AGM Minutes
GANDIA AREA SOCIAL CLUB (International)
Provisional Minutes of AGM on Tuesday 31st January 2012, VIVA ESPAÑA, N332, OLIVA
Minutes of AGM held on 25th January 2011 at Viva Espana
First Meeting 10.30 am – Opened 10.40 am
Apologies: Norman & Janet Harrison, Beth & Edward Kendall, Nancy & John Pryor, Valerie Mash, Philip Harding, Isabella van Witteveen, Jayzaree Hamlin.
Members Present: A quorum was established with an excess of 50 members.
Minutes of Last Committee Meeting: These had been posted to all members at Christmas, they were proposed and accepted as a true record by Robert McDade and seconded by Roy Muckart.
Matters Arising: Nil
The first meeting closed at 10.50 am.
Second Meeting opened at 11.05 am
President’s report: Rose Norton reflected on the last year starting with 2010 AGM and the resignation of key Committee Members. However 5 new committee members were elected resulting in a total of 11 the highest for some years. Myself as President, Pamela Ellis as Vice-President and at our first Committee meeting in February Sue Trewern accepted the role of secretary, Ron Gaffney as Treasurer and Cris Ingham was co-opted as Media Representative bringing the total to 12. The new GASC website has been set-up with easy access to all of our activities, this was arranged by Cris Ingham our new webmaster is Heather Smith. Thanks were extended to Margaret Slepyan for all her past work on the website and committee. Despite the recession and economic climate we have retained over 200 members. Throughout this year there have been many changes, starting with the Easter Bonnet becoming the Fools and Fun. In May we celebrated the 21st anniversary of the Club with many memories and photographs of yesteryear being produced. Throughout the year we enjoyed many themed nights with members joining in and dressing up. We ended the year with a different approach to carol singing assisted by Santa and his little helper. The following week was our Tinsel and Turkey Christmas Dinner Dance both events were a huge success. However the highlight of the year for me was the Charity Race Night in November, suggested and co-ordinated by Cris Ingham. We raised in excess of 1000€ for the local Franciscan Refuge Transformer Appeal.
Our activities have suffered in some areas including Flamenco Dancing and Golf but the Petanca and Walking Groups remain strong thanks to the group leaders effort and commitment. Many trips have been arranged but had to be cancelled due to insufficient numbers. Our successful trips were the Pantomime, Benidorm Palace, the Vulture Sanctuary, Font Roja, 2 Monastery trips, Santa Pola, the Turron Fabrica and Villena Gold artefacts museum. Jim Trewern has taken on the role of line dance instructor on our Thursday evening Music nights plus introducing us to the popular Beetle Drive. We look forward to introducing new innovative ideas for 2011. In May our treasurer informed the committee that cut backs were necessary. This caused some unrest and an EGM was called but the decisions of the committee remained. The raffles have been updated and this is helping to subsidise our entertainment costs but the committee have now decided to impose a cap on the cost of entertainers booked by us. 2010 saw some members returning to UK and sadly four of our long standing members passed away. We currently have a strong committee and with the willing help of a core of members on special evenings plus Alan Greens’ help with the audit. Thanks also go to Jacqueline, her parents and staff plus new chef Ramon for their service throughout the year. I would like to thank you all for your support in my first year as President and look forward to 2011.
Secretary’s report: Sue Trewern confirmed membership is currently standing at 202 compared to 235 this time last year but in the current financial climate was acceptable. Members were reminded to complete forms in block capitals and send any change to email addresses or postal addresses to keep the database up to date.
Media Representative: Cris Ingham explained that the role of Media Representative was to gain as much positive publicity as possible for GASC as the Club is not a charity it is difficult to get free advertising. 2010 has seen good coverage with reports and photos of our Dinner Dances in the Costa Blanca News, Costa Levante News and the Post. The exception being the Turkey & Tinsel Dinner Dance where it was believed we could be near overkill. The Fools and Fun Dance achieved front page colour coverage in the Post plus coverage in the Costa Blanca News. Colour features for the Masquerade Ball and my article on the Vulture Sanctuary received a full half page editorial with photos in the Costa Blanca News. The Valentines Dance, 21st Anniversary Dance, Country & Western Evening, Beetle Drive and Bill’s Birthday all had photos and editorial printed.
The Night at the Races in conjunction with the Original Charity Shop and the Unstable Lads received advertising on Bay Radio plus coverage in all ex-pat newspapers. 118 people had a great evening, Viva Espana did us proud with an excellent menu and GASC handed over a cheque for 1119€ to the local Gandia Franciscan Refuge Transformer Appeal, it was encouraging to see the number of people who took up the theme in true Ascot style. Photos and a short editorial have been submitted for the Strollers and Ramblers Walking groups and the Petanca group. However I am dependent on photos and information being sent in quickly so that we can meet deadline, old news is no news. The new website is now operational on 3 administration levels. Level 1 with 4 administrators adding and deleting information. Level 2 Activity Groups who upload their own diary and photos. Level 3 currently not used but in the future it is intended to add the member’s details on this database and our administration in one area. I am deeply indebted to Heather who set up the new website and took no payment for the great amount of work undertaken. I have also been responsible for the Prize Draws and Raffles this year and by making a few changes all have shown profits even though the quality and cost have increased. The 2010 Raffle profit was 1020.89€ they are very much a team effort and I am indebted to the few who always help. Likewise I would like to thank Carol and Roger for the event and activity photos. I would like to finish on the note that the Gandia Area Social Club can only be as strong as the membership behind it. The Committee and Activity Group Leaders are volunteers and we all give up our time for the members benefit. If the members fail to support the GASC by non attendance at events then the GASC weakens. For the Club to survive we must continue to change and a strong committee can do this but only with the membership working with it.
Treasurer’s Report: Rose Norton presented the accounts which had been audited and finalised by Alan Green as Ron Gaffney had resigned with effective from 31st December 2010. The accounts were proposed my Michael Airey and seconded by John Norton.
Re-election and Election of Committee Members: Nominees Connie Martinez, re election, Cris Ingham, Sandra Tompkins, John Ingham. Following the ballot all nominees were elected.
Proposal by Cris Ingham seconded by Sue Trewern: A Committee member does not have to attend Thursday evening dinners if there are less than 10 members. Following a general discussion a vote was taken and the majority agreed to this proposal with the hope it will not be necessary.
Proposal by Cris Ingham seconded by Connie Martinez: The Tuesday Lunch Club should invite Speakers. Trevor Ryalls suggested this was a good idea and we should try it and see how it goes, 3 members were against the proposal. The idea is to include members who have a particular subject they would like to talk on.
Proposal by Rose Norton seconded by Jim Trewern: The Club should look at discontinuing organising trips. It was explained that a number of trips that had already been organised this year had been cancelled due to lack of support. A discussion involving the possibility of deposits took place involving several members including Fred Betteridge, Carol Smith, Ron Perkins and Jim Trewern. It was confirmed that a few trips had been successful but with reduced numbers and subsidy by the Club. It was agreed to continue organising trips and the committee would look into the possibility of supporting trips organised by other groups.
Proposal by Sue Trewern seconded by Alan Green: That snail mail (hardcopies in the post) be discontinued for What’s On instead it will be displayed on the Notice board on Thursdays and can be seen on the website. Those without internet or email will be given hard-copies at Thursday Dinners or activities or sent in the post.
Any Other Business: Jean Perkins ask that the joining fee of 6€ be dropped. Rose Norton responded apologised for not explaining this in her report but the decision has been made to drop the joining fee and the subscription has now been reduced from 12€ to 10€ whenever you pay throughout the year. Rose Norton explained that the fourth Thursday evening – Music Night was not just line dancing but members bring along their CD’s for listening or dancing but probably ending up with a short period of line dancing.
Welfare: We do not currently have a Welfare Officer and throughout this year it has been made clear that not everyone wants visitors when they are ill. So the decision has been made to just send a card unless we are asked to visit. Rose & John Norton have visited the Franciscan Refuge since the Charity Race Night and been given a tour by Georgie, she explained they are reliant on donations and volunteers. Georgie has said she would be willing to come to the Club and talk about what help is needed at the Refuge.
Trevor Ryalls proposed a vote of thanks to the current Committee for the work they have done over the last year.
There being no other business the meeting closed at 12.35 pm.
President 24th January 2012 Secretary 24th January 2012
