Eagles Flying Association

Eagles Flying Association AGM 2011

 

Annual General Meeting 7.30pm Wed Nov 30^th 2011               

The Corn Exchange, Dorchester.

 

The Chairman welcomed members to the meeting, there was a smaller than usual turnout of 16 members, (including the committee members).

 

1        Apologies for absence

 

Stewart Baxter (not re-joining), Ashley Pearce, Jim Stevens, Jim Tansley, Dave Moore, Gordon Roots and Mark Bayley.

Dion sent his regards to the club, he will not be re-joining as he has taken up paragliding instead.

 

 

2        Minutes from 2010 meeting and any matters arising

 

There were no matters arising from 2010.

 

 

3        Committee Reports

 

·         Chairman

 

We’ve had a reasonable flying year although the weather was not always ideal. We had no incidents, accidents or injuries – but we do need to continue working to maintain safe flying practises.

 

The major issue for the club this year was the theft of our new grass cutting machines followed by the theft of the barbeque – we’ve always been aware of the limited security we are able to provide at a remote site and once again our security was defeated. The police were involved but with no successful outcome.

 

Consequently we were forced to employ a grass cutting contractor – it was extremely difficult to find any contractor – but we were lucky to get the services of Simon Brewer who has done an excellent job for us at a very competitive price – more on this later.

 

If you have been to the field recently you will have seen that the farmer has erected gates and signage to ban motor cyclists from his land, at last seeming to comply with the requirements of the public inquiry. This should reduce the damage to our patch caused by bikers over the winter period, and there should be less background noise in the future.

 

Once again – for various reasons, our monthly barbeques didn’t happen. If we want to re-instate them we need a committed volunteer or a couple of helpers to make them happen.

 

We had fewer Certificates of Achievement awarded this year, well done to those who did pass (Tony Honnor),  we do need to push this scheme along, remember the club’s stated minimum qualification to fly alone is an ‘A’ certificate. Dave Burstow is keen to help.

 

One of our challenges for next year is keeping membership fees at a reasonable level. The fact that we have contracted out the grass cutting is extremely convenient for all of us – but it does push up costs, we must look at all our activities to see that our cash is efficiently used to fund our core activities of flying and the associated grass cutting.

 

Our website has been a useful facility again this year but it is a significant cost, we need to decide whether we are prepared to accept the increased membership fee needed to fund the website.

 

Finally, several committee members are standing down this year, in order to keep the Eagles functioning we need some new committee members – please consider joining the committee to help out – it really isn’t that onerous!! We need a new Chairman this year too- so please think about it.

 

 

·         Membership

 

Dave Burstow reported that numbers had increased slightly over the year, at present we need approximately 27 members to break even at our proposed fees for 2011. We cannot afford to maintain the free Honorary Membership facility.

 

 

·         Field Managers

 

Field Managers, Adam Hinves and Tony Honnor, reported that due to the grass-cutting being contracted out, there had been less work load than in previous years, mostly restricted to minor maintenance only. It was pointed out that the patch needs to be scarified in the spring time.

 

 

·         Financial Report

 

Dave Burstow presented his report and made copies available to the meeting, the accounts have been audited and approved. No major capital expenditure is planned for 2012, nevertheless we are faced with a significant increase in costs, primarily to pay for grass cutting. This years membership fee proposed by the committee assumes that the meeting approves all our cost cutting proposals and a minimum membership of 27 is attained. Our cash at bank will be significantly reduced this time next year, placing further pressure on our fees.

 

 

 

4        Committee Proposals

 

 

·         Membership numbers

 

It was proposed that we allow slightly increased numbers over our present level, (subject to demand), but to do this informally without exceeding our constitutional limit. Proposal passed.

 

 

·         Honorary Memberships

 

With regret, it was proposed due to increasing cost pressures, that we abolish the free Honorary Memberships. Proposal passed.

 

 

·         Grass cutting and field work

 

It was proposed that the employment of the grass cutting contractor was retained for the next year, we simply cannot afford the capital outlay for new machines nor can we provide adequate security to keep them. Much discussion ensued. Proposal passed

 

It was proposed that we utilise the grass cutting contractor to carry out the scarification of the patch (a two day job,) at an estimated cost of £400. After discussion, the proposal was modified to consideration being given to us hiring equipment and forming a work party to do the work ourselves; but to include the full £400 pound cost into our fees for 2012, in case the committee decides nearer the time that contracting-out is the best way forward. Proposal passed.

 

A relevant proposal from the floor was considered. Rod Harfield knew of an old but functioning mower that was available for about £100, he proposed that it was purchased to cut any extra short grass runways or to do any out of season mowing that may be required. He would have prime responsibility for use, care and maintenance, though Field Managers would assist.

The proposal will add approx £5 to our fee and the risk of the machine being stolen was considered acceptable. Proposal passed.

 

 

·         Web site

 

With regret,  it was proposed that to reduce pressure on our fees, we abandon the use of our website, our Webmaster, Peter Robinson, has done a first class job for us and we appreciate the time and effort he has put into it. Future communications will be by e-mail, pictures can be posted on various social networking or picture hosting sites. Proposal passed.

 

 

·         Setting and approval of 2011/12 Fees.

 

The 2012 BMFA fee is £31, and subject to our cost reductions this year the 2012 EFA fee is £85, consequently, the proposed combined 2012 fee for EFA/BMFA is £116, (subject to meeting the minimum required number of members). A proposal from the floor to ‘round-up’ the combined fee to £120 was rejected. Proposal passed.

 

 

·         Social Events

 

After much discussion, it was agreed and proposed that no formal social events would be organised, that members can ‘do there own thing’ on an ad-hoc basis. Proposal passed.

 

 

·         Safety Issues

 

It was agreed and proposed, that all members are reminded that we are responsible for own safety and the safety of others, we shall all make every effort to encourage safe flying, the proper induction of new members, and the proper observation of club rules, particularly with respect  to ‘no-fly’ zones. Proposal passed.

 

 

 

5        Election of Club Officers

 

·         Chairman, John Slattery is standing down at the end of maximum term allowed. Adam Hinves was elected unopposed.

 

·         Treasurer/Membership, Dave Burstow, remains one more year.

 

·         Secretary, Dave Gough, standing down.  Leon Harwood elected unopposed.

 

·         Welfare Officer, Wendy Thomas, remains.

 

·         Vice Chairman, Tony Honnor standing down. Peter Russell elected unopposed.

 

·         Field Managers,  Adam Hinves  and Tony Honnor standing down. John Slattery and Dorian Martin elected unopposed.

 

6        Vote of thanks to outgoing Officers

 

All the outgoing and remaining committee members were thanked for their time and effort spent helping to run the club. The outgoing chairman welcomed the new committee members and wished them well for the future.

 

 

7        AOB – no issues raised.

 

 

8        2012 Membership and Collection of Fees arrangements.        Remember – attendance and payment at the AGM is the only way to absolutely guarantee your membership for 2012. Anybody unable to attend must ensure payment is received before 31^st of December.

 

 

The outgoing chairman thanked every one for attending and declared the meeting closed.

 

 

John Slattery.