Friends of Aytoun Hall AGM Minutes June 2018 - Auchterarder

Friends of Aytoun Hall AGM Minutes June 2018

MINUTES OF AN ANNUAL GENERAL MEETING OF THE FRIENDS OF AYTOUN HALL

HELD IN THE COUNCIL CHAMBERS

AT 7.30PM ON WEDNESDAY 6TH JUNE 2018

 

Present:

 

David Homewood – Convener

Eleanor Aitken

Maureen Duncan-Smith

Graeme McCall

Jenny Haldane

Jim Healy

Shona Stewart

Douglas Young

 

In Attendance:

 

Members of the Public

 

Apologies:

 

Pauline Parr – Vice Convener

Bill Adam – Treasurer

Malcolm Best

Lucy Gladwell

 

ITEM 1 – INTRODUCTION

 

The Convener opened the meeting by welcoming members of the public and thanking them for attending.

 

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 7TH JUNE 2017

 

The minutes of the AGM held in June 2017 were a true record.  Proposed by Jenny Haldane and seconded by Maureen Duncan-Smith; agreed.

 

ITEM 3 – CONVENER’S REPORT FOR THE YEAR ENDING 31ST MARCH 2018

 

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.  In the absence of the Treasurer, the Convener, explained the Accounts (Enclosure 2), which had been presented in the ‘Receipts and Payments’ format. The Convener accepted the accounts.  It was 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 2019.  Proposed by Jim Healy and seconded by Graeme McCall.

 

ITEM 5 – NOMINATIONS AND ELECTIONS

 

Pauline Parr wished to stand down from the Management Committee.  Jim Healy was seeking re-election.  Lucy Gladwell was seeking full membership from co-opted status and Eleanor Aitken had submitted nomination papers for full membership.

 

There were currently four vacancies on the Management Committee, two of which were filled by co-opted members residing outside Postcode PH3.

 

Mary Mullen proposed Eleanor Aitken, Lucy Gladwell and Jim Healy be elected to the Management Committee as full members.  Seconded by Christine Mailer.

 

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 Jenny Haldane and seconded by Jim Healy.  The endorsement was unanimous.

 

There was also unanimous endorsement for retaining Malcolm Best, the Chairman of the Auchterarder & District Community Council as an ex-officio member.  Proposed by Douglas Young and seconded by Eleanor Aitken.

 

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

 

Frequency of meetings.  The Management Committee currently met bi-monthly, but not in July and December, or except when a quorum could not be achieved, or there was insufficient business to warrant convening a meeting.  It was proposed by David Homewood and seconded by Graeme McCall that there should be a minimum of six meetings each year.

 

 

 

David Homewood

Convener

Friends of Aytoun Hall.

 

Enclosures:

 

  1. Convener’s Annual Report to 31st March 2018.
  2. Independently Examined Accounts for the Year 1st April 2017 to 31st March 2018. [Accounts not available in this version, but available on request.]

 

Distribution:

 

Action:

 

Committee Members

 

Information:

 

Office of the Scottish Charities Regulator

PKC Ward 7 Councillors

Chairman, Auchterarder & District Community Council

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