Bartlow Village Association

The Bartlow Village Association

Minutes of the AGM held on 28 March 2011 at The Three Hills

Present.   23 members of the BVA

  1. Apologies James Haggie and Hannah Crossley
  2. Minutes of 15 March 2010 approved
  3. Matters arising. None
  4. Chairman’s report. Looking back over the year the Chairman noted a highly successful Independence Day in the Park, thanks to John and Sue. The trip to Duxford Imperial War Museum was popular with those that beat the traffic to get there. The coach trip to London was well supported and feedback was positive. The quiz produced record attendance and Burns Night was well received. Thanks in particular to Ross for killing the haggis and to Jason and the Three Hills for cooking it.
  5. Andrew Lamb has taken over the role of Treasurer and presented the accounts. Thanks were expressed to Catriona for continuing to run the lottery. Andy will help any lottery subscribers who would prefer to pay by direct debit rather than cheque now we have new bank accounts set up. We have around £1,600 available to subsidise Bartlow events in 2011.
  6. Nominations for officers/Committee for the year ahead. Re elected en block.
  7. Future events. The following emerged as an agreed preference:
  • ·         Newmarket Races (Jools Holland) 17 June
  • ·         Punting (with wet weather option) 2 July
  • ·         Cambridge walk and dinner in a College. August (week day)
  • ·         Harvest Party courtesy of Rob and Jackie 17 September
  • ·         Consider a London trip to coincide with the Lord Mayor’s Parade (review in the summer). Would need a full coach and not too much subsidy.
  • ·         Quiz December

The committee will review these ideas and firm up a programme.

  1. Walk. Graham reminded the meeting that this year’s walk will be on 1 May. Usual exhortations for support for our major event of the year including in particular en route hospitality, the run and route marking on the day before.
  2. AOB. Consider refreshing the village sign and planting daffodils (or other suitable spring flowers) around it. Followed by an event at Siobhan’s!

The Bartlow Village Association was constituted for the purposes of choosing, organising and running all village events: 

THE BARTLOW VILLAGE ASSOCIATION CONSTITUTION 
NAME: The name of the organization shall be: "THE BARTLOW VILLAGE ASSOCIATION" 
PURPOSE: The purpose of the Association shall be to encourage the general development of all aspects of Community life. 
MEMBERSHIP: All adults who live, work or worship or who have lived, worked or worshipped in Bartlow and who contribute to the Bartlow Village Association lottery.
MEETINGS: A minimum of two General Meetings shall be held annually one of which will be the Annual General meeting.
An Annual General Meeting for the presentation of reports and the election of officers shall be held during the month of March / April. 
Elections shall be carried out by a show of hands.
The new Committee shall take office and present its proposed program to members by July.
A General Meeting shall be called within twenty-one (21) days of receipt of a written request signed by a minimum of ten (10) members.
Other General Meetings may be called by the Committee. 
QUORUM: For General Meetings fifteen (15) members shall constitute a quorum. 
Five (5) members of the Committee shall constitute a quorum at a Committee Meeting. 
COMMITTEE: The affairs of the Association shall be conducted by a Committee consisting of: Chair, a Treasurer, a Secretary, and at least seven (7) village residents. 
The committee shall be elected annually, by show of hands at the Annual General meeting in March / April.
Vacancies in the Committee may be filled by co-option by the Committee at their first meeting after the AGM.

ADMINISTRATIVE PROCEDURES: The Secretary shall deliver or mail to each member, the agenda for any General Meeting at least seven (7) days before the meeting. Minutes of the meeting are to be distributed to Committee members 7 / 10 days after a meeting.
The Constitution may be amended by a two-thirds (2/3) majority vote of the members present at any General Meeting, provided that written notice of the text of the amendment is given at least twenty eight (28) days before the meeting, or provided a notice of motion has been given at a prior General Meeting.
FINANCIAL PROCEDURES: The Committee shall be empowered to spend Association funds for stationery, postage, secretarial fees, and such rental fees as are necessary for General Meetings.
The Committee shall also be empowered to spend Association funds to support any activities, functions or organizations in keeping with the purpose of the Association. 
The signing officers of the Association shall be the Chair, Treasurer, and Secretary. 
All cheques shall be signed by any two (2) of these officers. 
The financial year of the Association shall extend from the first day of March to the last day of February of each year.
The books of the Association shall be closed as of December 31, and an audited statement presented by the Treasurer at the March / April Annual General Meeting. One (1) auditor for the following fiscal year shall be appointed from among the members at the March / April General Meeting. 
COMMITTEES: The Committee may form sub-committees to assist in the work of the Association. 
The lead person of said sub committee will be responsible for updating the Committee with information about events and providing a financial statement of all monies spent / received.
Draft Constitution agreed at meeting of committee on 30th November 2004.

Ratified at the Annual General meeting held on 12th April 2005.