Minutes of Annual General Meeting held at Queen Elizabeth School on 27th February 2003

The Chairman, Stuart Bond, called the meeting to order. He welcomed everyone and introduced himself, the President, Harry Foren and the Treasurer, Alan Hooker.

1. Apologies:
Joan Doherty, Malcolm Lyons, Roy Norris, Alan Suter

2. Minutes of the last AGM
This took place on 27th February 2002. The minutes were read by SB and were also on the website. A short explanation was given that the Community Association is a limited company and the reasons for this.

Nicola Rule proposed and Geoff Larcombe seconded that the Minutes be accepted

3. President's Comments
The President thanked everyone for attending the meeting and commented on the excellent response. He emphasised the work done by the members of the Association with special thanks to Alan Hooker for all his work. New people are always needed and welcome. Thanks were given to the schools and all who stepped in to make last year’s Gala a success despite the fact that the main event pulled out at the last minute. He asked for any volunteers to help with distribution of The Bridge Magazine.

4. Chairman’s Summary of 2002
The Chairman personally thanked everyone who had facilitated the events which had taken place in the town. These included Gala Day including the Parade, Picnic in the Park, Duck Race, United Church Service, Fireworks, Bridge Magazine and the Website. More groups are always wanted to participate in Gala Week and new ideas are always welcome. Insurance for the Fireworks is becoming a problem as an extra £525 (on top of our existing £330 for all events) is required just for Bonfire Night and this may increase further this year. Thanks were expressed to Norwich Union and Heritage Conservatories who donated the raffle prizes.

5. Audited Accounts
Copies of the accounts were distributed and explained by the Treasurer. The surplus per balance sheet was £1139.57.

With low interest and high insurance costs surplus money is required to run the events. Bonfire Night will go ahead on November 5th this year but the insurance cost will not be known until one month before; this is after the fireworks have been purchased. There were no questions on the accounts.

Harry Foren proposed and Linda Haseltine seconded that the accounts be accepted.

Alan Hooker proposed that Bulley Davey continue as Auditors. This was seconded by Nicola Rule.

6. Company Secretary’s Report
In Mike Westcott Rudd’s absence Nicola Rule said that the company is being run as specified and there should be no problems.

7. Election of Officers

7.1 Company Secretary
Mike Westcott Rudd Proposed - Nicola Rule
Seconded – Jean Morgan

7.2 Company Director
Nicola Rule Proposed - Nina Collier
Seconded – Patrick Hull

7.3 Treasurer
Alan Hooker Proposed – Lynda Heseltine
Seconded – Shirley Brown

Note: The Chairman is elected at the next General Meeting.

8. Forward Vision for 2003

The Chairman put forward the proposals for the coming year.

Bridge Magazine
The Bridge Magazine is financed by advertising. Printing is facilitated by Stephen Spencer. The first meeting will be on 5th March. Help with content and distribution always appreciated.

Gala Princesses - Two princesses will be chosen at The Comrades Club on 25th May. Entry forms will be sent to the schools and must be returned in advance.

Gala Week
Local groups have been approached with a view to putting on different events for 2003, and several ideas were forthcoming thus:

Baptist Church – They will perform a concert in The Comrades Club on Thursday 3rd July. The music will be varied (including soft rock)

Godmanchester Rovers – Competition on Gala Day and possibly other events.

Friends of QE School/Historic Society – Walk around the town on Saturday 28th June.

Bowls Club – Bowls Competition on Sunday 29th June.

The following events will take place during Gala Week at The Comrades Club

Monday 30th June Gala Bingo
Tuesday 1st July Gala Quiz Night
Wednesday 2nd July Dance Event
Thursday 3rd July Baptist Musical Gig
Friday 4th July Gala Bingo
Saturday 5th July Gala Disco

Saturday 5th July – Gala Day see item 10

Sunday 6th July

United Church Service – This will take place on the Recreation Ground prior to the Duck Race and Picnic in the Park.

Duck Race – Ducks will be sold on Gala Day and raced on Sunday.

Teddy Bears' Picnic
A Teddy Bears' Picnic for younger children will be held prior to Picnic on the Park at the Community School

Picnic in the Park
This was originally a one off for the millennium but has happened every year and is organised again for this year. The Town Council provide the funding and it is organised by a working group from the Community Association. It is very much a family event and the music covers the full spectrum of tastes. This year the Guides are providing a crafts/entertainment event for the children. All volunteers welcome to help on the day.

10. Sealed Knot
Two members of Sealed Knot, Keith Logan and Carole Perry, attended the meeting in costume of the era around 1645 during the English Civil War. They are the main arena event on Gala Day and will also participate in the procession on Saturday 5 July. A brief history of the group was given and an overview of how they expect the day to progress from the parade through arena re-enactments and a living history camp plus period puppet show. Nationwide there are approximately 6000 members and about 30 members will attend on Gala Day.

11. Any Other Business
The Mayor, Ann Looker, informed the meeting of the Open Annual Town meeting the following week.

Charles Looker informed the meeting of the celebration of the Quatercentenary of James 1’s progress through Godmanchester in 1603 for his first visit to London. This will take place on 29th April at the Community School. A VIP should be attending and the following help is required:- marshals, publicity material, artist, PR.

The Chairman thanked everyone for the excellent turnout and said that any ideas would be welcome. The meeting closed at 9.30pm.

Please note that the next general meeting will be held at the Comrades Club on 10th April at 8.00 pm. Everyone is welcome, simply come along.

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