West Wessex Group

AGM

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WEST WESSEX GROUP, THE MOTOR CARAVANNERS’ CLUB MINUTES OF THE 50th ANNUAL GENERAL MEETING SUNDAY 27th OCTOBER 2024 AT 10.00 HRS AT DEVIZES FC

  1. The Chairlady, Maria Pond, opened the meeting at 10:00 hrs, and introduced the current committee. She welcomed everyone and thanked the 64 members and 6 guests for attending. Maria highlighted to all those present that Ali was at the meeting as the secretary of WW group, even though he is now a member of the MCC CoM.
  2. Absent Friends: Although no WW members had passed in the previous year, a minutes silence was held.
  3. The Secretary read out the formal notice convening the 50th Annual General Meeting.
  4. Apologies for absence had been received from: Linda & Doug Rowberry, Dennis & Jackie Waby, Dave & Wendy Bushall, Keith & Ann Curwain, Diana & Tony Adlam, Daren & Sandra Hopkinson, Sue & Chum Randall, Peter & Carole Collins, Steve & Gina Hartley, Angela & Martin Pesket, Tony & Valerie Hinxman, Ray & Lesley Cripps, Diana & Tony Adlam, Sarah Cleverly, Charlotte & Albert Nightingale, Dave & Wendy Bushall, Mike & Bett Fletcher, Laurie and Sandra
  5. Minutes of 2023 AGM had been circulated via email to all members prior to the meeting, and copies provided to members on the day. There were no outstanding actions from these minutes. They were proposed to be a true record by Terry Smith, seconded by Graham Pennycook and accepted.
  6. The secretary briefed the meeting on the groups supplementary document which sets out how the committee will run the WW group. There were no further comments from the floor. The supplementary document was proposed by Shirley Tucker, seconded by Kat Gallagher.
  7. Financial Report: A Report of Income and Expenditure Account for the year ending 31 July 2024 had been drawn up by the Treasurer and had been circulated.  There were no comments or issues raised from the floor. The financial report was proposed to be a true record by Alison Ogden, seconded by Graham Pennycook, and accepted.
  8. Independent Accounts Examiner: Mrs Debbie Ferguson; has agreed to continue with the examination of the groups accounts another year. Proposed by Pam Smith, seconded by Jacky Pennycook. There was no objections made from the members at the meeting.
  9. Election of Group Committee by Poll: All of the current committee were standing down, however all of the current committee will be standing for re-election. There was one new nomination received by the group secretary prior to the AGM, (Sandra Hopkinson). All members had been handed a voting form by our nominated tellers. Once completed voting forms where collected by Peter & Teresa Guyver (Essex gp), our tellers.  Once counted these were handed to the Secretary, who declared that all those nominated had been elected unanimously. The duly elected committee is Maria pond, Andy Mundy, Alastair Bartlam, Robert Hartley, Annabella Hartley, Gill Horder, Stephen Snook, and Sandra Hopkinson.
  10. The new committee met briefly during the coffee break, returning to announce the following committee roles: Chair Lady: Maria Pond, Vice Chair: Andy Mundy, Treasurer: Robert Hartley, Secretary: Ali Bartlam, Rally Officer: Andy Mundy, Entertainment: Gill Horder, Safety: Ann Hartley, Scribe: Maria Pond, Member: Stephen Snook, Member: Sandra Hopkinson

            The meeting was declared closed at 10:55 hrs.

Minutes of the members meeting

  1. The Chair Lady opened the meeting at 10:55 hrs.
  2. The Rally Officer (Andy Mundy) briefed the meeting on the forecast of WW group rallies for 2025. He highlighted that most bookings had been confirmed, however at this early stage costings for each rally are TBC. A rally book will be produced for 2025, it is anticipated that this will be distributed to members before the end of the year. The group website will be updated with the rallies for 2025. Kat Gallagher thanked Andy for an excellent variety of locations for 2025.
  3. Andy announced that he had negotiated a better price for this years Christmas rally to £80 for the weekend, which will include food and entertainment.
  4. Gill Horder is still taking bookings for the New Year rally (29 Dec – 2 Jan 2025) at a cost of £80 for the weekend.
  5. The Secretary had received three nominations for the group charity of the year (1st August 2025 – 31st July 2026, these are as follows:
    • Boobs Breast Cancer awareness, Charity No 1177288 (www.bbca.org.uk)
    • Dorset NightStop – Dorset Nightstop provides safe, secure emergency accommodation for young people aged 16-25 who are homeless or at risk of homelessness.
    • Diverse abilities – Diverse Abilities is Dorset’s disability charity supporting children and adults with profound physical and learning disabilities across the county since 1955.
  6. Following a brief statement by the secretary on each of the nominated charities a vote was conducted by the secretary, with the following outcome.
    • Boobs Breast Cancer Awareness – 47 votes
    • Dorset Nightstop – 6 votes
    • Diverse Abilities – 6 votes

The nominated WW Gp charity for 2024 – 2025 is Boobs Breast Cancer Awareness.

7. There followed a discussion with members on the following items:

8. Rally fees being paid in advance for commercial sites, after a resent event involving a commercial site the committee believed that full payment of site fees should be taken 10 days in advanced. The secretary asked for a show of hands to gauge interest from members on this proposal. There appeared to be a resounding approval from the floor for rally fees at commercial sites to be paid in full prior. However if any member could not make a rally for health reasons then a full refund would be paid.

9. Future rally fees to be paid by a card reader on entry or via a bank transfer. A show of hands again from the floor to gauge intrest from members. Again it was proposed that this should be adopted for the group. Our treasure will investigate the card and bank transfer payment system to see costs and the mechanics of the system. It was highlighted that by going this way could help towards more members volunteering to host rallies as no cash to be responsible or accountable. This could be introduced for our rallies during 2025, once the committee has worked through the logistics of both systems, and presented to the group members.

10. Ann Bond thanked everyone for a very enjoyable weekend, which received a round of applause from everyone at the meeting.

    There being no further business the members meeting closed at 11:25 hrs

    WEST WESSEX GROUP, THE MOTOR CARAVANNERS’ CLUB MINUTES OF THE 49th ANNUAL GENERAL MEETING SUNDAY 29th OCTOBER 2023 AT 10.00am AT DEVIZES FC

    1. The Chairlady, Maria Pond, opened the meeting at 10.15am, and introduced the current committee. She welcomed everyone and thanked the 67 members for attending. Maria also welcomed the MCC chairman Kate Jones to the meeting.
    2. Absent Friends: Although no WW members had passed in the past year, a minutes silence was held. The Secretary read out the formal notice convening the 49th Annual General Meeting.
    3. Apologies for absence had been received from: Linda & Doug Rowberry, Dennis & Jackie Waby, Dave & Wendy Bushall, Ian & Maralyn Sandey, Keith & Ann Curwain, Diana & Tony Adlam, Brian & Christine Chamberlain, Martin Pesket.
    4. Minutes of 2022 AGM had been circulated via email to all members prior to the AGM, and copies provided to members during the meeting. There were no outstanding actions from these minutes. They were proposed to be a true record by Sue Randall, seconded by Graham Pennycook and accepted.
    5. Matters arising from Minutes of 2022 AGM. There were no matters arising.
    6. Chairman’s Report: This was emailed to all members prior to the AGM, and copies provided at the meeting. Maria thanked the current committee for their valued support during her year as the group chairlady.
    7. Financial Report: A Report of Income and Expenditure Account for the year ending 31 July 2023 had been drawn up by the Treasurer and had been circulated.  Robert explained to the members how expenditure had progressed through the year, highlighting that the accounts are again in a healthy state. The financial report was proposed to be a true record by Frank Pope, seconded by Ray Tucker, and accepted.
    8. Independent Accounts Examiner: Mrs Debbie Ferguson; has agreed to continue with the examination of the groups accounts another year. Proposed by Keith Snook, seconded by Chum Randall. There was no objections made from the members at the meeting.
    9. Election of Group Committee by Poll: All of the current committee were standing down, however all of the current committee were standing for re-election. There was one new nominations received by the group secretary prior to the AGM, (Stephen Snook). All members when signing in for the AGM received a voting form. Once completed these where collected by Peter & Teresa Guyver (Essex gp), our tellers.  Once counted these were handed to the Secretary, who declared that all those nominated had been elected unanimously. The duly elected committee is Maria pond, Andy Mundy, Alastair Bartlam, Robert Hartley, Annabella Hartley, Gill Horder, and Stephen Snook.
    10. Prior to the coffee break our MCC Chairman Kate Jones presented Maria with a 60th Plaque in celebration of the Wessex anniversary.
    11. The new committee met briefly during the coffee break, returning to announce the following committee roles:

    Chair Lady: Maria Pond, Vice Chair: Andy Mundy, Treasurer: Robert Hartley, Secretary: Ali Bartlam, Rally Officer: Andy Mundy, Entertainment: Gill Horder, Safety: Ann Hartley, Scribe: Maria Pond, Member: Stephen Snook

                The meeting was declared closed at 10:50 hrs.

    Minutes of the members meeting

    1. The Chair Lady opened the meeting at 10:55 hrs.
    2. The Secretary had received four nominations for the group charity of the year (1st August 2024 – 31st July 2025, these are as follows:

    Faith Works – Life centres for food banks across Dorset Dorset Blind association – Individual support, support for families and carers Fare Share – Save good food from industry to redistribute around the South West Wessex flood and water rescue and Dorset rescue dogs

    Following a brief statement by Maria on each of the nominated charities a vote was conducted by the secretary, with the following outcome. Faith Works – 4 votes Dorset Blind – 44 votes Fare Share – 3 votes Wessex flood and water rescue and Dorset rescue dogs – 12 votes

    The nominated charity for 2024 – 2025 is Dorset Blind.

    3. The Rally Officer thanked all those members who had volunteered to host rallies during the 2023 period. He briefed the meeting on the rally programme for 2024, where more host’s were still required. Rallies for 2024 are BOOKABLE, however, members can still call the hosts of the rally to confirm they will be coming along. A rally book will be produced for 2024, it is anticipated that this will be distributed to members before the end of the year. The group website will be updated with the rallies for 2024.

    4. There followed a discussion with members on the following items:

    Rally Equipment – this has been looked at by the rally officer and the equipment carried by hosts has been reduced.

    Rally Co-Host – the rally officer explained the reason behind the method is to encourage more members to take on hosting rallies.

    Rally Account sheet – The Treasurer announced that he made the rally cost sheet as simple as possible for all our members who host rallies.

    5. Clarification of charity dates – The secretary explained that this is due to the start date of the MCC accounts when the club first started. Dogs in halls – The WW policy for dogs in halls is that if the land owner of the facility allows its members to have dogs in halls then this will be passed onto our WW members attending the rally. However dogs must be on a lead and under control by the owner at all times.

    6, Chum Randall stood and thanked all the current committee for their continued support and commitment to the WW group.

    7. A question from the floor asked if EHC would be provided for hosts at rallies. The rally officer informed the meeting that where possible this would be facilitated, however this may not be possible at all of the rally locations.

    8. Maria our Chairlady announced that 41 vans had attended the rally this weekend, and that we had raised £114 for our Parkinson Swindon charity.

    There being no further business the members meeting closed at 11:25 hrs

    WEST WESSEX GROUP, THE MOTOR CARAVANNERS’ CLUB MINUTES OF THE 48th ANNUAL GENERAL MEETING SUNDAY 30th OCTOBER 2022 AT 10.00am AT ROYALWOTTONBASSETT ACADEMY

    1. The Chairlady, Maria Pond, opened the meeting at 10.10am, and introduced the current committee. She welcomed everyone and thanked the 43 members for attending. Maria also welcomed the MCC chairman Kate Jones to the meeting.
    2. Absent Friends: Maria announced that one group member had passed during the previous year, a minutes silence was held.
    3. The Secretary read out the formal notice convening the 48th Annual General Meeting.
    4. Apologies for absence had been received from: Katherine & Roystone Gallagher, Mike & Angie Toogood, Sue & Chum Randall, David & Judy Clarke, Peter & Carole Colins, Derek & Maggie Mills, Steve Hartley, Dennis & Jackie Waby, Dave & Wendy Bushall, Jerry & Pam Daine, Keith & Stephen Snook, Laurie & Sandra Andrews.
    5. Minutes of 2021 AGM had been circulated via email to all members prior to the AGM, and copies provided to members during the meeting. There were no outstanding actions from these minutes. They were proposed to be a true record by John Watson, seconded by Valerie Hinxman and accepted.
    6. Matters arising from Minutes of 2021 AGM. There were no matters arising.
    7. Chairman’s Report: This was emailed to all members prior to the AGM, and copies provided at the meeting. She thanked the current committee for their valued support during her first year as the group chairlady.
    8. Financial Report: A Report of Income and Expenditure Account for the year ending 31 July 2022 had been drawn up by the Treasurer and had been circulated.  Robert explained to the members how expenditure had progressed through the year, highlighting that rally fees would be included in the price for 2023. Robert also discussed the vouchers that were given to members as their support to the club during the COVID pandemic, only 48 from the 223 West Wessex members had been received. The voucher system is now closed but will continue for members who recommend new members to the club. The financial report was proposed to be a true record by Terry Smith, seconded by Dawn Bartlam, and accepted.
    9. Independent Accounts Examiner: Mrs Debbie Ferguson; has agreed to continue with the examination of the groups accounts another year. There was no objections made from the members at the meeting.
    10. The Rally Officer thanked all those members who had volunteered to host rallies during the 2022 period. He briefed the meeting on the rally programme for 2023, where more host’s were still required. He would try and ask for two hosts for each rally which will help support each other during the rally. As requested by members the rallies for 2023 will be five days, he will monitor the take up on these rallies to see how members support the five day rally programme. A rally programme booklet for 2023 will be produced for members, this will be distributed, hopefully, before the end of 2022. Rallies for 2023 are NON BOOKABLE, however there will be those that will require a booking from members. All of these will be highlighted in the rally booklet, on the group website, and Facebook page. Although rallies for 2023 are non bookable members are still requested to phone the hosts to inform them that they will be attending the rally. This will assist the host when it comes to allocating suitable parking at rally real estate that has been booked.
    11. Election of Group Committee by Poll: All of the current committee were standing down, however all of the current committee were standing for re-election. There were no new nominations received by the group secretary prior to the AGM. All members when signing in for the AGM received a voting form. Once completed these where collected by Peter & Teresa Guyver (Essex gp), our tellers.  Once counted these were handed to the Secretary, who declared that all those nominated had been elected unanimously. The duly elected committee is Maria pond, Andy Mundy, Alastair Bartlam, Robert Hartley, Annabella Hartley, Gill Horder.
    12. The new committee met briefly during the coffee break, returning to announce the following committee roles:

    Chair Lady: Maria Pond

    Vice Chair:  Andy Mundy

    Treasurer:  Robert Hartley

    Secretary:   Ali Bartlam

    Rally Officer: Andy Mundy

    Entertainment: Gill Horder

    Safety:        Ann Hartley

    Scribe:        Maria Pond

    The meeting was declared closed at 10:55 hrs.

    Minutes of the members meeting

    1. The Chair Lady opened the meeting at 10:55 hrs.
    2. MCC Chairman Kate Jones announced to the meeting that TCS can now be referred to as Rallies, this change will start in 2023. She also promoted the MCC National event which will be held at Malvern. She encouraged all members where possible to attend as this was a fun National rally for all the membership to enjoy. This was also endorsed by the WW group secretary.
    3. The Secretary had received three nominations for the group charity of the year (1st August 2023 – 31st July 2024, these are as follows:
      1. Parkinson’s Swindon
      1. Wilts and Dorset Blind association
      1. Chrones and Colitus UK
    • Shirley Tucker stood up to give a brief talk about Parkinson’s Swindon, as this is a charity close to her heart as she receives great help and support from the organisation. The secretary conducted a vote by members for each of the charities that had been nominated. The charity for West Wessex during the period 1st August 2023 – 31st July 2024, with 27 votes is PARKINSON’S SWINDON. The secretary explained to the members the reason the unusual dates for the charity year, this is all based when the MCC accounts were established 60+ years ago.
    • Linda Rowberry raised the issue of the control of dogs while on a rally site which is part of the MCC constitution. Maria re-affirmed to members with dogs their responsibility to keep dogs on a lead and under control. She did comment that where a site allows dogs to enter a club house premises with the owners permission, dog owners still had a responsibility to keep dogs on a lead and under control. If hosts received a negative response from dogs owners when approached, they are to speak to a committee member for support. If  refusal to adhere to the rules with regards to dogs then the individuals would be asked to leave the rally site.
    • The secretary announced to the meeting to congratulate Nigel and Julie Humphries on their recent wedding, with a round of applause.

    There being no further business the meeting closed at 11:15 hrs.

    WEST WESSEX GROUP, THE MOTOR CARAVANNERS’ CLUB MINUTES OF THE 47th ANNUAL GENERAL MEETING SUNDAY 24th OCTOBER 2021 AT 10.00am AT STALBRIDGE HALL

    1. The Vice Chairman, Robert Hartley, opened the meeting at 10.05am. He welcomed everyone and thanked the 25 members for attending.
    2. Absent Friends: Robert announced that no group members, as far as the committee are aware, had passed during the previous year.
    3. The Secretary read out the formal notice convening the 47th Annual General Meeting.
    4. Apologies for absence had been received from: Linda & Doug Rowberry, Jerry & Pam Dain, Dave & Pam McCaughey, Derek & Maggie Mills, Michael & Alison Ogden, Dave & Wendy Bushall, Phil & Sue Sowden, Barry & Sue Smith, Veronica Trevett, Jo & Roger Beim, Dennis & Jackie Waby, Katherine & Royston Gallagher, Keith Snook, John & Sandra Watson, Laurie & Sandra Andrews, Albert & Charlotte Nightingale.
    5. Minutes of 2020 AGM had been circulated via email to all members prior to the AGM. There were no outstanding actions from these minutes. They were proposed to be a true record by Peter Collins, seconded by Mike Toogood and accepted.
    6. Matters arising from Minutes of 2020 AGM. There were no matters arising.
    7. Chairman’s Report: This was emailed to all members prior to the AGM. The Vice chair thanked the current chairman for his calm guidance given to the committee during the difficult pandemic period. All of the members present agreed, and thanked both Derek and Maggie for their support of the group to resurrect the group rallies (Temporary Campsites, (TCS)) during 2021.
    8. Financial Report: A Report and Income and Expenditure Account for the year ending 31 July 2021 had been drawn up by the Treasurer and had been circulated. There was a discussion on how the group can reduce the current balance by subsidising various activities at TCS. This was agreed by all the members present, in agreement with members the committee will look at how this can best be achieved during the 2022 period. The financial report was proposed to be a true record by Geoffrey Randall, seconded by Tony Hinxman and carried.
    9. Independent Accounts Examiner: Mrs Debbie Ferguson; has agreed to continue with the examination of the groups accounts another year. There was no objections made from the floor.
    10. The Rally Officer briefed the meeting with the ongoing issues with finding suitable locations for the groups TCS. He is now only looking at Rugby and football fields/clubs when suitable or commercial sites, and schools if they are available, however with the current climate this is proving to be very difficult. Some locations are now asking for astronomical money to pay for the hire of locations, which he is not prepared to pass onto the members for nightly costs. The new 2022 TCS programme was made available at the AGM for volunteer hosts this will be available on the website soon. He reminded all members present that if no hosts were forthcoming then TCS will be cancelled. Please look to support the group as a host where you can or if you have spare capacity. A vote of thanks came from the floor to thank Andy for all his efforts during the past year to secure and provide suitable locations for the groups TCS.
    11. The secretary briefed the meeting on the new website which has now been up and running for a year. He asked for a show of hands from members who use the website, nearly all members who attended raised their hands. This will be the main means of communication to members on future TCS also email will be used.
    12. Election of Group Committee, by Poll: five of the current committee have decided to stand down, with six agreeing to stand again. There were no new nominations received by the group secretary prior to the AGM. The Vice Chairman gave thanks for all those committee members who have stood down, for all their hard work. Dawn Bartlam had agreed to hand out the ballot forms and complete the count. Once counted these were handed to the Secretary, who declared that all those nominated had been elected unanimously. The duly elected committee is Maria pond, Andy Mundy, Alastair Bartlam, Robert Hartley, Annabella Hartley, Gill Horder.
    13. The new committee met briefly during the coffee break, returning to announce the following committee roles:

    Chair Lady: Maria Pond

    Vice Chair:  Andy Mundy

    Treasurer:  Robert Hartley

    Secretary:   Ali Batlam

    Rally Officer: Andy Mundy

    Entertainment: Gill Horder

    Safety:        Ann Hartley

    Scribe:        Maria Pond

    The meeting was declared closed at 11:15 hrs.

    Minutes of the members meeting

    1. The Chair Lady opened the meeting at 11:15 hrs.
    2. The Treasure, Robert Hartley, then briefed the members on the possible use of contactless payment systems, and bank transfers at future TCS. After a long debate with the members it was decided that the committee would look at implementing a cash and Bank transfer payment for some TCS during 2022.
    3. The Charity for 2021 to 2022 will remain as “Tylers Friends” due to the difficult year that we have been having to raise funds for this worthy charity. There was a couple of nominations that came from the floor for 2022 to 2023 charity, however due to the limited number it was decided that this is left for the committee to sort through during 2022 for a suitable charity to be found. The suggested charities at the moment are:
      1. Teenage Cancer Trust – one based in Poole.
      2. Forrest Home – based in Poole.

    If any members have any other suggestions can these be passed to the group secretary for discussion at the group committee meeting.

    4. Peter Collins proposed a vote of thanks to all those committee members who have stood down this year. This received a round of applause from all at the meeting.

    5. Chum Randall proposed a vote of thanks to all the past and current committee for their committed support to the group which ensures that it will continue to run through 2022.

    There being no further business the meeting was closed at 11:50 hrs.