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Minutes of the Annual General Meeting held at 11.00 in Stokesley Town Hall on Tuesday 17th April 2018

 1. Apologies

There were 33 Members present with 12 Apologies. Bill Graham was present as a Guest of Colin Hinton.

 2. Minutes of AGM held on Tuesday 18th April 2017

The Minutes of the 2017 AGM were Approved by Members.

 3. Matters Arising

There were no Matters Arising.

 4. Chairman’s Report

Keith delivered the Chairman’s Report. This is on the website at http://www.stokesleyprobus.co.uk/page305.html

He noted that the Meeting was quorate.

 5. Approval of Income and Expenditure Report for Year Ending 31st March 2018

The Income and Expenditure Account certified by Maj Chuhan, the Auditor, had been circulated to Members by email. Hard copies were provided to those Members who do not have email. The Members Approved the Report which showed a surplus for the year of £90. Keith thanked Maj Chuhan for auditing the accounts. John Foster proposed that the Chairman’s expenses which had been reimbursed for the last year should be paid from the beginning of his tenure. After discussion, there was no seconder for his motion.

 6. Treasurer and Membership Secretary’s AGM Report

The Treasurer noted that the financial health of the Club was very good. John Richardson had proposed that the Annual Subscription should be increased to £25. David thought that this was sensible and the proposal was seconded by several Members and passed unanimously.

 7. Speaker Finder’s AGM Report

Keith Burton reported that the Speaker Programme for the next year was complete and had been issued to Members. Although he had been Speaker Finder for the last year, the programme for that time had been the work of Dick Hawkins, his predecessor. Keith hoped to maintain the quality and variety of previous years.

 8. Website Manager’s AGM Report

Stefan Barnes has apologised for his absence. The Chairman thanked Stefan for maintaining the website in good order.

 9. Secretary’s AGM Report

The Secretary reported that the Annual Reviews of the Club Constitution and Ethos had been completed and reviewed by the Committee. The revised documents had been distributed by email and hard copies had been available at the March Meeting. Members unanimously Approved the revised Ethos. He explained that a recent change to the proposed Constitution since the March Meeting had been made to take into account the requirements of the General Data Protection Regulation which becomes law on 25th May. Members are now required to give explicit consent to their personal data being held on a register. There are no exemptions to this requirement. After discussion, it was agreed that each Member would be invited to sign a sheet to give this consent. Those who did not consent would not have their data stored and would therefore not be able to receive communications from the Club. The revised Constitution was Approved unanimously.

 10. Elections

The Secretary stated that no Nominations had been received for the positions of Treasurer and Membership Secretary, Website Manager and Ordinary Committee Member. The incumbents, David Middleton, Stefan Barnes and Keith Bell offered themselves for re-election and were all duly voted in. The Secretary noted that in a year’s time the Treasurer had indicated he would resign. This meant that the Chairman, Treasurer, Secretary, an Ordinary Committee Member and the Auditor would all reach the ends of their Terms of Office. Several of these would not be willing to continue and new Committee Members would be needed to replace them.

Approved by   ……………………..………Chairman   Date……………………..