Minutes of OAS AGM 26 February 2025
Notices
Minutes of OAS AGM 26 February 2025
Notices

Minutes of OAS AGM 26 February 2025

Orpington Astronomical Society

Minutes of Annual General Meeting

held at St Francis of Assisi Church Hall, Petts Wood

26 February 2025

 

Present: 40 members

Apologies received from: Rose Hopkins; Simon Smollett; David Harris, Rick Summerfield; Trevor Morgan; Animesh Kana

Item 1: Welcome and Housekeeping

  1. The meeting was chaired by Jim Worthington, until Item 7. Jim welcomed everyone and after the usual housekeeping announcements gave an overview of the agenda.

Item 2: Approval of Minutes of the previous AGM

  1. Resolution that the Minutes of the Society’s previous AGM held on 28 February 2024 be approved as a correct record. Proposed by Dave Allen, Seconded by Roy Peters. A link had previously been given by email to the AGM minutes on the OAS website.

Item 3: Chair’s Report for 2024

  1. Jim started his Chair’s Report, issued by email prior to the AGM, by emphasising all the activities that the Society is involved in. Jim then pointed out that 2024 saw membership grow to 101 and that there were 12 Society Meetings, 12 Observing Evenings and 10 Committee Meetings during the year.
  2. Jim mentioned the work of the Committee with reference to the particular responsibilities of different members of the Committee.
  3. He highlighted the great mix of events in 2024, with various UK visits , the Mystery London Astronomical Tour, the summer Starbeque, Deep Sky Camps and the week’s trip to La Palma.
  4. Jim also highlighted the various methods used for communicating with Members, referencing MemberMojo, the Website’s Forum and Gallery, WhatsApp, the TOAST newsletters and the key dates given on the OAS Calendars.
  5. Jim finished his report by thanking the Committee Members and everyone else who has helped in the running of the Society. He also thanked our President Greg for his advice and support and all Members for their continued membership of the Society.

Item 4: Report on Outreach

  1. Hugh explained that some events were clouded out and that last autumn had been a poor time for viewing. Hugh stated he had received ongoing requests for talks from community groups and a number were given.
  2. The January Moon Watch at Lullingstone was clouded out, but there was a successful Moon Watch at St James Primary School on February 6th 2025 which was attended by about 150 students and parents. Hugh mentioned there was great feedback from this event with many thanks from the school.
  3. Hugh thanked all the Outreach volunteers who had supported the various events.

Item 5: Treasurer’s Report

  1. Andrew started his report by saying it had been a good year for the Society with higher income from subscriptions and relatively low expenditure. This had resulted in an overall surplus for the 2024 calendar year of £1235.86 and an overall total balance of funds at 31 December 2024 of £8418.18.
  2. Total Income for 2024 was £3300.34, which included subscriptions (£2174.50); Gift Aid recovery (£321.77)-recovered for the first time; outreach donations (£313.00); calendar sales(net) (£174.99); raffle receipts (£15.00) and tea fund surplus (£301.08)
  3. Total expenditure for 2024 was £2064.48, resulting from hall rental (£882.00); meeting expenses (£324.97); events(net) (£80.94), FAS membership and Public Liability Insurance (£83.00); office expenses (£341.51) and equipment (£379.06) which was a new laptop.
  4. The accounts for the year had been signed off by our auditor Mark Shelley.
  5. One query was raised regarding why income from raffles was only £15. Andrew advised there had only been one raffle during the year.

Item 6: Membership Subscriptions for 2026

  1. Andrew explained that with the healthy status of the Society’s finances he sought approval for keeping the membership subscriptions for 2026 at the same level as those for 2025, ie Standard Adult Rate £28; Concessionary Rate £25; Joint Membership £42; Full time student £10 and Entry Fee (non-member) £3
  2. Andrew explained there was one change which was to extend the student rate of £10 to all students in full time education, rather than just up to 18 years old.
  3. The resolution to keep subscriptions at current 2025 levels was agreed. Proposed by Jim Worthington and seconded by Chris Roberts.

Item 7: Existing Committee Retired

  1. At this point in the AGM the existing Committee retired and Greg Smye-Rumsby, President of the Society, temporarily took over as Chair. Greg thanked the existing Committee for all their hard work over the past year. He then went through the proposed changes to the Committee in accordance with the rules of the Society’s Constitution.
  2. Under Rule 17 two members of the Committee were withdrawing – Tom Meechan and Chris Roberts. They were thanked for their work on the Committee. Tom will continue attending Committee Meetings as an Associate Member (a non-voting members under Rule 9).
  3. Greg advised that Hugh Alford was stepping down as Vice-Chair having completed six years (plus one year as Acting Vice-Chair) – much more than the normal three year tenure. The Vice-Chair position will now be taken by Andrew Ramsay who will combine it with his role as Treasurer.
  4. Two new members were proposed to join the Committee – Simon Smollett and Michael Griffiths.

Item 8: Election of the Committee for 2025/2026

  1. Greg, having explained the proposed changes to the Committee in Item 7, then introduced the full list of nominations for the 2025/2026 Committee as follows:
    • Chair – Jim Worthington
    • Vice-Chair – Andrew Ramsay
    • Treasurer – Andrew Ramsay
    • Programme Secretary – Tony Sizer
    • Observing Officer – Raf Kaminski
    • Committee Members
      • Hugh Alford
      • Dave Allen
      • Elizabeth Goldsmith
      • Rose Hopkins
      • Simon Smollett
      • Michael Griffiths
    • Associate Members
      • Carole Pope
      • Tom Meechan
  2. Greg invited a proposer for the election of the new Committee. Proposed by Raf Kaminski, Seconded by Chris Roberts and agreed unanimously by Members.

Item 9: Proposal to appoint Hugh Alford as an Honorary Member

  1. Jim Worthington, as the reappointed Chair, took back responsibility for the remainder of the AGM. He asked Greg to read out a citation proposing to appoint Hugh Alford as an Honorary Member.
  2. The citation stated Hugh had been a member of the OAS for 18 years and during that time he was a member of the Committee for over 14 years. It emphasised the work Hugh had done organising Outreach events and also mentioned his regular contributions to our quarterly newsletter TOAST. Greg finished the citation by stating Hugh had been a constant source of advice and guidance to successive Chairs and Committee Members for many years.
  3. Greg then presented Hugh with an Honorary Member certificate.
  4. Hugh thanked the Committee for putting him forward as an Honorary Member and said the OAS had always been a friendly group who enjoyed astronomy. He said there was great camaraderie and the Society was led by a wonderful team which made it a pleasure to be a Member.

Item 10: Any Other Business

  1. Jim asked if there was any other business, but nothing was raised.

Item 11: Close of AGM

  1. With no further items to discuss the AGM proceedings were closed.

 

JW/agmminutes/250226

 

Agenda for AGM
Committee Nominations for 2025/26
Chair’s Report for 2024
Accounts for Year Ending 31st December 2024