Page 22 - November December 2013

Minutes of the Annual General Meeting of the British Region, NMRA, held at The Manor House Hotel, Meriden, Saturday 26 October 2013
Present: Keith Webb (President), Mike Arnold (Vice President), Paul Evans (Treasurer), John Firth (Membership Director), Steve Scott (Secretary), Vernor Bates, Peter Bowen, Nigel Bowyer, David Brown, Des Browne, Russ Cook, Barry Cotman, Alan Cross, Trevor Dickenson, Allan Dobson, Calvin Everitt, Rai Fenton, Geoff Ford, Ian Forsyth, Gavin Fry, Ron Gager, Jock Gardner, Bill Goddard, Christopher Greenway, Arthur Haberlin, Charles Hendy, Vanessa Howells, Mike Hughes, Michael Ingham, Alain Kap, Mike Lenz, John Lewis, Peter Lloyd­Jones, Jamie Macfarlane, Alan Mazonowicz, Jim McCulloch, David McLaughlin, Kathy Millatt, David Minnion, Mick Moignard, Maurice Oakley, Keith Orchard, Steve Park, Ray Perkins, Bob Perrat, Nick Prior, Antony Quinlan, Mike Rimes, Stuart Scott, Tony Scutt, Jonathon Small, Ken Smith, Ralph Snelling, Tim Spafford, David Theobald, Graham Thompson, Tom Watson, Tom Winlow, Terry Wynne, Carol Webb, Robin Whitehead, Steve Young.
Apologies: Lindsay Beare, Martin Boyask, Brian Clark, Steve Dennison, Patrick Grace, Les Herriot, Stewart Hill, Chris James, Brian Moore, Steve Quick, Martyn Read, Derek Russell, Alan Sewell.
Minutes of the last meeting which had been published in Roundhouse (December 2012) were accepted as a true record, Proposer: Alan Cross, Seconded: David McLaughlin and Approved by a show of hands.
The President (Keith Webb) reported that it had been a busy year which had seen the introduction of an Electronic Newsletter for members, releasing some space in Roundhouse for modelling material. A new membership leaflet has been produced by Mike Hughes. Mike and his team were thanked for their efforts.
A number of groups have held open days and a new group has formed.
In view of Roundhouse representing our biggest source of expenditure and the prospect of increasing costs of production in the future, an electronic Roundhouse is under consideration but requires further thought as to how it could be implemented whilst continuing to support those members who cannot or do not wish to receive an electronic version.
The next Convention will be held at Bournemouth and several groups are working as a team to run this. Teamwork is starting to tell.
The Treasurer (Paul Evans) reported that as Kathy Millatt has had to stand down as “Auditor” due to her other duties as Atlantic Director, Alan Sewell had stepped in to replace her. The accounts were circulated with the October Roundhouse and showed a modest surplus on the year. He stated that there was no intention to increase the dues at present. He estimated that the Region had about £7000 available for enhancement of services and invited suggestions.
He outlined the Region’s position with Corporation Tax and that HMRC have currently agreed that as long as our financial arrangements do not significantly change, we do not have to submit returns. He explained that care is required to avoid activities that could be considered to be trading. If trading was to feature we might set up a subsidiary company through which to conduct that. However, that is not without its own costs, which will not be insignificant.
The Membership Director (John Firth) reported that membership stood at 635. In April 2011 there was a significant loss of members who decided not to renew. This was followed by a year when we attracted relatively few new members. This situation now appears to be past, and the recruitment of new members has returned to near “normal” levels and retention of members after their first year has improved.
In answer to a question from Bill Goddard, he explained that a new member joins initially for one year and that near the end of that year, a renewal notice is sent out requesting an amount
that will realign membership with the standard renewal date of 1 April.
The Vice President (Mike Arnold) reported that membership discounts with traders had been revived, with all traders listed being checked to ensure that the discounts advertised are still available and some new ones added. He is involved with the running of the 2014 Convention in Bournemouth.
The reports of the Divisional Officers will be published on the Region website. The reports reflect the strength of many of the groups. Thanks were sent to the Divisional Officers for their hard work.
The Achievement Programme (AP) Chairman (Steve Park) reported that we now have a new Contest Chairman, Mick Moignard. He thanked Mick and Jonathon Small for their support. He stated that there were 40 active participants in the AP Program covering the last 10 years.
The Atlantic Director (Kathy Millatt) reported that the NMRA Headquarters building in Chattanooga is being sold to the neighbouring Tennessee Valley RR and that the HQ staff are to be accommodated in a rented office elsewhere in Chattanooga.
Tom Watson drew attention to the fact that members contributed to the funds for the HQ building and are the owners, but was concerned at the lack of consultation that it was being sold. Kathy explained that there were commercial reasons that necessitated confidentiality. The Library was to be moved to Sacramento where an NMRA museum is also being established at the California State Railroad Museum. None of the money raised from the sale is going into these projects but the NMRA space requirements will be much reduced. The money from the sale will be used as collateral that the NMRA needs to guarantee activities such as supporting the under­ funded Life Memberships and future National Conventions.
The Ballot Chairman (Rai Fenton) announced that there was only one nomination received for the posts of President, Vice President, Treasurer and Membership Director and that the present incumbents would remain in office. There were two nominations for Secretary, these being Peter Lloyd­Jones and Peter Bowen. A ballot will be arranged. [Post Meeting note – Peter Bowen has withdrawn his nomination so Peter Lloyd­ Jones is elected. Peter Bowen has offered to contribute to the organisation but in a different capacity.]
The Proposal to reappoint Rai Fenton as the Ballot Chairman was made by Mike Hughes and Seconded by Mike Lenz and Approved by a show of hands.
The Proposal to reappoint Alan Sewell as the Independent Examiner was made by Terry Wynne and Seconded by Rai Fenton and Approved by a show of hands.
The Librarian (Calvin Everitt) has indicated that he wishes to stand down from the post he has occupied since 1994. Very little lending and returning takes place by post but up to 50 books are lent when the Library is taken to the Convention and Benson meet. In view of Calvin’s wish to have some space for a layout, the BoD is considering the future of the Library. Ideally, someone will volunteer to take over. In the event that this does not take place, other options are being considered.
Postage has not been a significant cost to the Region but it costs about £140 per year to insure it. Many of the magazines held are available on DVD or on­line so these could be disposed of. The methods of gaining access to information have changed in the 60 years that we have had a Library and so it is appropriate to review its retention. A straw poll of those at the AGM indicated that the membership would not be averse to its disposal. The BoD will attempt to find a new Librarian but will make proposals to the membership on the future of the Library taking into account some of the points made, including placing our library with another Society’s one.
Mike Hughes explained the work he had been doing regarding a New Region Logo. The NMRA has changed its logo, which the Region logo incorporated. Adapting the NMRA logo is not
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