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12 October 2018 - AGM

AGENDA - please advise Jo if you would like anything else added to the agenda
AGENDA – FOR THE ELY ART SOCIETY AGM OCTOBER 2018
1 ATTENDANTS
2. APOLOGIES – ANN BIGGS
3 LAST YEARS MINUTES SIGNED OFF
4 TREASURERS ANNUAL REPORT OF FINANCES FOR END OF YEAR 2018.
4 SPEECHES – CHAIRMAN, TREASURER, DEMO SECRETARY, EXHIBITION SECRETARY
VIV TWEED WILL SPEAK ON BEHALF OF THE EXHIBITION HELP GROUP
AS THE EXISTING COMMITTEE IS STANDING DOWN – NEW COMMITTEE TO BE FORMED. THE CORRECT NUMBER OF MEMBERS TO BE ELECTED TO MEET LEGAL OBLIGATION OF RUNNING A SOCIETY AS PER OUR OWN CONSTITUTION. –WHICH IS TO BE AGREED BY THE NEW COMITTEE. MINIMUM – CHAIRPERSON – TREASURER AND SECRETARY
ELECTION OF A NEW COMMITTEE -TO BE SECONDED AND AGREED BY MEMBERS PRESENT
AS THERE IS A LOT OF WORK INVOLVED IN RUNNING ELY ART SOCIETY I WOULD SUGGEST THE FOLLOWING TO BE REQUIRED.
CHAIRPERSON
TREASURER
SECRETARY
MEMBERSHIP SECRETARY
DEMONSTRATION SECRETARY
COMMITTEE MEMBER RESPONSIBLE FOR ADVERTISING
WEBSITE ADMINISTRATOR
The running of the exhibition is now by a sub committee run by the members.
Bob Wells feels it would be best for the web site administrator to be on committee or at least able to attend all events. Bob has been doing this for a few years and feels a fresh approach would be beneficial. If anyone else would like to take this over Bob would be happy to give them some training if required. Bob doesn’t feel a great urgency to withdraw but is giving some warning of his thoughts. He is happy for it to happen now or in a years time.


TOPICS TO DISCUSS
1. PREPARING A NEW CONSTITUTION FOR THE SOCIETY, THERE IS A TEMPLATE ON LINE THAT YOU CAN FILL IN BY ANSWERING QUESTIONS – THIS WILL NEED TO BE DONE BY THE NEW COMMITTEE ONCE DATES AND COMMITTEE MEMBER NUMBERS ARE DECIDED. IT COSTS £30.00 TO DOWNLOAD THE DOCUMENT ONCE IT HAS BEEN COMPLETED.
2 ALISON’S SURVEY RESULTS – HOW DO THE MEMBERS WANT TO SEE THE CLUB GO FORWARD
3 EXHIBIHITION – MINUTES OF THE FINAL MEETING OF THE GROUP 12TH SEPTEMBER. NEXT YEARS RENTAL FROM KINGS THEATRE IS LIKELY TO BE IN THE REGION OF £700.00. SHOULD THE ENTRY FEE FOR THE EXHIBITION GO UP TO 25.00 EACH ALL IN TO COVER THE COST?
4 MEMBERSHIP TO BE £25 THIS YEAR FOR EXISTING MEMBERS, NEW MEMBERS TO PAY £30.00
THIS IS BECAUSE JULY MEETING WAS CANCELLED.
5. NEW MEMBERSHIP YEAR TO RUN FROM JANUARY TO DECEMBER TO GIVE THE TREASURER THE OPPORTUNITY TO FINISH EXHIBITION ACCOUNTING BEFORE HAVING TO DO THE END OF YEAR . THIS WILL MEAN THAT EXISTING MEMBERS WHO PAY IN OCTOBER WILL HAVE MEMBERSHIP UNTIL DECEMBER 2019.
6. ANY OTHER BUSINESS