ANNUAL GENERAL
MEETING
Monday 20th January 2003
Drake House, St George’s Road, Wimbledon, London SW19
6.30 – 8.00 pm
Apologies for absence had been noted from Amir Siddiqui,
Russ Humphreys, Brian Paul, Michael Harrison, Belinda Leathes, Roger Casale,
Peter Cargin, Maurice Groves, John Strover, Martin
Harman and the Venerable Lom.
There were 40 Friends and members of WCF in attendance.
Richard Martin, Chairman of the Governing Council, welcomed everyone to the Annual General Meeting and explained that there had been 15 months since the last AGM, due to many changes at WCF.
1 Report from the Executive Committee:
Marcus Beale reviewed the activities and achievements of WCF for the period November 2001 – January 2003. His report is attached.
Additional comments:
Public Forums: the chairmen of the various Forums are
meeting to build best practice from lessons learnt to date. Despite some Forums having small attendance,
the development of the website and the posting of reports of each meeting mean
that there is access by thousands to the content of meetings and their follow
up. All meetings, including those with
LBM, are in the public domain via the website:
the website makes WCF responsive and able to keep in touch with members
and others in a way that would not have been possible just a few years
ago. WCF is a conduit of information,
and helps local people have a voice and make a difference. The website is searchable and has an active
Bulletin Board.
4.5 We are actively seeking a representative on the EC to replace Gene Saunders. Peter Davis remains involved in an advisory role.
Questions from the floor: WCF was thanked for the excellent series of Forums and meetings: it was suggested that a charge be made to attend Forum meetings: this had only 2 supporters from the audience as it was felt meetings needed to be accessible to all and charging would preclude this. Funds can be raised at meetings via raffles: it was also suggested that each Forum had a general Donation basket. It was suggested a discount could be offered to Friends / members prepared to access WCF information via the web and email. It was counter-suggested that Friends / members be asked to pay a supplement to cover mailing costs if they were unable / unwilling to use electronic access. It was requested that elected councillors be invited to the Raynes Park Community Trust meetings, which was agreed. It was agreed that a membership drive was crucial to WCF’s future: MB suggested each Friend recruit 5 new Friends each. AW reminded the meeting of the cost of “servicing” members / Friends but it was agreed membership should remain free of charge to anyone who supported WCF aims. Discussion took place as to whether WCF should hold Forums on matters of national and international rather than local issues: the floor was split 50 / 50 on this.
2 Colin McDermott presented the audited accounts for the period up to 31st December 2001, and apologised for the AGM being asked to approve accounts so out of date. These accounts are attached to these Minutes.
MB reminded the meeting that management accounts were submitted to every Governing Council meeting and that these were in the public domain.
CMcD reported that he had prepared a budget to cover the post-grant period in 2004, with a fall back position where WCF would be run with a part-share in an office, a website and a database – all run by volunteers.
He emphasized that the increase of Friends membership was crucial as the Forum moved towards self-sufficiency at the end of the grant period. Currently, despite the grant not being paid currently (see 6 below), there was not an immediate cash flow crisis.
Re-applying for the grant was discussed, and it was stated that the Community Fund are keen to support innovative projects rather than re-applications: therefore an additional grant was unlikely.
CMcD thanked Messrs Strover Leader for all their work on behalf of the Forum, and also Wendy Grant from Ad Hoc Business Support, who is responsible for all the Forum’s book keeping and membership issues.
Questions from the floor. It was agreed that it was unfortunate that the period in question was so long ago. There were various changes requested to terminology used in the accounts, viz it was wrong to use the word “profit” – instead use surplus or deficit; there should be no operating surplus after taxation, as no taxation is paid; the accounts would be more meaningful if broken down further to eg. Friends costs v. income etc. It was pointed out that the accounts did contain this information.
MB apologised for the accounts being out of date and promised future AGMs would be more current. He stressed WCF was completely open and accountable.
The motion to approve the Accounts was passed unanimously.
3 Richard Martin listed the 25% of members of the Governing Council who will resign at this AGM and are willing to be re-elected:
Marcus Beale
Peter Davis
John Crossman
Colin McDermott
Richard Martin
Saleem Sheikh
Andrew Wakefield.
RM asked that the meeting agree to vote on the list en bloc and the re-election was agreed unanimously.
4 Roger Casale MP (Hon President), Colin McDermott (Hon Treasurer) and John Crossman (Hon Secretary) were unanimously re-elected as Honorary Officers.
5 Messrs Strover Leader & Co were unanimously re-elected as Auditors to hold office until the conclusion of the next AGM.
6 Any Other Business:
Richard Martin explained that the Community Fund were currently not paying the grant as they were unhappy with the Objects Clause in the current Constitution (approved May 2002), despite previous assurances that this version was acceptable to them.
RM tabled a document outlining the proposed amendments to the Objects Clause in the Constitution (attached). Once the new Objects clause has been drafted to the satisfaction of the EC and GC, and had received approval from the Community Fund (and if possible the Charities Commission), WCF would hold an EGM (probably as part of a GC meeting) to adopt the new Clause.
There was no other business, and Richard Martin declared the meeting closed.
MINUTES PREPARED BY AD HOC BUSINESS SUPPORT
AND APPROVED BY RICHARD MARTIN
ATTACHMENTS Report from Executive Committee
Audited Accounts
Constitutional Clause – Proposed Amendments