Minutes of the AGM – December 2009

Introduction by the Chairman.

John Price reported that 2009 had been an active one for the Society. With the Society’s successful daytime public observing session in Farnham. Which commemorated the International Year of Astronomy, this was a highlight.

Report of Officers:

Chairman:  John Price offered his report. This he explained covered the broader view of the work of the Society and the actions played by the members of the committee. He emphasised the fact in his mind that the month meetings were the core activity of the Society.  This will be published on the Society’s website.

Secretary:  John Price reported that Barry was in China in connection with his work and unable to attend the meeting. Barry had stated that he was unable to continue as Secretary. The chairman wished to place on record the valued work Barry had done for the Society over the last ten years. Barry has already provided speakers for most of next year’s programme. The quality of talks given to the Society has been excellent over Barry’s time in office largely thanks to his brilliant choice of speakers. The post of Secretary would now be split into General Secretary and Programme Secretary to thereby ease the workload of replacement nominees.

Treasurer:  John Price offered his report, which will be published on the website. John reported no real change to the financial position of the Society.

Membership Secretary: Peter Campbell-Burns offered his report to the Society, this would be published on the website. Peter said that the move from Farnham had resulted in only some small membership number changes.  The IYA activities had helped membership. However, new recruitment initiatives must now be planned.  No change in membership charges is required.

Webmaster:  Peter Campbell-Burns website report was included in the above.  Over the past year the website had been greatly revised. This has resulted in an improved service to the members and has increased the Society’s profile.

Observing Co-ordinator:  Steve reported on the success of the Spring Observing session and the IYA day at Farnham. He looked forward to including a session this spring covering the Planets and thoughts of Observing on nights other than Meeting nights.

Librarian: Eric submitted his report, this would also be published on the website. A 5% increase in Titles held was reported. With a low issue rate however, Eric reminded members to check the Book list for anything that might meet their interests. The upgraded Telescope was now out on temporary loan.

Election of Officers and Committee Members:

The following were nominated:

Chairman: John Price

Secretary: Danny Thomas

Treasurer: John Rees

Membership Secretary: Peter West

Programme Secretary/Newsletter Editor: Kevin Pretorius

Webmaster/SAGAS Representative: Peter Campbell-Burns

Observing Co-ordinator: Steve Woodbridge

Librarian: Eric Grieve

The above were duly nominated by John Moore and seconded by Chris Thayer.

The meeting passed these nominations.

The Constitution:

The Chairman reported that this was now published on the Website and may, in future be, removed from the AGM agenda.

Any Other Business

No AOB was raised.  The Chairman closed the meeting by reminding them that an excellent Buffet was now available at the back of the hall. He took the opportunity to also wish them a Happy Christmas!

Treasurers Report

• Refer to the attached accounts (PDF available here).
• Income is largely from membership subscriptions (£537) with a meagre amount of interest (£1.24) from our reserve account. The book sale (£10) is an isolated event from our library.

Expenditure

• The SAGAS subscription of £15 is for our affiliation which only began this year in order to put their finances on a firmer footing. Our subscription to the Federation of Astronomical Societies is expected soon and will appear in next year’s accounts.
• The speakers expenses of £100 are typical and range from £20 upwards and sometimes include refreshments. Very good value is obtained and some speakers do not require payment.
• Hire of the Hall is currently £15.63 and considered very good value.
• Website cost (£60) is for renewal of our domain name registration.
• Support to Christmas party (£50) covers the cost of food and is a way of paying back some of the current surplus to members.
• The International Year of Astronomy event in Gostrey Meadow Farnham was high cost (£237) due to advertising material such as leaflets and badges.
• The Observatory Fund £83) is a sum set aside from the odd donation which has accrued steadily over the years without any need to spend it!
• We have a treasurer’s current account with Lloyds Bank with an attached reserve account currently paying the princely interest of 0.05%.
• The accounts are in good shape without risk of running out of money.

Librarians Report

Books & Equipment

• At each monthly meeting a small selection of the more popular books, together with the full FAS Book-list, is displayed at the back of the hall. Members may request titles from this or they may go to the FAS Website. This offers the full book list with a direct link to me – so you may request a book between meetings.
• The FAS Book list now consists of over 200 books and also number of astronomical related reports and publications. We have gained about 5% new titles this year. Again unfortunately less than 5% of books have been requested at any time over the past year. At this moment in time just 7 books are out on loan!
• We also have many of the Sky @ Night DVD’s. and often other up to date Astronomy magazines are available. The DVD’s offer a number of good free software programmes and hours of video material.
• I would beg members to look again at the Societies book list and see if there is anything that may be of interest to them.
• The librarian of the Royal Astronomical Society, you remember he gave a talk on the English Mount, has agreed to let me know when books, that have been donated to the RAS, become available to groups like ourselves.
• I obtained a New Equatorial mounted 60mm refractor (Car boot). I’ve cleaned it up and mounted my original 60mm Optics Tube Assembly. This is now happily out on loan to a Society member.
• If members have any additional Equipment or books they may wish to loan or donate to the Society, then I would be only too happy to take them on.

The Aldershot Observatory.

• This year we’ve had groups from Mytchett School, local Cubs and Brownies along for visits this year.
• All visits are naturally an open invitation to members and are usually announced beforehand.
• I have no new knowledge on the position on the future of site. I understand there is a question mark over the Team GB 2012 use of Army ground for final training.