Minutes of LETSBUZZ AGM – 29 April 2017
Present for whole meeting: Jane (118), Jean (82), Diane (165), Christine (137), Bob (117), Graham (259), Mary (114), Sue (256), Joan (156).
Present for part of meeting: Gill (49), Andrew (74), Caroline (228), William (252).
Minutes taken by Joan (156)
1. Matters arising from the minutes of the 2016 AGM
Buzzard Subscription
It was agreed that the annual subscription of 12 Buzzards per member would be deducted annually and not monthly.*** No other matters arising.
2. Officers’ Reports
Membership Secretary
Bob reported 49 members, discrepancy of 1 with Treasurer’s report which neither understood. We have had 1 new member during the year, Graham (259) and 1 leaver, Esme due to her move to university. There have been 2 other enquiries during the year.
Treasurers
Buzzard Treasurer
A report was circulated showing there have been 242 trades during the year for a value of 1934 Buzzards. Also, the organisation debt has been reduced during the year by 210 Buzzards.
Sterling Treasurer
Audited and signed accounts had been submitted by Sonja and were circulated showing that we currently have £274.77 in our account and expenditure during the year has been £130.59.
Co-ordinator
A report was circulated and it was noted with pleasure that most of the events organised during the year and our Open Meetings have been well attended.
3. Sterling Subscriptions
Following discussion it was agreed that we would suspend the sterling subscription for a further year as we still have a good level of funds in our account. It was suggested that it would be good to have a minimum level of funds in our account of around £100 and it was agreed that members would keep the level of our account under review at Open Meetings.
4. Newsletters
Discussion was held about the format of the Newsletters and which we thought have most impact on members. They could be:
a. Only published on Cyclos
b. Distributed through email
c. Printed
Jean had obtained a quote from a local print company and confirmed that one 4 page black and white newsletter would cost 28p so 50 copies would cost £14. In addition there would be some cost for postage and envelopes for newsletters to members outside Leighton Buzzard. This was voted upon and it was agreed that we would try quarterly printed newsletters for the coming year. It was also agreed that the Newsletter would continue to be published on Cyclos as this provides us with an archive.
Jean is the editor of the next Newsletter which is due out in June and will offer to members the choice to receive their newsletter by email or in print.
It was also agreed that for paper Newsletters we would require 2 members to produce this. The Editor will be responsible for producing the written document. A new post is required for a Distributor for the Printing and Distribution to be fulfilled.
5. Election of officers
Membership: Bob (117)
Sterling Treasurer: Sonja (121)
Buzzard Treasurer: Joan (156)
Above all proposed by Jane (118), seconded by Christine (137). All above agreed to stand for a further year and no other member wanted to stand.
Co-ordinator, Jane (118) no longer wishes to fulfil this role and there were no volunteers to take over.
The key elements of this role are:
· Chairing all meetings
· Acting as point of contact for enquiries
· Posting notices on Cyclos which need to go to all members.
It was proposed that we adopt the process used by the Milton Keynes trading group for chairing meetings which means that people will take it in turn to chair the meetings. It was agreed that the host of each meeting would be the Chair person.
Enquiries/Cyclos contact (new post), Jean only volunteer, proposed by Jane, seconded by Di.
Newsletter Distributor (new post), Christine only volunteer, proposed by Jane and seconded by Di.
Jane agreed to ask Sean to arrange for Jean and Christine to have Admin rights on Cyclos so they can perform their duties.
The meeting was then closed and was followed by an interesting talk from Graham (259) about Hemplets before consumption of cream teas and trading.
***Subsequent to the meeting, Caroline (228) advised the Chair of the meeting and the Treasurer by email that Cyclos was all set up to deduct monthly subscriptions. It was agreed that the Treasurer would contact Sean to find out how to get this activated so that the 12 buzzards could be deducted each month.
