AGM HELD AT NHIA, LETCHWORTH,

ON TUESDAY 26 NOVEMBER 2007

1. PRESENT:

            Jonathan Sewell (JS)                Vice  Chairman                                    

            Alan Brockett (AB)                    Secretary                                                                                 

            John Luke (JL)                          Competition Secretary

            Jeremy Huntley (JH)                 Elected Member

            Danny Sims (DS)                      Elected Member

            John Deaville (JD)                     Treasurer

            Alan Roden (AR)                       Team Manager

            Matt Eversden (ME)                  YDO

            Peter Wright (PW)                     Elected Member

            Derek Northend (DN)                 Membership Secretary

Steve Zimmerman (SZ) Elected member

33 Members

The meeting commenced at 8.05pm and JS opened the meeting by confirming the Preliminary Notice for the AGM as 5^th October and the Agenda/Notice as 16^th November 2007

2. APOLOGIES:

   Lynne & Dave Ciano.

 Sheila Roden

3. MINUTES OF THE PREVIOUS AGM:

Acceptance of the Minutes of the previous AGM was proposed by Peter Wright, seconded by Steve Zimmerman and approved by the members.

There were no matters arising

4. CHAIRMAN’S REPORT:

In response to JS’s comments in his report, Peter Taylor queried why, as we didn’t do so well at Brean Sands this year, we didn’t consider replicating the weekend by playing two of the Regional Triples over a weekend and why we weren’t trying to find and play on pistes that resembled Brean Sands. A discussion ensued about top players being able to play on any terrain and that whatever terrain we play on our best teams do seem to get to Brean Sands regardless. The committee will consider playing two Regional Triples over a weekend.

DN suggested that playing over a week end would not in any case replicate the social side of the Brean Sands weekend, which was a factor that contributed to the Region’s performance this year.

5. REGION’S ACCOUNTS/TREASURER’S REPORT:

    See attached report and Income & Expenditure Account.                

    The closing balance as at 31 October 2007 is £4,683.28

Alan Newland queried why it was considered necessary to increase the fees for the Regional Triples; JD stated that it was considered necessary to keep the level of income sufficiently high so that the balance was maintained and this way those that played more paid more.

Adam Sullivan asked how the Region was going to fund the two reserve funds that was proposed for helping to fund trips abroad for members representing the EPA and to improve facilities/pistes at worthy venues; JD explained that the funds were there for this year but that this proposal will be reviewed year by year.

It was noted that there had been significant expenditure on second shirts for players going to Bean Sands due to the change of style and funding support for players attending the North Sea tournament.

Acceptance of the accounts as presented was proposed by Martin Hughes, seconded by Alan Newland and passed by the members.

6. REGION’S MEMBERSHIP FEES:

It was proposed by JD that the plussage that the Region adds to the Membership Fees charged by the EPA be kept at £3, with concession for new members joining up to end of August remaining at £10. This was proposed by Joe Hind, seconded by John Luke and accepted by the Members.

8. RATIFICATION OF THE AMENDMENT TO THE REGION’S CONSTITUTION:

    JS went through the following amendments to the Constitution proposed by the Committee

New clause 5.4.6.4 to read:

“Notwithstanding clause 5.4.6.2 if and when any of the Elected Officer positions becomes vacant the position shall be offered to the membership for election at the next AGM.”

This is an obvious amendment to cater for the situation we found ourselves in when officers quit their posts mid-term

Seconded by Peter Wright and ratified by in excess of two-thirds of the members

New clause 8.1.14 to read:

“To arrange/appoint delegates to attend the EPA Congress”

This is necessary as the EPA are introducing a scheme whereby Regions send delegates to the EPA Congress meetings based on the number of members in the region

Seconded by Peter Wright and ratified by in excess of two-thirds of the members

New clause 11.1.4 to read:

“In writing by any Chiltern Region Member in respect of alleged unacceptable conduct of any individual or club.”

This is as a result of us introducing tighter disciplinary procedures and a “complaints” form for members to formally complain through

Seconded by Rory O’Brien and ratified by in excess of two-thirds of the members

9. ELECTION OF OFFICERS:

JS advised the members that there had only been one nomination for each post of Chairman, Vice Chairman, Secretary and Competition Secretary and therefore under Rule 7.2.1 of the Constitution the following Officers were declared elected.

        Chairman – Jonathan Sewell

        Vice Chairman – Rob Munday

        Secretary – Alan Brockett

        Competition Secretary – Steve Zimmerman

JS also advised the members that Gareth Sullivan had applied to be the Regional Umpire and that as there were no other nominations the committee would be appointing him as Regional Umpire.

A ballot was held to elect the PRO and after a count of votes JS confirmed that Toni Gates was duly elected.

A ballot was also held to elect four Elected Members out of five nominations and again after a count JS confirmed that Jeremy Huntley, John Luke, Adam Sullivan and Peter Wright were duly elected.

10. ANY OTHER BUSINESS:

JL gave a resume of the competitions that had been held over the year; copy attached

Luton Snowboule was confirmed as 28^th December 2007

NHIA Cuckoos mixed triples was confirmed as 27^th April 2008

Queen’s Head triples was confirmed as 27^th July 2008

White Hart triples was confirmed as 3^rd August 2008

Bird in Hand Mixed Triples was provisionally booked as 14^th September 2008

NHIA Cuckoos fixed coche triples was confirmed as 21^st September 2008

NHIA fixed coche triples was confirmed as 6^th October 2007

Colin Britten queried why the current YDO was not CRB checked and approved and why the committee had allowed this situation to go on for so long; JS advised the meeting that this was in hand but that for the year just gone Toni Gates had been carrying out that role due to Mat Eversden being unable to fulfil the role as was required and that TG was CRB checked and approved. JS assured Colin Britten that ME would be CRB checked during the remainder of this year.

Alan Huntley raised the issue of CRB checks on Junior Team Managers; JS confirmed that Joe Hind (year 2006) was CRB checked and Gareth Sullivan (2007) confirmed that he, too, had been CRB checked.

JS thanked all members for attending the meeting and closed it at 9.37pm