MINUTES OF AN ANNUAL GENERAL MEETING OF THE
FRIENDS OF AYTOUN HALL
HELD IN THE COUNCIL CHAMBERS
AT 7.30PM ON WEDNESDAY 5TH JUNE 2019
David Homewood – Convener
Bill Adam – Treasurer
Members of the Public
Jenny Haldane – Vice Convener
ITEM 1 – INTRODUCTION
The Convener opened the meeting by listing ‘apologies’ and welcoming members of the public, thanking them for attending and explaining that it was important to the ‘friends’ for them to be present at its AGM. He particularly welcomed Alasdair Kay as the recently elected Chairman of the Auchterarder & District Community Council vice Malcolm Best as an ex-officio member of the management committee.
It was explained that the Friends of Aytoun Hall’s (F of AH’s) constitution required an AGM to be held in June each year. One-third of the Management Committee was required to retire by rote and seek re-election at each AGM. Furthermore, office bearers were required to stand down in a similar manner. Anyone residing in Postcode PH3 was entitled to submit a nomination paper for election to the Management Committee as a de facto member of the charity. F of AH members were entitled to
vote at the AGM, which meant that members of the public present were an integral part of the meeting and could vote.
ITEM 2 – MINUTES OF THE AGM HELD ON 6TH JUNE 2018
The minutes of the AGM held in June 2018 were accepted as a true record. Proposed by Jim Healy and seconded by Douglas Young: agreed.
ITEM 3 – CONVENER’S REPORT FOR THE YEAR ENDING 31ST MARCH 2019
The Convener read his Annual Report to those present (Enclosure 1).
ITEM 4 – ACCOUNTS
Peter Carrington-Calvert, a retired accountant (FCA Retired), had carried out an Independent Examination of the accounts. The Treasure explained the Accounts (Enclosure 2), which had been presented in the ‘Receipts and Payments’ format. The Convener’s acceptance of the accounts was proposed by Maureen Duncan-Smith and seconded by Douglas Young: agreed.
It was also agreed that Peter Carrington-Calvert be invited to carry out an independent examination of the current financial year’s accounts prior to the next AGM in 2020. Proposed by Maureen Duncan-Smith and seconded by Douglas Young.
ITEM 5 – NOMINATIONS AND ELECTIONS
Bill Adam, Graeme McCall and Shona Stewart were seeking re-election. The Convener confirmed that he had received the requisite nomination papers from them. No other papers had been received. There could be between 7 and 12 members of the management committee. To date there had been 8 full members, 2 co-opted members and one ex-officio member. Thus 2 vacancies remained for the management committee.
It was agreed that Bill Adam, Graeme McCall and Shona Stewart be re-elected to the management committee. Proposed by Lucy Gladwell and seconded by Maureen Duncan-Smith.
The Convener asked for an endorsement that Shona Stewart, the Play Leader of the Merry-Go-Round Playgroup, a regular user of the Aytoun Hall, should remain a co-opted member of the Management Committee, despite being a resident of Postcode PH4. Also, Graeme McCall, who had property and business interests in the town, despite residing in Dunblane. Proposed by Jim Healy and seconded by Maureen Duncan-Smith. The endorsement was unanimous.
There was also unanimous endorsement for retaining the Chairman of the Auchterarder & District Community Council, the new incumbent being Alasdair Kay, as an ex-officio member. Proposed by Douglas Young and seconded by Jim Healey.
ITEM 6 – ELECTION OF OFFICE BEARERS
It was unanimously agreed that the following be re-appointed as office bearers:
· Convener – David Homewood.
· Vice-Convener – Jenny Haldane.
· Treasurer – Bill Adam.
David Homewood stated that he preferred to act as both Convener and Secretary because it was more time efficient. Consequently the Secretary’s post would remain vacant.
ITEM 7 – ANY OTHER BUSINESS