AGM minutes

Minutes of HCMC Annual General Meeting at the Chieftain Hotel,
Inverness on Tuesday 6th September 2016.

CHAIRMAN: Emma Hall.
PRESENT: 23 members.
The meeting began at 20.36.
APOLOGIES: S Keenan, B Steven, B Bull, M Bruce, M Fabling, A Loosemore.
MINUTES OF PREVIOUS AGM
The Chairman summarised the minutes of last year’s AGM held on Tuesday 1st September 2015. There were no matters arising.
CHAIRMAN’S REPORT
Here we are again. Another year under our belts.
I would first of all like to thank everyone who has helped out this year, especially with the Loch Ness Rally. The Rally went well and I don’t think we had any complaints. I’m sure they’ll all make up for that next year. The usual suspects (John, Neil, Malcolm, Bert & Stephanie) took up their posts and things seemed to run smoothly. I would also like to thank all our members for supporting the club for another year. We’ve tried a few new things this year, some more successful than others. We’ve had a couple of Saturday runs to try and include those who can’t get out on a Sunday and the small cc runs haven’t been exactly oversubscribed, but those who attended seemed to enjoy themselves and that is (after all) the whole point.
The Chairman’s Challenge hasn’t been taken up as obsessively as last year, but that can only be a good thing. We’ve changed the annual trip from May to September and that looks promising. Hopefully there will be more than three people there this year.
We also have the Christmas meal to look forward to. Hopefully it’ll be a good one. Anyway. I’m at the end of my two year stint. Anyway who thinks they could do the chairmanship justice feel free to volunteer. Otherwise I’m happy to continue if you’re happy to have me.
We also need a couple of volunteers to fill positions on the committee, so please speak up if you’d be willing to help. Don’t worry, I don’t think there’s any hard work involved.

3. TREASURER’S REPORT
The end of financial year finds the Club in a healthy position with total
assets of £5,640.49. Total cash is £4,089.19 and there are no outstanding
liabilities.

There were 86 Club Members at the year-end, 9 of which were new.

The Club has a new, less expensive website thanks to Neil and Emma and the Facebook page continues to give us good publicity on social media thanks to Dode.

The main event of the year, the Loch Ness Rally, produced a small loss of £3.17 and we made a £130.00 donation to Mikeys Text Line. There were a total of 81 entries and we sold 61 meals.
Special thanks go to Kevin from Mitchell’s for providing the sweep vehicle and also to Tom Adamson and Willie Young for their sponsorship. Thanks to all who helped on the day, manning the registration desk, setting up the parking lot and selling raffle tickets. Also thanks to the rally marshals, to Paul for signing the route and Bert for his role of MC. The weather cooperated and it was another great day for the Club.

MOTIONS
Only one motion was submitted for consideration at the 2016 AGM.
It is proposed to amend the constitution as described below in order to remove an apparent ambiguity. At the moment the constitution describes the officers of the club as follows.

Officers of the Club
The office bearers appointed would be: –
1. Chairman 2. Secretary 3. Treasurer.
The Chairman will be elected to serve a minimum term of 2 years.
The Secretary & Treasurer elected to a serve a minimum term of 2 years each. 2.
2. Four other members will be elected to form a Committee of 7 (Seven), for minimum term of One (1) year, to the following committee posts: – Vice Chairman, Entertainments member, Club Runs Organiser and a Merchandise member.
3.The Club shall also appoint a Membership Secretary and a Club
magazine/newsletter editor for a minimum term of 1 (One) year. (Other posts to consider – Health & Safety member & Publicity member)
4.In addition, any person(s) not appointed as committee members, but holding
the position of Membership Secretary or Magazine Editor, will automatically become committee members with full voting rights.
5.When a member retires from office during their term of office, the position
must be filled at the next available meeting.
6.If any committee position remains unfilled, volunteers will be requested to fill the vacant post at each meeting until the post is filled.
7. The terms of reference for each committee post will be reviewed annually. See Annex A for Terms of Reference.

It was proposed that the constitution is amended to read as follows, amended text in bold type:

Officers of the Club

The office bearers appointed would be: –
1. A Chairman. A Club Secretary. A Club Treasurer.
The Chairman will be elected to serve a minimum term of two (2) years.
The Secretary & Treasurer elected to a serve a minimum term of two (2) years
each.

2. Six other members will be elected to form a Committee of nine (9), to the following committee posts: – Vice Chairman, Entertainments member, Club Runs Organizer, Merchandise member, Membership Secretary and a Magazine/Newsletter Editor.
These members will serve for a minimum term of one (1) year. Committee members may hold more than one post, but the minimum total of committee members will be seven (7). (Other posts to consider – Health & Safety & a Publicity member)

3. When a member retires from office during their term of office, the position must be filled at the next available meeting.

4. If any committee position remains unfilled, volunteers will be requested to fill the vacant post at each meeting until the post is filled.

5. The terms of reference for each committee post will be reviewed annually. See Annex A for Terms of Reference.

The proposal was approved by the members present.

ELECTION OF COMMITTEE
All posts were due for renewal and nominations were as follows:
Position Nominee Proposer Seconder
Chairman Emma Hall Malcolm Davidson Neil Ellison
Secretary Malcolm Davidson Neil Ellison Emma Hall
Treasurer John Williams Inus le Roux Davaidh Beal
Vice Chairman Cliff Piper Neil Ellison Emma Hall
Membership Sec Inus le Roux John Williams Ralph Pickthall
Property Manager John Williams Emma Hall Cliff Piper
Newsletter Editor Neil Ellison Cliff Piper Emma Hall
Entertainments Neil Ellison Colin Craig Emma Hall
Runs Coordinator no nomination, post vacant
The club officers are therefore as follows for the year 2016/17:
Chairman Emma Hall
Vice Chairman Cliff Piper
Treasurer John Williams
Secretary Malcolm Davidson
Membership Sec Inus Le Roux
Property Manager John Williams
Newsletter Editor Neil Ellison
Entertainments Neil Ellison
Runs Coordinator Vacant – nominations to be sought at successive club meetings until filled.

Non-Committee Posts:
Disability Liaison Member Mike Fabling
D.V.L.A Consultant R MacKay & Emma Hall
S.V.V.F Representative Neil Ellison
B.M.F Representative John Williams

Mark Bruce had stood down from the post of membership secretary due to work commitments and the Chairman thanked him for his work in support of the club over the last 12 years.
There being no other competent business, the meeting closed at 21.10.
Prepared by MS Davidson
18/9/16