Harrogate U3A Minutes of the Annual General Meeting Friday 23 rd September 2016, 2.00 pm 1. U3A AGM 2016 Chairman's Address 1.1 The Chairman, David Blyfield, welcomed members and thanked them for coming along to the Harrogate U3A 25th Annual General Meeting. He said that the Harrogate U3A is something we should all be proud to be part of. We provide education, friendship, exercise, and help fight isolation and loneliness for thousands of people. We have also spun off two other U3As, Wetherby and Ripon, who themselves have over 1,500 members. 1.2 He was pleased to announce that we had a quorum, and so the meeting was able to go ahead. 1.3 This meeting marked the end of David s three year term of office as Chairman, and he wanted to offer his thanks to all those who have supported his efforts during this time. 1.4 Whilst not wishing to single out any individual committee member, David wanted to thank Ian Munday for all his work over the past four years as Membership Secretary. Ian is stepping down this year, but David was certain that David Shaw would prove to be a worthy successor. 1.5 David said that the committee are always pleased to discuss members suggestions as to how we might improve the running of our U3A, or to explain the thinking behind any of the committee s decisions. These matters are discussed in committee, and we would ask that questions be submitted in advance of the AGM, as the committee s response will always be a group, rather than an individual, one. He confirmed that no questions or suggestions had been submitted to the committee this year. However, committee members would be around after the meeting if any of those present would like to take up any matters with them. David also reminded everyone that the suggestions box is available at all the open meetings, and that members are able to contact committee members directly or via the web site. 1.6 However, David mentioned that there were two topics that had attracted a lot of comment in the past year and that he would like to address these: 1.6.1 The first is a problem common to many voluntary organizations and that is a lack of people willing to serve on the committee. This year we were almost in the position of having to wind up our organisation as no one came forward to take over the role of Chairman. Fortunately, Christine Hines has come to the rescue, and even though she is a very new member David said that he was sure that, not only would members make her very welcome, but also that she would make an excellent Chairman. The Third Age Trust is very clear on this matter, that if an office of a local U3A cannot be filled, then that U3A must be wound up. So when the committee ask for help in this area it must be taken seriously. Next year the committee will be looking for a new Treasurer, and it would be advantageous if we were able to find someone to fill this position during the course of this year in order that he/she might see how things are handled. David asked those present that if they, or anyone they knew of, might be capable of performing this role then they should please get in touch. Michael will have held this role for four years and served as Secretary prior to this. He has a wealth of knowledge to pass on. David reassured those present that if they did not feel that they could take on a major role initially, then why not join the committee in a non-officer role.
1.6.2 Secondly, the committee had been asked why they had decided to move the open meetings to Friday mornings. There were a number of reasons for this: Firstly, the current room has had its curtains removed, and as it is west-facing the screen cannot be seen when it is very light. The only alternative room layout did not work for various reasons. Secondly, on a number of occasions last year we were close to the maximum numbers allowed, and so we needed a larger space. Thirdly, to hire this larger room on a Friday afternoon would have cost over a 100 more than the charge for the morning. This bigger room will also allow more groups to promote themselves or to put on displays of their work. Why the Cairn Hotel? Because it meets all of our criteria: namely, the size of the venue; it is competitively priced; there is adequate parking; and it is located on a number of bus routes. David stated that we have looked at a number of other options, but these have all been rejected for lack of some part of this package. However, he said that if any members think that they know of an alternative, please let the committee know. 1.7 David went on to remind members that the only exception we make to raising questions on the day of the AGM is with regard to the accounts. He asked those present that, when asking anything, they please provide their name for the minutes. David said that we must thank, again, Anne Scaife of the accountants, Cook Trotter, for auditing our accounts, and for providing copies for our members. 1.8 Once again last year we ended up with over 50 groups, and more than 900 members, all run voluntarily, for your benefit, by a group of dedicated people. David asked that all the Group Leaders in the room stand up and take a bow. In addition, there is the day-to-day administration which is run by the committee, covering both local, regional, and national matters, plus our technology team who are responsible for all communications. David asked that they, too, take a bow. David was sure that those present would have noticed that more than half of the people serving on the committee also run groups, fully embracing the U3A ethos of giving as part of the membership, rather than expecting others to do everything for you. He said that he would return to this topic later. 1.9 As well as Ian and himself, also retiring from the committee this year is Pat Turtle. David offered his thanks to her for all her efforts over the past 3 years. 1.10. As mentioned earlier, David reiterated there is a continual need to find new committee members, and also people prepared to be involved in the production of our communications. He said that we have been very fortunate this year that Christine and David have come forward, but as the U3A lays down maximum terms of office for some positions on the committee, there is always the need for new members to join us. We are in a similar position with our Group Leaders, and in the past some groups have folded simply because their members were not prepared to get involved beyond, simply, attending. David reminded those present that U3As are not evening classes where members pay a fee and can expect to sit back and be educated, but are a shared experience, which is a team effort. Therefore, if a Group Leader decides to step down for any reason, we need members who would be prepared to step forward and help the group to keep running. A good example of how this can work was when the Gardening Group had to find a new leader. Nobody was prepared to take on the role themselves. However, by having a committee, they were able to share the load and continue to run very successfully. This also applies to people thinking of setting up a new group, who are willing to share their skills, knowledge and interests. These are often our newer, and younger, members, and again we are happy to publicise and help to develop these groups. Many of our groups continue to be fully subscribed,
and have waiting lists. Perhaps some of those present could help by setting up another group to run alongside. It could well be that running a similar group on another day would be attractive to other members. David felt that we shouldn t think of these new group leaders as stepping on someone s toes by doing this. He believes that when we talk about interest groups, our motto should be the more the merrier. 1.11 Moving on to our Open Meetings. David said that these continue to have an ever increasing attendance, due in no small part to the programmes that Jenny Stacey has put together over the past three years. The range of topics has continued to educate, entertain and stimulate us, and we can expect this year to be just as interesting. David said that the past year has been a difficult one for running some of these meetings, due to his inability to cover all of them as a result of various hospital admissions. His special thanks were offered to Jenny for stepping fully into the breach when needed. He mentioned that this will also be Jenny's last year as Speaker Finder. He asked those present that if they felt that they could take on this role, then please let the committee know. The committee has lists of speakers and topics available, and so Jenny s successor would not be starting from scratch. Again, the committee, will be there to help her successor to get to grips with the role. 1.12 David mentioned that if anyone wants an opportunity to talk to the members about a special project they are working on, or to provide a display of their work, the committee will always find a way to promote this on their behalf. 1.13 In 2014 our Choir provided an excellent afternoon s entertainment, and this year they represented us at the Yorkshire and Humberside Regional Event at Askham Bryan, where they did us proud. 1.14 The Photography Group also held a display in the town centre which was visited by several hundred people, providing our U3A with valuable publicity. 1.15 David went on to say that, by their very nature, AGMs have to be formal affairs, and that matters are required to be covered in a specific way. However, without an AGM, and a quorum, we would not be allowed to continue as Harrogate U3A. 1.16 David concluded by saying that, once again, he thanked those present for their attendance. David Blyfield (Chairman: September 2013 September 2016) 2. Apologies for Absence Apologies had been received from Gilly Charters, Val Cooke, Catherine Glover, John and Anne Hopkins, Moira Jarvie, and Joan Owen. 3. Minutes of the AGM held on Friday 18 th September 2015 The minutes of the 2015 AGM had not been previously circulated, but would be made available on the Harrogate U3A website. The relevant information was read out by the Chairman and accepted as a correct record. The motion for their acceptance was proposed by David Davies and seconded by David Broadley. 4. Matters arising from the Minutes There were no matters arising.
5. Treasurer s Report 5.1 The Treasurer, Michael Moryson, presented the accounts for the year ended 31 st August 2016. These had been signed off by our auditors and were circulated at the meeting.. 5.2 He wished to convey his thanks to Anne Scaife of the Accountants, Cook Trotter Limited, for her continuing assistance with our accounts, which services she provides free of charge. 5.3 Michael went on to say that we have a smaller surplus this year, of 2,645, as compared with 6,591 last year. This was because last year we had received two years Gift Aid from the Inland Revenue. This year we received only one year s Gift Aid payment of 1,907. Expenditure in relation to national and regional meetings increased this year. Postage charges have also increased because last year we had been able to use up a surplus of postage stamps. This year s postage charges also included the cost of sending out Stray News. The cost of printing Stray News and Stray Bits also increased. Miscellaneous charges included coach hire to the event at Askham Bryan. Also included were the costs incurred by the group leaders lunch and 25 th anniversary celebration costs. Membership subscriptions were up to 11,596 from 11,349 in 2014/15. Bank and cash balances at 31 st August totalled 17,014. Proposed: Siggie Mattison Seconded: Joan Foreman The Accounts were unanimously approved by a show of hands. 6. Election of Committee Members and Officers 6.1 Chairman: Christine Hines (proposed by D Blyfield; seconded by W Crosswaite). Her appointment was carried unanimously by those present. Membership Secretary: David Shaw (proposed by H Mowat; seconded by D Blyfield). His appointment was carried unanimously by those present. 6.2 The following were proposed and seconded for the 2016-2017 Committee positions noted: Treasurer: Michael Moryson (proposed by W Crosswaite; seconded by I Munday) Groups Coordinator: Hugh Mowat (proposed by B Graham; seconded by P Turtle). Tours Coordinator: Ivan Peel (proposed by D Nicholson; seconded by M Moryson) Web Master: Chris Rush (proposed by I Peel, seconded by B Graham) E-mail network: Brian Graham (proposed by P Turtle, seconded by I Peel) Committee Members: Wendy Crosswaite (proposed I Munday; seconded by C Rush)
6.3 Christine Hines then presented her introductory speech: For those of you who don t know me, my name is Christine Hines, and until recently I was in education, firstly as a teacher and then as a university lecturer. To date my involvement with the U3A has been quite brief as I have only attended the Italian conversation classes. However, I am interested in its work and I am looking forward to serving you as your new Chair. At this point I was going to thank you for electing me, but unfortunately there was no election, so I have been appointed as the only candidate. I hope I manage to do a good job, especially in this, your silver Jubilee, year and build upon the success of my predecessors and to further develop Harrogate U3A. Whilst being the only candidate means there was no one who is the loser, it does present us with potential problems for the future. The U3A in Harrogate, in fact anywhere, is successful because it has a dedicated group of leaders and a strong and dynamic committee to coordinate and manage the organisation at a local level. In the next year a number of our committee members will be coming to the end of their term of office, and if we are to continue then we will require new people to take up the batten and carry Harrogate U3A towards its pearl anniversary in five years time. One of the key roles to be filled is that of Treasurer. Over the past few years Michael Moryson has done an excellent job and we are all extremely grateful that he has agreed to extend his term of office for an extra year, but we do need someone to step forward now with a view to taking over next September, so that they can work with us to ensure a smooth transition. If you feel you could help, then contact me or Diane Nicholson, the secretary. This is very important as without the committee the U3A in Harrogate will fold and that would be a great loss to our community. So, on to more pleasant matters... This is our Silver Jubilee year and I hope this will be celebrated in all the groups. Have a think about what your group is going to do and let us know so that it can be included in the newsletter. Over the coming months I hope to visit as many groups as possible to develop my own understanding of the U3A in Harrogate. You will have received information about the monthly meetings and speakers for the coming year. I hope to see as many of you as possible at these. Also, if you have ideas for speakers in the future please let the committee know as we will be planning the 2017-18 season shortly. Finally, I would like to thank David and the committee for giving me the support in taking on the role of Chair. I wish all the groups a successful year, and congratulations to Harrogate U3A on its 25 th Anniversary. Christine Hines 23 rd September 2016 7. Re-appointment of auditors 7.1 The Chairman and Treasurer expressed their appreciation of the help of our auditors, Cook Trotter, who provided their services free of charge and were willing to continue. 7.2 The re-appointment of Cook Trotter as auditors was unanimously approved by a show of hands. 8. Any Other Business There was no other business. The meeting closed at 2.30 p.m. Date of 2017 AGM: Friday 22 nd September 2017