HAILSHAM BRIDGE CLUB

Minutes of AGM

held on Friday 23 October 2015 at Club premises

Present:  36 members including all committee members

1  Apologies were received from Ailsa Clarke, Ruth Staff, Alan Vandersluis, Kathleen and Roy Gaylor, Geoff Norris and Jim Benson

2  Minutes of previous meeting:  the minutes of the AGM held on 10 October 2014 were agreed

3  Matters arising    The only matter arising was the request for a structured tea break.  It had been agreed with directors that they would liaise with Ann, our tea lady, and agree an appropriate time for the tea break.  This was not always being done and the result has been that she has had to throw cold coffee away and remake it.  It was requested that we waited for the kitchen door to be opened and go in then, but this had not been entirely successful in the past and was why the matter had been raised at  the previous AGM.  Having a proper structured break was something that members wanted.  It will be discussed at the next committee meeting – which will be held within a few days.

4  Chairman’s Report

Di Angella, the Chairman reported that this was the second year she had had the pleasure of addressing the meeting and she was pleased to report that membership continued to rise and was at the highest ever level at 64.  There had been some members who had moved away or left due to ill health but they had been replaced by new members.  However, attendance was down a little.  It was important that we continued to make the local bridge playing population aware of us as the Hailsham pavilion had agreed to run a new advert throughout the coming year, free of charge.  Steve helps with this mutual arrangement and makes sure posters advertising forthcoming events are displayed at the club.

We had all enjoyed a successful Summer Party, organised by Vicki and she was currently organising our Christmas event.  As the club has funds, it had been agreed that we would offer two free evenings on the Friday and Monday before Christmas with a few seasonal nibbles.

The Chairman took the opportunity to thank so many members  who contribute so much to the smooth running of the club.

 Sheila and Chris who open up and start the ball rolling for each session.

Vicki  our social secretary  who  makes sure our “do’s” go off so well.

Our scorers – Kelven, Jane, Pat, Brian Orys, Peter   and Glenda.  

The Directors. Mary, Pat, Brian Orys, Steve, Chris  Kelven, Jim and Roy Gaylor. 

Treasurer,   Gill Payne, who keeps our books so beautifully  and who makes life a lot easier for our auditor  Eileen Gilpin

 The members of our Committee  one and all and particular thanks to the our Secretary,  Pat.

5  Presentation of Accounts

Gill Payne, Treasurer, presented the accounts for the year.  They remained buoyant despite a small fall in table money.   Members were reminded that the money for the Christmas Dinner would be paid out of the money in the current account and that we should not be complacent, however, it had been agreed that subscriptions and table money should remain as they are.

6  Election of Committee

As there had been no resignations or proposals Pat Maycock asked those present if they would be prepared to re-elect all the committee officers and members en bloc.  This was proposed by Brian Orys and seconded by Peter Pelling and agreed by all.

The Committee for the year 2015 – 2016 therefore are:

Chairman:  Diana Angella,   Secretary:  Pat Maycock,  Treasurer:  Gill Payne

Social Secretary:  Vicki Francis,  General Members,  Christ Whiter and David Crichton

7  Proposal to relax the dress code

It had been proposed by Steve Cross and seconded by Brian Orys that wearing of shorts be permitted during the afternoons in the Summer months.  Despite some unfortunate interruptions, Steve endeavoured to put the case of modernity, equality and fairness to those present.  There was concern that “shorts” could be interpreted in many ways as there was a variety of types of shorts.  Denise Wand pointed out that Eastbourne Bridge Club now allowed tailored knee length shorts and that members might not object to these.  There was an opportunity to amend the wording of the proposal but it remained as “During the summer months (as defined by BST) members be allowed to wear shorts to afternoon sessions.  These shorts should reflect the decency and dignity of the members of the club” 

It was agreed that all members would have the opportunity to vote in a ballot over the coming two weeks (ballot slips were subsequently distributed)  The result of the ballot was  30 against, 18 in favour with two spoilt voting slips.  The rule will therefore remain as is.

8  Vote of thanks  As the Chairman had already included thanks in her report, Pat offered thanks to Diana for the work she does for the club.

9  Any other business  There was none

The meeting closed at 2.10 pm and bridge began.

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HAILSHAM BRIDGE CLUB  RULES (amended  February 2013)

1         The Club shall be called Hailsham Bridge Club

2        The club will meet at the Union Corner Hall on Monday evenings and Friday afternoons and/or such times as agreed by the committee and as ratified by either a referendum or EGM

3        The object of the club shall be to provide facilities for its members for playing relaxed Bridge (normally Duplicate) in accordance with the rules laid down by the English Bridge Union although the club is not a member of that organisation.

4        The club is open to General Members on payment of their annual subscription.  This sum entitles them to play at all events held during the year on payment of the required table money.  Each member is entitled to one vote at the AGM or any EGM.  

 Honorary Life membership can be bestowed upon a member who, in the opinion of the majority of the membership, has contributed over and above to the running of the club during many years. it is anticipated that this form of membership will be very little used.  Honorary Life membership signifies the esteem in which the said member is held and the only monetary remuneration will be redemption from annual subscription charges.  In addition, Honorary Life members may be invited to committee meetings when it is felt that their experience and opinion would be valuable.  They will not be given a vote at such meetings however.

5        The AGM will be held before the end of October each year.  Members will be advised at least two weeks before the date of the AGM.  A “subject to audit” copy of the accounts will be posted on the club notice board.  The committee will be made up of Chairman, Secretary, Treasurer, Publicity Officer and a maximum of two other members, at least one of whom should be from the Friday group.  A quorum will be made up of at least three members.  The committee will meet at least twice a year with at least ten days’ advance notice.  One of these meetings should be held about six weeks prior to the AGM

6        An Extraordinary General Meeting may be called at any time by the committee or at least six members giving at least two weeks’ notice in writing

7        Any alteration to these rules can only be made at either the AGM or an EGM.  Notice of any suggested change of the rules should be sent in the form of a seconded proposal to the secretary before such a meeting

8        Notice of matters relating to the Club will be deemed as given by posting such notices on the club notice board

9        The Annual Subscription will be fixed by the AGM and will become due on 1 July each year

10     Any dispute will be referred to the committee, who may refer it to an EGM

11    Normal day to day running costs will be the responsibility of the Secretary and Treasurer as appropriate with the provision of proper receipted invoices.  Any major expenditure will be authorise by the committee

12    After all the other disbursements, money will be used to subsidise the Christmas Annual Dinner.  To qualify for this subsidy, a member must attend a minimum of 25 bridge session either on a Monday evening or Friday afternoon during the 11 months from 1 January to 30 November of the current year

13    When it is reported by a member that in their opinion, the conduct of another member is considered to be injurious to the interests of the club or the wellbeing of its members, the matter will be investigated by at least two committee members.  In most instances it is anticipated that this will result in a verbal warning which may be confirmed in writing if deemed prudent.

If the allegation cannot be resolved, mainly because of the serious nature of the matter or is the culmination of a series of repeated issues, it will be referred to the full committee.  The offending member will be advised of the time and date of the meeting at which it will be discussed and has the right to attend and take part in the proceedings.  Should the meeting vote for the expulsion of the members, he or she shall be advised in writing and all rights of membership will be held forfeit.

14     Members may invite a guest as a partner at 50p above the table money

15     Dress code is smart casual

16    At the start of each session, if there should be a half table, a pack of playing cards will be cut at each table to establish which pair will play North/South