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Epsom Downs Model Aircraft Club

2007 AGM minutes

2007 ANNUAL GENERAL MEETING

Date: 11/12/2007 at 20:00hrs
Location: Tadworth Church Hall
Attendees: 63

Committee:

Following the Agenda sent to all members:

1. Apologies for absence & proxy votes

The following members apologised for their absence:
Peter Gain
Albert Choney

Proxy votes were as notified as follows:
Martin Painter proxy for David Wolper
Richard Boyten proxy for Kevin Boyten
John Sinclair proxy for Jeff Goldsmith
Harvey Needham proxy for Neil Faber
Roy Richardson proxy for Ray Page
Keith Hotton proxy for Martin Hotton
Roger Marples proxy for Alan Culley
Tim Mountain proxy for Albert Choney
John Tancock proxy for Ian Wooley
Ashley Cameron proxy for Steve Coller
Simon Sparsis proxy for Ronald Line

2. Matters arising from 2006 AGM

No matters arising - the minutes were duly signed and dated by the Chairman as a true record of the meeting.

3. Approving and adopting 2006 AGM Minutes

The minutes were approved and adopted - Proposed - Martin Painter, Seconded - John Bransgrove

4. Chairman's Report

Tim Mountain opened by welcoming all EDMAC attendees to the second AGM and stated that 2007 had been a year for consolidation. The present membership was nearly 300, and despite the rather poor weather there was plenty of evidence that members had taken the opportunity to fly when they could. It had been noted that the previous concerns expressed at last years AGM had largely subsided, and things had settled down now that members realised that their flying opportunities had not been substantially affected.

On the RC side, there had been a steady increase in the Ad Hoc training and also the numbers passing the BMFA achievement scheme - Roger Marples reported that there were 16 fixed wing "A" certificates and Ashley Cameron confirmed 7 helicopter "A" certificates in 2007.

On the Free flight front, it was noted that participation was at a consistent level despite the poor weather. Another successful Cloud Tramp event was held on a bright but very windy day in early August. Again the Lady Mayoress attended the event, as did some of the R/C flyers - in all there were around 35 flyers. Arrangements will be again be made for the 2008 event.

The last dots and crosses were finally added to the Risk Assessment, and following a lot of discussion the new "Public Awareness" signs were now completed. These have now been installed at all the major entry points onto the Downs.

The attendees were reminded that compliance with the Club Rules are an integral part of the Risk Assessment, and all members should be prepared to point out non compliances - even to fellow members. We should not be afraid of asking any potential non-member for proof of membership and remember that it is our flying site, and we do not want problems occurring which may jeopardise the continuation of our flying model aircraft. All members were reminded again that they are Safety Marshalls and any flier who is not complying with the Club Rules should be calmly advised of the correct procedures.

To assist interested non-members in applying for EDMAC membership, it was recommended that Club members should pass on the relevant information - e.g website address, membership and BMFA costs, etc.

It was pleasing to announce that Robin Willes had undertaken the role of Welfare Officer and Robin would now be the contact point for any relevant Child Protection issues. The Chairman thanked Robin for his efforts in getting the necessary approvals.

It was stated that members of the EDMAC Committee attended the regular Conservators Consultative Committee meetings and their "door is open" for any relevant discussion points. There is shortly to be a meeting with the Head Groundsman where it will be asked if the Rangers can be more pro-active in regard to EDMAC membership checks. It was stressed that it was very important to maintain a good relationship with the Rangers (even though they could sometimes be mis-informed) and always take their comments calmly and seriously. Regarding contacting the Rangers, it was noted that they were usually to be seen driving across the Downs in their 4 X 4's, but their "office" was the large wooden hut to the RH side of the main entry slip to the perimeter road.

It was stated that the Conservators had asked the Committee to help with the preparation of various "Downs Activity" leaflets - these are public information sheets which will be available as "hand outs" to Downs users - e.g.- model flyers, walkers, cyclists etc.

In closing, the Chairman passed his vote of thanks to the Committee for their work during 2007.

5. Treasurers Report

Detailed accounts for 2006/2007 were presented by John Privett.

A summary was presented as follows:


Income for 2007
EDMAC subscriptions:£1,405.00
BMFA subscription:£1,986.00
Other (Bank interest etc):£71.59
Total income:£3,462.59
 
Expenditure
BMFA fees:£1,995.00
Postage, stationery, expenses etc:£834.81
Total expenditure:£2,829.81
 
Excess of income over expenditure
£632.78
 
Accumulated fund (Balance)
As of 01.11.2007:£1,376.96

It was noted that the figures shown for 2006 were based on 10 months and were therefore not directly comparable with 2007 which were for a full 12 months.

It was stated that it would be preferable if the present balance could be increased further to allow for any unexpected events (such as legal advice, etc); this figure would be subject to review at subsequent AGM's.

Present membership was 281 seniors and 17 juniors.

A £50.00 goodwill donation had been made to the Tadworth Children's Trust for the use of their room and facilities for Committee meetings.

6. Annual Subscriptions for 2008

The Treasurer proposed that the present £5 fee would be maintained for 2008, and that members under 18 would still have free membership.

This proposal was carried unanimously - Proposed - John Bransgrove. Seconded - John Sinclair

Action; Committee.

7. Committee for 2008

In compliance with the Club's constitution, 3 members stood down last year and for 2008 the following 4 members will stand for re-election:

Their re-election would be valid for a further 2 years.

It was noted that the clause referring to the election of Committee Members in the Club Constitution had been designed such that only half the committee became eligible for election in any one year. This clause was to ensure that a new Committee retained the experience of the currently standing Members and would not be faced with the difficult task of re-establishing an experience base.

8. Notified Questions

Question No 1 - Raised by Robin Willes. The Committee was asked that, if there was an accident or proposed legislation that would ban all flying on Epsom Downs, would the Committee seek exceptions for non I/C or electric powered models?
Answer - If this situation were to arise the Committee would ensure that every effort was made to allow the continuation of ALL types of models including those referred to in the question.

9. AOB

Questions from attendees

Question 1 - Was EDMAC membership a requirement to be able to fly on Epsom Downs legally?
Answer - Yes, ALL flyers must be members, except where visitor's passes were granted (all visitors must hold valid BMFA insurance). It was stressed that even if a non-member held current BMFA insurance, the insurance cover could be invalidated since the non-member should not be flying on the Downs.

Question 2 - What is the method of alerting the responsible authority concerning the contravening of EDMAC rules?
Answer - The procedure adopted by all members should be firstly to inform the offending party that EDMAC membership was essential to be allowed to fly on the Downs. If the transgressor continues to fly, then the Rangers should be informed as promptly as possible. It was stressed that each individual EDMAC member had a responsibility to act as a Marshall, and should not hesitate to challenge any likely non-member, and if necessary alert the Rangers to the problem as soon as possible. The reason for this action would be to show that in the event of any legal disputes, EDMAC members would be seen to have done all that could under the circumstances to prevent illegal flying on the Downs.
It was noted that a meeting with the Conservators is planned for the near future to discuss these topics and to stress the importance of the Rangers being more pro-active in "policing" flyers over EDMAC membership, flying hours, etc.

Question 3 - Can the Rangers be asked to synchronize the gate closure to coincide with the loss of daylight?
Answer - Due to the Ranger's limited manpower, a variable closure time during the winter months was not practical. It was pointed out that certain Rangers were very flexible in this respect and liaised with flyers over any proposed extension to the gate closure time.

Comments from attendees

Keith Hotton expressed his thanks on behalf of the ATC for the flexible approach taken by the Club and the BMFA concerning the insurance for the four "named" members. He also extended an invitation to any Club member interested in demonstrating either indoor RC or free flight flying at their club hall.

2.4 GHz RC transmission
The Chairman reminded RC members that they should ensure that all equipment met the EC requirements and had the relevant CE mark, as there were reports in the press of non-compliant equipment being offered for sale.

Joe Taylor
Colin Batterbury proposed that, in recognition of Joe's tireless work in mowing the strip and general help to all RC newcomers, he deserved free EDMAC and BMFA membership. This proposal was accepted unanimously.
Action; Committee

Meeting Closed