Annual General Meeting

ROTARY CLUB OF CHESTFIELD

Minutes of the Annual General Meeting

And Meeting of the Club

Held on Thursday, May 23rd  2019

                                             At The Golf Club, Chestfield                     

Apologies for Absence:

            Andrew M      David M          Jackie              Jean M                       John G                         Myfanwy            Pete                 Reggie             Robert Mc

Visitors and Guests:

            Ian Millett and Sue Flynn

Grace:

            Paul

ANNUAL GENERAL MEETING

1)        Report from Board on activities for 2018/19:

  Club Overview – President –                 Pat Macfarlane

Pat gave a brief overview of her year as President which had been very successful for the Club and she thanked everyone who had helped her during the year.

 Membership – President  Elect –         Sue Vargyas

During the year the Club had welcomed Lesley Robertson as a member.

2)        Reports on activities by each Committee for events in 2018/9:

                The following reports had been circulated in advance of the meeting and  

                were taken as read and approved by the Meeting:

                      Community Service –                              Sue Vargyas

Fund Raising –                                           Dave Coupland

Social –                                                       Ron Benning

International –                                           Andrew Brealy

Foundation –                                              Robert Sissons

Health & Safety / Child Protection –   Paul Hooke-Overy

Youth Oportunities –                                Owain Williams                       

Environmental –                                       Paul Hooke-Overy                             

3)        Presentation of YTD Accounts for 2018/19:

Treasurer –                                    David Mann      

The year-to-date accounts for 2018/9 had been circulated in advance         of the meeting and in the absence of the Treasurer were taken as read and approved by the Meeting:           

4)        Proposal on Club Fees and Budget for 2019/20:

Treasurer –                                               David Mann

The Treasurer’s proposals on Club fees and budget for 2019/20 had been circulated and in the absence of the Treasurer were taken as read and approved by the Meeting:

5)        Reappointment of Katie Aldridge to examine clubs accounts:

Independent Examiner -                         Katie Aldridge

David M. had proposed that Katie Aldridge, who is a qualified accountant and daughter of Robert S., be reappointed to examine the Club accounts and this was approved by the meeting.

6)        Date of 2019/20 Assembly meeting (Handover) – 27^th June 2019

The date of the Club Assembly (Handover) Meeting will be an evening meeting on Thursday, June 27th at 7.00 for 7.30 pm at the Golf Club.

7)        Confirmation of elected Board Members for 2019/20.

The following members were confirmed at elected Board Members:

President:                                                    Sue Vargyas

Immediate Past President:                     Pat Macfarlane

President Elect:                                          Ron Benning                          

Treasurer:                                                    David Mann

Secretary:                                                     David Kingham

8)  Election of RC of Chestfield Charity Account Trustees for 2019/20.

The following members were confirmed at Charity Account Trustees for 2019/20:

President:                                                    Sue Vargyas

Treasurer:                                                   David Mann

Secretary:                                                    David Kingham

9)   Confirmation of elected Committee Members:

The following members were confirmed elected Committee Members:

           A)      Club Administration:

Treasurer:                                                    David Mann

Secretary:                                                     David Kingham

Club Protection /

Health & Safety:                                         Paul Hooke Overy

Data Protection:                                          Sue Vargyas

B)        Service Projects:

International:                                              Andrew Brealy

Community/Vocational:                          Kathy Wilson                             

Youth Opportunities:                                Owain Williams

Environmental Officer:                             Paul Hooke-Overy

C)        Rotary Foundation:

Social Secretary:                                        Nick Robinson

Fund Raising:                                              Dave Coupland

Foundation:                                                 Pat Macfarlane

D)       Club Public Relations:

Public Relations Officer:                          Jean Sawyer and Robert Sissons  

Web Master:                                                David Mann

Membership Chairman:                           Ron Benning

10)     Confirmation of other Club Officers:

The following members were confirmed in their Club roles:

Master At Alms :                                         Nick Robinson

Deputy MA                                                   Paul Hooke-Overy

Meal Steward:                                             Lesley Robertson

11)     Election of 2 representatives, and 2 substitutes, for District Council:

The following members were confirmed as representative of the Club at District Council:

Representative 1:                                       Sue Vargyas                            

Deputy:                                                          David Kingham

Representative 2:                                      Ron Benning

Deputy:                                                      David Mann

12)     Date of SGM to elect club officers for 2020/21 – 21st November 2019

November 21^st 2019 was confirmed at the date of the Special General Meeting to elect club officers for 2020/21.

13)     Date of next AGM – 21st May 2020

May 21^st 2020 was confirmed at the date of Annual General Meeting for 2019/20.

14)     Any Other Business

The being no other business President Pat Macfarlane declared the Annual General Meeting closed.

MEETING OF THE CLUB

Apeldoorn:

Andrew B. raised the future relationship with RC Apeldoorn which has indicated that it no longer wishes to maintain a formal twinning relationship with the Club.     Apeldoorn is almost unique in requiring members to leave the club once they reach retirement age and their former members who have retired are keen to maintain an informal relationship.

Andrew put to the meeting the proposal of the Board to continue a bi-annual exchange on an informal friendship basis rather than as a formal commitment of the Club and this was agreed unanimously.   Andrew thanked everyone who is hosting the forthcoming visit from Apeldoorn.

Walk 4 Water:

RC Apeldoorn has also indicated that it wishes to bring Walk 4 Water to an end.     The Board proposes that the Club will continue with Walk 4 Water and Andrew B. and David M. will investigate the possibilities for match funding and this was agreed.

Dictionaries:

It is proposed to change the arrangements for the donation of dictionaries to Swalecliffe Primary School in order to make dictionaries available to Blean Primary School with which the Club has a fruitful interaction especially with Walk 4 Water.

Car Parking:

The recently agreed car parking dates until January 2020 are as follows:

Saturday, June 29^th

Sunday, August 4^th

Sunday, September 15^th

Sunday, November 17^th

Saturday, December 7^th

Saturday, January 25th

Speaker:

The speaker next week, Thursday, May 30^th will be Russell Feast from the Citizen’s Advice Bureau.

Raffle Prizes:

The raffle prizes have run out and more are urgently needed.

Sunday, May 26^th – Car Parking at Whitstable:

Car parking will take place on May 26^th but Stroke Awareness Day has had to be cancelled as there were insufficient volunteers to take blood pressures.     Sue plans to be there all day to hand our leaflets on stroke awareness and Elaine will be there from 12.00 to 2.00 pm.

Tuesday, May 28^th – Bowls Taster Afternoon:

Next Tuesday is the Bowls Taster Afternoon at Chislet Colliery Welfare Association Bowls Club at 2.00 for 2.30 pm.     The club is located at The Recreation Ground, The Avenue, Hersden, Canterbury, CT3 4HX.   Light refreshments will be provided and everyone who is going is reminded to wear flat shoes.   The cost will be £10.00 per person.

Sunday, June 2^nd – Tankerton Football Club Fun Day:

Tankerton Football Club are holding a Fun Day on Sunday, June 2^nd at the Seaview Caravan Park.    RC Whitstable will be taking part and would welcome help and support in promoting Rotary.

Saturday, June 15^th – Barn Dance:

            The Barn Dance on Saturday, June             15^th starts at 7.30 pm and the cost is          £20.00 per person including food but drinks are extra.      Please push the             sale of tickets to help make this a really successful evening.

Saturday, July 6th – Gardening at the Whitstable and Tankerton Hospital:

Thanks to everyone who helped with gardening at the Whitstable and Tankerton Hospital.     There is, however, more work that needs to be done and it was agreed to have another session on Saturday, July 6^th and there is a form in the folder.

Friday, October 25^th – Demelza Pumpkin Hunt, Whitstable:

Demelza are repeating their successful Pumpkin Hunt on Friday, October 25^th and would be glad of help.    There is a form in the folder.

Raffle:

Robert S. won a bottle of wine.

Greetings from Other Clubs:

Godfrey brought greetings from Brian and Mary of RC Herne Bay and Jenny from her cousin in Australia.