Bromley and Beckenham Philatelic Society (Club/Society)
Beckenham Public Halls,
4 Bromley Road, Beckenham
BR3 5JE
tel: 020 8778 7001
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Minutes of the 72nd Annual General Meeting
Held at the Public Hall, Beckenham, on Wednesday, 26th May 2009, The President, Mr Ian Reed in the chair.
1. Apologies for Absence: were received from Messrs. Blackwood, Dixon, Kirby, Marchant, and Newman. There were 25 members present
2. Minutes of the 2009 (71st) AGM. These had been read and approved at the ordinary Meeting of the Society immediately following the AGM, (10th June 2009). As there were no further comments or objections, they were accepted by the meeting.
3. Matters Arising. There were none.
4. President’s Report.
This had been circulated with the notice calling the AGM. The President asked that it be taken as read. He had much enjoyed his term of office, and thanked the Committee and Members for their support, especially in the running of the KFPS Spring Rally event at Langley Park Boys School in March. There had been some fine displays, and the usual wide variety of members’ contributions throughout the year. He emphasized the contribution that the Packet Secretary had made to the Society’s well being during the past year.
He drew members’ attention to the Report of the Society’s Activities, culled from the Society Minutes, and also the Reports by e-mail and on the Web site and thanked the Secretary, Mr David Rennie, for compiling them.
5. Secretary’s Report
This had been circulated with the notice calling the AGM. Those who had e-mail (now over half of the membership), received an e-mail newsletter about once per month which was a much more immediate report of what was happening. Copies of ABPS Bulletins and other societies’ auction catalogues were passed on as received.
He had included details of Members’ successes in competitions, and details of members displaying to other societies.
The Press cuttings book was available for members to view, and also some photographs from recent meetings. The latest edition of ABPS News included reports of both BBPS and KFPS with photos, and no less than six photos in the centre-fold montage, mostly from the Spring Rally.
The web site had been constantly updated throughout the year, and we had received over 5,200 hits during last twelve months.
Thanks were expressed to Ian Reed and David Rennie for their hard work, and the Reports were adopted nem. con.
6. Packet Secretary’s Report
The Packet Secretary presented the Report and Accounts to the end of February 2010. This showed a contribution to the Society Main Account of £1000 (2009 £900). Forty-seven packets had completed the circuit, which was more than the previous year, and consequently sales and commission had increased. There were 29 boxes on circuit at the date of the accounts and more have since been issued.
Members were urged to follow the Rules, and pass on boxes within the required time, and to make sure their arithmetic was correct. Every member on the circuit had a duty to check that all books were present when the box was received, and then look through every book in the box. If each member checked the arithmetic of the previous purchaser, errors could be found quickly and corrected. There will still a number of “blank spaces” occurring and again it was emphasised that the last person to have the box on the circuit before the blank space was discovered could be held responsible for making good the loss.
The Secretary advised members that despite its size, we had an excellent record in getting books round the circuit quickly. This encouraged vendors to enter more material, which in turn was a benefit to members buying from the packet. The percentage of material sold had increased to almost twenty-four, the highest it has been for several years.
Mr Boutle, the Honorary Auditor had advised that the accounts were in good order, and he, upon being asked, had nothing further to report.
On a proposal by Mr Alan Stenning, seconded by Mr George Whitehorn, the meeting agreed that the accounts should be received, adopted, and a copy placed with the minutes of the meeting; and further that grateful thanks should be extended to Mrs Davis for all her efforts, and to Mr Boutle for his work as Auditor.
The Secretary added that during the year Olive had been awarded the Lingley Shield by the Kent Federation.
On a proposal from the floor by Ron Burns, and seconded by Mike Dobbs, members unanimously agreed to award the Packet Secretary, Olive Davis, Honorary Life Membership of the Society.
7. Treasurer’s Report
The Honorary Treasurer, Mr George Whitehorn, presented the General Fund: Income & Expenditure Account, and the Balance Sheet as at the 31st March 2010, and the Account for the KFPS Spring Rally event on 20th March 2010. These had been circulated to members with the notice calling the AGM.
The Spring Rally had contributed a significant sum to the Society’s income, even after charitable contributions. He especially thanked Olive Davis for the £1000 from the packet. He was also grateful to Diana Nutley and Ian Crees for the increase in contributions from the raffle, and the auctions.
Despite the finances of the Society being in a relatively healthy state there were warning signs, such as reduced subscription income, higher costs in relation to the hire of the hall; an increase in competition expenses; and the likelihood of membership numbers continuing to decrease.
He advised the meeting that the Committee had therefore decided, to increase the annual subscription from £7.50 to £9, (it was last increased to £7.50 in 2004); to reinstate the 30p charge for “tea and a biscuit,” (as the remaining stock of dry ingredients had now been exhausted); and that the cost of borrowing a catalogue between meetings would be standardised @ 50p per item.
Mr Boutle, the Honorary Auditor had nothing further to add.
On a proposal by Ron Burns, seconded by Erica Banks, the meeting agreed that the accounts be received, adopted, and a copy be placed with the Minutes of the meeting, and further that a vote of thanks be extended to Mr George Whitehorn, the Treasurer, and also to Mr Grahame Boutle, the Auditor, for their work. Members applauded vigorously.
8. Installation of President for 2010/11.
Ian Reed reiterated how much he had enjoyed his year in office, thanked the Officers and Committee Members for their support, and for their continued contribution to the Society’s progress. He then invited Mr Bob Parsons to take over the chair, and regaled him with the Badge of Office.
Bob Parsons thanked Ian for his successful year and members showed their appreciation. He expressed his delight at being elected President and was looking forward to the forthcoming year. He urged members to involve themselves in as many activities as possible, and not to be shy at coming forward. The programme, which would be published shortly, appeared to offer something for everyone.
9. Election of Officers & Committee for 2010/11 The Secretary said that, subject to comment from the meeting, it was proposed to divide the election into five parts: President Elect; Committee Officers; Programme Secretary; Committee Members, and finally the Auditor. This was acceptable to the meeting.
A. Len Barnes had agreed to accept the position of President Elect and in the absence of any other member being proposed was acclaimed as such by the members present.
B. The President announced that the under-named were willing to continue in the offices named:
Mr David Rennie General Secretary
Mr George Whitehorn Treasurer
Mrs Olive Davis Packet Secretary
Mr Chris Sands Membership Secretary
Mr Grahame Boutle Competitions Secretary
Mr Ian Crees Auctioneer
As there were no other volunteers/nominations, Alan Stenning proposed and Mike Dobbs seconded that they be elected. The meeting concurred.
C. Mr Ian Nutley, the Programme Secretary had decided to step down having been in post since 2001, but Ian Reed had agreed to take on this task. The Secretary thanked Ian Nutley for a splendid series of programmes during his period in office.
As there were no other volunteers/nominations, Alan Stenning proposed and Mike Dobbs seconded that Ian Reed be elected. The meeting concurred.
D. Norman Harris and Ron Evans were willing to continue on the Committee, and as there were no other nominations, Erica Banks proposed and Grahame Boutle seconded that they be elected. The meeting concurred.
E. The President then announced that Mr Grahame Boutle had agreed to continue as Auditor/Examiner. No other nominations being made, David Rennie proposed, and George Whitehorn seconded, that Mr Grahame Boutle be appointed Auditor/Examiner. The meeting concurred.
10. Confirmation of Society Representatives for KFPS. The meeting was advised that because of its membership total, the Society was entitled to six voting representatives. He explained how the voting system at KFPS meetings was conducted. Alan Stenning had expressed the wish to stand down from this position.
The President read out the names of the remaining five nominated by the Committee, (and who attend KFPS events on a fairly regular basis), Messrs. Boutle, Burkin, Dobbs, Nutley, and Reed. Len Barnes agreed to fill the sixth position, and, there being no other nominations, and it being understood that any other member could be deputised if necessary, the meeting approved the nominations.
11. Any Other Business
A. THE FUTURE OF THE SOCIETY IN A DECLINING MEMBERSHIP SITUATION.
The Secretary outlined the background to this item, and highlighted such factors as the aging population; the decline in new collectors joining; the refusal of many non-members to even consider joining a society; the increase in overhead costs as a proportion of a probably declining income.
He also mentioned the establishment of some new societies more attuned to daytime meetings, with dealers in regular attendance, and covering an area in which there were several local societies.
The discussion then ranged into other areas, to consider the falling numbers, not only of our Society, but of all societies generally, and what might be our circumstance in terms of numbers of members, financial stability, format of meetings etc. in say 10 or 15 years time, given present trends.
Was there any way in which buying and selling could become a permanent feature of our meetings to attract those packet members and others who do not attend to actually appear regularly?
Was it sensible to begin to plan for a more economic venue? Would the income from the Packet remain at its present level? How were we going to attract younger members in the 30-50 age range, who further down the line would be running the Society?
A number of suggestions were made, such as more social events during the daytime to bring in members who did not come in the evenings possibly by having two of three dealers in regular attendance; promotion of the Society via regular exhibitions at central venues; advertising in the local papers, social networking sites, etc.
The Secretary indicated that he was considering circulating another questionnaire. Whilst no conclusions were made, members should take it upon themselves to consider these matters, discuss them with other members, so that whatever might be decided; would be as a result of members’ involvement.
B. KFPS/ABPS.
Inter alia the benefits derived from being a member society of ABPS and/or KFPS were raised, and the problems associated with support for an event being held at the “wrong” end of the county.
Were KFPS Competitions really necessary, and did Kent really need three events per annum? A show of hands indicated a more or less equal division for and against, with a lot of abstentions/don’t knows. With the large number of commercial fairs now being held every month, did collectors really commit to exhibitions linked to fairs?
C. BROMLEY & BECKENHAM SOCEITY EVENTS
Should we be considering running our own event on an annual or biennial basis, whether it was linked to KFPS or not?
With the continuing delays at Langley Park Boys School, members were asked to provide suggestions for alternative venues within the Bromley borough for our own events. These should have a decent size hall for the dealers, with additional space for any displays, also facilities for refreshments, and good parking, whilst being convenient for public transport by rail or bus.
D. AGM + Competition.
Members were in favour of continuing with this format.
12. Votes of Thanks
A number of members proposed other Votes of Thanks, including all present to Jane and Norman Harris who were now running the refreshments at our meetings; by Ian Crees to Bob Larg for printing the Auction Catalogue; by George Whitehorn to Diana Nutley and Ian Crees for running the raffles, and by Bob Parsons and others to the Secretary for his continuing efforts on behalf of the Society and his success in getting regular reports and photographs in the philatelic press.
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BROMLEY & BECKENHAM PHILATELIC SOCIETY
Extracts from theMinutes of the 71st Annual General Meeting, held at the Public Hall, Beckenham, on Wednesday, 27th May 2009, The President, Mr Charles Newson in the chair.
President’s Report.
This had been circulated with the notice calling the AGM. The President asked that it be taken as read. He had much enjoyed his second term of office, and thanked the Committee and Members for their support. It had been an interesting year with some fine displays, and a good variety of members’ contributions when required. He emphasized the contribution that the Packet Secretary had made to the Society’s well being during the past year.
He drew members’ attention to the Report of the Society’s Activities, culled from the Society Minutes, and also the Reports by e-mail and on the Web site and thanked the Secretary, Mr David Rennie, for compiling them.
Secretary’s Report
This had been circulated with the notice calling the AGM. Those who had e-mail (now almost half of the membership), received an e-mail newsletter about once per month which was a much more immediate report of what was happening.
He had included details of Members’ successes in competitions, and details of members displaying to other societies.
The Press cuttings book was available for members to view, and also some photographs from recent meetings.
The web site had been constantly updated throughout the year, and we had received over 5,500 hits during last twelve months.
Thanks were expressed to Charles Newson and David Rennie for their hard work, and the Reports were adopted nem. con.
Packet Secretary’s Report
In the absence of the Packet Secretary, the General Secretary presented the Report and Accounts to the end of February 2009. These showed a contribution to the Society Main Account of £900 (2008 £1000). Forty packets had completed the circuit, which was less than the previous year, and consequently sales and commission were less. However there were 22 boxes on circuit and more were being prepared.
Members were urged to follow the Rules, and pass on boxes within the required time, and to make sure their arithmetic was correct. He emphasised that every member on the circuit had a duty to look at every book in the box. If each member checked the arithmetic of the previous purchaser, errors could be found quickly and corrected. There will still a number of “blank spaces” occurring and again it was emphasised that the last person to have the box on the circuit before the blank space was discovered could be held responsible for making good the loss. The Secretary also commented on the quality of hinges used by some contributors, and the problems of loose stamps etc, associated with this.
The Secretary advised members that despite its size, we had an excellent record in getting books round the circuit quickly. This encouraged vendors to enter more material, which in turn was a benefit to members buying from the packet. The percentage of material sold still hovered around twenty, but ideally should be higher. He emphasised that the condition of material in books should be a good as possible.
Mr Boutle, the Honorary Auditor had advised that the accounts were in good order, and he, upon being asked, had nothing further to report.
On a proposal by Mr Ron Burn, seconded by Mr Mike Dobbs, the meeting agreed that the accounts should be received, adopted, and a copy placed with the minutes of the meeting; and further that grateful thanks should be extended to Mrs Davis for all her efforts, and to Mr Boutle for his work as Auditor. The members applauded enthusiastically.
Treasurer’s Report
The Honorary Treasurer, Mr George Whitehorn, presented the General Fund: Income & Expenditure Account, and the Balance Sheet as at the 31st March 2009, and the Account for Federation Day on 17th May 2008. These had been circulated to members with the notice calling the AGM. He felt the finances of the Society were in a healthy state, and the Federation Day event had contributed a significant sum to the Society’s balance sheet, even after charitable contributions. There was no need at present to increase the Subscription.
He especially thanked Olive Davis for the packet, and Diana Nutley for the raffle, for their contributions. The latest auction had also been extremely successful, though this of course would appear in the accounts for the current year.
On a proposal by Mr Mike Dobbs, seconded by Mr Alan Stenning, the meeting agreed that the accounts be received, adopted, and a copy be placed with the Minutes of the meeting, and further that a vote of thanks be extended to Mr George Whitehorn, the Treasurer, and also to Mr Grahame Boutle, the Auditor, for their work. Members applauded vigorously.
Installation of President for 2009/10.
Charles Newson reiterated how much he had enjoyed his year in office, thanked the Officers and Committee Members for their support, and for their continued contribution to the Society’s progress. He had provided a small farewell display for members enjoyment. He then invited Mr Ian Reed to take over the chair..
Ian Reed thanked Charles for his successful year and members showed their appreciation. Ian Reed expressed his delight at being elected President and was looking forward to the forthcoming year. He urged members to involve themselves in as many activities as possible, and not to be shy at coming forward. The programme, which would be published shortly, appeared to offer something for everyone.
9. Elections of Officers & Committee for 2009/10 The Secretary said that, subject to comment from the meeting, it was proposed to divide the election into four parts: President Elect; Committee Officers, other Committee Members; and finally the Auditor. This was acceptable to the meeting.
A. In the absence of any candidates being nominated, nor any volunteers from the floor, the position of President Elect would remain to be filled. To compensate in numbers, an extra committee member would be elected.
B. The President announced that the under-named were willing to continue in the offices named: Mr David Rennie General Secretary
Mr George Whitehorn Treasurer
Mrs Olive Davis Packet Secretary
Mr Chris Sands Membership Secretary
Mr Ian Nutley Programme Secretary
Mr Grahame Boutle Competitions Secretary
Mr Ian Crees Auctioneer
As there were no other volunteers/nominations, Alan Stenning proposed and Derek Willis seconded that they be elected. The meeting concurred.
C. The Secretary advised that Norman Harris was willing to continue on the Committee, and that there were two volunteers to join the Committee, namely Ron Evans and Bob Parsons. As there were no other nominations, Erica Banks proposed and Grahame Boutle seconded that they be elected. The meeting concurred.
D. The President then announced that Mr Grahame Boutle had agreed to continue as Auditor/Examiner. No other nominations being made, David Rennie proposed, and George Whitehorn seconded, that Mr Grahame Boutle be appointed Auditor/Examiner. The meeting concurred.
10. Confirmation of Society Representatives for KFPS. The meeting was advised that because of its membership total, the Society was entitled to six voting representatives. He explained how the voting system at KFPS meetings was conducted. Ron Burn, Chairman, and David Rennie, Secretary as officers of KFPS had individual votes. The President read out the names of those nominated by the Committee, (and who attend KFPS events on a fairly regular basis), Messrs. Boutle, Burkin, Dobbs, Nutley, Reed and Stenning. There being no other nominations, and it being understood that any other member could be deputised if necessary, the meeting approved the nominations.
11. Any Other Business
A. Understudy for the Packet Secretary. Norman Harris had been helping as required but felt unable to take over, and he and his wife Jane were now running the refreshments for our meetings. Ron Evans had agreed to take on the role, and would assist Olive with immediate effect. Members applauded his decision.
B. Competition Entries. The Competitions Secretary made the point that entries were on the decline, not only in the Society, but also in other clubs, and even at Federation level. There was general discussion about the merits of competitions, and their rules, etc. The point was made that even non-participating members enjoyed looking at the entries, but needed to be persuaded to enter material for themselves. KFPS were considering holding a seminar about this, and it was also felt that more guidance and encouragement could be given within the Society.
C. ABPS. The Secretary advised members that the ABPS had responded positively to the previous criticism, and much more information was forth-coming from it. An e-Mail Executive Bulletin and reports were being received regularly, and were immediately forwarded to our own e-mail members. There was still concern within ABPS about its finances, but no firm proposals had been made.
We had received good coverage of our own activities in the ABPS News, including photographs. There had been personnel changes at ABPS, and work was ongoing in extending and updating their web site.
D. Annual Dinner. Due to the diverse requirements of members’ pre-dinner drinks, the Society had made a loss on the previous occasions. It was felt that instead of giving a free arrival drink, that the dinner ticket price be reduced, and members now paid for their own drinks at the bar. The meeting felt this was more equitable The Society would continue to provide some wine and soft drinks at the table.
Details for the event booked for January 20th 2010 would be circulated at the beginning of the new season.
E. KENTPEX 2010. The Secretary outlined the background to this event, its partial funding by ABPS/BPMA, its part in the year-long Festival of Stamps. He gave details of the venue, confirmed that almost all the tables had been booked, that there would be a valuation/advice facility, special displays, KFPS competitions, and possibly meetings by other specialist societies on the day. Details would continue to be provided as they became finalised.
F. Venues. With the continuing delays at Langley Park Boys School, members were asked to provide suggestions for alternative venues, both within the Bromley borough for our own events, and in the wider area for KFPS events. These should have a decent size hall for the dealers, at least two additional rooms for the displays and refreshments, and good parking, whilst being convenient for public transport by rail or bus.
12. Votes of Thanks
A number of members proposed Votes of Thanks, including all present to Jane and Norman Harris who were now running the refreshments at our meetings, by Ian Crees to Bob Larg for printing the Auction Catalogue, by George Whitehorn to Diana Nutley and Ian Crees for running the raffles, by Mike Dobbs to the Secretary for a good job, well done, and the Secretary to Charles Newson for putting up his interesting and varied display.
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AGM 2008
Elections of Officers & Committee for 2008/9
A. In the absence of any other candidates being nominated, Erica Banks proposed, and Charles Newson seconded, that Mr Ian Reed be elected President-Elect. (to be elected as President in 2009/10). The meeting concurred.
B. The President announced that the under-named were standing for re-election in the offices named: - Mr David Rennie General Secretary
Mr George Whitehorn Treasurer
Mrs Olive Davis Packet Secretary
Mr Chris Sands Membership Secretary
Mr Ian Nutley Programme Secretary
Mr Grahame Boutle Competitions Secretary
Mr Ian Crees Auctioneer
As there were no other volunteers/nominations, Ron Burn proposed and Alan Stenning seconded that they be elected. The meeting concurred.
C. The Secretary advised that there were two volunteers to join the Committee, namely Norman Harris and Lesley Rogers. As there were no other nominations, George Whitehorn proposed and Ian Reed seconded that they be elected. The meeting concurred.
D. The President then announced that Mr Grahame Boutle had agreed to continue as Auditor/Examiner. No other nominations being made, David Rennie proposed, and Rosemary Washer seconded, that Mr Grahame Boutle be appointed Auditor/Examiner. The meeting concurred.
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