Minutes of the Annual General Meeting of the Sunday Scene Breakfast Clubs Association held on 6th September 2007

at Walberton Village Hall, Walberton, West Sussex

Present: Mike Nixon (Chairman), Jacquie Clarke (Co-ordinator), Mary Leahy (Treasurer), Stella Martin (Secretary), Bryan Fletton, R Abrew, L Alexander, G Batten-Foster, Mike Belman, Roy Bidwell, E Bradley, May Bulbeck, P Bunn, Peggy Dominy, Gill Graham, Jan Hawkins, Chris Hickman, Carol Jones, Maja Konieczy, Elizabeth Ling, Bob Needle, P J Neill, Philip Paine, Beryl Potts, B Reynolds, Ann Salmon, Maureen Shaw, Jane Stevens, Vivien Stillings, H Waldron, Liz Watson, K Wickham-Smith

Apologies: Anne Davies, Jan Wood

The Chairman welcomed all those attending the organisation’s first AGM.

Signing off of minutes of Inaugural Committee meeting: permission was given by those present to sign off the Minutes, previously circulated to members.
Chairman’s report: The Chairman commented on the very positive benefits provided by the breakfast clubs, which he said had touched many lives. He paid tribute to the hard work of Jacquie Clarke, supported by the committee. There had been successful applications for funding with the largest amount being from the Lottery’s Awards for All. The year’s achievements had taken place on the back of an “off the shelf” constitution, now needing review. For the future he confirmed the aim was for the Sunday Scene Breakfast Clubs and their success to continue with Jacquie as leader.
Treasurer’s report: The Treasurer expressed thanks to Vinsome Accountancy Services for auditing the accounts and noted they were happy to continue in this role for the foreseeable future, unless the volume of work increased significantly. Copies of the accounts for the year ended 31st July 2007 were circulated. The Treasurer noted the term “sales” had been used instead of income. She circulated an additional record showing Profit and Loss breakdown. £11,595 had been received in grants, £41.63 in interest and £1666 in membership and affiliation fees. The Treasurer emphasised grants had to be used for specified purposes; an overview showed outstanding amounts still to be spent from awards. She noted particular items in the accounts and said the surplus of income over expenditure at the end of the financial year was £9866.33. The accounts were accepted by those present and there were no questions. Copies of the accounts for the year ended 31st July 2007 were circulated.
Co-ordinator’s report: The Co-ordinator reviewed the development of Sunday Scene Breakfast Clubs from the first inspiration over three years previously, prompted by personal experience and awareness of lack of support for widows and widowers. She had viewed the initiative as a pilot project with potential for growth. From experience and contact with relevant interested parties, she had concluded those most likely to benefit were those beginning to come to terms with bereavement and ready to move on. As a result, membership had been for those widowed in approximately the previous three years. Funding applications had been made on this basis. As funders would measure delivery of the project against the original criteria, these parameters would have to remain at least until the end of the funding period, February 2008 and ideally until the end of the second financial year. The need to apply for funding had necessitated setting up a voluntary organisation and management committee. Five of the eight applications for funding had been successful. Financial sustainability was an essential factor for the future. In terms of membership, in less than 2 years, approximately 100 people had joined. 5 breakfast clubs had been set up, and 3 Sunday Scene Social Clubs and Weekday Scene had evolved from the breakfast clubs. Throughout, there had been great support from the management and staff of Manor Nurseries, reinforcing belief in the value of such venues for the development of breakfast clubs. As part of the wider picture, a website had been developed and was currently visited monthly by 500 people in the UK plus others internationally. In the coming year, the Co-ordinator said she would be focusing on disseminating information to Primary Care Trusts and GPs. In this context, she was particularly pleased to welcome Dr Clare Matthews, a local GP, as Medical Advisor to the group. Another objective would be to help other people in other areas to introduce similar schemes. Finally she thanked all those who had worked with her and those who would be contributing to the future of the clubs as leaders and facilitators or as committee members.

Matters raised by members: The Co-ordinator commented as follows –

a) membership for unmarried live in couples: no distinction was made between married and unmarried live in couples

b) membership for same sex partners: it had been agreed by the committee that any such potential members would be included

c) objection to item D5 in the Constitution: this had been missed. No appointment of staff was planned but there had been no time to alter the clause before the AGM.

d) objection to voting for committee members, who have not been widowed: for club facilitators the experience of widow(er)hood was necessary but for the management committee the need was for people with particular skills. Applications for committee membership had been invited from members but only one had applied. The Co-ordinator said she was grateful to those people who had come forward.

e) objection to three year criteria for membership: it was hoped the Co-ordinator’s report and comments on funding had shown why no change could be made at present.

f) issues surrounding the formation and autonomy of SSSCs, membership, and recruitment of new members: It was agreed in discussion these aspects needed further consideration. The Chairman suggested, and it was agreed, that any comment from members should be sent to the Co-ordinator in writing or by e-mail by the end of September

Ratification of Constitution: All members had received copies of the proposed, revised constitution. Following discussion, it was agreed the constitution should be considered within groups, comments fed back to the Co-ordinator and thence to the new committee. A revised constitution would have to be voted on by paid up members within the financial year. If members wished to air their views, a public meeting would have to be called. If a public meeting proved to be unnecessary, ratification could be effected by members in writing or by e-mail.

Election of officers and committee members for 2007-2008: Three were resigning from the current committee, George Smith, Jan Wood and Stella Martin. The Chairman thanked them. He said he was willing to continue in post as was the Treasurer ,in her case for the next 6 months. Three nominations had been received, Vivien Stillings, standing as Secretary and possibly later as Treasurer, Jan Hawkins and Mike Belman.The election of the new committee was proposed by Brian Reynolds and seconded by Maureen Shaw.

Any other business: Thanks were expressed to the Co-ordinator by a Bob Needle. The Chairman thanked Elizabeth Ling, Liz Watson and members of Palms & Gee Bees SSSCs for the cream tea and cakes, and organising the refreshments.