Associationof Caravanand Camping Exempted Organisations
Minutes of the 34thAnnual General Meeting
held at StaffordshireCounty Showground
onSaturday 7thOctober 2017
The Meeting opened at 2:00pm
1. Opening Remarks by the Association Chairman
The Association Chairman, Chris Lowery, said it was a pleasure to see everyone on the rally field and thanked them all for attending thisAnnual General Meeting. He went on to thank the TiddlersCrouchers Club for taking on the task of Host Club for this rally. He then asked the Association Secretary to convene the meeting.
2. Convening the Meeting
TheAssociation Secretaryread the Convening Notice for the34thACCEO AGM, explained the procedures for Delegates to speak and to vote, and then declared the meeting open.
3. Appointment of Tellers
The Meeting agreed to the appointment of 2 non-voting tellers:
Matthew Hart(AAOCC)
Christine Mawdsley(Auto-Sleeper Owners’ Club)
4. Those Present and Apologies for Absence
MemberClubs present on the Rally were recorded as:
AAOCC
Auto-Sleeper Owners' Club
Bailey Owners Club
Bessacarr Owners Club
Bridge Club
Elddis Owners Club
Hymer Club International
Northern Ralliers Camping Club
Royale Owners Club
Seeboard Caravan and Camping Club
Spread Eagle Caravan Club
Swift Owners Club
TiddlersCrouchers Club
Touring Caravan Club
Wessex Winter Caravanners
Yorkshire Friends Ralliers
Zodiacs
and:
Cavalier Caravan & Camping Club
Coachman Owners’ Club
were represented at the AGM.
Apologies for Absence had been received from:
Abbey Caravan Club
ACC East Midlands
Acorn Caravan Club
Adria Owners Club UK
All Seasons Caravan Club (The Doves)
Association of Land Rover Clubs
Auto Camping Club – Essex
Auto Trail Owners’ Club
Avondale Caravan Club
Bristol District Camping Club
British Leyland Camping Caravan Club
Burstner UK Owners’ Club
Carlight Enthusiasts Club
Carthago Owners’ Club
Castaway Caravan & Camping Club
Catenian Caravanning Fellowship
Charities Caravan & Camping Club (4C’s)
Compass Club
Concraft Camping Club
Dunelm Caravan Association
Friends Caravan Club
Friends of Leukaemia (Research) Caravan Club
Historic Caravan Club
Independent Caravan, Motorhome & Camping Club of Northern Ireland
International Caravanning Association
International Caravanning Fellowship of Rotarians
International Police Association – Caravan and Camping Group
Invicta Trailer Club
La Strada Club UK
Libra Charity Club Caravanning
Loners Group
Lucas Camping & Caravan Club
Masonic Caravan Club of England and Wales
Midway Group
Murvi Club
Mustang Caravan Owners’ Club
National Mardon Owners’ Caravan Club
New Forest Caravan & Camping Association
Northumbria Caravan Association
Nottinghamshire Masonic Caravan Association
Omaha Caravan & Camping Club
Pennine Owners’ Club
Phoenix Camping Club
Pied Piper Rally Club
Prestige Caravan and Camping Club
Quintet Plus Caravan Club
Rapido and Silver Owners Club
Red Rose Caravan Club
Royal Bank of Scotland Group Caravan Club
Sapphire Club
Sovereign Caravan Club
Sterling Caravan Owners’ Club
Sunseekers Caravan Club
Three Valleys Caravan Club
United Reformed Church Caravan Fellowship
Vanmaster Association
Vanmaster Owners’ Club
Warwickshire Nomads Caravan & Camping Club
Wayfarers Caravan Club
and from ACCEO’s Insurance Officer, Ian Derbyshire.
5. Minutes of the 33rdACCEO AGM held at Staffordshire County Showground
on1stOctober 2016
The minutes of the 33rdACCEO AGM having been circulated in the prescribed manner were put to the Meetingfor approval as a true record of the proceedings. This was:
Proposed by Rosemary Casserley (Yorkshire Friends Ralliers)
Seconded by Malcolm Hodgson (Bridge Club)
All voted in favour. They were duly signed by the Chairman.
6. Matters Arising from the Previous Minutes
Stuart Casserley (Yorkshire Friends Ralliers) had suggested that it might save postage costs to print AGM papers and AM on A5 instead of A4. The Committee had considered this (at the 122nd Executive Committee Meeting later that day) and concluded there were would be no cost saving in putting out the same amount of material in a smaller format. Indeed there could be a cost penalty if we lost advertisers by changing AM from a magazine format to a booklet format.
7. Officers' Reports (written reports had been circulated previously)
(a) Chairman. Chris Lowery had nothing to add to his written report. He explained that the same procedure would be adopted as in previous AGMs to keep to essential business. Accordingly all Officers’ reports had been circulated in advance. Some Officers may wish to add to these. All are happy to take any questions you may have.
(b) Association Secretary. Peter Brown had no further points to add to his report.
(c) Finance Officer. David Thompson said the Accounts & Balance Sheetshad been circulated. He advised of a printing error on the circulated sheets.
Chris Moyses (Bailey Owners Club) raised the point that there was a discrepancy between last year’s published accounts and this years; the figures didn’t carry across. The Finance Officer acknowledged this and said he would resolve the matter as quickly as he could.
The Chairman said he would move the meeting on without asking for the accounts to be adopted at this point.
(d) Insurance Officer. In the absence of Ian Derbyshire, the Association Secretary said
he would take any questions for him and respond in due course. There were no questions.
(e) Publications Officer. Elaine Nicholls had no further points to add to her report.
(f) National Parks & Extended Rallies Officer. Tony Smith had nothing to add to his report. His parting advice on standing down from this post was,“When applying for Extended Rallies using the ACCEO Para 4 Exemption Certificate,do take great care to fill in the correct Local Planning Authority, otherwise the Application goes ‘round the houses’ with commensurate delay”.
(g) National Rally Co-ordinator. Robin Wilkinson had nothing further to add to his report.
(h) Membership Officer. Gaynor Hart had nothing to add to her report. She said shewould be available before and after Flag in the morning for Personal Membership renewals and at the same time would be happy to sign up any new Personal Members.
(i) Webmaster. John Wilton had nothing to add to his report. He asked those present to check that the details of their club were shown correctly on the ACCEO rolling display behind him. Whilst doing this they would notice that some clubs havean advertisement linked to their name. If their club did not have this linkthen they were missing out on an excellent opportunity to promote it. Just get in touch with him and he will set it up.
The Chairman thanked the Committee Members for the considerable effort they put into carrying out their work on the ACCEO Executive Committee. Some of this workis visible to Members but he was aware that a lot more of it just went on quietly behind the scenes; andwithout such dedicated effort the Association would not run as smoothly as it did, or be so successful in looking after the needs of its Member Clubs.
8. Election of Executive Committee Members
The Chairman advisedthat there were 9 vacancies on the Executive Committeeat this AGM, the vacancies having been notified to Member Clubs in the prescribed manner.
The 6 nominations received by the due date were for David Thompson, Humph Jones, Gaynor Hart, Ian Derbyshire, Elaine Nicholls and Robin Wilkinson;accordingly, all 6are duly elected to the Committee.
He further advised that the Committee wouldbe meeting later that afternoon to decide which officers will fill each post and that will be announced immediately prior to the Prize Draw at Flag the next day.
9. Presidential Appointments
The Chairman was pleased to be able to tell the AGM that John Rowe and Tony Smith had agreed to continue as Vice-Presidents of the Association for the coming year.
10. Appointment of Holding Trustees
The Chairman explained that the Association needs to have Holding Trustees in order to satisfy the appropriate Government Department requirements under Paragraph 4 of the First Schedule of The Caravan Sites and Control of Development Act 1960, whereby the Associationmust have the legal status to be able to take an interest in land, usually by leases. The lease agreement may be oral if for less than 3 years duration. The Holding Trustees must satisfy themselves that any land soleased and/or occupied by a Member Organisation is properly supervised at all times. The Holding Trustees are also responsible for ensuring thatany payments due for the lease of this land are properly made to the person entitled to receive them. The Executive Committee has appointed the holders of the following posts as its Holding Trustees for the coming year:
Chairman
Finance Officer
Extended Rallies Officer
Association Secretary
11. Motions Received for the Consideration of the AGM
No Motions had been received for consideration at this Meeting.
12. Any Other Business
The Finance Officer said he’d identified the underlying problem in the published accounts but it would take a little time to resolve it and republish them.
Josephine Lane-Burford (Spread Eagle Caravan Club) suggested that the corrected version should be published in the next edition of AM so that all Members could have sight of it.
It was proposed that the corrected accounts, as would be published in AM, be adopted.
Proposed by Reia Jones (Wessex Winter Caravanners)
Seconded by Michael Unwin (Royale Owners Club)
18 voted in favour, with 1 against. The proposal was carried.
13. Date, Time and Venue of Next AGM
The Chairman said that the 35thAnnual General Meeting of the Association would be held
at the Ukrainian Youth Centre, Weston-on-Trenton Saturday 6thOctober 2018 at 2:00pm.
Closing Business
The Chairman thanked everyone, particularly the TiddlersCrouchers Club and their very willing helpers, for making this AGM andRally such a success. Members responded with much applause.
He thanked Tony Smith for his many years of dedicated service to ACCEO on the Executive Committee and was pleased to be retaining access to his experience and advice as he served on as a Vice-President. He also thanked Vie for her tremendous support to ACCEO over the years. Members again responded with much applause.
He notified the Meeting that there would bea short Church Service at 9:30am on Sunday in the Tonge Suite, and all would be welcome.
Hethanked all present for attending the AGM and stated that the Open Forum would commence after a 10 minute break.
The Chairman then declared the AGM closed at 2:25pm.
Signed...... Date......
(Chairman)
Please note that these Minutes are subject to ratification at the next AGM
(These Minuteswere compiled by HJ on 14Dec 2017)