Minutes of the Annual General Meeting of the Lyme Regis Branch Held On 24th November 2011

Minutes of the Annual General Meeting

of The Lyme Regis Branch.

Held on

 24^th of November 2011 at 19:30 Hrs.

Present:
Appointees.
Mr Cecil Quick	President
Mr Bill Reed	Vice President
Mr James Rice	Standard Bearer
Committee.
Mr Ken Whetlor	Chairman
Mr Tony Smith	Honorary Secretary
Mr Martin Jones	Honorary Treasurer
Lt Col Ross Bennett	Welfare Chairman
Mrs Ania Driver	Welfare Secretary
Mrs Sylvia Marler	Poppy Appeal Organiser
Mr David Humphrey	Recruitment Advisor
Mr Keith Austin	Member
Mr John Hunt	Member
Mr Mike Lloyd	Member
Mrs Angela Manners.	Member
Mr Kevin Taylor	Member
Attendant.
Mr Philip Evans	Branch Member
Mr Ted Bignal	Branch Member
Mr Peter Ward	Branch Member
Mrs Jacqueline Ward	Branch Member
Apologies:
Mr David Manners	Vice Chairman
Rev Jane Skinner	Chaplain
Mr Murray Kirkby	Branch Member
Mr Vernon Rattenbury	Branch Member
Mr Jeremy Robson	Branch Member

Exhortation: The President

President’s Address

May I welcome you all to my 64^th AGM. Thank you all for coming this evening and you are all very welcome.

First of all I want to say thank you to Bill, our Vice President, for coming along this evening and joining us, and retaining his interest as always.

Our Vice Chairman has been very ill but, in spite of that, he carried on with all his duties. He organised the Festival of Remembrance, the Church Parade, the Church Service and everything else concerning Remembrance Week. I would like The Committee to pass a vote of thanks for all that and send best wishes for his recovery.

I am not going to pick out any individual to-night, but just thank the whole of our committee for the work they have done during the year. It has been a successful year and I am very grateful to everybody for the part they have played.

I remember some fifty years ago there was a competition to find the best branch in England and we came 3^rd – that was really something; and there is no reason why this Branch cannot go forward to great things. I think we are recognised in Dorchester (sic) as one of the best branches in the county. So keep up the good work, and keep the Branch going, as it is worthwhile.

I would ask our Secretary please, if you would send a letter to David Manners wishing him a speedy recovery.

I wish you all a very Happy Christmas. Thank you.

Response.

The Vice Chairman, Mr Bill Reed, stated: “we owe so much to Cecil as, under his leadership, for the last fifty or sixty years, he has kept us together. We have had bad days, bad weeks, bad years but we have had very good ones as well, and it has all been under Cecil’s direction. For that Cecil, can I say thank you and I am sure the rest of you agree with me”. This sentiment was applauded by the meeting.

Minutes of the Last Meeting:

The Minutes of the last Meeting held on the 25^th November 2010 were agreed as a true record and signed by The President.

Matters Arising:

None.

Additions to the Agenda.

Mr Martin Jones would like to discuss the dedication of a beach hut to The Red Arrows. See Any Other Business below.

Chairman’s Report.

Our branch still maintains its usual consistency of loyalty to the Legion from Committee and members alike.

 We had a new Secretary start in office at the beginning of the year, Tony Smith, and I congratulate him on doing a good job on the takeover. Not an easy task.

All Committee positions have been taken up and fulfilled to the job required.

All Committee members will give their reports as per the Agenda.

We have held six meeting in the past year; unfortunately I was absent from one through illness.

I would just like to comment on, and congratulate the work of our poppy organiser, Sylvia, who has the most hideous task to keep up with expectations of that position. The Legion cannot thank her enough for the time and effort she gives to the appeal.

A sincere thanks to our Treasurer, Martin Jones, for laying the two crosses at the memorial on his visit to the Falkland Islands.

The Quiz night was a success as usual, held in the Nag’s Head. We raised the sum of £135.06

Rogation Sunday - Blessing of the Boats was well attended; although I had to miss that because of illness I have already mentioned.

We had no request this year for tickets for the Festival of Remembrance at the Albert Hall. (After Minute: Mr and Mrs David Humphrey did request tickets and attended.)

The refurbishment of the Polish War Memorial has taken place during the year.

The branch was presented with an oak goblet by Steve Staples, ex- Royal Marine, carved by him from oak from HMS Victory. It is to be used on Trafalgar night for the loyal toast. It is now in the Lyme Regis Museum.

Last, but not least, to all those who gave their time for our Remembrance evening at The Woodmead Halls, the Lifeboat crew and our wonderful Town Band, Standard Bearers and members. Thank you all.

I would like to extend special thanks and appreciation, on behalf of us all, to Philip Evans for a superb job as compere for the evening. He is always a strong supporter of our work here in Lyme Regis, and has provided excellent newspaper coverage on our behalf.

The Chairman proposed that a cup that used to belong to the old Boys Club should be presented to The Hub Youth Club as the Branch’s contribution.

Seconded: Mrs Angela Manners. Motion carried unanimously.

General Meetings: protocol. Only elected members of The Committee are entitled to attend meetings and vote on agenda matters.

During the discussion about protocol it became apparent that our Branch Rules booklet is inaccurate. The Chairman proposed that it should be scrapped forthwith. The Branch Management Handbook will be used as the only guide in future.

Seconded: David Humphrey. All agreed.

Vice Chairman’s Report.

Absent through illness.

Honorary Secretary’s Report.

The County has a Three Year Plan – basically to increase membership and income. It would be a good idea if we adopt a similar plan at this Branch so that we conform to the county guide lines and, as a policy, follow their lead.

Seconded: Mr Ken Whetlor    Motion carried unanimously.

The  Form MS 1, which we complete after elections this evening, has a section where we sign to say we acknowledge our responsibilities as Branch Managing Trustees. I ask David Humphrey, who works at county level, to explain the meaning of this to us.

David stated that signing the MS1 Form, as a committee member, is a commitment to safeguard the Branch Funds that we hold. We are responsible for this money but, it is not actually the money of this Branch, but everybody’s money in the country; we are just holding public money. By signing this form we are agreeing that we will look after this money to the best of our ability.

The Welfare Chairman supported this and stated that at the Management Course it is emphasised that everybody is equally responsible for any mismanagement.

Honorary Treasurer’s Report:

We have received donations in memory of the late Peter Flux for £83.26 plus £10.00 making a total of £93.26. I ask the Secretary to acknowledge receipt of the funds.

The Annual Accounts have been audited and need to be signed by The Chairman, The Treasurer and The Secretary; The Vice Chairman will sign subsequent to this meeting.

I would ask The Secretary to thank Keith Jenkin for auditing our accounts and express our gratitude for waiving their fees.

The Income Sheet contains one very large number which is the subscriptions from members paying cash. Fund raising this year yielded £839, from quiz nights and the Prize Draw. If anyone has any ideas for fund raising they would be most welcome.

Last year we only received £30 in donations; this, of course, varies from year to year.

The interest on the funds that we hold is not as attractive as it used to be: we get about £350 per annum, at about 3.2 to 3.4 %, which is as good as we can get in the current market. So our income comes from fund raising, gifts and donations and the interest accumulated from money that we have.

Expenditure includes administrative costs, such as the hiring of rooms for meetings and The Festival of Remembrance and the outlay for badges. The Benevolent Fund received over £500 for their activities in the local area.

Overall our funds have increased over the last year:

The Branch holds:	Last Report	This Report
	24 November 2011	6 October 2011
Current Account	£     337.85	£     596.66
Branch Funds at Head Office	£13,094.29	£11,794.29
Total	£13,690.95	£12, 132.14

The details are attached to this report. Click Here for more details

Note:   The subscriptions collected by David Humphrey have been deposited in The Branch’s BFI Deposit Account, along with other monies received from bequests, so our real value is about £1,000 less than the above total.

It was recorded that The Welfare Committee did not have any need for money at this point.

The Chairman thanked The Treasurer for all his work. He stated it was a great deal of money for a small branch; it is a tribute to all of us that we manage to keep it on that amount of money. It does not seem to get less every year – it seems to get more, which is incredible really. The Treasurer added that it is due to the fund raising activities exceeding our expenditure. The Chairman opined that this is excellent. 

Welfare Chairman’s Report.

Nothing except to draw to people’s attention that a beneficiaries spouse died; .....................................................................................  *At the moment he does not need any assistance.

Welfare Secretary’s Report.

The person I was concerned about appears to be ok, and just to say to Bill I hope I am running as good a show as you did.

Poppy Appeal Organiser’s Report.

First I would like to thank anyone who helped in any way.

The Summary of Donations for the 2010 Appeal, Lyme Regis (TCF 18), was presented to The Committee. The details are:

Direct Total	£101.41
Business Boxes	£0.00
Direct Church Collections	£0.00
Direct Gift Aid	£1.41
Direct Donations / Sales	£100.00
Direct Special Events	£0.00
Direct Wreaths	£0.00
Not Restricted Funds	£0.00
Poppy Appeal Organiser	£5,320.62
Church Collections	£371.24
Donations / Sales	£40.50
House to House	£0.00
Special Events	£455.67
90th Anniversary	£0.00
Static Point Collections	£0.00
Static Point Manned	£2,446.68
Static Point Unmanned	£1,553.47
Street Collections	£0.00
Unallocated	£320.06
Wreaths	£133.00
GROSS TOTAL	£5,422.03
Expenses Claimed	£0.00
Expenses Claimed at Source	£0.00
NET TOTAL	£5,422.03

We are up a bit since last year by £94.84. We need to find some more collectors if anybody can think of anyone. If anyone wants to see the figures I have got them at home.

The President thanked Sylvia and congratulated her.

There is still the same number of boxes distributed. Mrs Angela manners said that Sylvia should be congratulated for that as it is a lot of work .

Mr James Rice said that next year he will assist with this.

The Chairman thanked Sylvia on behalf of The Committee for her efforts, and asked that any recommendations for next year should be submitted in good time.

Recruitment Advisor’s Report:

The branch has lost 11 members since last November: 6 have died and 5 have Refused payment. Those who died were:

Mr Elliot Leonard Harvey 

Mr David Rattenbury 

Mr William Croad 

Mr Lionel Harry Fisher 

Mr Raymond David Hallett 

Mr Peter Flux.

On a positive note the Branch has recruited 11 members this year, the oldest being 51 and the youngest 25.

Overall the membership has remained steady at 183, the same number as at the last AGM. So we are bucking the trend by not decreasing our Branch’s membership over the year, as is happening with a lot of branches throughout the County.

107 members pay by Direct Debit, 74 members pay by Cash and 2 are life members.

Whilst on the subject of membership, can I just ask those people who pay by cash, or know of any member who pays by cash, to consider paying by Direct Debit, as cash payers cost the Royal British Legion over £1 million pounds a year in administration fees. I am sure we all agree that this could be spent on better things.

David explained that cash payments are held by this branch prior to sending them to National Office whereas Direct Debits go straight there.

I sold a batch of badges over the last year making a profit of £29 for The Branch. I have at the moment nine membership badges and £55.00; badges are still £5:00 each.

The monthly draw this year has 48 members taking part. £180.00 will go to prize money, leaving a profit for The Branch of £396:00. Since the draw started three years ago it has made a profit for The Branch of £1,346:00.

One of my agenda points is the abolition of The Branch Administration Fee. Two years ago I introduced this. The cost of joining The RBL at the moment is £12; we charge an extra £1 which goes towards branch administration costs. The National Committee has agreed that branch fees will increase annually. I feel that if we remove it now it will be easier for members next year.

I propose that this fee is abolished. Seconded by Angela; carried unanimously.

The next couple of items are just ideas and do not require a vote.

We have commented on how well the Poppy Appeal Organiser has done, and quite rightly so. We all know that this is not an easy job. Before the next General Meeting in January, I would ask people to think about forming a Poppy Appeal Subcommittee. This would not have to hold formal meetings but would be a group of four or five people willing to help.

The next thing is the Relocation of the Legion Crest. The Crest used to be outside The Ship, then it went to the bar in the Nag’s Head when meetings were held there, but it is no longer on display. As we now hold our meetings here, it might be an idea to ask The Woodmead Halls Committee if a place could be found for it here.

Mr Philip Evans said he did not think there would be any problem. The Committee is very pleased that The RBL use this hall. The Halls are meant for the community and the Legion a big part of the community; they would consider it an honour to have the badge outside or wherever you want it. I am sure I am speaking for The Committee.

Mrs Angela Manners will speak, on behalf of The Committee,  to Rob, the owner of the Nag’s Head, to ensure he would be happy with the plan. The Chairman asked for a report at the next meeting.

Monthly Draw.
November	£10:00	Mrs P M Freeman	£5:00	Mr T Rice
December	£10.00	Mrs O Hill	£5:00	Mr G Jones

Standard Bearer’s Activities.

Mr James Rice apologised for not being as active as he would have liked to have been but he is working nights and sleeping during the day, but he is available at key points when needed.

The Standard is looking a little bit tatty but should last another year.

The gauntlets need to be replaced and can be sourced by himself.

Members’ Report

Mr Keith Austin:

I would like to thank you very much for helping me out to get the wreath for The Baptist Church. Sylvia got me one and we were very pleased with it.

ELECTION OF THE BRANCH OFFICERS AND COMMITTEE
APPOINTMENT	NAME	PROPOSED	SECONDED
Chairman.	Ken Whetlor	Ross Bennett	John Hunt
Vice Chairman.	David Manners	Ania Driver	Ross Bennett
Honorary Secretary.	Tony Smith	Martin Jones	John Hunt
Honorary Treasurer.	Martin Jones	David Humphrey	Kevin Taylor
Welfare Chairman.	Ross Bennett	Ania Driver	Angela Manners
Welfare Secretary.	Ania Driver	Ross Bennett	David Humphrey
Poppy Appeal Organiser.	Sylvia Marler	Keith Austin	Ania Driver
Recruitment Advisor.	David Humphrey	Kevin Taylor	Ania Driver
Members	Keith Austin	Ross Bennett	Ken Whetlor
	John Hunt	Martin Jones	Mike Lloyd
	Mike Lloyd	Ross Bennett	David Humphrey
	Angela Manners	Sylvia Marler	Ken Whetlor
	Kevin Taylor	David Humphrey	Martin Jones
	Peter Ward	Ania Driver	David Humphrey
	Jacqueline Ward	David Humphrey	Ania Driver
APPOINTMENTS BY THE COMMITTEE
APPOINTMENT	NAME	PROPOSED	SECONDED
President.	Cecil Quick	Ken Whetlor	David Humphrey
Vice President.	Bill Reed	David Humphrey	Angela Manners
Standard Bearer.	James Rice	Ken Whetlor	Kevin Taylor
Deputy Standard Bearer.	John Hunt	David Humphrey	Mike Lloyd
Chaplain.	Jane Skinner	Ken Whetlor	Ross Bennett
Auditors.	Keith Jenkin	Martin Jones	David Humphrey

All of the nominees above received a unanimous vote.

FORM MS 1

This was completed and signed by Branch Officers and Committee Members.

Nominations for County Office and Nominations for National Office.

None.

Motions for the County Annual Conference, Sunday the 8^th of January 2012.

None.

Delegates for the County and National Conferences.

None.

Award of the Jack Loveridge Trophy.

Mrs Sylvia Marler received the Jack Loveridge Trophy from The President.

Any Other Business.

Lt. Col. Ross Bennett said that he would like to propose a vote of thanks to Mr Philip Evans for everything he does on behalf of The Royal British Legion. Seconded by Mr Ken Whetlor and applauded by the meeting.

Mr Martin Jones said that a current Town Councillor had approached him with a germ of an idea to generate another point of interest in the town, by dedicating a couple of beach huts, Numbers 3 and 4, to the two members of the Royal Air Force Red Arrows Team who died this year. There is no particular plan as to the form this would take, but he was seeking to gain the general approval of The RBL, as representatives of the Armed Forces, that they could go ahead with the idea.

I am proposing that we do accept interest and allow them to proceed with the scheme.

Seconded by The Chairman and given a unanimous vote.

The Chairman reminded the meeting that we had received an oak cup during the year. This was carved out of a piece of oak from HMS Victory and is now in the Museum. There was also a Certificate of Authenticity which in the hands of a local calligrapher for completion.

Mrs Angela Manners has booked the Hall for next year’s meetings and would present the dates at the next GM on the 5^th of January at 19:00 hours.

Ania pointed out that if anyone wished to receive an Agenda they should give their email address to The Honorary Secretary.

Meeting Closed: at 20:47 hours.

* Details changed to preserve the beneficiaries confidentiality.