Minutes of the General Meeting of the Lyme Regis Branch held on 7th May 2009

Minutes of the General Meeting of the Lyme Regis Branch held on 7th May 2009 at The Woodmead Hall, Lyme Regis, commencing 19:00 hrs.

Present: Mr K Whetlor, Chairman; Mr D Manners, Vice Chairman; Mr M Kirkby, Secretary; Mrs A Driver, Welfare Secretary; Mr D Humphrey, Membership Secretary; Mr K Austin; Mr E Bignall; Lt Col R Bennett.Mr N Hampton Rumbold; Mr M Lloyd; Mrs A Manners

1) Exhortation: Lt Col Bennett

2) Chairman’s Opening Remarks: nil

3) Apologies: Mr C Quick, President; Mr W Reed, Vice President; Ms T Hodder, Poppy Appeal Organiser

4) Minutes of the Last Meeting held on 5th March 2009. The Minutes were presented on the night, agreed as a true record and signed by The Chairman.

5) Matters Arising: The Vice Chairman asked why the Standard Bearers report had become his responsibility. The Secretary replied that since the post of Standard Bearer had been changed to an appointment rather than a Committee position the best person to give the Standard Bearer’s report would be the Events Organiser as the Standard Bearer attends events. The Vice Chairman at present carries out the role of Events Organiser. The Chairman stated that he was willing to give the Standard Bearers report as he lived nearby.

6) Additions to the Agenda: i) To waive the entrance fee for the 2009 Festival of Remembrance.
Proposed: Chairman.
Proposal defeated.
Lt Col Bennett made a proposal that the entrance fee be reduced to £3 per head with a voluntary collection taken during the festival.
Seconded: Vice Chairman
Proposal Carried

ii) a. The Welfare Secretary requested the committee to provide feedback from any assistance given to beneficiaries so that should further help be required from the branch then she would have some knowledge of the case. The Committee was also requested to inform the Welfare Secretary of any beneficiary that was suffering serious illness or had been hospitalised so that she could arrange a visit. The combined local knowledge of the Branch would be greater than that of the Welfare Secretary working in isolation.
b. The Welfare Secretary had obtained some youth information packs from Headquarters and these have been passed to the Secretary.
c. The Over 50’s Forum has invited Lt Col Fairman from County to give a talk on the work of The Legion on 27th Mayat 15:00 in the Masonic Hall. The Welfare Secretary has already posted notices around the town and placed adverts in some of the free publications. She asked the Committee if there was anywhere else where the meeting could be publicised. The Membership Secretary suggested the Parish Magazine.

7) Secretary’s Report and Correspondence:
i) 27th April. Enquiry made to County Training Officer to arrange a place on the December Branch Management course for Lt Col Bennett. The County Training Officer will contact Col Bennett directly. The Treasurer has also spoken with the County Training Officer and he has confirmed that Lt Col Bennett has been booked on the 6th December course at Basingstoke.
ii) Terry Vine has been booked to address the Committee about youth affiliation at the next meeting on 2nd July.
Correspondence Received:
i) Final Agenda for the 2009 Annual Conference. Charter Motion 5, Motion 10, and Motion 16 may be of particular interest to the Branch.
ii) Annual Reports and Accounts for 2008
iii) The Branch Rules have been approved by the County Chairman and returned to the Secretary. The Secretary asked how best to make the rules available. The Committee decided that a copy should be made available in the information pack in the Town Library and published on the internet.

8) Treasurer’s Report: The Branch won £5 in the 500 Club draw.A Branch donation of £300 was made to the Poppy Appeal (A copy of the Treasurers financial report may be obtained on request from the Secretary).

9) Welfare Secretary’s Report: One Welfare case, reported by the Chairman, has been successfully concluded.
An investigation into the geographical boundaries for welfare has discovered that Bridport Branch boundary extends up to and includes Charmouth but Bridport are happy to discuss any borderline cases.
All Welfare accounts signatories are now up to date and the Welfare balance is in the black.
The Welfare telephone number has been publicised at various locations within the town.
County are currently dealing with one referred Welfare case and there is another ongoing case with hospital transport.
The Vice Chairman reminded all present that the Taxi service was solely for medical reasons and was only for the use of beneficiaries ie Servicemen, Veterans or dependants in need.
The Vice Chairman asked if it would be possible for all members of the Committee to have a list of members and beneficiaries. The Secretary and Membership Secretary were of the opinion that it wouldn’t be helpful as members are not necessarily beneficiaries and vice versa. In fact nationally beneficiaries far outnumber the Legion membership. Lt Col Bennett proposed that the County Secretary be asked how other branches deal with this question. (Action Secretary)

10) Poppy Organiser’s Report: A wreath has been ordered for Rogation Sunday (Blessing of the Boats) on 17th May. The Vice Chairman and Mrs Mannners are unable to attend.Prizes for the quiz raffle on 18th May were requested.
Mrs Manners, Poppy Appeal Organiser for the last 15 years, had originally intended to stand down as Poppy Appeal Organiser at the end of May but will instead hand over to Ms Hodder with immediate effect following communication from Aylesford.

11) Membership Report: Since the last meeting we have lost one member through non payment of Direct Debit (HQ could not collect it after several attempts), and the person concerned cannot be contacted as he has moved away. So after consulting HQ that person has been removed from the register. The good news is another six members have been recruited since the last meeting in March, taking the total membership of the branch to 157.
84 pay by cash
68 pay by direct debit
2 are life members
3 members are excused payment.
Membership Badges:
A third batch of twenty has been purchased. There are 17 remaining at a cost of £5.00 each. All profits from badges already sold have been handed to the Treasurer.
Monthly Draw:
48 People have responded
29 Cheques and £108 have already been received. The Treasurer expected to be able to get 50 people involved this year.If approved the first draw will take place on Armed Forces Day, 27th June 2009 and 11 subsequent draws will take place at the Committee meetings. There will be a first prize of £10 and a second prize of £5 each month.
To Host the draw as detailed.
Proposed: Membership Secretary
Seconded: The Chairman
Proposal Carried.

12) Events Organiser’s Report and Standard Bearers Activities:
Quiz Night this year will take place at the Nag’s Head at 19:30. The Committee are requested to bring prizes for the raffle.
Veteran’s Day has now sadly been renamed as Armed Forces Day. The Events Organiser has tried hard to think of something to commemorate this event but neither he nor the Committee were able to find anything fitting. The Membership Secretary reminded the Committee that he had planned the first draw on this day and hoped that something could take place even if informal.
A sponsored walk had been planned in conjunction with another charity where the funds raised would have been shared, however money was needed by the other charity for an urgent and potentially life saving purpose. The walk will still take place but funds will not now be raised for the Legion.

13) The next meeting will be held on 2nd July at 19:00 in the Woodmead Hall.

Meeting Closed: 20:00hrs.

Minutes of the General Meeting of the Lyme Regis Branch held on 5th March 2009

Minutes of the General Meeting of the Lyme Regis Branch held on 5th March 2009 at The Woodmead Hall, Lyme Regis, commencing 19:00 hrs.

Present: Mr K Whetlor, Chairman; Mr D Manners, Vice Chairman; Mr M Kirkby, Secretary; Mrs A Driver, Welfare Secretary; Mr D Humphrey, Membership Secretary; Mr K Austin; Mr E Bignall; Lt Col R Bennett.
Mr N Hampton Rumbold arrived late due to traffic delays.

1) Exhortation: Lt Col Bennett

2) Chairman’s Opening Remarks:
The Chairman opened the meeting by reading Articles 2 and 3 of the Royal Charter to explain, the difference between a member of the Royal British Legion and a beneficiary, and who the Legion is allowed to help.

3) Apologies: Mr C Quick, President; Mr M Jones, Treasurer; Ms T Hodder, Poppy Appeal Organiser; Rev J Harrisson; Mr M Lloyd; Mrs A Manners.

4) Minutes of the Last Meeting held on 5th February 2009. The Minutes were presented on the night, agreed as a true record and signed by The Chairman.

5) Matters Arising: None

6) Additions to the Agenda: Proposal to run a monthly Draw. (Prop. D Humphrey).
The idea is to have a minimum number of 100 members willing to participate who would pay £12 each, in advance, for a year’s entry to the draw. There will be 3 prizes per month. 1st Prize £15, 2nd Prize £10 and 3rd Prize £5. The remaining money would go to the Branch funds (not the Poppy Appeal) to assist the running of the Branch. This would generate, much needed, income to the Branch of £840 per year. The Draw is perfectly legal and does not require a license as it only open to members and is therefore classed as a private lottery. It does require a person to be nominated to run the draw whose name goes on the ticket.
The Membership Secretary asked all present to canvas as many members as possible to gauge the level of interest. The Chairman suggested a letter go out to all members asking for their support.

7) Secretary’s Report and Correspondence:
Introduction of Training Records for Committee members.
The Secretary asked the Committee if they would complete a Training Record form listing Legion courses they had attended in the past. He also urged Committee members to volunteer for further training, particularly the Branch Management course.

Update on Branch Rules.
The Branch Rules had been approved at County but were still waiting to be signed by the County Chairman. The County Secretary will return the Branch Rules once the signature has been obtained.

Correspondence:
Highlights 2008 DVD. A copy will be made available for viewing in the Town Library.
Invitation to Sandford Women’s Section 60th Anniversary for Standard Bearer and 2 Branch Officers. The Deputy Standard Bearer stated that he would not be available that weekend (19th April). It is doubtful if the Standard bearer will be available either.
County Newsletter.

8) Treasurer’s Report: The Treasurer was absent for this meeting. No report was given but a written report will be requested on his return. (members may obtain a copy of the report from the Treasurer or the Secretary).

9) Welfare Secretary’s Report: The issue of confidentiality was raised at the Welfare meeting. Geographic areas of responsibility were discussed. The Welfare Treasurer has now transferred the welfare accounts books from Bill Reed. Welfare funds are low and a top up will be requested from the Treasurer on his return.
A mobile phone has been obtained to provide a consistent number for contacting the Welfare Secretary. This will become Legion property and will Transfer to any future Welfare Secretary.
The Welfare Committee had also discussed the definitions of a beneficiary to reinforce their awareness of who may be eligible for Legion help.
The Welfare Secretary requested a stock of expense claim forms.
Two welfare cases have been dealt with. The first required no further action and the second has been referred to County.
A request was made for a welfare training course. The Branch now has three trained and CRB checked caseworkers which, County has stated, are enough to cover our needs.

10) Poppy Organiser’s Report: Nil.

11) Membership Report: As mentioned, by the President, during the last meeting Mr W Amor from Dorchester died during the first week of February. He was included on the branch roster in the last report as the Membership Secretary was unaware of his death prior to writing his report.
We have however gained another three members over the last four weeks. So the membership has increased once again from 150 to 152 to date.
84 members pay by cash.
63 members pay by direct debit.
There are 2 life members and 3 are excused payment.
Out of the three new members recruited this month 2 are beneficiaries and one is not and is therefore ineligible for Legion help.
The Membership Secretary still holds five membership badges for sale to members at a cost of £5:00 each.

12) Events Organiser’s Report and Standard Bearers Activities: There are still places available for the Trip to Bovington on 4th April. At present the 35 seater coach has 19 out of 35 places taken.The coach needs to be filled to keep the cost down. An advert has appeared 4 times in the local paper but Committee members were urged to seek others who may wish to go.
The Annual Quiz. Will this year be held at the Nag’s Head on Monday 18th May. Membership Secretary questioned the day as another pub also holds a regular quiz night on Mondays.
The May Day Fete will be held on 3rd May. The Nail game will be in operation again this year as it was very successful last year. As the prizes are all cash, no other items are required.
The Charmouth Branch Women’s Section has requested that we advertise their forthcoming Coffee Morning on the blog (Action – Secretary).

13) The next meeting will be held on 7th May at 19:00 in the Woodmead Hall.
Meeting Closed: 19:35 hrs.

Minutes of the General Meeting of the Lyme Regis Branch held on 5th February 2009

Minutes of the General Meeting of the Lyme Regis Branch held on 5th February 2009 at the Woodmead Hall, Lyme Regis, commencing 19:30hrs.

Present: Mr C Quick, President; Mr K Whetlor, Chairman; Mr D Manners, Vice Chairman; Mr M Kirkby, Secretary; Mr M Jones, Treasurer; Mrs A Driver, Welfare Secretary; Mr D Humphrey, Membership Secretary; Mr K Austin; Lt Col R Bennett; Ms T Hodder; Mr M Lloyd; Mrs A Manners.

1) Exhortation: The President.
The President asked the Committee to remember a former Poppy Organiser from the Branch, Mr Bill Amor, who died this week. A wreath has been sent to his daughter.

2) Apologies: Rev Harrisson, Mr W Reed, Mr N Hampton-Rumbold.

3) Minutes of the Last Meeting held on 9th October 2008. The Minutes were presented on the night, agreed as a true record and signed by The President.

4) Election of Poppy Appeal Organiser: Ms Tracy Hodder. Proposed by Mr M Lloyd, Seconded by Mr D Manners. Duly elected by those present.

5) Deferred until the arrival of the County Secretary.

6) Matters Arising: Nil

7) Chairman’s Report: Nil

8) Secretary’s Report: Letters of appreciation have been sent to the Auditors, Messrs Jenkins and Volkman.
The County Secretary has been asked for details of parade marshal training for Mr M Jones.

9) Treasurer’s Report: The Deposit Account has been closed and the remainder of the money that was held there has been transferred into the Current Account. The bulk of the Deposit Account has already been paid into the Branch Fund Initiative (BFI).
The Branch now has just two accounts. A Current Account for routine expenditure and the BFI Account at Head Office.
The Interest Rate for the BFI Account is not as good as that received on the old Deposit Account but is reasonable given the state of the economy at present.
The amount held in the BFI Account is £10782.43 and there is £337.75 in the Current Account.
The President asked about the state of the Welfare Account. The Treasurer replied that the transfer of signatories between the old and new Welfare Personnel was taking place. The Welfare Secretary confirmed that the books had been audited and Mr D Manners would be acting as Welfare Treasurer.
Mrs Manners asked if there would be a donation from the branch to the Poppy Appeal. This had previously been confirmed and minuted at October’s Committee meeting.

10) Membership Report: Sadly, two members have died since the last meeting. Mr J Thompson on the 6th December and Mrs Molly Hodder on Christmas Day. Both were aged 93.
5 New members have been recruited. This is the 13th month that membership has shown an overall increase and the membership now stands at 150.
83 members pay by cash.
62 members pay by direct debit.
There are 2 life members and 3 are excused payment.
County are hoping to get at least 60% of members to pay by direct debit. Lyme Regis falls slightly short of that target.
Members were reminded that membership badges are available from the Membership Secretary priced at £5 each.

• The Chairman introduced the County Secretary, Miss Beverley Harrison who had arrived to present the Trophy to the Branch.

11) Welfare Secretary’s Report: The Welfare meeting was held at 19:00 today the Committee structure was decided and the Welfare secretary set out her aims which were to revitalise the welfare work of the branch by visiting various organisations and establishments to inform them of the help we can offer and remind them that we are not just here at Remembrance.
In future the Welfare Committee meetings will be held approximately one week before the General Committee meeting at Lt Col Bennett’s House.

12) Poppy Organiser’s Report: Since December when the first amount of £4385.17 had been banked, another £81 had been received to give a total of £4466.17. At this point in the meeting the Secretary handed over another £48 which he had raised through the sale of enamelled poppy brooches. This was later rounded to £50 when the Chairman bought two of the remaining three brooches.
Mrs Manners welcomed Ms Hodder as the newly elected Poppy Appeal Organiser, who officially assumes her duties from the 1st June.
The “Type A” Poppy sprays which the branch normally gives to the families of the deceased have recently been modified and as a result look cheap and nasty. Mrs Manners proposed that the Branch purchase small ten inch wreaths instead. The Chairman seconded that. The “Type A” sprays will be returned and a refund requested. The extra cost of the wreaths is £3.

13) Events Organiser’s Report: The trip to Bovington Tank Museum will take place on Saturday 4th April. This date marks the 70th anniversary of the formation of the Royal Armoured Corps. A 35 seater coach has been booked and is half full already. The price is £15 per person which includes the coach fare and entrance fee. The coach will depart from Anning Road adjacent to the playing field at 09:00 and will return at approximately 17:00.
Following a suggestion from the President about hosting “An Evening With…” event, the Events Organiser explained that was something he had considered but decided against due to the cost of paying for the type of celebrity that would guarantee a packed venue.
No clear answer has been received as to whether there would be a charge for using the Woodmead Hall for the Festival of Remembrance. The pro’s and cons for using the Woodmead Hall had already been discussed at the AGM. The main arguments for being the logistical advantage and against being the perceived lack of atmosphere. The Events Organiser had spoken with the band and their preference was for the Woodmead Hall. The Events Organiser stated that he required a decision from the Committee fairly quickly as the venue would have to be booked early to ensure its availability. Lt Col Bennett favoured the Woodmead Hall for its ease of access and explained that it was up to the branch to ensure a good atmosphere. The Chairman asked to be excused from the debate due to a conflict of interest. Lt Col Bennett proposed the Woodmead Hall as the venue for the 2009 Festival of Remembrance. A vote was taken and the Branch decided 8 to 2 in favour of the Proposal.
The Chairman requested the Events Organiser to inform the Marine Theatre of the Committees decision.
The Date for the Festival of Remembrance will be set for the 1st November as that is the only Sunday available around the Remembrance period.
The Events Organiser asked if anyone knew the whereabouts of the Quiz Trophy following the closure of The Angel Inn and was informed by the Membership Secretary that he had rescued it and it was now at his house.

• Agenda Item 5: The President welcomed Mr Pip Evans who had arrived to photograph the presentation of the Medium Branch Poppy Award and also Miss Beverley Harrison, County Secretary.
The Trophy and Certificate were presented by the County Secretary and accepted by the 2008 Poppy Appeal Organiser on behalf of the Branch. The Branch was last awarded the Trophy in 2004 when Mrs Manners had also been the Poppy Appeal Organiser.

14) Correspondence: Dorset County Plan for 2009 to 2013, Dorset County Conference Information and Dorset County Newsletter.

15) AOB: Mrs Manners asked the Committee to begin saving gifts and prizes for the May Day Fete.

Lt Col Bennett asked the Committee to rise and thank the County Secretary for attending the meeting.
The County Secretary addressed the meeting and gave a summary of the County Conference and the Dorset County Plan for 2009 to 2013 (Details are available from the Secretary)

Meeting Closed: 20:30 hrs.

Please note. The next Committee meeting will be held on 5th March 2009 at 19:00 hrs