RULE BOOK APPROVED BY FRIENDS

MINUTES of the SPECIAL GENERAL MEETING
held at the Conservative Club Southwold on Thursday Nov 8th 2007

Copies of the rules approved by the Charities Commission were available to those present before the meeting. The meeting began at 8.00pm.

Present: The Chairman (Mrs Sidi Scott); Trustees: Mr Jack Clayton and Mr Peter Gibbs together with thirty paid up members.

2. The Chairman opened the meeting by welcoming the members present. She outlined the purposes of the meeting: to discuss the circulated draft rule book and all suggested amendments and then to put the draft as amended to the meeting for approval. She then asked Mr. Clayton to explain the three amendments suggested in writing by members and to outline the Trustees’ recommendations on them.

a) Mr Tim Alston noted that, as a charity with a turnover of less than £1M pa, we do not need a qualified accountant as auditor. He suggested we change references to “auditor” (a technical term) to “auditor or independent examiner”. In this way we avoid a possible future need to employ an accountant. He also gave examples of “independent examiners”. This seems eminently good advice that the Trustees recommended to the meeting.

The acceptance of this amendment was proposed by Mrs Jenny Bird, seconded by Mr John Veitch and unanimously approved by the meeting.

b) Mr Victor Hughff pointed out that the draft rules in page 5 (Trustees and Officers) refer to a possible future Treasurer “.. as a paid employee ..” and suggested we substitute “.. for whose services payment may be made”. In this way we avoid burdening the Trustees with the obligations of an employer.
The Trustees also recommend acceptance of this advice. Proposed by Mr Barry Tolfree, seconded by Mr Paul Griffin and approved unanimously by all present..

c) Frank and Barbara Devereaux proposed a minor change to the wording in page 2: Applications of Income and Property. In para 3 the draft offers: “.. in their perception of the best interests of ..” And they suggested: “.. perceived to be in the best interests of ..”.

Our wording summarised a long section in the rules agreed by the Charity Commissioners and means that it is the Trustees’ perception only. The change could mean that anyone could hold a view on the matter. The Trustees believe we should reject this amendment because the Trustees come before you at General Meetings to account for their actions. A proposal that this suggestion should be rejected was proposed by Mr Paul Griffin, seconded by Mr Michael Venn and approved unanimously.

Members were then invited to ratify the rules as presented. This was proposed by Mrs Margaret Chadd, seconded by Mrs Viv Tolfree and approved unanimously.

The Chairman thanked the meeting for supporting the Trustees through these long months during which we had changed an informal organisation into a registered charity. We now had a book of rules to guide all members in their future activities. The plan is now to have the rules printed and for a copy to be sent to each member once the 2008 subscription has been paid.

3. Any Other Business

a) The subject of membership fee defaulters was discussed and Mr Clayton stated that, as a registered charity we must take a less tolerant approach in future. Non-payers would have membership and voting rights withdrawn - as set out in the rule book. They would be able to apply to re-join should they so wish.

b) Mrs Jenny Bird was introduced to the members as the new Membership Secretary. This was a job previously carried out most ably by our Treasurer-Trustee Peter Gibbs. Now, as FESPA grows, a designated person is needed.

c) It was discussed and agreed that the new membership forms should include details of Gift Aid in order that FESPA could reclaim tax on subscriptions and donations. This will be discussed in the near future in order that printing can be arranged.

4. Closure

There being no further business, the Special General Meeting was closed at 8.40pm.