be a full voting committee member until he/she has had 2 years (continuous) full membership. For
4 That a joining fee of £40 is payable by all new members. Against
5 That the positions of Member's Rep and Junior Member's Rep are abolished. For
6 The Webmaster will report to the current Committee For
7 That new members are only to be accepted if suitable training arrangements (if applicable) are in place for them. For

Other Proposals:
8 That a sub-committee is put in place to review the Constitution For
9 That a sub-committee is put in place to review the Safety Rules and Regulations For
10 That Tom Laird is put forward for the SAA Examiner course For
11 That authorisation is given to sell electric glider & supporting equipment For
12 That authorisation is given to sell the Yamamoto trainer & supporting equipment For
13 That authorisation is given to sell Mascot & supporting equipment For
14 That 4 members are authorised to sell confectionary and any other suitable goods to raise funds for the club. For
15 That authorisation is given to sell the tractor For
16 That funding is approved for the continued hosting of the web site For
17 That funding is approved for sub-contracted grass cutting (see social night notes). Against - 2 members have volunteered
18 That funding is approved for sub-contracted strimming See 17
19 That funding is approved for sub-contracted weedkilling See 17
20 That funding is approved to pay for the container to be painted inside and outside and to have the floor sealed. For (Max value set at £100)
21 That funding is approved to install a model assembly / work table in each pit bay (£150 for trial installation). 2 tables authorised For (Max value set at £50)
22 That the target for the farmer's rent should be set as £1000 in 3 years time. For
23 That we revert to a strict "Peg Off, Card On" system. For
24 That a Safety Officer is appointed Against
25 That the safety fence be re-instated from the starter box to the pilot's stance. Fence to be screened by bushes on runway side. For
26 That no engines to be started in the pits and the starter tables to be moved closer to the pits area to facilitate. For
27 The pits areas are modified to ensure engine point out the way. N/A - see 26
28 That a lottery grant application is made to install a toilet (sub-committee required). Proposal modified to "That a sub-committee is appointed to carry out a fesibility study including sources of funding. This was with a view to preparing a suitable case for a lottery
grant " For
29 That Paragraph 3 of the Constitution is modified to remove the Secretary, Treasurer/Membership Secretary and Members' Representative/s for 6 months N/A

A proposal was made and carried that a sub-committee is to prepare a Lottery Grant application for the purchase of a ride-on tractor and trailer.

A discussion was held regarding the (tarmac or grass) cross runway. The likelihood of a wind farm was generally accepted as a reason for not investing too much ore money in the site until we know what is happening.

The members were advised that a formal objection to the wind farm had been lodged.

The farmer's rent was authorised at £750

Committee positions are as follows:
Chairman:- Jim McGlynn
VC / Secretary :- Tom Laird
Treasurer:- Jim Borland
Training Co-ordinator:- Jim Borland

John Cunningham was authorised to sell confectionary on behalf of the club.

Jim Borland outlined his plans for a training program and the intention to hold an Instructors / Trainees meeting ASAP to match requirements with provision.

A vote was taken regarding the future of the web site forum. It was a "For" vote to remove it.

Andy Edwards and Dougie Skinner were authorised to review the accounts
Approved by The Committee
2/12/2005
End