Bartlow Village Association
AGM 30 March 2016
Minutes of the BVA Meeting
Duncan Ogilvy stood in as chair for David Hannah, who was in hospital.
The current BVA committee were re-elected with the following changes: Graham said he would have to resign as he and Denise are moving out of the village. Michael Davies has volunteered to become a committee member and he was duly accepted.
Graham reported that Ernie Turkington has kindly agreed to take over responsibility for producing the village newsletter.
Alyne reported there was only £86-66 left in the BVA’s account. As Duncan reminded us, the BVA exists to spend money, so we should not regard this small amount as a problem. However, events for the coming year will have to fund themselves as there is very little money to subsidise them.
Thanks were extended to Alyne for taking on the role of treasurer.
The social calendar
Duncan was able to report that 2015/16 had been another successful year with a good range of social events which involved all age groups.
Duncan then listed the Committee’s proposals for social events for the coming year and asked for an indication of support for each. The following were chosen by those present.
a) A tour of ‘secret’ Cambridge with dinner at a college. Date to be set later.
b) A ‘royal’- themed tea party with rounders and petanque on Sunday 12 June, when the Queen celebrates her 90th birthday.
c) An outing to Horseheath Races country fair 4-5 July.
d) A croquet afternoon at Newport Croquet Club in September.
e) An outing to Ely Christmas fair and Welney Wetlands Reserve in November.
f) Other events will be a usual, including carol singing and the lighting of the tree, and a quiz + oriental meal early in 2017
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.