|
JUST GOOD FRIENDS
Minutes of Committee Meeting held 7.30pm – Tuesday 4th August 2009
Attending – Steve – Chairman Sonia – Membership Secretary Melvin – Treasurer Graham – Events Co-ordinator Kate – Asst Events Co-ordinator and temporary stand-in Secretary Hilary Pat
Steve welcomed committee members.
1 Approval of Previous Minutes
Members approved minutes from previous meeting held on the 17th March 2009.
2 Encouragement of New Members
Postcards have been displayed in shops in the past and it was felt that this seems to work well. Sonia reported that we have 4 new members (1 being a past member who re-joined) and that 2 new members were coming along to the Seal on Thursday 6th August. 3 members have recently left. Our current membership total is 28.
3 Common Renewal Date
It is proposed that we have a common renewal date for everyone – the 1st April. Everyone’s membership will then expire on the 31st March which will lessen the problem of members not knowing when their renewal date occurs. Current Members’ fees that expire before the1st April will be calculated pro rata until the 1st April. New members’ fees will be calculated to coincide with the new common 1st April renewal date.
4 Level of Membership fee
It is proposed that the membership fee for 1 year be reduced to £24 for all. However, the level for Executive Committee Members will stay the same – i.e. ½ price.
5 AGM
Steve handed out the Agenda for the AGM and asked that we encourage everyone to nominate members for all posts not only committee members that are standing down.
Graham will shortly be sending out the nomination forms for committee posts.
The venue and date of the AGM will be – 7pm Tuesday 13th October 2009 at – The Brewery Tap, Cliff Quay, 1 Cliff Road, Ipswich IP3 OBS.
6 Finances
Melvin reported that the income so far this year is £1,145 and the expenditure was £1,328.26. Our capital only decreased by £93.26 - therefore the sum in hand is £1,156.48. The question was asked if we could comfortably tick over on £24 per year membership fee if we only arranged one free meal for members each year. The answer to this was yes. It was thought that the membership fee should be reviewed each year especially when the money runs down but we could implement £24 per year from next April with the current funds.
A vote was carried out showing 6-1 for keeping ½ price membership fees for executive committee members and non executive members continuing to pay full price. Pat wanted all committee members to pay ½ price but it was pointed out that everybody would then want to be on the committee and the ½ price fee went to help towards some of the work carried out by executive committee members.
7 Competition Results
a) 10 Pin Bowling - Steve, b) Scrabble – Pat, c) Pitch and Putt – Anita. There were no results on the scrabble and pitch and putt as due to personal commitments these had not taken place. The 10 pin bowling results will be announced at the AGM.
8 Review of the Year
8.1 What have we done well?
It was thought that there has been a good variety of activities on the programme and that the meetings at the Seal were popular together with the 10 pin bowling, dances and the meals.
8.2 What have we done badly?
Renewal of subscriptions, poor support for some activities and looking after potential new members. A lot of new members enquire but not so many join. It was felt we could do better. Steve suggested a ‘buddy’ system for new members whereby 1 current member looks after a new potential member by keeping in touch with that person and possibly offering a lift to their first venue. It was thought this a good idea to lessen the daunting feeling to some when going along for the first time and not knowing anybody.
9 Review of Current Posts
Each member was asked if they were prepared to stand again for their current post if voted in for 2009/10.
Hilary – Yes Pat - Yes Chairman – Steve – Yes Sonia – Membership – Yes Treasurer – Melvin – Yes Graham – Events Co-ordinator – No – sadly Graham is stepping down Kate – Asst Events Co-ordinator – Yes Kate - Temporary stand in Secretary – No
10 Any Other Business
10.1 National Lottery
Steve proposed that the Club enter into the National Lottery each week. This was felt a good idea, however syndicate rules would need to be obtained from Camelot and adhered to. Steve said he will look into this.
10.2 Early Contact
It would be very helpful if members contact the co-ordinator of any function they are interested in in plenty of time, especially by the date stated when bookings have to be made and tickets need to be purchased in advance.
10.3 Next Committee Meeting
The date of the next committee meeting to be arranged.
10.4 AGM
The date of the AGM is 7pm 13th October 2009.
The meeting concluded at 9.15pm.
|