Minutes of the Annual General Meeting held at the Assembly Rooms, Boston,  Tuesday, 21st August 2007.

1.   Chairman’s opening remarks

Dot Ware opened the meeting by thanking everyone for coming and welcoming them to the meeting.

2.   Apologies for Absence

Apologies were received from Avril Frankom, Marion Smith`

3.   The Minutes

The Minutes of 15 August 2006 which had been distributed were taken as read and signed as a true record. Acceptance of the Minutes was proposed by Dot Redmile and seconded by Charles Moody.

4.   Chairman's Report

Boston & District U3A

We have moved from a membership of 144 last September to a membership today of 190 which is yet another increase over the previous year. I think this is due to 2 things: publicising our group and its activities in a more pro-active manner and the Bring a Friend policy introduced during the year.

We participated in the Boston Mayflower Open Day in Central Park which was visited by a large number of people - it is always difficult to know how many of these subsequently joined us but we received a good level of interest on the day. We also made an effort to see that leaflets and posters were distributed throughout the Boston area and Marion organised an Open Week in Boston Library in April. A rota of members manned the desk – this year we were allocated a much better position than previously and we secured several new members afterwards.

Many of you have contributed to our publicity push which has resulted in new members. Thank you all.

Some interesting statistics

Our membership increased by 31% this year. Of the membership, 60 men represent 32%, 130 ladies 68%, so it is easy to see why there are more women in various groups. 47 of you belong to just one group, 114 of you belong to more than one group and 28 of you don’t belong to a group at all. Attendance at monthly meetings varied between 37% and 42% with an average attendance of 68 members

During the year, we had 62 visitors at our monthly meetings many of whom joined us.

Committee Members and others

A personal thank you to those who have worked so hard on the committee throughout the year. In my second year as chairman I have again been given unstinting support by everyone and am very grateful for that. I think we have been a real team and people have worked together and supported each other. I have found it a rewarding experience.

Also the Tea and Coffee makers led by Dot Redmile, the drier-uppers, the hosts at group meetings, the team of Welcomers headed by Pauline Rawlings: a big thank you to you all!

Groups

Groups have changed throughout the year. Last September, we had 26 groups running and as of today, there are still 26 groups. Some have wound up, (Current Affairs, Developmental Psychology, Environment, Evolution, Music Appreciation and the World Around Us) and others have run their allotted span and regrouped with a different subject to study. New groups have started up – Astronomy, Canasta, Discussion, French (Conversation), French (on Holiday), History of British Art, Jazz, Living History, Local History, Modern History, Play Reading, Quiz, Spanish (Intermediate) and Writers. It’s easy to see that they are all organised to suit their members. You don’t have to start a group for life, if there’s a passing interest, use it and move on.

We continued to use the facilities at Haven High College during the year which is good news for a few groups which are large in number and they have met in the Library or the Training Room. We’ve also used the Training Room for the first meetings of groups like the Outings group who plan their schedule in advance at one meeting and need a biggish room.

Speakers

Many of you have commented very favourably on the speakers which Charles organised for us this year. Speakers have all been very different but have all amused, inspired or entertained us. A big thank you to Jill for her inspiring talk on her time in Cambodia with the International Red Cross, a very good example of the interesting lives which members of Boston U3A have led. I even braved my fears of the microphone and talked to you about the time I spent cycling in Australia and New Zealand in the 90s. We hope to continue having Boston U3A members as speakers next year – there are many members who have done things which would interest all of us.

Newsline

In Newsline you have a monthly magazine which keeps you abreast of what we are thinking and what you are all doing. I have been particularly pleased at the number which have been distributed after monthly meetings, helping us to keep the postage costs down and providing some of us with gentle exercise.

U3A News

We looked at the possibility of saving the postage costs of U3A News which is mailed to every member direct from the distributors but we decided that the administrative overhead of doing it ourselves was too high. Because we have sufficient funds, we plan to continue direct mailing to all our members. It does ensure that every member gets a copy even if they don’t attend monthly meetings.

Boston and other U3As

In November some of our committee met with some of the Sleaford Committee. This was a social as well as a fruitful meeting where we exchanged news and views. One of the outcomes was that 7 of you joined members of Sleaford on a trip to the north east which everyone thoroughly enjoyed. We had hoped to set up a Shared Learning Project based on Tattershall Castle which unfortunately hasn’t got underway. We plan to keep in touch with Sleaford and to let you know of any interesting developments.

We’ve been approached by Louth U3A to see if we’re interested in meeting with a group of U3As from Alford, Horncastle, Grimsby and Louth. They join forces to organise travel and theatre trips among other things so we’ll attend a meeting of their representatives later in September.

East Midlands U3A: the Committee has decided to discontinue our membership of the East Midlands group. Members who have attended some of their meetings have never reported activities of interest to Boston U3A. We think that informal links with more local U3As will be of greater interest.

The Future

Last year, I said I would act for one more year as your Chairman so this is my last Annual Report. Thank you all for your encouragement and support throughout the year. I hope that next year will be as active as this one with lots of new groups being formed. I’m sure that your new chairman will keep you all up to scratch!

Acceptance of the Minutes was proposed by Pam Townsend, seconded by Brian Redmile.

5.   To Receive and Adopt the Statement of Accounts for 2005/6

Boston U3A has grown by about 50 new Members during the present year. This is reflected by an increase of £564 in membership fees received to £2,280.

Total income for the year was £2,507 compared with £1,920 in 2006. With a higher membership our running costs have inevitably risen in certain areas , and our total expenditure for 2007 amounted to £2,252 ; up from £1,562. The surplus for the current year is £255 compared with £358 in 2006 notwithstanding the greater membership fees received in 2007 --- and this reduction is principally the result of expenditure on Equipment purchases of £315 (Nil in 2006). At the year end our funds total £1,860 ( up from £1,605 ) of which £1,719 is in a Savings Account earning gross interest, as merits our Charitable Status.

During the present year your Committee decided to sign up to the Gift Aid Scheme, which enables us to recover the tax element of our Membership Fees. This is worth £3.36 to our U3A for every year that Members have paid a £12 subscription. The income generated from this scheme will be reported in the next financial accounts. To date some 50 Members have signed the Gift Aid Declaration but it is still not too late to sign up. If you have not yet renewed your membership, please do so, and I would recommend you also sign the Gift Aid Declaration at the same time.

The Committee have expressed satisfaction at the steady progress in the financial affairs of our U3A and recommend that the Accounts to 31st July 2007 be accepted.

After a few questions about committee expenses, the meeting was asked to adopt the Statement of Accounts for 2006/7. All in favour, none against.

Acceptance of the Statement of Accounts was proposed by Dot Redmile, seconded by Jill Pepper

6.   Vote of Thanks to the Retiring Officers

Jackie Pond proposed a vote of thanks to Dot Ware and the Committee, said that the committee had done a really great job during the year and gave her best wishes to the next committee. Seconded by Shirley Stannard.

7.   To elect the Officers of the Association

The number of people nominated for the committee matched the number of places available, namely:

Chairman:                      Charles Moody

Vice Chairman:             Jill Pepper

Treasurer:                      David Smith

Secretary:                      Michaela Moody

Committee Members:    Mary Briggs, Merlyn Murphy, Brian Redmile, John Richards, Peter Salt, Dot Ware

All in favour.

8.   To Appoint an Independent Examiner of Accounts

Sarah McKay was prepared to act again as Independent Examiner.

9.   Notified Business

Diaries were available for collection from the Secretary.
Members were asked to put their names on the sheet for 9 September if they were available to help at the Mayflower event.

10. Coffee

A coffee break gave the usual opportunity for people to sign up for groups and to exchange news.

11. News from the Groups

After coffee, the new Chairman thanked the membership for electing him as chairman and said that he would try not to let them down. He appreciated that he’d have basically the same Committee to support him as well as the tea and coffee making team, the members who welcome visitors and make sure they are looked after at meetings

He also paid tribute to Dot who set an example as Chairman in her quiet way but could also be firm when the occasion demanded. He did not attempt to repeat the achievements of the past two years except to say that Dot set about the job of Chairman with determination, had a way of persuading people to do things and contacted or sent cards to members who were sick. Dot didn’t suffer fools gladly and worked for the good of the membership of Boston U3A.

He then invited the following groups to present their activities for the year:

Astronomy, Birdwatching & Field Studies, Boston Wanderers, Carpet Bowls, Croquet, Digital Photography, Discussion, French Conversation, Hardy Perennials, History, History of British Art, Holiday French, Improvers’ Bridge, Lace Making, Living History, Literature, Local History, Luncheon Club, Modern History, Outings, Play Reading, Scrabble, Theatre, Walking, Wine Appreciation, Writers’ Group.

Payment of Subscriptions

Two tables were at the back of the hall for payment by cheque and two for cash payments.