Olney Model Railway Club - Annual General Meeting

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Annual General Meeting – Thursday, 31 January 2019

The Olney Centre, High Street, Olney, MK46 4EF


1.Chairman’s Opening Remarks

2.Apologies For Absence

3.Minutes of the 2018 AGM - 25/01/18 and 2018 EGM - 04/10/18

4.Action Points and Matters Arising

5.Secretary's Report

6.Treasurer's Report

7.Exhibition 2018

8.Election of Management Committee Members for 2019

9.Membership Fees 2019

10.Exhibition 2019

11.Olney Project


13.Club Constitution

14.Any Other Business

Malcolm Haynes

Secretary - Olney Model Railway Club

01 January 2019

Following are the minutes of the 2018 meeting

1. Opening Remarks

Alan formally opened the Meeting by welcoming all present to the AGM, in particular Tim and Les T, who were attending for the first time.

Alan stated that it had been a year of steady progress and thanked all Club members for their support and hard work during the year, particularly, those members who have worked very hard to ensure that the Olney project remains on schedule for completion at the earliest possible date.

Thanks were given to Malcolm and Chris for their help and support on the Management Committee, John for his work on the Club website and to Peter M for keeping the local community informed of our activities via the Phonebox Magazine. Thanks were also given to Chris for the weekly preparation of tea and coffee and Les P for designing and constructing a new Club front door.

2. Apologies For Absence

Apologies for absence were received from Bruce and Tony.

3. Minutes of the 2017 Annual General Meeting

The Minutes of the Annual General Meeting, held on Thursday, 26 January 2017 were agreed without amendment.

Proposed by Keith, seconded by Peter M. Agreed

4. Action Points and Matters Arising

The Action Points raised at the 2017 Annual General Meeting were reviewed as follows:

A/P 1. Tony Tull’s rolling stock has been boxed up and now needs to be returned to him. Malcolm to write to Tony and ask him to collect as soon as possible. No significant progress to date, Malcolm to pursue as appropriate. Action – Malcolm

A/P 2. Annual Club Dinner to be held at Donzella Restaurant, Olney in April 2017. Dinner held on Thursday, 21 April 2017. Discharged.

A/P 3. We need to investigate the possibility of installing some form of emergency lighting as a safety measure. Lighting purchased and installed. Discharged.

A/P 4. Les P and Keith to investigate and advise of any potential child protection issues in respect of Junior membership of the Club. Government Guidance document obtained and key requirements implemented as appropriate. Discharged.

Matters Arising from the 2017 Annual General Meeting were reviewed and updated during the course of the AGM as follows

The sorting and disposal of old magazines, books, videos and DVDs has now been completed.

It was agreed that the Market Cross (N), Bridge End (OO) and St. Peters Yard (OO) layouts, currently in storage, should be repaired, updated and brought back into use to enable the Club to respond positively when invited to attend local exhibitions. Keith, Peter M and David Cottrell to lead on this project.

The O gauge test track needs to be updated and the sidings brought back into use to enable shunting movements to be undertaken.

The disposal of accumulated rubbish is still a major issue and must be resolved during the coming year. We will consider all possible options for disposal, including the possibility of hiring a skip.

Once the small upstairs room has been cleared, we may reconsider relocating the kitchen area, enabling members to make their own tea and coffee as required.

The existing stair carpet is in a poor state of repair and threadbare in places. It was agreed that we should remove it complete their own tea and coffee as required.

Where ever possible, we will promote the Club and the Olney layout and encourage potential new members to enable us to develop and evolve to secure our long-term future. Membership poster and an Exhibition flyer will be designed and utilised as appropriate by Malcolm and John.

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5. Secretary's Report

Virtually all the points Malcolm intended to raise have been covered in other sections of these Minutes.

Additionally, Malcolm pointed out that he was disappointed that four individuals (Peter E, Simon and Mike/Jack) had chosen, for personal reasons, not to renew their Memberships for 2017. However, Tim and Les T have joined and are making welcome contributions to the Club.

It was noted that Andy Gent has not attended a Club evening for a number of months. Malcolm was asked to contact Andy to check that all is well. Action - Malcolm

On behalf of all the members, Alan gave a vote of thanks to Malcolm for all his efforts on behalf of the Club.

6. Treasurer's Report

Chris presented the Accounts for the period 01 January 2017 to 31 December 2018 to the Meeting for approval.

Income for the reporting period totalled ₤2,150.09 against Expenditure of ₤2,540.97, resulting in an operating loss of ₤390.88 for the year. Chris pointed out that expenditure on the Olney layout was particularly heavy during the year but, despite this, we are still in a healthy position.

Various items of Income and Expenditure were discussed and it was agreed that, overall, we remain in a good financial state with a Balance in Hand of ₤1,101.99 as at the date of the AGM.

There being no further questions, it was agreed that the 2017 Accounts should be formally agreed.

Proposed by Peter R, seconded by David Cr. Agreed

7. Exhibition 2017

Malcolm reported that, once again, the day had been very successful, with visitor numbers slightly up on those recorded for 2016. Exhibitors and Traders all thoroughly enjoyed the day and complimentary comments were received from a number of visitors. Income totalled ₤802.90 and Expenditure totalled ₤311.49, with the net result that Club funds had been boosted by a profit of ₤491.41 on the day.

Once again thanks were given to Tony and Barrie, who manned the OMRC second-hand stall on the day, raising a magnificent ₤211.00 towards Club funds.

On behalf of those present, Alan thanked Malcolm and all Club members for their hard work in organising and supporting Exhibition 2017. Particular thanks were given to John for all his efforts in organising and producing the Exhibition programme at a minimal cost.

There being nothing further to discuss, it was agreed that the 2017 Exhibition Accounts should be formally agreed.

Proposed by Chis, seconded by David Co. Agreed

8. Election of Management Committee Members for 2018

The following members were proposed and elected to serve on the Club Management Committee for 2017:
President - Peter R
Chairman - Alan
Secretary - Malcolm
Treasurer - Chris

Proposed by Peter M, seconded by Keith. Agreed

9. Membership Fees 2018

In response to a question raised by Bruce, it was confirmed by Chris that, at the present time, it is not possible to pay the annual Membership Fee by bank transfer, due to the type of account we currently operate. Chris will investigate the possibility of changing accounts to accommodate this in future years. Action - Chris

After a brief discussion, it was agreed that the Annual and Weekly Membership Fees for 2018 should remain unchanged as follows:

Annual Full Membership Fee - ₤25.00

Weekly Full Membership Fee - ₤2.00, payable per visit

Junior Membership Fee - ₤2.00, payable per visit

Proposed by Chris, seconded by Peter R. Agreed

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10. Exhibition 2018

The 2018 Exhibition will be held on Saturday, 01 September in the Concert Room of the Carlton House Club.

Malcolm will be the Exhibition Manager, with support as and when required, from other Club Members.

In addition to our own Olney layout, five others (Timber Valley, Welham Yard, Friday Bridge, Elmwood Yard and Riddle to Old Town) have already confirmed attendance, together with Mick French Books, Keith’s Model Railways, Wellingborough Trains and Models, LCGB and RCTS. Additional layouts, including possibly Thomas the Tank Engine, will follow over the coming months.

It was agreed that the entrance fee will be £3.00 per person for all individuals over the age of 15. Individuals under the age of 15 will be admitted free of charge.

11. Olney Project

Alan expressed his thanks for all the tremendous work that was completed to enable the layout to be run in its totality at our 2017 Exhibition. As a Club, we should all be proud of what we have achieved to date.

After the Exhibition there was understandably a bit of a lull but we are back on track and working towards completion at the earliest possible date. We must aim for completion by the end of July 2018 and all present acknowledged this to be a reasonable objective and agreed to provide practical assistance to enable this to be achieved.

The major elements of the layout construction were reviewed as follows:

Baseboards (Don and Dave Cr) - The trestles and baseboards are complete although the lift-out section needs to be rebuilt to ensure continuity is achieved, Track laying on the fiddle yard boards is at an advanced stage.

Electrics (John) - Issues are being resolved as they are encountered and the fiddle yard boards are being wired as the track work and points are installed. Full wiring diagrams are still to be prepared.

Scenic Work (Chris) - Much work has been undertaken over the last year but there is still a fair amount to complete around the station area. Some of the original scenic work needs updating to reflect the actual landscape of the area.

Buildings (Peter M) - All the main buildings are complete and Peter is now working on the remaining structures, including the station approach road and associated dwellings. Peter will draw up a list of buildings still to be modelled and is happy to accept help with the remaining work, with the proviso that scale drawings will need to be prepared prior to construction commencing.

Rolling Stock/Operation (Barrie and Tony) - All suitable locomotives owned by the Club have been identified and converted to DCC operation. Rolling stock is available for exhibition use from both that owned by the Club and members own collections. Nothing additional is therefore required at the present time. It was suggested that Barrie/Tony should, wherever possible, record Tony’s memories of working at Olney station to aid construction and operation of our layout and provide historical information for future generations to enjoy. This was agreed in principle.

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12. Club Constitution

An updated version of the Club Constitution, prepared and circulated by Malcolm prior to the AGM, was discussed and agreed, subject to a number of amendments. Malcolm to update as agreed and circulate to all Members. Action - Malcolm

Proposed by David Cr, seconded by David Co. Agreed

13. Any Other Business

Annual Club Dinner to be held somewhere in Olney during Spring 2018. Main suggestions for a potential venue were Donzella, Old Shanghai and Carlton House Club (Steak Night). Malcolm to canvas opinions by email and arrange accordingly. Action - Malcolm

It was agreed that, with the Olney layout well advanced, we need to start thinking repaired, updated and brought back into usage. Members should think about our next project and forward their ideas to Malcolm for consideration later in the year.

Over the past year, we have become increasingly concerned about the electrics in the Clubroom. Investigations confirm that we need a complete rewire and a new consumer unit to ensure our ongoing safety. Peter R advised that the Carlton House Club will have no objections to us doing the work ourselves provided we seek professional advice and assistance where required and obtain the appropriate Safety Certificate upon completion. John will be our lead for this project and it was agreed that we should aim to complete the works at the earliest possible date.

There being no further business to discuss, the Meeting was formally brought to a close at 9.50pm.

Malcolm Haynes
Secretary - Olney Model Railway Club 22 February 2018

Author: Malcolm Haynes

EGM - October 2018

Alan formally opened the Meeting by welcoming all present and explaining that the Club is facing a number of challenges, namely: falling membership, accumulation of rubbish, lack of useable space and unavailability of the test track facility.

A lively debate followed and several radical suggestions were put forward.

After everyone present had been given an opportunity to put forward their comments and ideas, the following course of action was agreed by all present:

Olney Layout

The layout will be retained and re-erected in the main Clubroom to enable outstanding works to be completed but must be positioned to ensure that the test track facility is accessible at all times.

New trestle tables will be constructed for the scenic part of the layout to enable easy movement of the boards.

Layout to be kept clean and tidy and not used for the storage of coffee/tea cups and rubbish etc. Consideration to be given to making minor changes to the layout to make better use of the space available.

Lighting to be added.

Layout to be fully completed and operational for our 2019 Exhibition.

A collage board, and possibly a Powerpoint presentation, to be prepared to accompany the layout.

Test Track Facility

The Test Track facility to be retained for the foreseeable future.

All rubbish to be cleared off the boards and the tracks thoroughly cleaned to enable the facility to be returned to regular use.

Test Track to be kept clean and tidy and not used for the storage of coffee/tea cups and rubbish etc.

Consideration to be given to redesigning the facility to make better use of the space available.

Any changes proposed will need to be supported by detailed drawings.

Clubroom General

All rubbish to be disposed of, repairs and redecoration to be completed as necessary and cupboards relocated to make best use of the available space.

Floor in kitchen area to be examined and repaired as required.

Staircase to be made as safe as possible.

Gutters and drainpipes on the exterior of the building to be examined and repaired as required, hopefully with the assistance of the Carlton House Club.

Clubroom to be fully re-wired with advice and assistance sought from fully qualified electrical experts.

Newly installed whiteboard to be used to record and monitor all activities and actions required.

Malcolm Haynes
Secretary - Olney Model Railway Club
11 October 2018

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