AYR ARTS GUILD www.aag.org.uk
MINUTES OF THE
ANNUAL GENERAL MEETINGheld on Monday 22nd June 2009 in Loudoun Hall, Ayr.
1. PRESENT :
1.1 Office Bearers:
Ms M de Blieck Chair
Mrs S Porteous Deputy Chair Miss P Crook Promotions Secretary
Mr M Hitchon Treasurer Mr A Ritchie Business /Membership Secretary
1.2 Representatives:
Mrs M Reader, Mr J Coutts, Mr R Smillie, Mrs H Wyllie, Mr C Wright, Ms L Muir, Ms K Clachan, Ms M Bolton, Mrs S Scott, Mr I McGaffney, Mr D Moore,
Mrs M Miller, Mrs J Dudney, Mr T Scott, Mrs T McLeod, Mrs M Morrall,
Mr R Bramwell.
2. APOLOGIES FOR ABSENCE :
Mr I Adams, Mrs S McLean, Mrs H Peters, Mrs M Mowat, Mr S McKinlay,
Mrs P McLean, Mrs M Clark, Mr D Willett, Mrs B Finlay, Mrs A Mott,
Mrs G Gordon, Mr A Thom, Mr S Sarsfield, Dr S Craig.
3. MINUTES OF THE MEETING HELD ON 16th June 2008 :
Adoption of the Minutes was proposed by Mrs S Porteous and seconded by
Miss P Crook, and the Minutes were approved.
4. MATTERS ARISING FROM THE ABOVE MINUTES :
None..
5. REPORT OF THE EXECUTIVE COMMITTEE :
The Annual Report is the same as that presented to OSCAR (the Office of the Scottish Charities Regulator), as required by charities legislation.
The Report was adopted unanimously.
Relevant sections will be published on the Guild’s website.
The Treasurer also provided an extensive report on the 2008-2009 Concert Series and circulated copies. This covered details of the concerts themselves with audience feedback, a receipts and payments account, make-up of sales, analysis of audience numbers and origin (by postcode), and samples of publicity material.
6. FINANCIAL REPORT :
6.1 Mr M Hitchon circulated copies of the Guild’s independently examined accounts for the past year and explained the contents in detail. There are approximately 80 groups, affiliated and subscribing, and the number of individual members has risen to a record 306. Overall, the Guild’s finances are in a generally healthy state.
6.2 No increase in affilation/membership fees is proposed, despite yet another recent increase in postage rates.
6.3 The Treasurer expressed his gratitude to Miss M Laird for her help in ordering and examining the accounts. Those present thanked Mr Hitchon and Miss Laird for their work. A gift has been sent to Miss Laird in appreciation.
6.4 The Treasurer expressed his thanks to all who had given of their time and talents to further the work of the Guild, and in particular to those - flower arrangers, stewards, bar staff, programme sellers - who enabled the Concert Season to run so smoothly and achieve the success it did.
6.5 The accounts were approved unanimously and are reproduced as part of the APPENDIX to these Minutes.
6.6 The Treasurer was thanked for all his work on the Guild’s finances and for presenting the accounts in such a clear manner.
7. ELECTION OF OFFICERS :
There were no nominations for any of these posts.
The serving Officers indicated that they would be willing to continue and they were re-appointed unanimously.
Chair Ms Marilyn de Blieck
Vice-Chair Mrs Susan Porteous
Treasurer Mr Michael Hitchon
Business Secretary Mr Alastair Ritchie
Membership Secretary Mr Alastair Ritchie
Promotions Secretary Miss Pat Crook
8. APPOINTMENT OF INDIVIDUAL MEMBERS’ REPRESENTATIVES :
Three names were put forward for the three posts:
Mr Raymond Bramwell.
Proposed by Mrs S Andrew and seconded by Mrs M Reader.
Mr Robert Smillie.
Proposed by Mr A Ritchie and seconded by Ms M de Blieck.
Mr David Moore.
Proposed by Mr R Bramwell and seconded by Mrs S Porteous.
These appointments were confirmed unanimously.
9. APPOINTMENT OF INDEPENDENT EXAMINER :
Miss M Laird has expressed her willingness to continue to examine the accounts of the Guild, and she was therefore re-appointed unanimously. Those present asked the Treasurer to convey their gratitude to Miss Laird for her work over so many years.
10. CONSIDERATION OF ANY MOTION SUBMITTED IN ACCORDANCE WITH CLAUSE 9(c) OF THE CONSTITUTION :
None submitted.
11. ANY OTHER COMPETENT BUSINESS :
UPDATE FROM THE CHAIR
Ms de Blieck remarked that much was happening and about to happen in the arts scene in South Ayrshire. Relations with South Ayrshire Council and its officials had improved considerably. She herself and the Guild’s Officers had met regularly with the relevant council officials and information was flowing much more freely. She made the following observations on the current state of play :
The Gaiety Theatre. About twelve ‘expressions of interest’ had been received in response to the public advertisement and the criteria document. Tenders and bids would be in by the end of July. An evaluation process would follow, then interviews with select applicants. A report would go to the full Council, probably in the Autumn, indicating the preferred bidder.
South Ayrshire Arts Strategy. The Report, following from the consultants’ work last year, is now in the hands of the Council. Further public consultation is promised before a final decision is made and the Strategy launched, hopefully in time for the Homecoming Gala Concert on 5th November.
Ayr Town Centre Renaissance. There was much concern when the Renaissance document came out last year that there was no mention of the cultural life of the town and its surrounding area. This now seems to have been corrected, and we are assured that cultural provision will indeed be considered as part of the scheme. The Guild’s Officers will be meeting with David Bell, the scheme’s Chief Executive, and he will be invited to address an open meeting of the Guild at some point during the year.
Meetings of the Guild. After some consideration, the Officers and Executive Committee have decided to have more open meetings during the season, as the need arises. This will mean that all members, not just Officers and group representatives, will be free to attend. In addition, it was agreed that all members should be invited to routine meetings of the Executive Committee, where they could contribute to the matters under discussion, although without voting rights. Notice of these meetings will appear in the Newsletter.
The meeting concluded with a general vote of thanks to the Chair for the considerable amount of work she had done since her appointment, and assured her of the membership’s continued support.