Summary of Trustees Meeting, 26th April 2015

Summary of Trustees Meeting Held on 26th April, 2015. Mere Parish Club, Mere, Knutsford, Cheshire.

1. APOLOGIES: Jennifer Rowland, Nick Sanders.

2. MINUTES: The minutes of the previous Trustee meeting 31st January, 2015 were agreed without alteration.

Proposed by: Jim Clegg. Seconded by: Joy Gower. Passed unanimously.

Matters arising from last meeting. 

3. (1) ANILOG. Anilog has been adopted by STECS. Nick Sanders and Jim Clegg have had training and Anilog’s live system is up and running. At the ACDH conference in Bournemouth on Thursday 23rd April, Jim Clegg was given information on Agria Insurance for rescue dogs. This system compares favourably with the Petplan system which STECS already operates, but will be easier to administer via Anilog. Sheila asked whether Agria Insurance accepted aggressive dogs and Jim said there had been no mention of this being an impediment. Jim handed out information leaflets to all Trustees, inviting questions and comments in a timely manner. It was agreed by the Trustees to adopt Agria Insurance as well as Petplan. Isla had contact Shirley Evans about the STECS’s database and Shirley would send it to Nick.

Action to be taken: 1) Isla to remind Nick to get the database from Shirley. 2) Comments on Agria to Jim.

3. (2) Garden Party Committee: Karl had emailed Cath regarding the Trustees view that there should be no beer tent. It was decided that Linda, Sheila and Karl should speak to Cath at the end of the AGM to clarify the Trustees’ position and formalise arrangements for organising the Garden Party. This action occurred as planned with positive results. No further action required. 

3. (3) Welfare Report. Jim reminded Linda who was speaking for Nick in his absence that he had the update for the booklets already done, but that he and Nick would make the appropriate alterations necessitated by the adoption of Anilog. Action to be taken: Jim and Nick to finalise update of booklets.

3. (5) Letter from a Re-Homer. Nick had agreed with Sheila and Isla’s suggestion to contact the re-homer taking Anilog into consideration.

Action to be taken: Nick will speak to the re-homer to explain Anilog and resolve the situation.

3. (6) Governing Document. Governing Document to be voted on at AGM.

3. (7) Award to Breed Club. Sheila gave us some helpful background information which gave us information on the involvement of some breed clubs in starting STECS. The Trustees agreed in principal to make some recognition regarding this initial involvement.

Action to be taken: Discuss further when Jen Rowland is available.

3(8) Future of a member within STECS. Isla informed all Trustees that she had written to the person concerned informing the person that they had been suspended from STECS with immediate effect, and also stated that she had received no confirmation of receipt of the letter. No further action required. 

3. (9) Crufts. Joy Gower reported a very successful day at Crufts, taking in £2,800. Karen Clayton felt the presence of STECS dogs at the Eukauba stand was a very positive thing and that the public enjoyed meeting the Scotties. Isla asked if there was any appetite for giving some remuneration to the two representatives who had travelled from South of England and Scotland to attend the event. Neither Ron nor Karl was happy with this idea. The Trustees agreed to give the two people a “thank you” present from the merchandising. Joy mentioned the possibility of organising gift vouchers from STECS and this was agreed to be a good idea. She also told us that Patch Wheatley had designed our Christmas cards and was not charging us a fee. Action to be taken: Joy to organise vouchers.

3. (10) ACDH Conference: Jim brought us all samples of materials he had been given. As always, he said this was a worthwhile event though he couldn’t take a dog with him as he was attending on his own. The next conference is to be held in Birmingham in December and the Trustees agreed that this more central venue might be more convenient for many people. No further action required. 

3. (11) STECS Membership. A further 8 members had renewed their membership. Details of how to renew directly now appeared on the website. No further action required. 

3. (12) Irish Rescue Dogs. Karen now has foster homes in place to allow dogs coming into this country to qualify for their pet passports. She said there had been a slight problem with two dogs coming in, but thankfully all was now resolved. Action to be taken: Ongoing monitoring of situation. JHC April 2015

New Items

1. Consideration of the suspension of a member. Isla stated that the member had not taken up the option of contacting the Trustees with information which might support their continued membership, save for two previous letters, both circulated to the Governing Body. The first letter was critical of our methodology, and the person felt the need to enlighten us on the meaning of resolution. Although the member remained unhappy it was very clear that the letter was not a resignation. The member had also wrote what could only be described as an abusive letter to our Chairman. Isla pointed out that if the criticisms of individual Trustees were disregarded, what the complaint was in actually about was our policies and procedures for running STECS, not something that was open to negotiation save through the voting mechanism at an AGM. A motion was put to the Trustees that we should seek the member’s exclusion at the AGM in 2016. The motion was “That having given due consideration to all aspects of the Rules Governing Membership in the Governing Document of STECS, with particular regard to the Obligations of Members and the procedures for Exclusion of members as there set out, and having reviewed the steps that have so far been taken in these regards; The Trustees have become convinced that the matters at issue are incapable of being determined otherwise and are resolved to place before the next AGM of STECS a motion to exclude permanently this person from membership of the Scheme”. Proposed by Ron Clements. Seconded by Isla Reid. The motion was passed unanimously. Action to be taken: Isla to inform the member of the Trustees’ decision.

2. Consideration of the suspension of a second member. Isla stated that the member had not responded to the option of submitting to the Trustees information in support of their continued membership. Isla went on to say that she had contacted the member and the reply was provided to the Governing Body.

A motion was put to the Trustees that we should seek the member’s exclusion at the AGM in 2016. The motion was “ That having given due consideration to all aspects of the Rules Governing Membership in the Governing Document of STECS, with particular regard to the Obligations of Members and the procedures for Exclusion of members as there set out, and having reviewed the steps that have so far been taken in these regards; The Trustees have become convinced that the matters at issue are incapable of being determined otherwise and are resolved to place before the next AGM of STECS a motion to exclude permanently this person from membership of the Scheme”. Proposed by Ron Clements. Seconded by Isla Reid. The motion was passed unanimously. Action to be taken: Isla to inform the member of the Trustees’ decision.

Joy Gower, in order to try to neutralise the negative effect of dealing with these members, read out a letter which she had received from a member and customer. She wanted us all to remember that there were many positive comments from members regarding STECS. The letter was well received.

3. Newsletter. There was a general discussion regarding the difficulty Bee Duffy had due to her geographical location. Sheila again said that the newsletter was only as good as the contributions sent. Isla was asked to contact Bee to seek ways of increasing membership involvement regarding the content of the newsletter. Action to be taken: Isla to telephone Bee.

4. AGM. Isla said that the most important consideration was the lack of a secretary. Karl intimated that he wished to have a quick meeting of the Trustees after the AGM in order to obtain signatures from newly elected officers. This was agreed. It was also noted that the Trustees might be in a position to co-opt a Trustee into the position of secretary at that meeting. Ron wished it to be mentioned at the AGM that anyone who wished to take away some bookmarks would be welcome.

2 Responses

  1. David Billing says:

    Nice to see these posted but why 11 months after the event…..wouldn’t it be better to post minutes within a month of the meeting?

  2. Jim Clegg says:

    Dear Mr Billing, as the person responsible for the summaries I can only apologise on STECS and my behalf. The summary cannot be prepared until the minutes are approved at the next meeting, in this case October 2015. Unfortunately my house move in November 2015 and recent marriage interrupted my volunteer activities. The summary of the October 2015 minutes (approved January 2016) will be produced very soon and then normal service will be resumed. May I apologises again, please contact me direct should you wish to discuss this matter further. Jim Clegg

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