Minutes of the WBBA EGM Meeting held at West Byfleet Social Club
on Monday, November 11th 2013 at 6.15 pm
1. Welcome and apologies
There seemed to have been confusion with the starting time, although all attending were of the opinion it was 6.00 pm, so It was decided to proceed with the meeting. Apologies had been received from Christine Osbourne. Pauline welcomed everyone and explained that there will be an AGM within three months of 31st December 2013 which is when the Association’s year ends. Pauline called upon Catherine to take the attendees through the Adoption of the new rules. These were distributed. It was pointed out that the year ends were changed from 30th April to 31st December to align to the membership year and this was established in 1992, according to the AGM minutes of that year. The next steps was to approve of the new rules and elect new officers into the set roles. RE raised the fact that in 7:5 there was a slight change required to delete the word between. RE also raised the fact that proxy votes were not part of the constitution, this was agreed.
It was proposed that these would be adopted for the rules on going.
Those in attendance, valid to vote, did so unanimously (there was one attendee not a paid up member that had to abstain from voting and did so throughout the evening.)
These were distributed and approved, although a comment to be noted was the fact that it was suggested that the account for Christmas lights, recently revealed, should be incorporated into the general accounts. Agreed this was to be brought up at the next meeting. Ron Enticott was thanked for the provision of the accounts.
The Chairman asked the body if they approved of the accounts.
Those in attendance, valid to vote, did so unanimously.
3. Chair’s Report
Pauline reported that since joining the association 3½ years ago she was impressed by the good spirit of people working together for the benefit of the village. This was down to the attendees of this meeting and the others not able to be here. It is so good to be part of something so vibrant. It is not common to find a group working together for the common good. It means that we can cope together when business is not good. It is good to work closely with the Residents Association, it gives us more teeth when dealing with planning applications. It is really good to be working together. The Borough Council now recognises WBBA as a proper association. The MP congratulated us on this association, this goes for us all.
4. Officer Elections
Chair: Shani Orchard nominated Pauline Hedges, seconded by Catherine Robertson. Those eligible to vote did so unanimously – Pauline Hedges was voted as Chair
Vice-Chair: Pauline Hedges nominated Catherine Robertson, seconded by Stella McMillan
Those eligible to vote did so unanimously – Catherine Robertson was voted as Vice Chair
Treasurer: Ron kindly indicated an interest to continue, Jessica Maybanks proposed, Catherine Robertson seconded. Those eligible to vote did so unanimously – Ron Enticott was voted as Treasurer.
Secretary: Caroline Robertson proposed Shani Orchard, seconded by Pauline Hedges – Shani Orchard was voted as Secretary.
Membership Secretary: The Morrisons will be invited to take on this role. Pauline Hedges proposed, Noel Robertson seconded. Those eligible to vote did so unanimously. This election was made in the absence of the Morrisons and so is open to their acceptance.
The new Secretary said that they would work alongside the Membership Secretaries as the two roles would compliment. Mark Fuller said he would forward the membership applications received via the website to the Secretary who would co-ordinate with the Membership Secretary.
5. Independent Examiner
The current IE has executed this role since 2002 – Linda Bryant a Chartered Accountant.
Ron Enticott proposed and Mark Fuller was swift in his response to second. It is noted that the Independent Examiner does not charge for their faciliites. Those eligible to vote did so unanimously.
There will be a meeting set up in due course for the new committee to meet.
Stella was thanked for the availability of the room used and the West Byfleet Social Club’s hospitality.
The Chairperson declared that that was the end of the agenda items and if there was no further AOB the meeting would close at 6.50 pm.