Scoobylove
08-02-2007, 20:12 09
Southwest Scoobies 1st Annual General Meeting
Sunday 3Rd February 2007
King Sedgemoor Inn
Bridgewater
Meeting opened at 2.00pm
Attendance:
Committee
Derek Chairman
Bob Vice Chairman
Scoobylove Secretary
Bobs Dragon Treasurer
Scooby2 Liaison Officer
SWS Staff
Beachsleeper Super Moderator
Scoobywrx Gloucester Co-ordinator
Scoobybeth Mid Devon Co-ordinator
Scoobysticks Mid Devon Co-ordinator
Members
Big KND. Sally Orbs Torpoint1
Sti Topcat Bigals Graham Designerman
Biker Chick Victim Plumbscooby Briansubaru
Hellscoob
Apologies
Scoobtastic
Olly P
Chairman Derek Clarke introduces himself and gives everyone the opportunity to say who they are and what they do within the club.
The agenda is read out to all and then each question is talked through individually.
1) Should the area co-ordinators be responsible for the meets in just their own areas?
They are responsible for the events or meets that fall within their area but accept help and link up with other co-ordinators if necessary. Events or meets can be passed over to another co-ordinator. They need to support each other to ensure each event is a success.
2) Derek had some brief discussions with Phil Stevens (Chairman of SIDC). After these discussions, Derek asked if there was any way sws could re integrate with SIDC, now or in the future.
Derek asked the members how they felt about this and the general consensus was that we are fine as we are. It was suggested that due to the amount of baiting in SIDC and other sites it could cause more trouble and would not be worth it. The Club has made the right decision to split for the moment but this could be reviewed at a later date.
A vote was taken; should we stay as an independent club separate from SIDC. 19 members voted yes.
It was felt that since the split from SIDC the club has gone from strength to strength and there has been less bickering.
Derek asked what the members thought about SWS going national. Denise has a lot of friends in Hampshire and with us having more members in Gloucester now it was felt that this could be seen as a way forward…
3) The club boards should be distributed to all the area co-ordinators.
Since we split with Jacqui the former R/O she has decided that all the items we once had belong to SIDC sws and we are not entitled to any of them. We are looking into getting a flag made up for the upcoming shows. Pauline can access some notice boards for use at shows at no cost to the club.
We will look carefully at items required for the shows and buy them from club funds.
4) If the area organiser cannot attend meets then they have to ensure that any relevant stuff is passed on to their deputy
Scooby 2 does not have a deputy who can drive.
5) Should an area organiser stay in position if they fail to attend (a certain number of meets) Say 4 for example…..within a certain period of time…..or shows lack of commitment to the club and their area.
Yes they should be replaced. If anyone within the staff team shows a lack of commitment to the job then they should be replaced. Reasons will be given and this will be voted by the advanced members.
It was brought up that Rednick the Cornwall area co-ordinator has not had a meet organised in the area since October 2006 and that he has stated he is busy with work commitments and trying to sort his car. He has not shown much interest in sws for a while now and it was put to the vote should he be removed from his co-ordinators post 21 members said yes.
The secretary will send Rednick a pm outlining the reasons why.
6) Are the books open for members to see?
Yes the bank statements are in the advanced members section for all to see. All monies coming in and out of the bank account are there for all to see. All paypal statements are on there to. The invoices for purchases have still to be added. Bob will scan them in. The treasurer is keeping a written log of everything and these books are available for members to see at any of the meets.
7) Am I mistaken or was something somewhere that said there was no secret forums anymore.
There are no secret forums anymore. The only thing not available to see is member’s personal details and they are viewed by the membership secretary, chairman, Vice Chairman and admin only. Everything is discussed on the forum for all to see.
8) Will the club be in a position to purchase tickets for events, shows, track days, rolling roads etc in bulk so as to negotiate a discount for club members.
The current funds will not allow this yet but as we have just purchased a load of key rings Derek will go through the list and find all the people who were interested in buying them for £10 and sell them at a profit for the club.
We will be requiring a £10 non refundable deposit for rolling roads etc and if the member pulls out they will have to find someone to take their place if they want to recoup their loss. The club will not refund the deposit.
9) SWS.net and SWS.org.uk combining
This has already happened and as we can see it has been a good thing. We are discussing the logo we will use. Derek is trying to combing both logos.
10) Do any Co-ordinators need to be replaced and for what reasons
Rednick has been voted out of his position. Reasons given in answer to question 5.
11) Do any committee members need replacing for any reason if so who.
No. it was generally accepted that the existing committee are fine as they are.
12) Is the amount of staff sws have to large, too small or just about right.
It was generally accepted as ok.
13) Should JD be allowed to continue to put up the remarks he is doing.
He is making snide comments but not directed at anyone in person. He seems to be very negative towards sws and would like us to apologise for what we’ve done to Jacqui. The members felt there was no reason to apologise. JD is entitled to freedom of speech and if members take it personally then we are asking you not to respond to his comments. Best to ignore them rather that get into a debate.
A.O.B.
Club Insurance – do we need to have club insurance for events.
Bob has said that with all the various clubs he has attended shows with over the past 10 years none of them had heir own public liability insurance. The event organisers have their own insurance. Derek is going to look into prices for it and see if we can afford to have our own.
If not we will look at writing up disclaimers to state that in the event of an accident the members will not hold the event organisers liable.
Bigals said that as we are a non profit making organisation we could not be sued because we have no money.
Torpoint1 has offered to write out a risk assessment on behalf of sws at each event. To ensure we are taking all the necessary steps to ensure a safe meeting for members and members of the public.
Scooby2 has an email from Maria at Castle Coombe to state we don’t need to have our own insurance.
Bigals asked if the club is viable why there are two types of membership
Derek explains there is only the advanced membership that is paid for. Guests and members can log in and see most of the site for free as on other forums. The only area they cannot see is the advanced members section.
Bigals asked if Membership is for life or renewed yearly
Derek said it is a yearly membership. The first year is £25.00 and the second and consecutive years are £20. (but with no key ring)
Japfest and Action day Tickets
These tickets need to be paid for by the end of Feb to ensure our places.
Victim asked about next years AGM.
Could we coincide it with a Pontins trip and then we would have a large venue that could accommodate everyone and be a halfway meeting point. All the members agreed to put the next AGM back until the end of March to enable us to look into the booking of the venue.
The meeting closed at 3.40pm.
Sunday 3Rd February 2007
King Sedgemoor Inn
Bridgewater
Meeting opened at 2.00pm
Attendance:
Committee
Derek Chairman
Bob Vice Chairman
Scoobylove Secretary
Bobs Dragon Treasurer
Scooby2 Liaison Officer
SWS Staff
Beachsleeper Super Moderator
Scoobywrx Gloucester Co-ordinator
Scoobybeth Mid Devon Co-ordinator
Scoobysticks Mid Devon Co-ordinator
Members
Big KND. Sally Orbs Torpoint1
Sti Topcat Bigals Graham Designerman
Biker Chick Victim Plumbscooby Briansubaru
Hellscoob
Apologies
Scoobtastic
Olly P
Chairman Derek Clarke introduces himself and gives everyone the opportunity to say who they are and what they do within the club.
The agenda is read out to all and then each question is talked through individually.
1) Should the area co-ordinators be responsible for the meets in just their own areas?
They are responsible for the events or meets that fall within their area but accept help and link up with other co-ordinators if necessary. Events or meets can be passed over to another co-ordinator. They need to support each other to ensure each event is a success.
2) Derek had some brief discussions with Phil Stevens (Chairman of SIDC). After these discussions, Derek asked if there was any way sws could re integrate with SIDC, now or in the future.
Derek asked the members how they felt about this and the general consensus was that we are fine as we are. It was suggested that due to the amount of baiting in SIDC and other sites it could cause more trouble and would not be worth it. The Club has made the right decision to split for the moment but this could be reviewed at a later date.
A vote was taken; should we stay as an independent club separate from SIDC. 19 members voted yes.
It was felt that since the split from SIDC the club has gone from strength to strength and there has been less bickering.
Derek asked what the members thought about SWS going national. Denise has a lot of friends in Hampshire and with us having more members in Gloucester now it was felt that this could be seen as a way forward…
3) The club boards should be distributed to all the area co-ordinators.
Since we split with Jacqui the former R/O she has decided that all the items we once had belong to SIDC sws and we are not entitled to any of them. We are looking into getting a flag made up for the upcoming shows. Pauline can access some notice boards for use at shows at no cost to the club.
We will look carefully at items required for the shows and buy them from club funds.
4) If the area organiser cannot attend meets then they have to ensure that any relevant stuff is passed on to their deputy
Scooby 2 does not have a deputy who can drive.
5) Should an area organiser stay in position if they fail to attend (a certain number of meets) Say 4 for example…..within a certain period of time…..or shows lack of commitment to the club and their area.
Yes they should be replaced. If anyone within the staff team shows a lack of commitment to the job then they should be replaced. Reasons will be given and this will be voted by the advanced members.
It was brought up that Rednick the Cornwall area co-ordinator has not had a meet organised in the area since October 2006 and that he has stated he is busy with work commitments and trying to sort his car. He has not shown much interest in sws for a while now and it was put to the vote should he be removed from his co-ordinators post 21 members said yes.
The secretary will send Rednick a pm outlining the reasons why.
6) Are the books open for members to see?
Yes the bank statements are in the advanced members section for all to see. All monies coming in and out of the bank account are there for all to see. All paypal statements are on there to. The invoices for purchases have still to be added. Bob will scan them in. The treasurer is keeping a written log of everything and these books are available for members to see at any of the meets.
7) Am I mistaken or was something somewhere that said there was no secret forums anymore.
There are no secret forums anymore. The only thing not available to see is member’s personal details and they are viewed by the membership secretary, chairman, Vice Chairman and admin only. Everything is discussed on the forum for all to see.
8) Will the club be in a position to purchase tickets for events, shows, track days, rolling roads etc in bulk so as to negotiate a discount for club members.
The current funds will not allow this yet but as we have just purchased a load of key rings Derek will go through the list and find all the people who were interested in buying them for £10 and sell them at a profit for the club.
We will be requiring a £10 non refundable deposit for rolling roads etc and if the member pulls out they will have to find someone to take their place if they want to recoup their loss. The club will not refund the deposit.
9) SWS.net and SWS.org.uk combining
This has already happened and as we can see it has been a good thing. We are discussing the logo we will use. Derek is trying to combing both logos.
10) Do any Co-ordinators need to be replaced and for what reasons
Rednick has been voted out of his position. Reasons given in answer to question 5.
11) Do any committee members need replacing for any reason if so who.
No. it was generally accepted that the existing committee are fine as they are.
12) Is the amount of staff sws have to large, too small or just about right.
It was generally accepted as ok.
13) Should JD be allowed to continue to put up the remarks he is doing.
He is making snide comments but not directed at anyone in person. He seems to be very negative towards sws and would like us to apologise for what we’ve done to Jacqui. The members felt there was no reason to apologise. JD is entitled to freedom of speech and if members take it personally then we are asking you not to respond to his comments. Best to ignore them rather that get into a debate.
A.O.B.
Club Insurance – do we need to have club insurance for events.
Bob has said that with all the various clubs he has attended shows with over the past 10 years none of them had heir own public liability insurance. The event organisers have their own insurance. Derek is going to look into prices for it and see if we can afford to have our own.
If not we will look at writing up disclaimers to state that in the event of an accident the members will not hold the event organisers liable.
Bigals said that as we are a non profit making organisation we could not be sued because we have no money.
Torpoint1 has offered to write out a risk assessment on behalf of sws at each event. To ensure we are taking all the necessary steps to ensure a safe meeting for members and members of the public.
Scooby2 has an email from Maria at Castle Coombe to state we don’t need to have our own insurance.
Bigals asked if the club is viable why there are two types of membership
Derek explains there is only the advanced membership that is paid for. Guests and members can log in and see most of the site for free as on other forums. The only area they cannot see is the advanced members section.
Bigals asked if Membership is for life or renewed yearly
Derek said it is a yearly membership. The first year is £25.00 and the second and consecutive years are £20. (but with no key ring)
Japfest and Action day Tickets
These tickets need to be paid for by the end of Feb to ensure our places.
Victim asked about next years AGM.
Could we coincide it with a Pontins trip and then we would have a large venue that could accommodate everyone and be a halfway meeting point. All the members agreed to put the next AGM back until the end of March to enable us to look into the booking of the venue.
The meeting closed at 3.40pm.