MINUTES
OM EXECUTIVE COMMITTEE MEETING
6th December 2008
Present:
President – Dr A Mohindru
RC Atkins, AC Roberts, RW Arthur, BJ Margrett, H Toulouse, A Peace, RA Jones,
D Peace, G Wilson, MAR Blake, N James, R Blight, R Booth, D Evans, C Jones,
P Morgan, LJ Howells, J Pearman, Sir F Davies, I Hodgson, IHM Bowen The President opened the meeting at 10.35am.
1. Apologies:
M Mounsdon, G Matthews, L Davies, Dr S Connors, AG Nicholas,
P Anthony, R Sealy, M Orton
2. Minutes of last meeting
After an amendment the minutes were approved as a true record of the proceedings.
3. Matters Arising
A discussion took place regarding taking and circulating the minutes. It was
agreed that the minutes would be circulated as soon as possible after being
approved by the President. Circulation of the minutes and agenda for the next
meeting would be by email to those able to receive them electronically, otherwise
by post. It was agreed that we would try and relieve Gail of the responsibility
of taking and producing the minutes.
4. Governance and Constitutional Issues
Gareth Wilson expanded his concerns regarding the club operating in accordance
with its constitution and communicating with the members. He supported his concerns
by way of illustrating areas that needed clarification and possible amendments.
He was also concerned that new members of the executive committee were not provided
with a copy of the constitution and expressed a doubt whether present members
had previously seen a copy. A number of members offered observations and support
to some of his views regarding amendments to the constitution.
After some discussion the following resolutions were proposed by Sir Frank Davies
and seconded by Ray Blight:-
a. The Executive Committee has every confidence in the officers and applauds
their efforts with grateful thanks.
b. The Executive Committee approves the present informal way that meetings are
run and the votes taken. They accept that the Constitution requires review and
should be respected more in the future but have no wish to move to a legalistic
form.
These motions were carried.
It was agreed that a working party would be set up to review the constitution
before our next AGM.
5. Charitable Trust Document
Tony Roberts presented the Charitable Trust document with its latest amendments
produced by our lawyers. He explained that there had been a rewording to
clause 7 which also now limits the trustees to a total of eight and Clause
9 has been added to include the Duty of Care. A lengthy discussion took place
as to how future trustees be elected and it was agreed that the composition
was quite important.
Gareth Wilson queried the omission of some wording in clause 2.1.3 which had
been included in the original document and whether we would be able to satisfy
the Charity Commissioners as to the trusts income. His research indicated that
they would require the trust to have a minimum income of £5,000 per annum.
Tony Roberts advised he would query these points with our lawyers and ask them
to produce a final Trust Document after taking into account the queries.
It was proposed by Bob Blake and seconded by Richard Booth that we should approve
the final amended Trust Document and instruct our lawyers to submit it to the
Charity Commissioners. This was passed by a majority vote.
5. Confirmation of Trustees Elected by ballot
Sir Frank Davies confirmed that he had chaired a sub-committee meeting that
had met to confirm the election of the three trustees from the ballot. He
explained that the ballot envelopes had not been opened prior to the meeting
and were given to Gail to open elsewhere whilst the sub-committee considered
the draft trust document. Gail returned with a summary and RC Atkins, R Blight
and IHM Bowen received the highest number of votes.
The meeting confirmed that they approved the result. It was also agreed that
any future trustees to be nominated by the Executive Committee would be elected
in the same way.
6. Any other Business
Roger Atkins advised members that a lot of Gail’s time was being taken
up with clerical duties and not using her skills on developing the web-site
and webALUMNUS. The time she is allocated to work for the club by the school
is 12 hours per week although that time is probably often exceeded. He is also
aware that the school are not able to allow her more time to work for the club
even if we could afford it. He is investigating how this could be addressed
and will report to our next meeting.
Nigel James confirmed that Gail was under increasing demands to work on developments
in the school IT Department. However, he hoped that we would be able to continue
to have Gail as our club administrator. He will discuss the problem with her
and liaise with the Roger before our next meeting.
7. Next Meeting
31st January 2009 at 10.30am in the William Jones room, Monmouth School.
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