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  Minutes of the RAF Regiment Association AGM 2010
RAF Regiment Association- 2010 AGM Minutes
 
Holme Lacy House Hotel , Hereford
Saturday 10:00 2nd Oct 2010
Welcome
 
The Chairman was delighted to welcome the Association  President,
Air Commodore Russ La Forte CBE MA BA RAF, to the AGM
 
The Vice-Chairman read the Commemoration, Dedication and Roll of Honour for 2009/10which include lost of 54 members since the last AGM.
 
The National Secretary welcomed the members and covered the H&S and administrative issues of the AGM. There were no apologies recorded.
 
 
 
(1) National Secretary’s Report
A brief report, as much of Nat Sec’s work is covered in the bi-annual NEC meeting minutes. However, the following were made;
(i)            The current membership including the Canada Chapter shows gross increase of 8.5% at 1198 members. However after making adjustments for reported deaths of members (54) in the current year, the Assoc showed a modest net growth of 4%.
(ii)           The NEC is continuing to implement the Way Ahead Working Group recommendations. These included an increase in the number of issues of the Flash magazine to 3 times per year. There have been some improvements to the layout of the magazine to increase its appeal to wider members.
(iii)          The NEC Implemented of an introductory offer of £5 savings for new members if they sign-up for 3 year membership. It is hoped that such an offer will increase retention of membership and ease the administrative burden. Early indications are that 20% of all new members are taking advantage of the saving and 3year membership.
(iv)         Activities and inquiries through our website are continuing unabated. 50% of our membership referrals are through the website. There has been an increase in general inquiries through the web-message system, again supporting better engagement of potential new members.
 
 
 
(v)          There are many stalwarts to thank for their hard work this year. They include Linda Taylor our membership secretary, Jim Scott, 2010-AGM co-ordinator and Spring reunion organiser, Gordon Diffey, the Assoc Webmaster, Tom Monteith and Roy Miskelly for leading the Belton Park event, Tich Taylor and John Smart for parading our Standards at various repatriation and other ceremonial events, Tom Renshaw for his editorship of the The Flash magazine (now with a world-wide readership!) and Jeff Stevenson for taking on the 2011 AGM co-ordinator duties. The Nat Sec expressed his sincere thanks to all mentioned and others who continue to support smooth running of the Association.   
(2) National Treasurer’s Report
The Treasurer circulated the Assoc audited accounts as at 31st March 2010. He reported on the main activities and the satisfactory state of the accounts. The accounts showed a surplus of £897.17 for 09/10 with an overall net asset of £53038.97. The accounts can be seen at Annex A.  
Graham Smith;
Queried why were not more of the Assoc funds used for members’ benefit.  
The Chairman responded;
The capital accounts are set aside for unforeseen liabilities in the future. It is good governance to retain the capital and meet all current liabilities within income generated. However, proposal for unbudgeted expenditure, can be considered at NEC meetings through the normal process.
Tom Monteith reminded the AGM that many of the funds are through past donations and are not attributed to present members.
Gill Houghton queried why the Spring 2010 Reunion Raffles money is not shown on the accounts for 09/10.
The Treasurer responded;
The raffle money is included in new financial year and will be shown in the next year’s account.
 
(3) The Chairman’s National Executive Report
 
 
(i) Meetings
NEC met twice since last report on 10 Jan 2010 and 24 Jul 2010 at RAF Scampton – kindly arrangements made by Tom Monteith. Attendees always sent draft minutes to make any corrections and after amendments, Minutes sent to Branch Secretaries. It is my hope that the minutes (or summaries) are passed to local membership. The minutes also posted on website
 
 
 
(ii) January NEC Meeting
·                  Agreed repatriations policy
·                  Appointed new Membership Secretary, Linda Taylor. Many thanks to her taking it on.
·                  Agreed number of necessary C&R changes. 
·                  Agreed implementation of Audit Sub-Committee report
·                  Discussed relationship with WOs & SNCOs
·                  Discussed appointment new Association Chaplain (more later)
·                  WAWG recommendation of multi-year membership discount. Significant uptake
·                  Agreed (as every year), Association charity for the year
o       St Dunstans. Care for blind ex-Service people
o       Raffle. Please give generously.
o       Thanks to Ann Renshaw & others for organising.
 
(iii ) July NEC Meeting
·                  WOs & SNCOs.
o       Accepted problems of full integration as Chapter
§    One-off payment versus annual subscription.
o       Remains firm long-term aim of both Associations.
o       Interim: Agreed formal affiliation
§    Joint AGM Reunions (as per Coventry 2009) for 2011 and future
§    WO & SNCO representative co-opted to NEC (non-voting)
·                  Membership issues
o       Payment of subs by Branches
§    4 Branch payments outstanding. 2 Branches still are (6 months late)
o       Agreed standing order payment arrangements
o       National list of members to be sent to Branch Secretaries each year
·                  Distribution of Flash advised by MiniFlash
·                  Chaplain
o       Jan reported Rev John Maskell (past Chap at Catterick) had agreed.
o       However in Jul reported, he regretted unable
o       Jul Agreed Rev Stephen Pratt (active TA and ATC Chaplain) be invited
§    But double-booked this weekend.
o       Thank Martin Hooker H for procuring services Senior Chaplain RAF Lyneham for Muster Parade.
·                  Discussed and agreed representation at Remembrance celebrations
·                  Discussed representation at National Armed Forces Day
o       Main (national) celebration remain at NMA
o       Local Branches to take part in “provincial” events (eg Edinburgh)
·                  Discussed representation at commemorative event at Belton Park.
o       Thank Lincolnshire for taking it on
(iv) Conclusion
§    Chaired 10 NEC meetings
§    All been busy and productive
§    Not always agreed; sometimes have to agree to disagree
§    Service as NEC representative requires commitment and energy
§    Thank all members for attendance and contribution to the Association.
 
(4) Proposal- NEC Representation
 
The Chairman report that at the NEC meeting, members discussed the various options for a fair and effective representation of Assoc branch views. He pointed out in some areas the current area representation worked well, whilst in some areas branches were reluctant or unwilling to meet as an area and to collectively agree proposals. The Chairman explained that the NEC vote was not decisive and therefore it was agreed at the NEC, for matter to be referred to the AGM.
The chairman pointed-out that there are two options; (1) No Change and carry on as at present (2) Revert to branch representation.
 
Discussions;
 
Alan Day- It would be better to have full representation at the NEC and the impact of travel claims and cost was a smoke screen in the augment. Not everybody will be attending the NEC meetings.
Colin Clarke- The current system worked very well in his area and remains effective and no change required.
Jim Reeve- In Kent they felt isolated, and the distance is problematic for area meetings.
Jim Scott- Issues are not discussed and or not recorded accurately in minutes at NEC meetings, and branch representation would improve this situation.
Tich Taylor- Sees the need for some change, (sort-out), in some area but that doesn’t mean the current system should be changed.
Tom Craig and Tom Smith- suggested some areas need to be reviewed
Jeff Stevenson- said in his area, the process was working well and required no changes as the branches communicated well.
Colin Clarke- reminded everyone of the added financial burden on the Assoc, should the AGM opt for change.
Tom Monteith- said no change is needed
Peter Drissell – pointed out there is a balance to be struck between, democratic process and good governance and effectiveness
Martin Hooker- reminded the AGM during the formation of the new Assoc, he closely looked at RM and Guards Assocs and they did not have branch representation.
 
The Chairman concluded that the AGM will have to vote for a change to the current system.
 
For Change                                       For No Change
Proposed by - Alan Day                    Proposed by - Colin Clarke
Seconded by – Bruce Hunt               Seconded by - Jeff Stevenson
Voting result -   6 votes for change   61 votes for no change
Accordingly AGM decision is no change to current NEC representation
 
(5) Proposal of amendments to Assoc Constitution and Rules-
 The Chairman explained the requirement for the various amendments, as detailed at Annex B
(5.1) Administrative Amendments
(i)            Branch AGMs Para 41
 Proposed by Tich Taylor Seconded by Jim Scott – carried unanimously
(ii)           Audit Para 65
Proposed by Tom Monteith Seconded by Bill Robertson – carried unanimously
(5.2) Substantive Amendments
(iii)          Chapters
AGM agreed unopposed- carried unanimously
(iv)         Rights of Full Members
AGM agreed unopposed- carried unanimously
(6) Election of New National Chairman –Report
(i) Vote of Thanks- by Tom Renshaw, Vice-chairman
The Vice-Chairman addressed the AGM referring to the Steven Brereton-Martin, the Chairman’s valuable work over the last 5 years, 2 years as an interim Chairman and 3 years as elected Chairman of the Newly constituted Association. The Vice-chairman, particularly pointed out the immense and skilful work carried out by the Chairman, in researching and preparing the Association’s Constitution and Rules for NEC approval. The members are indebted to the Chairman for leaving the Association in a strong and reputable position within wider Corps. The AGM expressed its appreciation by a prolonged standing ovation.
 
(ii) Election of New Chairman- Statement by Frank Xavier, National Secretary    
Members will remember that in the last edition, (Issue No9), of the Flash, I reported on the requirements and arrangements for the election of a new chairman. The candidates for National Officials have to be full members of the Association, nominated and seconded by full members. The NEC timetable for the election required that completed nomination forms had to be submitted to the National Secretary by 1700 on 15th July 2010.
I can confirm to the AGM, as at the 1700 15th July 2010, I had only received one nomination on behalf of Peter Drissell. He was nominated by Roy Miskelly, (Chair, Lincolnshire Branch), and seconded by Tich Taylor, (Secretary, Hereford Branch).
This is therefore an uncontested election and Peter Drissell is elected unopposed.
 (iii) Declaration of Appointment 
The President of the Association, Air Commodore Russ La Forte, accordingly declared that Peter Drissell is appointed National Chairman of the RAF Regiment Association.
END OF FORMAL AGM
 
 
Annex A – to 2010 AGM Notes (DJ)
Payments Account for 12 months ending 31st March 2010
Income Brought Forward                                                             13936.35
Advertising        RAF Book                                                               115.00
Donations * Yeomans Wardens 25- Chapel Royal 50 –
                     RBL 214.17—   Regt Fund 190.50 -                            479.67
Retirement Gift for CG.                                                                      75.00
Election Secretary           Travel                                                    175.20
Insurance                                                                                             600.34
Memorials 
Corps Day NMA—142.60
NMA project           500.00                                                                642.60
Regt Chapel     Buffet 180.00        Fix Standard Brackets375.82
Fix Memorial plaque 90.00                                                                645.82                                                                            
NEC : Overnight + Meals194.35 Travel 2342.39
Staff   298.10                                                                                     2834.84
WAWG     Travel                                                                                214.60                     
Office
Trophies Ops Banner                                                                        347.16                                                         
The Flash No 7     1775.71 Flash No  8     2626.40                        4402.11
National Standard                                                                               981.10
Postage   Return Standard                                                                      8.65
Lunch Honington                                                                                160.00                              
Reunion
Travel 391.40 Guest Acc 140    Flowers 25                                     556.40
Printing Small Stickers                                                                      170.20
 Printing Membership stickers                                                           141.00                                                                                         
Merchandise Stock                                                                              212.49
Web Site                                                                                              277.00
Total          Expenses   ---------------------------------------------------------------13039.18  
                                                                                             
                     Surplus for year----------------------- 897.17
                      Opening balance---------------------2761.65
                                                                            3658.82
                                                
Transfer to Shop account------------------------1000.00
 
 Overall balance--------------------------2658.82                             
 
 
Current Account
Income 31st March 2010
Opening Balance                                  £2761.65
 
                                                                                        
AGM Raffle                                                                                      635.00
Donations     Downing 200     Faulacy 294                                       494.00
Gift Received                                                                                  2000.00
Meals (NEC Meetings July & Jan.)                                                192.00                   
Other Income                                                                                    139.55                                                                            
 
Sales                                                                                                  109.80
Subscriptions                                                                                 10366.00
 
 
                                                           Total Income                    13,936.35
 
 
 


 
 
Held at Barclays Bank
 
Step Saver Account         Opening Balance                   44173.69
                                                    Interest                                22.64
                                                                                              ---------------
                                                                                                       44196.33
 
     Every Day Saver                                                             5252.38
                                                     Interest                                   3.24
                                                                                                         5255.62                                                                                                                                                                                                                                                                                                                             
 
       Current Account                                                                     2849.32
      Shop Account                                                                             737.70
 
                                                                                                    _________
                                                    Overall Total                          £53038.97                
----------------------------------------------------------------------------------------
 
 
 
 
  
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