Minutes Of The Bowling Green Community Group (BGCG) Annual General Meeting Held at Earle’s retreat on Thursday 25th October 2007...

Notice of the intention to hold the Annual General Meeting at the time and venue specified had been promulgated in the following media: West Briton – Falmouth Packet – BGCG Website – King Charles School weekly newsletter, the ‘Bowly’ notice board, additionally every committee member listed as a committee member on 31st August had been given details by a hand delivered letter.

Committee Members Present: - Guy Doncaster, John Mallinson, Hugh Emsden, Tania Harding and Mick Stevens

Other Attendees: - Nil


01. Apologies: - Sarah McCartney, Cate Halliday, Beverley McKenzie (Provedore)

01. Previous AGM Minutes were read, accepted and signed as a true and accurate account.

02. The Chairperson then introduced himself and the four-committee members present.

03. The Chair person then presented his annual report;
Chairpersons Annual Report 2007

“It has been a challenging year for the Bowling Green Community Group, after a couple of high profile and successful years, the last year has resulted in little activity or developments.

Energy within the management group has peaked and new committed people need to become part of the group, to work with remaining key players to support the regeneration of the Bowly and the continuation of annual community events.

The group needs to remain focused on what they can realistically achieve as an organisation and deliver outcomes, which are beneficial for the Bowly and the local community.

In January we launched our fundraising campaign for the Toddler area and displayed the visual indicator, to illustrate the need to raise money. At the time we were optimistic that we could raise £20,000. However, our efforts have been weak and money has not been forthcoming, except for the funds already donated by the town council and income generated through ice cream sales at Gyllyngvase Café.

Whilst in recent years we have organised well-attended community events we failed this year to actually have the annual fun day, due to poor co-ordination and lack of commitment from some members.

However, we did have celebrity endorsement of our work to improve the Bowly through the appearance of sports legend, Ian Wright playing football on the Bowly with local young people in April.

We also continue to successfully supervise the opening and closing of the Bowling Green and continue to meet as a group, although some people have clearly failed to understand the commitment required for being a management committee member for a community group.

If the Bowling Green Community Group is to be a functioning organisation, we need to reflect on what in my opinion has been an embarrassing year and support the following actions: -

· Improve local profile and recruit community supporters

· Maintain that events are realistic and achievable

· Develop collaborative working to enable increased capacity

· Improve group governance to enable aims to be achieved

· Focus on funding so we can deliver improvements

· Involve new people in the management of the organisation

· Arrange meetings at different venues and times

· Expand communication between members

It is also for the wider local community to endorse the work of the group, become champions for our cause and not expect a few people to take responsibility for the advancement and regeneration of what it is a popular and well used community space.

We need other residents to become actively involved and make a difference to our community.

Guy Doncaster
25/10/07

04. The Treasurer then presented his annual report;
Statement Of Accounts

Opening balances C/F as at 02/11/06

Business Premium Account (savings) £134-50
Community Account (current account) £2832-61
Total £2967-11

Income For Period 02/11/06 to 25/10/07

Interest on savings account £1-73
Donations – Lions Club £250-00
Hine Downing Solicictors £100-00
Mr & Mrs Robinson £100-00
Ms M Carter £50-00
Students Fund Raising Event £60-00
Total £561-73

Expenditure For Period 02/11/06 to 25/10/07
Oxfam (supplies for Funday 2006) £10-54
Miscellaneous expenses (Funday & AGM 2006) £82-39
Annual computer and website services £66-00
BTCV and Annual Insurance £244-50
Total £403-43

Current Balances as at 25/10/07

Business Premium Account (savings) £136-23
Community Account (current) £2989-18
Total Monetary Assets £3125-41

· The Chairperson noted that a formal statement of accounts for the financial year were required.
· Post Meeting Note – At the last committee meeting it was decided to move the bulk of the monetary assets from the current account to the savings account so as to accrue more interest – this has yet to be achieved.

05. The amended constitution was distributed and discussed, after one minor alteration it was unanimously incorporated as the BGCG Constitution. It appears below in its amended form as agreed for acceptance.








BGCG CONSTITUTION

1. NAME

The name of the Group shall be Bowling Green Community Group, hereinafter referred to as the "GROUP".

2. AIMS & OBJECTIVES.

To develop and enhance the recreational area situated at the corner of Marlborough and Trelawney Roads, Falmouth known as 'The Bowling Green'.
To represent the users of the Bowling Green and local residents
To bring people together through community events and activities
To raise funds by all lawful means
To work in partnership, to achieve our aims and objectives.

The GROUP will promote any charitable aim to further the above.

3. MEMBERSHIP

Membership of the GROUP shall be open to all residents living in the Bowling Green area and other interested persons.

4. EQUAL OPPORTUNITIES

The GROUP wants to involve everyone in the area and will try to overcome any obstacles to people giving their views or getting involved in meetings and events. The GROUP will try to make sure that everyone can feel welcome and safe at events organised by the GROUP and will challenge any remarks or behaviour that cause offence and makes some people feel unwelcome. The GROUP will take positive action to reach those people that are under-represented at meetings and events and will ensure that all members have equal opportunities to attend and take part in the GROUP and its events.

5. MANAGEMENT COMMITTEE

A Management Committee elected at the Annual General Meeting will run the GROUP.

The Committee will be made up of three Officers, including a Chair, Secretary and Treasurer, including between two and five other ordinary members.

If vacancies occur among the officers between AGMs, the Committee shall have the power to fill those vacancies except where three or more vacancies occur at the same time in which case a Special General Meeting, advertised for that purpose, must be called.

Committee members who miss more than three consecutive meetings without giving reasonable apologies may be asked to resign their post. A member of the committee may be removed or suspended from their post if they bring the good name of the GROUP into disrepute. A full meeting of the committee will be called to consider evidence from all sides and a majority vote will be necessary to remove or suspend.

The Committee will have power to co-opt members with skills and knowledge useful to the GROUP. Co-opted members of the Committee can take part but will have no voting rights at Committee meeting and should not hold officer posts or represent the GROUP at meetings or events.

6. ANNUAL GENERAL MEETING

Once a year (and no later than after 15 months) the Committee will call an Annual General meeting (AGM). Written notice of the meeting must be publicised at least four weeks in advance and members should be made aware that they would have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and committee at the meeting.

· The minutes of the previous AGM will be presented and approved.

· The existing Chair will present a report of the GROUP's activities.

· The existing Treasurer will present accounts for the year.

· Any amendments to the constitution will be voted on.

· The existing committee will stand down.

· The officers and committee for the next year will be elected.
Nominations for officers and committee will be accepted only if the person nominated is present at the Annual General Meeting or has put in writing that they want to stand.

If there is nobody willing to stand, the committee will start procedures to close the GROUP down.

7. SPECIAL GENERAL MEETING

The Committee of the GROUP may, at any time, call a Special Meeting of the GROUP, giving at least 7 days written notice to all members, to consider any matter that the Committee may decide should be referred to all members.

8. GENERAL MEETINGS

The GROUP will be democratic and open. The committee will hold at least quarterly meetings or events. .

At least three members of the committee have to be present to take a decision on behalf of the GROUP. All members of the committee should be consulted on the dates and venues of meetings. The committee will try to work by general agreement but where this is not possible decisions will be taken by majority vote.

Minutes will be kept of all meetings of the GROUP. The minutes will be presented to the next meeting to be approved. The minutes should be made available to any member of the GROUP on request.

All members of the GROUP will be expected to treat each other with respect and act in a reasonable manner at GROUP events. The Chair may ask members to leave if their behaviour is disruptive or offensive.

9. FINANCE

The committee can raise money on behalf of the GROUP as they see fit, as long as they spend it in line with the aims and objectives of the GROUP.

The treasurer shall keep proper account of the finances of the GROUP and shall open a bank account in the name of the GROUP. The committee will nominate at least three people who can sign cheques.

The accounts will be presented to the Annual General Meeting and copies available to members.

The committee are responsible for the proper use of money raised through grants according to the guidelines issued by the funding body

The Treasurer should keep receipts for all money paid out in expenses to committee members for duties carried out on behalf of the GROUP.

10. ALTERATIONS TO THE CONSTITUTION

The constitution may only be amended at an Annual General Meeting or at a Special General Meeting. Any proposal to alter the Constitution should be should be sent to the Secretary at least 14 days before the meeting. Notice of the proposal to alter the constitution should be included in the publicity for the meeting. Any alteration to the constitution requires a two-thirds majority of those present and voting.

11. DISSOLUTION

A proposal to dissolve the GROUP will only be carried if agreed by two thirds of the members present or if the GROUP is unable to form a committee. All outstanding bills will be paid and the balance of any grants from funding bodies will be returned. Any assets remaining after the satisfaction of proper debts and liabilities will be applied towards the development of the Bowling Green Area as the Committee may decide subject to the approval of the meeting to dissolve the GROUP.

The Constitution was adopted as the Constitution of the Bowling Green Community Group at the annual general meeting of it’s members held at Earles Retreat, Falmouth on 25th October 2007.

This Constitution should be kept on file and made available to members on request

· A question was raised regarding the dissolution of the group, the Chairperson pointed out that this was covered in Section 11

06. The size of the committee as determined in the constitution was to be adopted and therefore the five persons present volunteered to form the Committee for the coming year – 2008. Therefore GD, TH, JM, HE and MS are the five BGCG Committee Members.


07. The three Committee Officers then stood down from their positions and elections for the three vacant Committee Officers were then held;
Secretary – Mick Stevens, Proposed by TH, Seconded by HE – Unanimous
Treasurer – John Mallinson, Proposed by HE, Seconded by GD – Unanimous
Chairperson – Guy Doncaster, Proposed by MS, Seconded by TH – Unanimous
· It should be noted that GD has reluctantly offered himself as Chairperson for a further year, as no other nominations were forthcoming. He requires it to be known that this is a temporary Chairmanship until another candidate comes forward.
· TH wished her thanks to GD be recorded and went on to state that GD, without children to use the ‘Bowly’, gave a great deal to the BGCG in time, energy and resources, all those in attendance fully agreed with those sentiments.

08. AOB
1. Cheque Signing
o PS to be removed as signatory
o GD to remain as signatory
o HE, TH and MS to be added as signatories

There being no further business the meeting closed at 8:48pm.

09. Post Meeting Notes
Groundwork UK has been awarded £50 million to run an open grant scheme on our behalf.
Their community spaces scheme will empower communities across England to improve public spaces in their local neighbourhoods.
The scheme will focus on creating better local environments as well as increasing people’s access to quality local spaces where a range of activities can take place. The community spaces scheme is not yet open to applications. They expect this scheme will be ready to launch in Spring 2008. In the meantime to be kept informed of developments on the scheme please visit the Website: www.community-spaces.org.uk.
As Chairperson I will need other people in the group to lead on this, I will now focus only on Chairing Bowly meetings and pushing the group to be more organised, I will also be an independent assessor for this scheme and may need to be detached from application process - although I could be a useful background voice!
Those of us in the know (a lot of people) have been waiting for year and half for this funding to happen, so demand will be high.
GD

Hugh, Mick, John and myself are now the only Bowly e-group members

We must remember to keep T in the loop!
GD


M.R Stevens


M.R Stevens
Secretary
The Bowling Green Community Group