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THE ANNUAL GENERAL MEETING OF
THE CIVIL SERVICE PHILATELIC SOCIETY
HELD AT SOMERSET HOUSE MONDAY 7th June 2010.
1. APOLOGIES FOR ABSENCE
These were received from John Dennett, George Goodall, Reg Smith, Derek Ward, David Wilkins.
2. MINUTES OF THE 2009 AGM
Acceptance proposed by Derek Rock, seconded by Ron Oughton and agreed nem con.
3. PRESIDENT’S REPORT 2009/2010
This has been another very difficult year for CSPS and your Council. With whispers that the Civil Service could be finally vacating Somerset House and the appearance of a newspaper article stating King College's interest in expanding into the buildings, serious doubt was cast upon CSPS continued use of the building. Derek Rock V.P. has been very active liaising with the accommodation section regarding proposals. He is now able to report that CSPS will continue to meet in Somerset House for the foreseeable future. Security has been tightened, regular attendees and Council members will be issued with CSPS membership cards, which may be asked for by Somerset House Security. Members wishing to attend a club night must ensure that their name appears on the list given to security. All visitors (non members) must be accompanied by a card carrying member.
The resignation of the Librarian and the Postal Auctioneer has required the other members of the Council to take on these functions on a temporary basis until replacements are found. V.P. Derek Rock stepped in for this year and completed a fine and successful auction. As reported in the C.E.B.S's report, troubles and unwelcome health problems have beset the Exchange Branch. Council was very sorry to receive the reluctant resignation of Derek Ward as E.B.S. of the single country section.
This year has seen the loss of more members most notable was that of John Williams who for many years was a group leader and later an EBS.
The very reduced Council are due a big vote of thanks for keeping CSPS viable in spite of all the setbacks. Thanks to Derek Rock for his support as V.P., for keeping check on the accommodation and for his stewardship of the postal auction. Thanks to Ian Briant, Treasurer for his guidance and vigilance in keeping our outgoings in check in the face of reducing revenues brought about by the many changes in the E.B., also for his roles as chairman of the insurance committee and for taking on the job of Membership Secretary.
To Margaret Emerson for so ably combining the roles of Secretary and Bulletin Editor. The bulletins have now become very much appreciated by the membership. Thank you to the ex-officio members of the Council, to Reg Smith for his continued efforts in promoting and running the Postal Commonwealth section of the Exchange Branch.
To Peter Harris for organising and looking after the visiting speakers. Thanks to Ron Oughton who has so ably assisted Peter in his duties and continues to attend club nights. Thanks to Eric Langdon for continuing to attend club nights and for finding and bringing along the very many items of interest to members.
Robert (Bob) van Goethem
4. CHIEF EXCHANGE BRANCH SUPERINTENDENT`S REPORT 2009/2010
This year has seen more changes and consolidation of the Exchange Branch brought about by unforeseen circumstances. The Single country section so ably administered by Derek Ward has been taken over by C.E.B.S. (me). Derek Ward has reluctantly decided to give up the job due to his increasing health problems. I and the rest of the Council pay tribute to his years of hard work and dedication as an E.B.S. Not least in setting up of the Single Country section and the establishment of trading circuits.
Because of the change over and the huge amount of work needed to record and check some 400+ books the Single Country section has been temporarily suspended. It will be restarted when I have sufficient new books to send out. This same problem, lack of new books, reduced the number of packets that have been sent out by Reg Smith on the Commonwealth circuits. This has been relieved somewhat by the transfer of many pre-circulated books, with large parts of their contents unsold, from the Single Country section. Where possible this transfer and mutual support will continue.
The Spacefiller section is now up and running for those members wanting a wider selection of material. I have now been able to send some books back to members with payments, some books have been delayed much longer than normal due to the changes. I reasoned that having taken the trouble to make up books vendors would rather prefer some return for their efforts than an earlier return with perhaps no sales. This will improve as the system gets into its stride, although circulation times are still an issue. The Society has benefited with some revenues from sales having suffered a very lean year 2008/09. It is realised that revenue will be down as the Society is now almost totally postal and these costs keep rising.
Any member/vendor who have sent in books for circulation and is concerned please contact me by e-mail if possible or, post if not, and I will check my records and trace the books in question. All of the packets in the Single Country section will arrive with me at the end of their circulation, I will then be able to register those books and keep a record.
My priority is to return as many of the books that I have with payment to members. Wherever possible I will send a list of all the members’ books that I have on record. I will try to maximise sales wherever I can.
My thanks go to the other members of the Council for their help through the difficult time, to Reg Smith for keeping the CW section running and to you the buying members and to the vendors who continue to send in books for circulation. Please be aware that as weight is important, CSPS is accepting paper covers with from 2 to 10 pages. There is no need to fill a regular style book. Remember one country format, this will allow transfer between sections. A printed example of the cover is available via CSPS for those requiring it.
All that remains is for me to wish you all a better 2010/2011 collecting year.
Robert (Bob) van Goethem CEBS May 2010
Acceptance proposed by Derek Rock, seconded by Cyril White and agreed nem con.
5. MEMBERSHIP AND RECRUITMENT SECRETARY’S REPORT
Although we were sadly notified of the loss of a dozen members in the past 12 months, some of these were from deaths in earlier years. I am, however, also pleased to welcome Geoff Leece and David Wilkins to the Society, the first for 2 years!
Acceptance proposed by Cyril White, seconded by Bob van Goethem and agreed nem con.
6. SECRETARY`S REPORT
Another year has passed by and our Society marches on or perhaps I should say we have walked along at a sedate pace from month to month? We regretfully have decreasing membership and falling attendance at our meetings for a number of reasons. You will no doubt have read elsewhere, if you were not already aware, that due to ill health Derek Ward has relinquished his role as an EBS after 20 years service. At the time of writing we are still looking for a Librarian and a full time Postal Auctioneer. More is being done by fewer and fewer people and we need some fresh blood to come forward. As we have seen this year, events can suddenly happen which affect the Society and this could put us in a vulnerable position.
I’d like to thank the Members who help at our monthly meetings, with the auction as vendor, buyer or helper, those who put up and tidy away our display boards and bring items to our Members’ evenings. Our new light weight boards, kindly donated to the Society by Peter Harris, have been well received and we must also thank Bob Van Goethem for making up the wooden stands. We have had a varied programme of talks and displays this year and the programme for the coming year is no less interesting. Our thanks go to our Speaker’s Secretary Peter Harris and to Ron Oughton who produces the certificates for the visiting speakers.
Like many Philatelic Societies we need to increase our Membership to survive. Recent publicity has added a few new members to our ranks and a flyer has been produced that can be supplied to Members to publicise the Society within our philatelic circle of friends, remembering our membership limitations.
I offer myself for re-election as your Secretary for another year.
Margaret A Emerson
Acceptance proposed by Neville Biden, seconded by Derek Rock and agreed nem con.
7. TREASURER`S REPORT
I am pleased, as your Treasurer, to present the attached accounts with this report for last year.
Members will immediately note the significant losses in this year’s accounts despite the transfer of last year’s Insurance Fund surplus (£320.94) to the General Account, giving an overall loss of £350.98. With a similar overall loss of £92.24 on the Exchange Branch Account, the main “culprit” being Bank Interest down from over £300 to a miserly £21.75.
In general, costs were up and income down, the exception being where the extra Jubilee costs last year (Bulletin etc.) have come out. Fortunately, our reserves of £6,591.69 mean that, even if Bank Interest rates remain low (very likely) and/or there is no Exchange Branch “surplus” (see below), we can afford to absorb these sort of losses for the foreseeable future – but your Council will, of course, continue to seek to minimise these.
Ian Briant
8. EXCHANGE BRANCH INSURANCE COMMITTEE`S REPORT
Unfortunately, we had to make a claim this year for a “lost box”, at a cost of £476.58, which underlines the need for the Fund. As a result the balance at the year-end has dropped below £7,000, which means that the Council is not recommending any transfer to the General Account to this year’s AGM.
Ian Briant
Acceptance of Treasurer’s Report and Exchange Branch Insurance Committee Report proposed by Neville Biden, seconded by Margaret Emerson and agreed nem con.
9. POSTAL AUCTIONEER`S REPORT
The Auction ‘went well’ and a large thank you to the vendors and buyers for supporting our club. (Oops, sorry Society.) A good percentage of the lots offered went and bidding on lots was excellent, some went to rule 3. ‘The early bird got the worm.’ The lots were varied, all in good condition, clean and priced at sensible reserves. By using the SG numbers it helped the vendors and of course the buyers. A difficulty is putting in lots for members to bid for, none of has the ‘crystal ball.’
Our Auction was a team effort by Council members and is a service to all members, which is one of the ways to help offset the Bulletin and postal costs. Thank you to all of them.
A full time Postal Auctioneer is still required or there is a strong possibility of no auction in 2011.
Derek H Rock (Temporary Postal Auctioneer 2010)
Acceptance proposed by Margaret Emerson, seconded by Cyril White and agreed nem con.
10. BULLETIN EDITOR`S REPORT
The production of the Bulletin has settled into a routine. Much of it follows a set pattern: write-ups on our talks and displays, our programme, contact names and numbers, announcements and either our Postal Auction catalogue or the AGM Minutes, depending on whether it is February or July. The remainder is given over to members and I’d like to thank those who sent me pieces for inclusion or queries for publication to the wider membership. The biggest constraint is, as ever, money, which limits both the size of the Bulletin and frequency of publication, which has been just two issues a year for some time now. Postage increased again in April and amounts to a third of the cost of each issue. Clever use of posting in proportion can be used to make savings and it is hoped to cut the printing costs by sending the Bulletin to the Catford Print Centre in a different computer format. I hope Members agree they do a good job and we make savings by being a regular customer, paying in advance and collecting from their premises in SE London, for which the Society thanks Ian Briant.
George Goodall’s son-in-law Mike continues to update and maintain our website at no charge so thanks are also due to him for his time and efforts. One matter under consideration, which Members will have a chance to discuss at the meeting this evening, concerns adverts on our website. The suggestion is that the revenue is split between Peter and the CSPS, which would be payment to him for his work and a revenue source for our Society.
I offer myself for re-election for the next 12 months.
Margaret A Emerson
Acceptance proposed by Ian Briant, seconded by Ron Oughton and agreed nem con.
11. LIBRARIAN`S REPORT
Nil as this post has been vacant for the past year.
12. ELECTION OF OFFICERS
Secretary had a nomination for the current Officers to be re-elected but with three vacancies due to Derek Rock standing down as Vice President and Acting Postal Auctioneer and also the vacant post of Librarian. There was a nomination from the floor that Derek Rock continues as Vice President and he accepted.
Nominations proposed by George Goodall and seconded by Ron Oughton.
The Council is :-
President: ROBERT VAN GOETHEM
Vice-President: DEREK H ROCK
Secretary: MARGARET A EMERSON
Treasurer : IAN BRIANT
Membership Secretary: IAN BRIANT
Chief Exchange Branch Superintendent: ROBERT VAN GOETHEM
Librarian: Currently vacant.
Meetings Organiser: DEREK H ROCK
Ex-officio Members of Council:
E B Superintendents:- REG A SMITH
Bulletin Editor: MARGARET A EMERSON
Postal Auctioneer: Currently vacant
Speaker’s Secretary: PETER HARRIS
Recommendation of acceptance of the nominations was put to Members and the motion was agreed nem con.
13. ANY OTHER BUSINESS
· It was put to Members that after a trial in the past year, the formal start time for meetings should be 1800 hours with any notices given just before that time, so as not to keep visiting speakers waiting. This was agreed nem con.
· There was a brief discussion over Members’ adverts on the website and there was some interest and agreement. Council will discuss further.
· Council proposed that the minimum auction bid be raised from 20 pence to 50 pence from July 2010, increasing in steps of 10 pence to £1 and then 20 pence steps as before. This was agreed nem con. No decision was made about Postal Auction bids as there is currently no Postal Auctioneer.
· Council agreed to look into ways of advertising the Society, eg within in-house magazines at BT etc, after discussion from the floor.
· The meeting closed at 1928 hrs.
· Nine members were present.
ROBERT VAN GOETHEM MARGARET EMERSON
President Secretary
The accounts were signed by the President Bob Van Goethem and the Secretary Margaret Emerson as being a true record of the Society’s funds.
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