2003 AGM Minutes - Intercity Railway Society

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eing arranged to MOD Kineton, and Bombardier Derby during the year, and hopefully to certain other sites if negotiations conclude successfully. In addition ICRS launched its website ----- icrs.org.uk ---- that has since been acclaimed as one of the leaders in its field for its style and up to date information, covering a wide range of detail for the rail enthusiast. The site continues to improve and is proving to be hugely popular by the number of 'hits' registered. Membership of the Society has leaped up as a result with in excess of 200 new members joining during the year, and that figure shows signs of continuing to climb. Numbers of people ceasing membership has slowed to a trickle at the same time. Current membership is in excess of 570. Jeff concluded that had had been a stunning year for ICRS,- finances were very sound, and that there would be no increases in membership rates for 2004, other than that for 5 year membership from May 1st which was agreed at the 2002 AGM. There was a clear potential for the Society to keep moving forward at the same pace, but there was also a danger that without help from members, or if we were to keep producing more and more, we were in danger of becoming victims of our own success, and very possibly implode. It was time for a year of consolidating and taking stock of the future direction of ICRS, and to develop a clear strategy that would allow ICRS to retain and maintain its status as the premier enthusiast society. To this end, Jeff announced he was standing down as Chairman and subject to ratification, stand as vice president with portfolio for publications and the website. Finally Jeff expressed his thanks to the membership and Society Officials for the support and hard work put in over the last 12 months. 3) ELECTION OF OFFICIALS FOR YEAR 2004 This item was brought up the agenda list by agreement of the meeting. Officials were elected as follows Jeff Hall- Vice President with portfolio for publications and website Simon Mutten- Chairman & East Anglia Branch Gary Mutten- Treasurer/Society Coordinator & East Anglia Branch Maurice Brown- Membership & Publications/ Sales Manager Ken Pitt- Magazine Editor Robert Brown- European Branch Bryan King- Publications Nathan Beahan- Publications The Society welcomed Peter Gregory back as an Official to assist with visits. Some members will remember Peter as the East Midlands branch Official for many years and the Society is delighted to have him back as an experienced Official. Pete Waterman as Society President. Alan Gilmour and Peter King as Vice Presidents. These posts are retained automatically.
4) MATTERS ARISING FROM THE 2003/3 AGM NOT COVERED BY THE AGENDA The meeting was reminded that the 5 year membership rate would increased as approved by last years AGM. The previous minutes were proposed by Simon Mutten & seconded by John Woods. The meeting duly approved the minutes. 5) ICRS OFFICIALS RE- ORGANISATION Jeff outlined the reasoning behind the re organisation of the Society Officials and the management of the Society. The old system of all Officials meeting 2-3 times a year to make and approve decisions in the management of the Society was no longer effective for the way the Society now operates. There are now different ‘business’ sectors covering the various functions of the Society, which meet and have the authority to make and carry out their decisions without reference to full Officials meetings. The functions covered are Magazine production, Strategy, Visits, PR/Advertising, Website, Budget planning and Publications, with appropriate Officials sitting on each sector i.e. Strategy would consist of Vice President(s), Chairman & Treasurer. Magazine would consist of Editor, Publications Manager and Treasurer etc. The post of Secretary would disappear but would be replaced by Society Coordinator to which information would be passed from business sectors for dissemination to all Officials and that Society paperwork such as insurances etc. were up to date. Alan Gilmour had been charged with re writing the Officials Manual that whilst serving us well for the past 30 years was; again, no longer appropriate for the way the Society now operates. Alan has begun this task with input from all officials and should be complete by the middle of the year. The new management system had been operating for the past few months and was working successfully. 6) PRESENTATION OF OFFICIALS REPORTS a) Financial Jeff reported on the accounts for 2003, as he was treasurer for that year. The Accounts are attached. Jeff made the following comments to the accounts: All publications and the magazine are now produced in house with resultant saving in costs. There has been an increase in meeting costs. This is mainly due to increased meetings in connection with publications (e.g. Ian Allan, Porterbrook etc.) and visits (e.g. MOD, Alstom etc) which as can be seen have been very successful. The Sales dept. is now defunct as everything goes through publications.
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2003 AGM Minutes - Intercity Railway Society

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