Minutes Taken By: lanMaxtone

flags

Minutes of Committee Meeting

Venue: Hotel Cladhan, Kemper Avenue, Falkirk Date : Thursday, September 12, 2002

Present: Susan Meikle, Chairperson lan Maxtone, Secretary Lesley Ovens, Treasurer Eleanor Bow, Committee Member David Carson, Committee Member Alan Varley, Committee Member

The Chairperson opened the meeting at 19:35hrs.

1.0 Apologies for Absence

Apologies were received from John Mallon, Committee Member

2.0 Minutes of Previous Meeting

Minutes of the previous committee meeting were unavailable at this time. Agreement of minutes was deferred until the next committee meeting.

3.0 Matters Arising

There were no matters arising.

4.0 Evaluation of Recent Social Event

4.1 The committee agreed that the recent disco (05/09/02) was a success. However, those present also agreed on the deficiencies of Bar Kudos as a venue: no draught beer, uncomfortable seating. The meeting discussed the possibility of using other venues in future.

4.2 The Treasurer confirmed that a profit of £45.00 was made on the evening.

4.3 The Secretary confirmed that one new membership was issued.

 

 

5.0 Social Events / Fundraising

5.1 The cost of mailing copies of minutes of committee meetings to all members of flags was discussed. The group decided that this policy was proving too expensive, and should cease. It was decided that the Secretary would circulate by post the minutes for the meeting of August, 29, 2002 along with the Treasurer's Report of the same date, and that this would be the last time this method of distribution would be employed.

5.2 A possible quiz night was discussed for the evening of Thursday, 19, September, 2002. Eleanor Bow agreed to compile questions and be 'Quizmaster' on the evening. The Secretary will publicise the quiz night via the Falkirk Herald's In Town section.

5.3 The meeting discussed the pro's and con's of announcing the venue for the quiz night in the Falkirk Herald. It was proposed by the Chairperson that this should be done; this was agreed by the Committee. The Secretary will attend to this.

5.4 The Secretary raised the issue of trouble arising at social events. It was highlighted that the personal safety of members is the responsibility of the committee. It was discussed that in the event of any trouble arising within the venue, an initial course of action would be to ask any non-members involved to leave the premises, and if any members were involved; look at the possibility of suspending or terminating their membership.

5.5 The Chairperson proposed a Halloween disco, to raise funds as well as provide a further social event. It was added that this perhaps could include fancy dress, party games and a raffle with prizes. Eleanor Bow agreed to explore possible venues and report back to the committee. The date proposed for the disco was November 01, 2002. A possible race night was also discussed briefly.

 

 

6.0 Ongoing Action for Recovery of flags Property

6.1 The Secretary stated that as of the present date, there had been no response from the letter to the former treasurer of flags : Andrew Ap-Carreg.

6.2 The committee discussed some of the items believed to be remaining in his possession. Such items include: a computer donated to the group for use by its treasurer, headed notepaper with the former treasurer's home address, personal contact details relating to flags members and other interested parties - held either on the hard drive of the computer, on floppy disk or in hard copy form.

6.3 The meeting discussed the best way of proceeding with this matter. It was agreed by all present that the former treasurer had no right to remain in possession of any of the aforementioned items. It was decided that two committee members should pay an unannounced visit to the former treasurer's home address, and ask politely for the return of flags property. Eleanor Bow and Alan Varley offered to undertake this visit, and this was agreeable to all present.

6.4 The situation of the former chairperson (John Stuart) was discussed. The Treasurer highlighted that this person remains a signatory of flags bank account at the moment. It was also pointed out to the committee that the Clydesdale Bank pic will not allow cheques to be cashed until this situation is resolved to their satisfaction. It was agreed, after a short discussion, that the Secretary should write to John Stuart, former chairperson, and request that he remove himself as signatory to the group's bank account. The Secretary stated that he would enclose a short statement for the former chairperson to sign, a stamped addressed envelope, and would send the item by recorded delivery.

7.0 Feedback from CVS

7.1 David Carson informed the group that he has an appointment with Bill Knox of CVS, next Wednesday (19/09/02).

7.2 The committee was advised that in order to proceed with major funding applications, a business plan would have to be drawn up, and flags books would require to be independently audited.

7.3 David Carson will approach Bill Knox regarding arranging a meeting with Marie McKay (also CVS) to enable the committee to commence work on the group's constitution. It is hoped this will be at 1900hrs on Thursday, September 26, 2002.

7.4 It was discussed by the committee that it may be necessary to call a Special General Meeting in order to have the membership ratify any changes to flags and its constitution.

8.0 Decisions Made

8.1 Cease posting minutes to members after issuing minutes for the meeting held 29/08/02.

8.2 Secretary to publicise quiz night, including the venue, via the Falkirk Herald.

8.3 Eleanor Bow to examine future social events and possible venues.

8.4 Eleanor Bow and Alan Varley to visit the former treasurer regarding flags property.

8.5 Secretary to contact the former chairperson regarding the group's bank mandate.

8.6 David Carson to arrange meeting with Marie McKay of CVS.

9.0 Any Other Competent Business

9.1 David Carson has purchased a list of local organisations from Falkirk Council Library Services.

9.2 Alan Varley advised the committee that the new website would be operational by Monday, September 16, 2002. The new website address is www.flags.tk

9.3 The Secretary raised the issue of membership cards, asking for clarification of expiry dates. The group agreed that a rolling membership would be operated, such that everyone will get twelve months full membership. It was also re-stated that Freda Brodie would have lifelong Honorary Membership, with members voting rights and no fee payable.

9.4 The position of Freda Brodie within flags was discussed. It was agreed by the majority of the committee (6-1) that Freda is the Founder of the group and would always be referred to as such. It Was also clarified that Freda is not to be awarded the title of Honorary President and that there is no desire to alter the group's constitution in favour of creating this title.

9.5 Alan Varley has stated that he will contact Falkirk College Student Union regarding raising awareness of flags.

9.6 The Secretary enquired about an AGM. Although no date has yet been fixed, it was agreed that this could be used to ratify changes to the group's constitution. It was also read (by the Secretary) from the current constitution: that the AGM would be chaired by the outgoing chairperson, with the entire committee having resigned their posts at the commencement of the AGM.

The Chairperson closed the meeting at 2125hrs.