annual general meeting

AGM minutes 2014
NATIONAL COUNCIL FOR THE DIVORCED, SEPARATED
AND WIDOWED
ANNUAL GENERAL MEETING
HELD IN THE FLORAL HALL SOUTHPORT
HOSTED BY THE NORTH WEST REGION
ON SATURDAY 22nd March 2014
AT 11.00am
MINUTES
The Annual General Meeting was held in the presence of:
The Vice-Presidents
Members of the retiring NEC and Individual Members
Representatives from the following Branches:
Amblecote, Aylsham & Norwich, Barnsley, Bromsgrove, Croydon, Darton, Doncaster, Dudley,
Fakenham, Gateshead, Hull, Leeds, Longsight, Loughborough, Manchester, Mexborough, Northfield,
Nottingham Locksley, Rotherham, Scunthorpe, Sutton Coldfield, Tamworth, Warrington, Wakefield,
Willenhall, Worksop, Yardley
VOTES FOR TODAYS MEETING
Total Number of Votes
2/3rds Majority
1.
1823
1215
National Chair Martin Benson opened the meeting at 11.05
2. Welcomed everyone to the 2014 National Annual General Meeting hope we have a very
productive meeting and I hope that, given some of the comments made from people as they came
in, we can keep it short.
3. APOLOGIES FOR ABSENCE
Denise Robertson: National President
Phil and Avril Greenaway: National Vice Presidents
John Winterburn: Vice President
Brenda Winterburn
Joan Parnell Raw: Vice President
George Raw
Sheila Marsh, Sandra Green: Dudley
George & Pat Carse: Sutton
Martin would also like to wish Pat and George Carse a speedy recovery.
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4.
ONE MINUTES SILENCE FOR ALL NCDSW MEMBERS WHO HAVE PASSED
AWAY DURING THE YEAR
Martin then called for a minute’s silence for those Members who had passed on in the Organisation,
during the last year and to remember those that are in less than ideal health that are among us.
Martin: Denise has apologised for not being here with us today but she has sent in an address to you
all which the Secretary will read out.
5. Denise Robertson National President - Address to Members
During the last year I have really seen some green shoots of progress in NCDSW. This is thanks, in
no small part, to your Chair and his Officials but also because of some super human efforts by
individual members. I am really glad that NCDSW is surviving the current storms, because I cannot
remember a time when I have been more besieged with pleas from people who need organisations like
yours. I hope you all have a wonderful weekend and I wish that I could be with you but please enjoy
your time together and make sure that NCDSW can go forward to further success.
Denise Robertson
NCDSW President
6. APPOINTMENT OF SCRUTINEERS
Martin then asked for volunteers.
Carol Key (Amblecote) Margaret
........................ ........................
Scrutineers were presented to the meeting and were accepted.
The colours of the voting slips were shown to the meeting to remind members, which colour to use
when voting takes place.
Roving mike:
Sean
&
volunteered
Martin: Asked that when you are talking on the microphone for the purposes of the recordings
could you state your name and branch so that it can go down on record. We have in the room
today representatives from 27 clubs and 2 individual members so the total numbers of votes in the
room is 1823 and two thirds of majority becomes 1215.
7.
MINUTES OF THE 2013 ANNUAL GENERAL MEETING
Martin confirmed that everyone was happy to take the Minutes as read. There were no abstentions
Corrections to the Minutes
Secretary: Dear Mally I am writing to you to ask if you could amend the minutes of the AGM 2013
meeting and add two names who attended the meeting for Mancunian Phoenix Club, Manchester.
They were Anne Leather and Ernest David Lloyd; hopefully they will be able to attend this year’s
meeting.
Minutes duly amended.
Acceptance of the Minutes as amended
Proposed by Richard Gregory
Seconded by Keith Holbrook
A vote was taken: All in favour, none against. Abstentions 0.
Matters Arising
None
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8. ADOPTION OF THE REPORTS AND ACCOUNTS
a)
Chairman
Report accepted
Proposed by Shaun Marsh and Sec by Bill Jones
All in favour No abstentions
b)
Secretary
Report accepted
Proposed by Bill Jones and sec by Tony Buckley
All in favour No abstentions
c)
Treasurer
Report Accepted
Proposed by Val Bailey and sec by Malcolm Grey
All in favour No abstentions
Accounts
There were no questions for David.
The books were available today for any one to look at.
Proposed by Harry Taylor
Seconded by Tony Buckley
Accounts accepted by all present. All in favour No abstentions
d)
Publicity Report
Proposed by Bill Jones and Sec Shaun Marsh
All in favour No abstentions
e)
Development Report
Proposed Keith Holbrook
Sec Harry Taylor
All in favour, No abstentions.
f) NCDSW Members Support Fund
All in favour of accepting the accounts and report
Proposed Wendy
Sec Tony
All in favour. No Abstentions
9.
ADOPTION OF THE AGM STANDING ORDERS
This is a straight majority card vote using the voting cards issued with the voting slips
All agreed No Abstentions
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10.
TO CONSIDER THE RESOLUTIONS SUBMITTED AS FOLLOWS
10A Section N12, Annual General Meeting & AGM Standing Orders
This is a constitutional proposal and requires a two-thirds majority to be carried. Please use voting
slip 10A.
Proposed by Tony Elsdon, National Publicity Officer & Wigan Branch member
Seconded by Mally Trail, National Secretary & Willenhall Branch member
Amend Section N12 as follows:
Subsection c) remove the paragraph commencing ‘Corporate Members’ and ending ‘Four
Representatives’
Subsection c) in the paragraph commencing ‘Each Corporate Member represented’ add the word
constitutional between ‘each’ and ‘proposal’
Subsection d) replace the word’ resolutions’ with the word ‘items’ and replace the words ‘’a simple
majority of those attending and voting’ with ‘individual votes of NCDSW members in attendance at
the AGM’
Amend NCDSW AGM Standing Orders section ‘Voting’ as follows:
Remove the words ‘On all occasions when voting by a show of hands is called for, no Corporate
Member shall be allowed to show more hands than that according to the Constitution, Section N12(c).
Persons present who do not hold Individual Member status and who would cause a Corporate Member
to be over-represented shall not vote.
So that Section N12 subsection c) reads:
Voting rights at any Annual General Meeting or at any Extraordinary General Meeting of the Council
shall be as follows:
Individual Members - each member attending shall be entitled to one vote
for each proposal submitted to the meeting.
Each Corporate Member represented at the meeting shall be entitled to one
vote for each of its members for each constitutional proposal submitted to
the meeting on the basis of the last affiliation fee paid to the Council
provided always that only fully paid up Corporate Members shall be entitled
to vote.
Representatives attending any NCDSW General Meeting shall have voting
rights for one Branch only.
So that Section N12 subsection d) reads:
All items on the Agenda other than proposals to amend the Constitution
shall be decided by individual votes of NCDSW members in attendance at
the AGM.
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So that NCDSW AGM Standing Orders section ‘Voting’ reads:
All motions on the agenda and all elections shall be decided by a ballot vote. The Chairman shall
ensure that sufficient tellers or scrutineers are appointed at the start of the meeting and they alone shall
be responsible for the handling and counting of ballot papers. The Chairman shall declare the result of
the vote to the meeting in accordance with the terms and conditions of the Constitution. A recount
shall be taken if there is a call from the floor for a recount. All reports shall be circulated with the
agenda and no new matter shall be introduced at the meeting. The voting for reports shall be by a
show of hands. Immediately following a Council AGM the ballot papers will be lodged with the
Senior Vice-Presidents.
Speaking For the Proposal:
Tony Elsdon: To simplify this proposal, I believe that it is you, the people in this room that care about
what happens to our Organisation. For example, I believe that if you ask the ordinary member who the
Individual Members Secretary is, they wouldn’t have a clue. The reason is that the ordinary members
care about their Branch, dancing & other functions. I believe that it is you, the people in this room,
that care about who runs our Organisation & therefore I believe that it is you who should vote.
As an example & I’ll use Mally if I may, 3 branches each with 50 members may like Mally & feel she
is doing a good job. One single Branch with 175 members may not like Mally & that one single
branch can outvote the other 3 branches. Therefore I believe that it should be the people present in the
room that have a vote on matters that affect the Organisation such as the election of officers etc.
Constitutional changes should of course be put to the members & they should have a say.
I therefore ask you to support this proposal so that it is you in this room that say who runs NCDSW
not one or two big clubs.
No-one wished to speak against.
The Chair moved to a vote;
Votes For:
1335
Votes Against: 488
Abstentions:
0
Motion Carried
10B Section N10, Control
This is a constitutional proposal and requires a two-thirds majority to be carried. Please use voting
slip 10B.
Proposed by Mally Trail, National Secretary & Willenhall Branch member
Seconded by Tony Elsdon, National Publicity Officer & Wigan Branch member
Amend the wording in Section N10 to remove the words ’Development Officer and four members’
and replace with ‘and up to five members’
So that Section 10B reads:
The Council shall be controlled by a National Executive Committee (NEC) consisting of Chairman,
Vice-Chairman, Secretary, Treasurer, Publicity Officer and up to five members elected annually at the
Annual General Meeting of the Council and one Representative of each Region affiliated to the
Council who conforms to this constitution. The officers of the Council shall be Chairman, ViceChairman, Secretary and Treasurer.
To Speak in support of the motion:
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Mally Trail: We are not trying to get rid of a person from the NEC; as you can see we would like to
increase the number of other NEC members. However, what we have found over the past few years is
that we are quite geographically placed around the country. As an example, our National Development
Officer this year is based in Redditch. If we had a need in Gateshead, for example, it makes better
sense to send Tony Elsdon as he is geographically closer.
What we would do is share the development responsibility out amongst the different members of the
NEC. This would save on expenses also. Thank you.
No one wished to speak against the proposal so the Chair moved to a vote.
Votes For:
Votes Against:
Abstentions:
1823
0
0
Motion Carried
At this point the revised voting slips required because of the passing of 10a were distributed.
The number of voting members in the room was clarified as being 66.
11.
NCDSW MEMBERS SUPPORT FUND MEETING
David Hamilton: I stated in my report that I planned to open a Savings Acct for the Fund. This has
now been opened so next years accounts sheet will show 2 bank accounts. Any new funds, donations
etc will be paid into the Savings Accts. There are still some funds remaining in the other account to
pay out any awards.
Mally Trail: I’d like to repeat what I said last night. The Members Support Fund is there for
everybody. It doesn’t matter if you are working, not working whatever your circumstances are we are
here to help you. I think that this needs to be stressed to the Members; you don’t have to be on your
last pound before you apply for an award. We will help any member within our Organisation. This
fund was set up for you guys & your members at your branches. So, please let your members know.
Everything is kept confidential; the only people who will know are the 2 branch officers who sign the
form, the claimant & myself. When I discuss the claim with the rest of the Support Fund Committee,
they are not told who the claimant is, or which area or Region they are from. All that is divulged is
what the claim is for & how long the claimant has been a member.
Harry Taylor: How many awards were made last year?
David Hamilton: two
Harry Taylor: We do need some really strong advertising for the fund. This is because in our Branches
(NW Region) it is not being pushed. Even in my branch there is just a poster on the wall, no leaflets or
similar. We need to advertise it better; as has been said we’ve only made 2 awards in 12 months. It’s
no different than it was before. Our members are not using us. Our members need educating about the
support fund.
Martin: That is firmly on the Agenda for the next 12 months.
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Wendy: My members are coming to me saying that it is means tested & that is why they won’t apply.
Thank you Mally for making it clear both last night & today but can we not have something on the
form that says “This is not means tested”. People, even if they are poor, are proud.
Mally Trail: I have a form here. All we ask for is their name & address, their e-mail address if they
have one, what the support is required for, the branch they are currently a member of & for how long,
How long have they been a member of NCDSW. There is a space for the Branch officers to make any
comments in support of the claim, & to sign the form with name & position. That is all we ask for.
Anybody can apply.
Wendy: Can we have the words “This is not means tested” on the form please?
Martin: I don’t see a problem with that. I’m sure we can amend the form.
Garrie Mercer, Northfield Branch: I’m concerned that you don’t look into individual circumstances.
Surely that leaves the fund open to abuse? We have to draw a line somewhere.
Ernest Lloyd, Mancunian Branch: I agree with the previous speaker, people with sufficient money of
their own should not be able to apply for a grant from the Support Fund.
Mally Trail: NCDSW does not discriminate against anybody for any reason. We welcome everybody
into our organisation. Why should we now start discriminating against Members who come to us for
help from the Support Fund?
Richard Gregory, Loughborough Chair & Mid Reg Secretary: If a member brought a form to me I
don’t feel, as a Branch Chair, that I should be saying that I wouldn’t look at it without a bank
statement. Unfortunately, we do live in a society where we will get false claims. Surely it is better to
have a few false claims than not have any claims at all.
Tony Elsdon: There is a space on the application form for branch officers to make comments which
can be positive or negative. These comments will remain confidential as does the entire application.
Tony Buckley, Individual Member: I believe that the Branches have a responsibility as they know the
member & their circumstances. The branch Officers should put their comments recommending
acceptance or not as the case may be.
John Rush, Nat Vice Chair & Yorkshire Reg Chair: I’ve listened to all of the previous comments, & I
believe that anybody with sufficient money of their own would not claim off of us. I certainly
wouldn’t.
12.
ELECTION OF CHAIRMAN
Chair handed over to the Vice Chair, John Rush for the election of Chairman.
Martin Benson
Proposed: Shaun Marsh (Dudley)
Sec Bill Cropper (Darton)
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As there were no further nominations Martin was elected unopposed. Martin thanked everyone. We
have a lot of hard work to do, and thanked the members for their vote of confidence.
13.
ELECTION OF VICE-CHAIR
John Rush:
Tony Elsdon:
Proposed Val Bailey (Darton) Sec Malcolm Grey (Scunthorpe) 25 Votes
Proposed Harry Taylor (Wirral) Sec Bill Jones (Hull)
41 Votes
Tony Elsdon was duly elected as Nat Vice Chair
Martin asked for a show of appreciation for the hard work that JR had put in as Vive Chair over
the year, especially as he had to step in to replace Iris Morris who stood down from the role
halfway through the year.
(Applause)
14.
ELECTION OF SECRETARY
Mally Trail proposed by Harry Taylor (Wirral) & Sec by Wendy
As there were no further nominations, Mally Trail was elected unopposed.
15.
ELECTION OF TREASURER
David Hamilton proposed by Shaun Marsh (Dudley) & Sec by Keith Holbrook (Tamworth)
As there were no further nominations, David Hamilton was elected unopposed.
16.
ELECTION OF PUBLICITY OFFICER
Ken Rourke proposed Tony Elsdon (Nat Vice Chair) Sec Shaun Marsh (Dudley)
As there were no further nominations, Ken Rourke was elected unopposed.
17.
ELECTION OF DEVELOPMENT OFFICER
No position to vote for as Proposal 10b was passed.
18.
ELECTION OF NATIONAL EXECUTIVE COMMITTEE
5 members of the NEC as per proposal 10b above.
Bill Jones
Tony Buckley
John Rush
Malcolm Grey
Shaun Marsh
Janice Simpson
Proposed Trish
Seconded Gordon
Proposed Tony Elsdon
Seconded Val Bailey
Proposed Mally Trail John Declined the Nomination.
Proposed Val Bailey
Seconded Bill Jones
Proposed Keith Holbrook
Seconded Tony Buckley
Proposed Tony Elsdon
Seconded Bill Jones
As there were no further nominations the persons above were elected.
The Chair asked that each gave a brief potted history as a way of helping the members know what
their backgrounds were.
19.
ELECTION OF STANDING ORDERS COMMITTEE
There had been received confirmation from Avril Greenaway should she be proposed she would stand
on standing orders committee.
Avril Greenaway
Proposed by Wendy
Sec by June Holbrook (Tamworth)
Garrie Mercer
Proposed by (could not hear) & Sec by Dave Malpass (Willenhall)
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20.
ELECTION OF HONORARY VICE-PRESIDENTS
Martin: This nomination is very special to me. As you are all aware we sadly lost Marvis Forber a few
months ago. To me Marvis was an exemplary example of everything that a National Vice President
should be. She was caring about the members, committed to NCDSW & determined to be as
supportive as possible. Marvis not only went the extra mile but sometimes the extra two or three
miles. Her loss left a massive hole in NCDSW & the NEC feels that the vacancy should be filled by
someone who also goes that extra mile or two, who also cares passionately about our organisation &
its members, someone who has never been known to say no when a request for help has come through.
Nominated by the NEC: Mally Trail
Elected Unopposed
21.
APPOINTMENT OF AUDITORS
Avril Greenaway Proposed by Harry Taylor (Wirral) & Sec by Shaun Marsh (Dudley)
Confirmation from Avril that she was happy to continue to be Auditor.
No one objected. Avril was appointed once again.
Vote of thanks to Avril
22.
DATE, TIME AND VENUE OF THE 2015 ANNUAL GENERAL MEETING
The Spa
Bridlington
Saturday 21st March 2015
23.
GENERAL DISCUSSION
Richard Gregory: Is there any information about the 2016 AGM as yet?
Martin: I believe it will also be in Bridlington but I have no Info about the dates.
John Rush: As next year is our 50th Anniversary we booked the Spa as was agreed in early 2013. It is
booked for March.
Mally Trail: The October weekend is also booked for this year. Janice has agreed to host it again for
us. We are going to be in South Shields. Friday 31st October to Sunday November 2nd. It will be at
Hedworth Hall again.
Harry Taylor: As the October Weekend will be over Hallowe’en can we have that as a theme?
Martin Benson: Halloween as a fancy dress weekend? Is that ok with everyone?
General approval.
Harry Taylor, North West Reg Chair: can I suggest that we leave the NCDSW Constitution alone next
year? We’ve fine tuned it over the last few years & I think that we need to leave it alone for a while so
that people can get used to it. It’s just a suggestion.
Mally Trail: At the end of the day, if members want to submit proposals to the AGM they do have the
right to do so.
Harry Taylor: I have had several comments made to me this weekend regarding Mercia Region. The
region used to put on 3 or 4 special nights each year but that has stopped since the Region disbanded.
I want to say that the member clubs are still in place & there’s nothing stopping them from banding
together to put on a special night &inviting other clubs around them.
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Martin: In reply I will say that it has been my experience that all of the clubs in what was Mercia
Region still interact with each other & invite each other to their various events. If we do ever have a
communication issue then the Branches can all talk via the National Secretary. As far as I am aware,
everybody is welcome at every branch all over the country!
Frank Latham (Amblecote): Regarding what Harry’s just said, the former members of Mercia Region
are now all non-regional clubs & one would have expected the member of the NEC responsible for
non-regional branches to get in touch. As far as I am aware that has not happened. We have had very
little contact with the NEC at all. The only contact is initiated by us.
Martin: I take you point Frank; there are a lot of things that have to change over the next few months
& that is one of them.
Richard Gregory (Loughborough): When we change the Constitution, is there any way we can just
reprint the relevant pages? This would save everybody’s paper & ink.
Mally Trail: I totally understand where you’re coming from but each edition of the constitution has a
version number & date so if we change it then we have to re-do the whole lot. When we amend the
constitution then I always put an explanatory letter with the new version to high light the changes.
David (Sutton Coldfield): Our members have been discussing this magazine & they think that it is a
waste of time & a waste of money.
Martin: In what way?
David: Well, it’s expensive for a start. It’s all pictures, there are hardly any stories at all in it.
Martin: My standard answer to that point is that the Editor can only print what he gets sent. If the
Editor only gets pictures then that’s all he can print. I personally would like to see a lot more articles
included but who is going to write them? I can’t as I’m too busy. So the content boils down to what
you & your members submit. As we now have to choose a new Editor, the format of the newsletter
can also be looked at again. However, it will still rely on you & your members submitting articles for
publication.
Richard Gregory: I think that it is important that we retain the newsletter; I have had similar comments
to David from the members in my Region. Perhaps, as we all get more computer literate, we could just
publish electronically?
Martin: As I said the newsletter is something that we are going to look at during the NEC meeting in
the morning.
Brian Felton, Chair Eagle Sports: I agree with the comments made earlier. We have 50 branches, only
15 of them get a mention. It is very expensive to produce. We spend thousands of pounds each year on
it & I think it’s a ridiculous sum to spend to fund the few branches. The money would be better spent
on advertising.
Martin: As I said the newsletter is something that we are going to look at during the NEC meeting in
the morning.
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Harry Taylor: Many years ago members used to send in recipes, poems stories & similar things. This
seems to have stopped.
Frank Latham (Amblecote) : I’d just like to talk about the email newsletter. Having spent 5 years as
Publicity Officer on the NEC, I spent a lot of time trying to get the email newsletter off the ground.
I’ve only seen one recently & it wasn’t very good. If we are going to put a newsletter out there then it
needs to have some content.
Tony Elsdon: I agree with Frank but it’s the same as the paper one in that we can only publish what
we receive. With both the electronic & the paper newsletter we can only publish what we are sent. We
need you the members to send us items for inclusion. Also, looking at using the approx £4000.00 we
would save for advertising, I think that the best way is to link up with the Regions & Branches to do a
lot of local advertising as National advertising is out of our price range.
Mally Trail: I have been discussing with our President the possibility of having a celebrity or two on
board to publicise us? Denise will be approaching Esther Rantzen initially as she has launched the
Silver Surfer charity.
Brian Felton Eagle Sports: Perhaps the NEC could look at subsidising the branches expenses in
advertising?
Martin: That is something we have done in the past & I am happy to talk about doing it again.
Frank Latham (Amblecote) : Perhaps we could look at working with Age Concern? They have a
bigger organisation than we have & we may be able to get some benefit from that.
Janice Simpson (Gateshead): We do a lot of Advertising in the North East. I have passed the info to
Tony Elsdon. It costs our club £180.00 for 5 adverts over 10 weeks. However, it doesn’t matter how
many people you talk to on the phone you have to get them through the door & we got one new
member, that’s all.
Richard Gregory (Loughborough): As branch chair I do a lot of the advertising for our branch. We’ve
found that advertising in the “What’s On” column of the local paper is usually free.
Mandy Humpage Willenhall): I don’t consider myself old so the idea of advertising in Age Concern
worries me. I think that the clubs need to bring in younger blood so going to try & attract an older
group seems to be defeating the object? We need to be looking all over not just at Age Concern.
Eileen: Ref advertising we’ve advertised for the last 10 years or so in the “50+” paper which is
circulated all over Nottinghamshire & Derbyshire.
Martin: I know that in the past the NEC has supported local advertising initiatives as National
Advertising is so expensive. I know we will be discussing it in the meeting in the morning but we do
need to ensure that we get some value for your money.
Cliff Glover: The best advertising is the free papers. If you write an article for your local free paper,
they will always find room for it as they are generally crying out for copy.
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Mally Trail: I’d like to let members know quickly, we are revamping the “Are You Alone” leaflets so
that each branch can place them in local shops, surgeries, libraries etc, they will also be available as
A4 posters & only one sided so that they can be used in windows etc.
Bill Jones (Hull): ref these leaflets, they will be given to the Regional Reps to give to the Branches,
what about the non-regional branches?
Martin: Bill, in this context we use the term “Regional” in a geographical sense rather than an
organisational one.
Richard Gregory (Loughborough): We should bear in mind that it is not just up to the NEC to contact
the branches; communication is a 2 way street & it should be up to the branches to keep the NEC up to
date.
Martin: This is very true. We have a lot of enquiries about the organisation come through us & if the
info we hold for you is not current then we are not helping you or the prospective member.
Frank Latham (Amblecote): Has the NEC considered the drop in numbers? We had 2700 voting
members last year & only 1800 this year.
Martin: Yes Frank, those were the numbers in the room but the NEC is conscious of the falling
membership over all. Part of the aim in the amendments you passed earlier today is to allow us to look
at ways of rebuilding the membership. We are suffering partly because of our own success. We were
designed as an organisation, to attract the needy new member, help them rebuild their lives, make new
friends etc & then move on taking their friends with them.
We are very good at the rebuilding but we are hopeless at getting new members. However, it is
relatively easy to get new people through the door. The hard part is keeping them. If any of you wish
to share your philosophies on this please get in touch.
David: People need to start looking at the forms I send out as part of the reason that we have so few
members today is that the votes collection forms have gone to the last address because branches
haven’t kept the NEC up to date. Also, the paperwork that should have been brought along today has
been forgotten or no written letter of authority to collect votes has been provided. I also agree about
getting younger people involved. I don’t feel old but 30 & 40 year olds don’t want the same things that
some of the older members do. Maybe we could start a branch specifically aimed at younger people
that could grow as the rest of us get older.
THE CHAIRMAN MARTIN BENSON CLOSED THE MEETING
The Chairman thanked the following people
Standing Orders
The Scrutineers
The Roving Mic people
And everyone who had attended today’s meeting.
The meeting closed at 13.08pm
Unconfirmed Minutes
Martin Benson
pp National Secretary December 2014
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