Chairperson: Richard Hall (RH).

Present: Jeff Winnall (JW), Phil Sturgess (PS), Bob Bates (BB), Steve Shaw (SS), Paul Jones (PJ), Ray Rowley (RR), Chris Miller (CM), David Roe (DR).

Apologies: Adam Winnall.

1. Planning for the AGM

Positions - Chair, Vice-Chair, Treasurer, Secretary, plus 2 others. RH asked whether anyone wished to stand. Several members of the working group had other commitments and were not convinced that they would be able to do justice to the Trust if elected. However, RH, BB, SS, DR, PS and PJ would consider standing.

It was hoped that other members would put themselves forward for election and RH stated that whilst 6 would be elected others had a role to play in terms of awareness raising and fundraising etc..

Members needed to be nominated by 2 other members and a letter sent to the Acting Secretary 7 clear days before the AGM. Notice of the AGM, with membership cards and a newsletter would be sent out to members 21 clear days before the AGM. As 10% of members lived beyond the boundaries of the borough some arrangement for postal votes may have to be made.

Method of voting - Supporters' Direct recommend using an Alternative Vote (AV) system whereby voters poll for preferred candidates (1,2), the least popular of whom will have their votes be redistributed until a clear winner emerges (i.e. someone with more than 50% of the vote). If there are only 2 candidates, then a first-past-the-post system would work. RH had taken soundings from other groups, politicians and people on the e-group who had been favourable of and AV system. As the company directors only RH and BB needed to agree this, but in the interests of openness discussion was imperative. The AGM will work on a system of AV.

RH noted that the logistics of the AGM needed sorting. The key points are:

• location - BB will talk to the Council about using a council room;
• a ballot box - RH will sort this;
• a returning officer - RH had asked a local councillor (Garry Perry if he would act and he agreed in principle);
• letters for members calling for attendance (we must send these at least 21 days before the AGM) and nominations (we must receive these at least 7 days before the AGM); and
• the timescale.

RH suggested that we should produce a newsletter for members with a letter telling them about the AGM and calling for nominations. He had received a template for such a letter from Brian Lomax. This mailing also needs to include their relevant membership card (family, individual etc.). PS noted that he could laminate cards. It was hoped that we could get cards and letters to members by 29 September. If so, we can set a date for the AGM of 23-25 October. Nominations would need to be with Bob 7 days before the meeting.

1. AGM business - elections; appointing auditors; receiving the balance sheet; and performance to-date.

DR was to talk to auditors.

2. Register of members/directors and a minute book (we need one).

BB to sort this out. DR had an electronic register which is in a secure location and not in public access.

3. Leafletting and letterheads - Council workers; pubs; clubs; leisure centres etc..

There were roughly 4-5,000 leaflets left. BB was to contact the council re: leafletting council members, leisure centres and neighbourhood offices. Later there would need to be a co-ordinated effort re: local business.

4. Newsletter.

CM will sort the production of the newsletter.

We could include info./articles on the following:

• A piece from someone at Supporters' Direct (they have been approached).
• What have we achieved and where are we going? A short and medium-term plan.
• How many members and supporters.
• What can you do for the Trust?
• AGM information.
• A request for questions and answers for future newsletters and the web site.

This is going well and we will be setting up a meeting. SS had leafletted in the Saddlers' Club and received a favourable response.

3. AOB

We should be receiving half of our outlay on the leaflets back from Supporters Direct - DR to chase this up.