Minutes of DSN AGM 2011

Minutes of Down’s Syndrome Norfolk AGM 11 June 2011
Present:	Marilyn Hoxley (Chair), Griselda Hubbard (Treasurer), Nicola Baxter (Secretary), Brian Darnell (Independent Examiner), Tracey Sismey, David Sismey, Karen Shingfield, Sue Harradine, Paul Parslow-Williams (Trustee), Sophie Parslow-Williams (Trustee), Jason Kibble-White, Gaynor Leeder (Trustee), Lisa Doggett (Trustee), Geraldine McNulty, Georgia Roach, Adrian Sykes, Nicola Brown, Eloise Hoxley, Morag Butcher, Mick Lovett, Thomas Maile, Corinna Jones, Brogan Johnston, George Allison.
Apologies:	Sandy Hancock, Kay Daze, Chad Goodwin, Julia Maile (but arrived during the meeting), Andrew Hubbard, Martin Hubbard

The minutes of the AGM of 12 June 2010 were unanimously approved. (Proposed: David Sismey; seconded: Gaynor Leeder).

Nicola apologised for the fact that once again draft minutes of the AGM had not appeared on the website. This year, she promised, they certainly will.

Marilyn Hoxley, as Chairperson, presented the management report (appended). Nicola, as Secretary, urged everyone to keep us updated with their email addresses as this is a speedy and cost-efficient way to pass on information.

Snappy Name Drama: Marilyn Hoxley presented a report (appended) and asked the membership’s views on how we should respond to falling numbers at both drama groups. This is mainly because there are now many competing activities on a Saturday morning. Nicola Brown suggested moving drama to holiday times and offering blocks of workshops ending in a performance. Karen Shingfield warned that as some families were away in the holidays, they would miss such activities and this would be a shame. Tracey Sismey suggested holding drama sessions once a month instead of twice a month and asked if it would be possible to liaise with other groups to ensure that we did not coincide. Several members supported this idea, but Sue Harradine mentioned that the Youth Forum, for example, gave its dates out so late that this would not be possible. Kate Belcher suggested Sunday afternoons as an alternative time. Tracey Sismey commented that for those with a long journey into Norwich, linking drama to other activities in the city, such as shopping, worked well, and this would not be so good on a Sunday. Marilyn Hoxley thought it might be difficult to attract workshop leaders and other helpers on a Sunday as generally this is thought of as a family day. Lisa wondered if activities could be offered on a number of Saturdays throughout the year. Nicola Baxter explained that the decision to have drama on regular dates (second and fourth Saturdays in the month) was so that people would know when to expect it and make it part of their routine. Last year, when we offered a number of summer activities, they were all excellent and enjoyed by those who came but were not enormously well supported. Tracey Sismey agreed that short breaks mean there are a lot of activities available in the summer. Sue Harradine said that Thalia summer schools were well attended. Marilyn Hoxley suggested that we could try advertising activities over one week and see what happened. Tracey Sismey suggested offering two weeks but with the intention of only running the one that had the most takers. It was universally agreed that we definitely do not want Snappy Name Drama to disappear, especially as Karen Shingfield reminded us that it also gave parents a chance to get together and support each other. Marilyn Hoxley and Gaynor Leeder reminded members that YDG reduced frequency to once a month and this had worked well. Tracey Sismey suggested that if members were asked to pay for a block of workshops (and not refunded for those they did not attend), as happens with most activities, attendance might be better. Julia Maile commented that paying for a block penalised young people who pay for themselves. The Committee will discuss this and talk to Caroline Golding at NCODP too. NANSA youth club is an example of one where members book and pay in advance. Marilyn Hoxley asked members to send in any information they have about how other groups operate.

Young Down’s Group: Paul Parslow-Williams gave a report (attached). He added a correction to his own report, explaining that Colchester Zoo not Banham Zoo was visited last year. The plan is to arrange an outing to Pettitt’s this year. Sophie Parslow-Williams currently runs the Snapdragon drama group at YDG, but Paul will take over this while Sophie is off on maternity leave later this year. If any members have any suitable dressing up clothes they would like to donate, this would be very welcome. Marilyn Hoxley thanked Paul and Sophie for all their work on behalf of Down’s Syndrome Norfolk.

Treasurer’s report: Griselda Hubbard, as Treasurer, presented the accounts (attached) for the year ending 31 March 2011. The Independent Examiner, Brian Darnell, pointed out some errors on the illustrated version of the accounts. Although the totals are correct, an addition needed to be made to the “Others” column to make the figures accurately reflect the full accounts. A revised, accurate version of the illustrated accounts is attached. The Independent Examiner asked to see the illustrated accounts before they are circulated next year. Griselda commented that like most charities, DSN is finding fundraising difficult in the present climate. Our outgoings are currently higher than our income. Griselda supported the idea of drama once-a-month as this would reduce outgoings. Tracey Sismey proposed acceptance of the Treasurer’s Report (with the provision that the corrections are made to the illustrated version) and Karen Shingfield seconded this. The proposal was unanimously passed.

Appointment of Independent Examiner: Kate Belcher proposed and David Sismey seconded the reappointment of Brian Darnell as Independent Examiner. This was unanimously agreed. Marilyn Hoxley proposed a vote of thanks to Brian Darnell for all his work for the charity, which was wholeheartedly agreed by the membership.

Election of trustees: all the existing trustees stood down and offered themselves for re-election, with the exception of Nicola Baxter and Lisa Doggett, who are standing down. The remaining trustees were re-elected as a group, their election being proposed by Karen Shingfield and seconded by Tracey Sismey. They were unanimously re-elected. Kate Belcher proposed the election of Jason Kibble-White, which was seconded by Nicola Baxter. Jason was elected unopposed.

Appointment of chairperson: Marilyn Hoxley stood again for this position. She was proposed by Gaynor Leeder and seconded by Paul Parslow-Williams and elected unopposed.

10.

Any other business: Karen Shingfield mentioned that her son, Thomas, who will shortly be leaving school, would be pleased to help the charity with administrative work as a volunteer. Gaynor Leeder reminded members of the disco planned for 16th July. Karen Shingfield told members that she had tickets for the curry and quiz night in aid of DSN to be held on 22 June.

11.

The meeting ended at 12.25.

Minutes of Down’s Syndrome Norfolk AGM 11 June 2011