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MINUTES OF THE ANNUAL GENERAL MEETING
HELD AT SOMERSET HOUSE MONDAY 2nd JUNE 2008.
1. APOLOGIES FOR ABSENCE
These were received from John Williams, Reg Smith, John Thame, Denys Gage, Albert Syson
2. MINUTES OF THE 2007 AGM
Acceptance proposed by George Goodall, seconded by Ron Oughton and agreed nem con.
3. PRESIDENT’S REPORT 2007/8
The Council does a good job in our Society in providing a service to the members, which includes the ‘unsung’ members of the ‘Ex-officio’ team. Much of our work goes unseen and un-noticed but we all see the benefits at the ‘end’. A big thank you to all of them is in order. Remember these members give their time freely and voluntarily and work well together. The officers reports will show in more detail how we have kept our club running over this financial year.
The final preparations for the Jubilee year started in earnest in early 2007 and the programme was based on previous events. Further details of the displays are given in the Bulletin. Throughout the year we have seen displays from various invited guests and club members; all have been interesting. Following each meeting we provide entertainment in the form of an auction, which can cause spontaneous laughter due to various remarks given. I will close, as there are other reports to be given and of course our Special Jubilee Grand Auction.
Those who are under the weather, get better soon and hopefully see you at club nights.
DEREK H ROCK
4. CHIEF EXCHANGE BRANCH SUPERINTENDENT`S REPORT 2007/8
Tempus Fugit – are the years really getting shorter? Or am I just getting older? For certain the CSPS Exchange Branch is getting smaller as active membership declines.
As predicted in last years report, the last of the London circuits (those that were connected by the IDS) have been closed and remaining members asked to transfer to the ‘one country’ section of the Exchange Branch. The final accounting is in preparation. I am therefore no longer accepting any books etc for circulation, all material to Derek Ward please.
If you were getting packets via a Group Leader and now no longer do so, please contact Derek Ward and let him know which categories you are interest in eg GB, Commonwealth, one country (USA, France etc). Significant savings in postage charges have been made, to the benefit of both the CSPS and members resulting from the ‘one country’ system which is allowing smaller packets in new lighter plastic boxes and almost indestructible covers to be used.
The future of the Exchange Branch is good. Reg Smith still has a strong active client base, putting out 12 or so full sized (20+ books) packets per year. This will continue for as long as demand levels remain steady. As the ‘one country’ system is still growing, it is being kept under regular review by Council. Any changes will be implemented as need arises, perhaps to reduce workload or postage costs for example.
My thanks go to Reg Smith and Derek Ward for all their hard work and dedication, which they continue to put into the running of the Exchange Branch. Long may it continue. My thanks also to you the members for continuing to support the Exchange Branch with your books etc for circulation and for accepting that is was necessary to make changes to the way the Exchange Branch operates, so as to get costs under control and to provide a better service to members.
With just a little luck and continued careful management by your Council, the Exchange Branch will be around for many years yet.
Best wishes for happy collecting 2008/9
ROBERT A VAN GOETHEM
Acceptance proposed by George Goodall, seconded by Roger Clarke and agreed nem con.
5. MEMBERSHIP AND RECRUITMENT SECRETARY’S REPORT 2007/8
To expand on this subject is well known to us all and has been debated in Council and other AGM’s. Last year I announced that this ‘post’ will be open to a member to take over. After approximately 15 years of holding this post, I feel it is time to hand over to ‘new blood’ who will have better ideas and thoughts in achieving an increase in membership within the constraints of CSSC rules.
Good news, we have a new Membership Secretary willing to stand, Ian Briant.
DEREK H ROCK
Acceptance proposed by John Dennett, seconded by George Plummer and agreed nem con.
6. SECRETARY`S REPORT
This past year has been a busy one as your Council has been working on a number of things, not least the Diamond Jubilee events. As usual, I’d like to thank Peter Harris for arranging our guest speakers and the 2009 programme should prove equally interesting. John Dennett has continued in his role as meetings organiser, so that we can gain access to Somerset House. That procedure is only required as we still use an official part of the building occupied by Revenue and Customs and as with all civil service departments, security is more stringent at present.
The Jubilee evenings in February and March went off well, so thank you to all who took part or assisted in any way. The efforts of the Emerson-Rock catering team seem to have been appreciated, judging by the lack of food at the end of the two evenings. The catering staff at Somerset House have already been thanked for supplying the tea and coffee.
Personally, I’d like to thank all those who assist me in various ways, such as seeing to our display boards, helping at the auctions and by making the votes of thanks. Your Council has been working to update membership details and I have amended our posting labels. We have had some contact from other Societies, so hopefully we will gain some publicity there and in due course, I will be sending details of our Jubilee year to a number of philatelic publications, once Council have agreed the content.
I put myself forward for re-election for another year.
MARGARET A EMERSON
Acceptance proposed by Malcolm MacDonald, seconded by Cyril White and agreed nem con.
7. TREASURER`S REPORT
I am pleased, as your Treasurer, to present the attached documents with this report for last year.
As a Society run for the benefit of members, our aim is to balance, as far as possible, income and expenditure so as to break even each year. Because the two are not directly linked, this cannot be done exactly but your Council tries. This year we have a small surplus of £18.23 against last year’s deficit of £21.45.
The biggest contributor to this was the Exchange Branch account with a surplus of £91 last year to £171.92 this year – primarily the result of a welcome increase in sales, measured by the additional commission of almost £100. Costs in the Exchange Branch also increased due to a ‘one-off’ purchase of new smaller boxes. These are cheaper to send through the post – in part, reflected in the reduction in Postage and Telephone by over £60.
Most of the General Account income and expenditure items were similar to last year’s apart from a marked reduction in donations (over which we have no control) and £25.50 spent under Miscellaneous for flowers at Arthur Cranfield’s funeral.
The 2008/9 accounts will, of course, reflect the additional expenditure to celebrate our Diamond Jubilee, so I expect a return to deficit next year – but see below.
IAN BRIANT
8. EXCHANGE BRANCH INSURANCE COMMITTEE`S REPORT
Whilst we again had a fortunate year with no significant losses to cover, income from premiums rose again in line with Exchange Branch sales. There was, in addition, an exceptional Sundry Gain of £246.96 arising from the wind up of the Foreign section. It is not clear how this sum arose, other than it refers to previous years – probably Bank Interest. If more information comes to light an adjustment will be made in future accounts.
In the meantime, this contributes to the Insurance Fund now standing at well over £7,000. Therefore, in accordance with last year’s report, your Council asks the AGM to agree to the proposal to transfer the sum of £548.21 from the Insurance Fund to the General Account during 2008/9. This will help offset the additional costs of the Jubilee (see above) whilst maintaining the Insurance Fund at an appropriate level to guarantee member’s stamps when they are the responsibility of the Society.
Depending on the level of premiums and/or claims paid during the year, a similar proposal may be brought forward at next year’s AGM.
IAN BRIANT
Ian Briant proposed that the sum of £548.21 be transferred from the Insurance Fund to the General Account, seconded by George Goodall. This motion was carried by a vote of members present.
Acceptance of Treasurer’s Report and Exchange Branch Insurance Committee Report proposed by Neville Biden, seconded by Bob van Goethem and agreed nem con.
9. POSTAL AUCTIONEER`S REPORT
The fourth auction I have organised has been finalised and £120 has gone into Society funds. Not as good as last years but with only 7 vendors and 28 bidders, it is a better outcome than I expected, but I had to bolster with lots from my Benenden stock. The Queen Victoria items were popular with some competitive bidding and eventually all but one vendor sold lots.
I received a number of complimentary remarks on the working of the auction and they always make an arduous job easier and I thank you for those. So despite one small criticism, I shall probably, health permitting, be prepared to do the same again next year, so start sorting out your surplus.
My thanks to Margaret for typing up my auction list; a good job despite my hand writing. If anyone wants to make any suggestions regarding listing etc, please let me know.
DENYS GAGE
Acceptance proposed by Margaret Emerson, seconded by John Dennett and agreed nem con.
10. BULLETIN EDITOR`S REPORT
The months go by very fast and once one Bulletin has been posted out to members, work begins on the next edition. There always seems to be plenty to include but articles and snippets from members are always welcome and I have appreciated all the pieces submitted over the past year. This year you have already received two Bulletins, one of them being the Diamond Jubilee special edition and when most of you are reading this, it will be in number three. I would like to thank all those who contributed to the special edition, as it was largely given over to the membership, although as I have said before, it is your Bulletin. It was a first too, with coloured pages. I’d like to thank Derek Ward for being our official photographer at our February and March meetings and a selection of his handiwork is in the Bulletin.
Our website goes from strength to strength and is updated very quickly with each new Bulletin. Thanks are due to George Goodall’s son-in-law for all his hard work with the website on our behalf. It has attracted a couple of new members and hopefully in time it will attract others to join our ranks.
As usual my thanks are due to the posting team, who have had three mailings this year, and to Ian Briant for collecting each edition from the Catford Print Centre and delivering to Somerset House, which enables the Society to receive a discount.
It has been a privilege to serve as editor in this special year and I offer myself for re-election.
MARGARET A EMERSON
Acceptance proposed by Derek Ward, seconded by George Plummer and agreed nem con.
11. LIBRARIAN`S REPORT 2007/08
Once again I am pleased to report that there has been substantial progress in the philatelic articles section of our library. Nearly all the volumes have had some additions, sufficient for many to become independent volumes on specific subjects. These quality articles written by distinguished philatelists complete with numerous illustrations, form the major part of the library.
The original stock of books remain the bedrock for those seeking information, but the ring-binders holding the articles bring recent discoveries and correct post publication errors.
Selected articles are prepared at home and are included in our library throughout the philatelic year. Everything is waiting for the membership’s inspection and everyone is invited to borrow items. Most ring binders are rather heavy with many leaves, but when any member requests access, any number of pages may be withdrawn for study purposes. Please come along any club night, but if this is not possible, items may be posted.
Those members who have requested my help with their studies and have not got an answer even though I have acknowledged their request, I am still making searches and will contact again to let them know how I have progressed, one way or another. I owe a huge debt of gratitude to Margaret and Ian for their continued help and also a big thank you to those members who have so kindly donated their stamp magazines. I can report that our library is in good order and that a catalogue of contents is available on request.
JOHN A DENNETT
Acceptance proposed by Ron Oughton, seconded by George Goodall and agreed nem con.
12. ELECTION OF OFFICERS
Secretary had a nomination for the current Officers to be re-elected with three changes, Bob van Goethem to stand as President and Derek Rock as Vice-President, Derek Rock to stand down as Membership and Recruitment Secretary with a nomination for Ian Briant to assume this role.
Nominations proposed by Neville Biden and seconded by Brian Viner
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 and Meetings Organiser: JOHN A DENNETT
Ex-officio Members of Council:
E B Superintendents:- REG A SMITH; DEREK G WARD
Bulletin Editor: MARGARET A EMERSON
Postal Auctioneer: DENYS GAGE
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
13.1 Derek Rock reported that Council had been working on updating the Rules and Constitution of the Society over recent months to bring them in to line with the current operation of the CSPS. The proposed update would be in the September Bulletin and members would have the chance to vote at an EGM before the Grand Auction in December.
13.2 Derek Ward reported that he had received favourable comments from members concerning the Single Country EB and the packet circulation he administers.
13.3 Roger Clarke suggested the Postal Auction was promoted further in the Bulletin.
13.4 The meeting closed at 1855hrs.
13.5 17 members were present.
ROBERT VAN GOETHEM MARGARET A EMERSON
President Secretary
The finance statement above was signed by Derek Rock, President and Margaret Emerson, Secretary on 21st April 2008 as being a true record.
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