MINUTES OF 2005 ANNUAL GENERAL MEETING
The Annual General Meeting of the Reading and District Model Aircraft Club was held at St Barnabus Church Hall, Emmer Green on 6th December 2005.
Apologies were received from Dave Grey, Brian Smith, Martin Black, David Neville, Paul Simmonds, John Bennett, Ray Stuart, Graham Whitby, Dick Tiller, Colin Francome, Peter Riddick.
The agenda was adopted with an item under AOB of presentation of prizes
The minutes were agreed as a fair representation of the meeting.
There were no matters arising that were not listed elsewhere on the Agenda
There are some years where nothing much happens and others where it is hectic. This year has been fairly busy for the committee. Our rules date back to the 1970s, which is long before the BMFA guidance came into being. There was some duplication between our rules and the BMFA guidance and we thought we should bring them up to date to reflect best practice in model flying. The site at Dreadnought has also changed significantly in its character. A lot of effort has been put into the revision of the rules and there have been a few stumbling blocks along the way. Thanks go to Dave Belcher and the rest of the committee for this work.
On the flying field the weather has been reasonable and we have had a successful year. The youngest member of the club passed his A test. This is good to see and I hope to see that this sort of achievement continues. My thanks go to Dave Grey and others for their help with flying training and to the club examiners who have also assisted. It is appropriate to draw your attention to some changes in the rules for A, B and examiner certification. The BMFA has proposed to provide some training for the recently introduced C test. It will be interesting to follow the uptake of this test.
After maintaining the strip, heli pad and pits for many years Brian Smith has decided to retire from the mowing duties. Brian was a professional groundsman and the club benefited greatly from his skill and knowledge in maintaining the strip. The club has benefited more than it probably realises over the years, as the costs to the club have been negligible. The committee considered how best to take forward the cutting of the grass and looked at all possibilities of rotas of club members, trying to find one person willing to take it on etc. Eventually it was decided the best way forward was to employ a contractor. The contractor is the same as used by Oracle for cutting all the grass around the park. This decision will be debated again later for ratification by the membership.
The level of membership of the club remains healthy. It seems we are retaining more members though the figures do not actually support that contention.
The club has attended a number of events including the Royal Victoria Country Park event where the efforts of Andy and Ron with trainer aircraft and buddy box were much appreciated. This was two days of getting people, particularly children to have a go on a buddy box trainer. There have been the usual events at Beale Park and there was Cholsey. The latter was spoilt by the poor weather with very limited flying being possible. For the first time I did not attend Enstone but am told this event was very successful with many full size planes being available. Bob’s jet wowed the full size pilots. Thanks to Ron for organising the event and also for the Pilot of the Year competition for which prizes will be awarded later. Thanks to the committee for their hard work and to the members for their support of the club.
The turnover of membership had been about the same this year as in previous years. The rent for the hall has gone up by £73. Meetings have been better attended and therefore the costs for teas etc have gone up. However the good news is that we hope to save the costs on the committee meetings next year as we will be returning to the David Lloyd centre which will be free rather than paying for a room as we have done for the last few years.
The major expense this year has been the mower which we replaced. That is now surplus as Brian has decided to retire and we are using contractors to mow the grass. We now need to sell the mower and anyone interested should contact the treasurer.
The BMFA subscriptions for the coming year have risen by £2 for senior members and £1 for juniors.
The treasurer was then asked about the costs of stationery and whether, in the figures for the coming year, account had been taken that Hobbystores are kindly paying the postage of the newsletter. The newsletter editor explained that that was only a part of the cost of producing the newsletter and outlined how the process worked, including the copying facilities made available to the club. The treasurer explained that we should not work out our figures on the assumption that the postage would always be paid and so it had not been taken into account.
The chairman explained that in accordance with the club rules regarding the election of club officers the secretary would be stepping down this year and he sought nominations for this post. He confirmed that the current secretary was willing to stand for re election.
Andrew Stretton was proposed by Pete Talbot and seconded by Mick Mace. He was elected unopposed.
The existing committee (as shown below) had all indicated their willingness to stand for re election. Their re election was proposed by Alan Longstaff and seconded by John Soper. They were duly re elected. There were no further nominations for the committee and therefore the committee remains as shown below.
In accordance with the BMFA guidelines for the welfare of children and vulnerable adults Martin Dance was appointed as club Welfare officer
The full list of officers and committee members is shown below:
|
Club Officer Post |
Post holder |
|
Chairman |
Martin Dance (also Welfare Officer) |
|
Secretary |
Andrew Stretton (also club safety officer) |
|
Treasurer and Membership Secretary |
Ron Perkins |
|
Committee Members |
|
|
Dave Belcher |
|
|
Tony Roberts |
Newsletter editor |
|
Paul Joslyn |
Webmaster |
|
Kevin Mercer |
|
|
Jack Bishop |
|
|
Neil Viney |
|
|
Mick Mace |
|
Under AOB it was confirmed that Dave Grey would continue with his role as a club safety officer.
The chairman explained that the starting point for an increase in the club subscriptions would be the rise in the BMFA subscriptions which were £2 for seniors and £1 for juniors. It was explained that the change in the procedure for mowing the strip etc meant that the club would incur increased costs. However, it was explained that the contractors would be able to provide a good service and the cost included mowing once per week during the growing season and as required outside the season. The contractors are on site five days a week as they do all the grounds maintenance for Oracle.
There was then a general discussion about access to the strip and the mowing of paths. It was explained that this had been explored, but there were risks from cutting paths, not least an increase in the public crossing the strip. The situation would be kept under review, particularly regarding the worn path at the eastern end of the strip.
Before moving on to set a subscription for the year, the membership was asked whether they would ratify the decision to use contractors for the grass cutting. A show of hands confirmed that the membership ratified the decision to use contractors.
There had been a series of motions proposed in the agenda, but before any voting took place the chairman read out an analysis of the membership costs and an alternative proposal for the subscriptions proposed by Dave Belcher and seconded by Kevin Mercer. The motions referred to are those on the agenda which are reproduced later.
Before we vote on
motion 1, it maybe worthwhile explaining the cost of subsidising the senior
citizen subscription.
The figures below are
taken from the 2005 accounts as a guide only and do not take into account any
free memberships given for services but give a good indication of costs. The club cost £4854.57 to run during 2005,
£2127 went to the BMFA to pay for
memberships leaving a cost of£2727.57
to run our own affairs. As junior
members only paid the BMFA subscription,
this £2727.57 cost must be paid for by the remaining 92 members, if each paid £29.64 we would just to stand still
without saving for any unforeseen events, or securing our own field. The 13
senior citizens, who only paid £12 membership in 2005, were subsidised £17.64
each. At a cost of £211.68 to the club.
As time goes on the
ratio of senior citizens to full senior members is most lightly to increase
making this situation unsustainable. We are still a long way off, but we do not
want to get into a pension type scenario where the minority support the
majority.
If motion 1 is then defeated, I would like to propose that the club portion of the senior citizen subscription for 2006 be raised to £30 to remove this subsidy and that the full senior subscription rise by £5 to £43. (This will roughly equal the effect of motion 3).
It was then explained that the senior citizen membership had been introduced about ten years ago. Originally it had been more heavily subsidised but that had been reduced some four years ago. One reason for proposing that the class of membership was due to the need to raise income to cover the cost of mowing.
Motion 1 That the club membership be made up of full members and junior members only. The category of senior citizen member be discontinued.
In response Tony Roberts read from an email that he had sent to the committee in response to the proposal.
I object most strongly to your
proposal regarding an increase in Senior Fee's. I am not concerned about what
other Club's do, as I doubt if many of them will be celebrating their 75th
Anniversary next year, as I hope we will. We have been doing our own
thing, precedence or not and should maintain our present system, which, to
a degree, honours those who have stuck with the Club and Aeromodelling through
thick and thin. They may not have the
technical or flying ability of the younger element, but are still with us and
are more likely to turn to and assist, if asked, than members that are busy
working. Seniors may have more time,
though even that can be debatable, but, money does not grow on tree's and I can
assure you that some are now having to look very closely at their budgets, in
an attempt to decide where their priorities lie. Surely, we are not that
badly off for the Club to strike out at our grass roots, of whom, there are not
that many anyhow! Does the Club wish to run the risk of
losing their valuable Senior members?
Other senior
citizen members also expressed their dismay and pointed out that they might not
be able to afford to continue as club members if there was such large rise in
the cost of their membership. There was
discussion about whether it was correct to refer to the difference in
membership as a subsidy. Various
alternative arrangements were suggested which included phasing out the class of
membership over a number of years, leaving the reduced rate for those currently
benefiting from it but for members reaching senior citizen status in the future
there would be no reduced membership fee, or raising the age for
eligibility. There was also a
suggestion that the senior citizens would be prepared to pay a rise of more
then the £2 proposed in motion 3.
A vote was then
taken on motion 1 as set out above.
There were two votes in favour, 22 votes against and 7 abstentions. The motion was defeated and the class of
senior citizen membership remains.
As set out in the
proposal, motion 2 on the agenda was withdrawn. Motion 2 stated : That
the club portion of the full membership fee remain the same as this year and
any rise be limited to the rise in the BMFA fee (probably £2).
Motion 3 :That the club portion of the full membership fee rise by £7 to £45, that the club portion of membership for senior citizens rise by £2 to £14. This motion was then read out and a proposal made to amend the senior citizen rise to £4 making the fee £16. The full cost of the BMFA membership would be in addition to the club fees. This amendment was carried. The whole motion was then put to the meeting. The motion was carried by 31 votes in favour and 2 abstentions.
Motion 4: That the club portion of junior membership rise by £2 plus any rise in the BMFA fee (probably £1 making a rise of £3 in total). This motion was carried.
Motion 5: That the joining fee rise by £5 to £40. An amendment was proposed that the joining fee rise to £50. After some discussion about the possibility of deterring people from joining the club if the joining fee was too high a vote was taken on whether to amend the motion. There were 25 votes in favour with 2 abstentions. The amended motion was then carried. The joining fee in 2006 will be £50.
|
Membership
fees for 2006 |
|||
|
Category |
Club |
BMFA |
Total |
|
Full |
£45 |
£26 |
£71 |
|
Junior |
£10 |
£14 |
£24 |
|
Senior citizen |
£16 |
£26 |
£42 |
|
Joining fee |
|
|
£50 |
The revised club rules had previously been circulated to the membership. They are separate from the flying field rules and amendments and changes are subject to a vote at the AGM. It was proposed by Tony Roberts that the revised rules as circulated be agreed. The motion was seconded by Paul Joslyn and carried unanimously
The flying field rules had been reviewed and revised by the committee during the year. The one change that had caused concern among some of the membership was the prohibition on lone powered flying. At the last committee meeting of the year the revised rule had been considered again. Unfortunately the committee had not been complete at that meeting and as a result it had been agreed to bring the matter before the AGM for further debate.
The rationale behind the rule was explained. It was principally a matter of public safety although there was also the individual safety aspect. The decision had not been taken lightly and it was realised that there would be some members who would be seriously affected.
The secretary read from the BMFA Handbook which states that a safety marshal should be appointed at any flying site that has a public presence when models are flying. The handbook also states that at certain flying sites circumstances may dictate that additional precautions to those indicated in the handbook may be necessary. Whilst the appointment of a safety marshal as such may be impractical, a second person who can keep a look out for members of the public straying into the flying area should be possible.
There was considerable debate about what the role of the second person should be and how effective that role might be.
There was also debate about whether some more relaxed version of the rule such as that published with the agenda could be put in place. There were many suggestions, but there would always be difficulty in interpretation and regulating any less well defined rule. The secretary pointed out the difficulties that could be encountered. Whilst the security guards do take action when they see people flying outside club flying times, it would be for all members of the club to ensure they comply with the rule. It was pointed out that other clubs do successfully enforce this type of rule. In those clubs, there had built up various ‘phone a friend’ type of schemes which were very successful.
The secretary explained that there had been correspondence from members about this rule. None of the correspondents had recognised the public safety issue, but all had referred only to the safety of individuals. The membership were reminded of the requirements of the ANO.
It was agreed that the rule needed to be clarified to explain what was meant by lone flying and what the role of a second person should be.
It was explained that it was the role of the committee to set the flying field rules but that because of the concerns expressed about the introduction of this rule the committee were asking the membership whether they supported the decision of the committee. As an indication, the membership were asked for a show of hands in favour of support for the committee decision. There were 25 in favour, 7 against and 1 abstention.
This confirmed that the prohibition on lone flying for the club flying site should remain. There should be clarification of the rule in respect of what lone flying means and what the role of the second person should be.
Tony Roberts asked the meeting for comments on the format and style of the newsletter. There was also discussion about whether the newsletter should be sent out by email. To date there had been little support for an email version and it was agreed that the current format and mailing be continued. Tony made a plea for any articles or items for the newsletter.
Tony was thanked for his all his efforts with the newsletter which was greatly appreciated by the membership.
A question was raised about the donation last year where it was stated that £100 had been paid to the Red Cross in addition to the £150 given to the Air Ambulance. It was explained that the membership had voted at a previous AGM that the donation from club funds of £150 be made to the Air Ambulance and that this should be decided at the AGM. It had further been decided that any money received by the club for appearances at events should be donated to a charity at the discretion of the committee. The £100 consisted of £50 from Cholsey and £50 from Tadley to be donated to a charity at the club’s discretion.
It was then proposed that the £50 received from Cholsey for 2005 be donated to the Chiltern and Thames Valley Air Ambulance, but that no other donation be made to charity. This was agreed by the membership.
It was explained that Brian Smith had provided the club with an invaluable service over the years with the maintenance of the strip, pits and helipad. The committee felt that his retirement should be marked and suggested that a presentation be made to him at the Christmas Party. The chairman suggested he would arrange a suitable presentation. By a unanimous vote it was agreed that as part of the presentation Brian should be awarded an honorary life membership of the club.
2006 is the 75th year of the club and it was proposed that the occasion be marked in some way. There was the possibility of holding an event and the Local Authority could be approached about the use of some facilities. There was also the possibility of a grant to assist with the costs. Any ideas or suggestions for the event would be most welcome. It may also be necessary to co-opt people to assist with arrangements.
The membership agreed that the idea should be pursued.
Thanks were expressed for Dave Grey’s continuing efforts with training. It was proposed and agreed that Dave Grey be granted free membership of the club in recognition of his services. Thanks were expressed to others who had also helped with the training.
It was explained that the club was still trying to find a flying field and that Tony, Dick Tiller and others are happy to help with negotiations. There is not a great deal of vacant land in the Thames Valley area, but please help the club to find another site. Please pass any ideas to Tony or any other member of the committee.
Presentation of prizes.
A presentation was made at the start of the meeting to Jonathon Davies as the most improved flyer having passed his BMFA A certificate as the youngest member of the club.
The Enstone Cup was present to Keith Lock
The Concours d’Élégance. 1st Ron Perkins, 2nd Mark Warlow, 3rd Tony Roberts
Pilot of the Year competition. 1st Ron Perkins, 2nd Keith Lock, 3rd Ray Chesterman.
Thanks were expressed to Ron for organising the competitions.
The treasurer reminded members that should they wish to see a copy of the audited accounts they should contact him. A summary had been provided to the meeting.
There being no further business the meeting closed at 22:49.