Members' News & Event Reports

 EVENT

 

News from OY members is sent by post and email throughout the year to the newsletter editor and is then collated into the annual 'Newsletter' in February.

The Newsletter is a colourful and interesting publication of 12+ pages that is sent either by post or, better still, by email to all current OY members.

If any member has any such 'News' items including photographs, items from their local Newspapers, TV, Radio, Company Magazine,etc that would be interesting to other OYs in the UK and around the World, please email it in to the website editor.

If you attended Yeovil School up to its closure in 1974 and are seeing this web site for the first time, why not go one step further and email your details to the Association. 
Please email your - Name, Address and Post Code, Telephone No., your 'From -To years at YS' and the 'House' (Kingston, School, Ivel) you were in to the website editor at -  oldyeovilians@gmail.com 

There are currently over 850 OYs recorded in the email register and for security reasons the addresses will not be listed on this website, instead the complete register can be emailed to all OYs who wish to request it from the web site editor. Please remember that it is a private members list and must not be used for any commercial purpose. 

----------------------------------------------------------------------------------------------------------

 We have since 2014 had a 'Facebook' page under the heading of 'OLD YEOVILIANS' ASSOCIATION' with 127 members at June 2019 
This is a private 'closed site' only available to be be accessed by Yeovil School boys attending the school up it's close in 1974.

If you already a member of Facebook you can visit the OYA site and apply to become a member.
If you are not a member of Facebook you can just join and not enter any personal details if that is your wish and then apply to join our site.

-------------------------------------------------------------------------------------------------------- 

  

OLD YEOVILIANS' ASSOCIATION

C O N S T I T U T I O N 

1. NAME

The name of the association shall be the Old Yeovilians' Association, hereinafter referred to as the 'Association'

2. OBJECTS AND POWERS

To foster and improve comradeship among the Old Boys of Yeovil School, and to that end:-

2.1    Arrange for the holding of  occasional Reunions, Social and Sports events.

2.2    Collect and disseminate reports of events and news from members via annual newsletters, the website and other social media platforms.

2.3    Invest any of the Association's income not immediately required for 2.1 and 2.2 above in such investments as may be thought fit.

3. MEMBERSHIP

Free Membership of the Association shall be open to any Old Boy who was a pupil up to the closing of the school in July 1974 and to any past members of staff.

4. HONORARY OFFICERS and COMMITTEE

(a)           A maximum of Three Officers and Two Members shall form a General Committee and be responsible for the management of the Association  and shall be responsible to the General Membership of the Association.
(A Honorary Life President will be created at this time. The position will not form part of the General Committee)

(b)          The Officers and Committee must consist of a Chairman, Treasurer, Communications & Data Protection Officer and Two Members to be elected at the Annual General Meeting.

(c)           If vacancies occur among the Officers and Committee they shall have the power to fill these vacancies temporarily until the next Annual General Meeting.

5. ANNUAL GENERAL MEETING

The Association's Financial year will run from 1st April to 31st March.

Once in each year, in the month of July the Officers and Committee shall convene an Annual General Meeting ('AGM') of the Association (of which at least 28 days notice shall be given, along with the agenda, in the Newsletter/Social Media) for the purpose of :-

  • Receiving and approving the Minutes of the previous AGM.Receiving an Annual Report from the Chairman of the Association and the examined Statement of Accounts from the Treasurer for the past year.
  • Electing the Honorary Officers and two other members to form the General Committee.
  • Appointing a person, independent of the General Committee, to carry out an examination of the accounts for the ensuing year.
  • Where necessary, considering proposals to amend this Constitution.
  • Any other business of which due notice has been received.

6. OTHER MEETINGS

The Communications & Data Protection Officer in consultation with the Chairman shall be empowered to call meetings of the General Committee at such times as they consider necessary.
The Communications & Data Protection Officer (C&DPO) shall be empowered to call the general membership to an Extraordinary General Meeting ('EGM') at such times as he considers necessary, or on the written or email request (stating the reason) of Ten members of the general membership.
Every effort must be made to hold all meetings in a location in or close to Yeovil so as to be able to attract the maximum membership.

7. RULES OF PROCEDURE

(a)           Voting: All questions arising at any meeting shall be decided by a simple majority of those members present and entitled to vote. 

(b)          Quorum: FOUR  shall form a quorum at General Committee meetings. 
A total of FIVE members of the general membership shall form a quorum at an AGM and TEN at an EGM of the Association.

(c)           Minutes: Computerised Minutes shall be kept by the General Committee of the Association, which shall contain a record of all meetings, their proceedings and resolutions.

(d)          Register of MembersThe Communications & Data Protection Officer shall maintain a register of members and comply with the requirements of The General Data Protection Regulation (GDPR).

8. FINANCE    

(a)           All moneys of the Association shall be held on trust by the General Committee.

(b)          All moneys raised by or on behalf of the Association shall be used in pursuit of the objects of the Association and for no other purpose.

(c)           The Treasurer shall keep proper account of the finances, prepare an Annual Statement of Accounts of the Association,  maintain a bank account and make or realise investments in the name of the Association.

(d)          The Treasurer and one other Committee Member (or the Chairman) shall be authorised to operate the bank account, either one of them shall be mandated to both access the bank account on-line and authorise payments on-line or issue cheques.
Normally it is expected the Treasurer will exercise this power alone, having the second person authorised would provide back up in the event of the treasure being indisposed.

(e)           The Accounts shall be independently examined at least once a year by a person appointed by the AGM.

9. PROPERTY 

The Treasurer shall arrange for a Register to be maintained of all the Association's memorabilia and assets, showing where each item is held. The register to be kept up to date and presented to the AGM. The General Committee shall ensure that any item of monetary value be kept in a safe and secure place.

10. DISSOLUTION

If the General Committee, by a simple majority, decides that it is necessary or advisable to dissolve the Association it shall call a meeting of members on the register, of which not less than 28 days notice shall be given, such notice stating the terms of the resolution to be proposed thereat. If such a resolution is passed by a simple majority, the General Committee shall be empowered to dispose of the assets held by or in the name of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied by the General Committee for the benefit of a charity or organisation to be agreed at that time..

11. ALTERATIONS TO THE CONSTITUTION

Any proposal to alter this Constitution must be delivered in writing or by email to the Communications & Data Protection Officer not less than 28 days before the date of the meeting at which it is first to be considered.

Any alteration will require the approval of Ten individual members, present and voting at an EGM. Notice of each such meeting must have been given in accordance with normal procedure (see clause 6) but not less than 14 days prior to the meeting in question and give the wording of the proposed alteration.

12. ADOPTION OF CONSTITUTION

This Constitution was adopted as the 'Constitution of the Old Yeovilians' Association'

 ************************************************************************

 

Minutes of the Annual General Meeting held on Tuesday July 10th 2018 at 7.30pm in The Conservative Club , Kingston, Yeovil with Chairman John Dodge conducting the meeting.

11 Members were present.

1.      Apologies had been received from Committee members Ron Wrigley and Mike Dodge and several other members by email who resided away from Yeovil.

2.      The Minutes of the AGM held on July 11th 2017 were read by Secretary Ken Tulk.

3.      There were no ‘Matters Arising’ from the Minutes.

4.      The Chairman reported that the ‘House’ Skittles in March had been a successful social event with Ivel being the eventual ‘winners’.
He also reported that the ‘Last’ Annual Reunion held on Sunday July 10th at Haselbury Mill was a particular success with 80 OYs plus some of their wives and partners attending. Special thanks to Dave Shorey for fronting most of the event organisation.

 

5.      Treasurer Roger Fox presented his Statement of Accounts for 2017/18. These were approved by a proposal from Ken Tulk and seconded by Fred Horne – all present in favour. (A copy is attached to these minutes)
The Chairman recorded his thanks to Roger for all his work throughout the year in keeping the finances in order and the annual Financial Statement for the AGM.

 

6.       Presentation of the Revised Constitution - 
Reported that John Dodge, Dave Shorey and Roger Fox had spent many hours deliberating on the changes thought neccessary to update the Constitution. The proposed changes had been circulated to all members on email and at the recent reunion. No adverse comments had been received. The reason for the changes were explained to the meeting and some debate ensued followed by a proposal from Jack Sweet and seconded by Nigel Brown that the updated constitution be accepted in its entirety.

 

7.      The elevation of President Fred Horne to Life President was explained to members present. The position of President had always been held by a member of staff and it was extremely unlikely that a surviving member of staff would be able to take on being President after Fred. Therefore JD, DS & RF recommended that Fred should be last President of the association and therefore should not be replaced. This change was proposed to be accepted by Dave Shorey and seconded by Dave Gooding – all present were in favour.

 

8.      Election of Officers – Nigel Brown proposed that the existing Officers be elected en-bloc but it was considered that they should be elected individually.
Chairman – John Dodge was proposed by Nigel Brown & seconded by Ken Tulk – all present were in favour.
Treasurer – Roger Fox was proposed by Dave Shorey & seconded by Nigel Brown – all present were in favour.
Communications & Data Protection Officer – (This new post would include the Secretary’s tasks along with being responsible for the security of all members data and editing the newsletter & website etc)
Dave Shorey was proposed by Ken Tulk and seconded by Nigel Brown – all present were in favour.

 

9.      Election of two Committee members - 
The reason for reducing the previous committee of ten to two created some considerable discussion. The constitution reviewers reasons were explained. There had not over recent years been sufficient business to discuss for a committee of ten and was now unwieldy. The existing surviving committee members had given loyal service over many years and it was thought that just two members would be sufficient in future to realise a quorum at meetings and that they hopefully would be ‘younger’ members ready to take the association forward into the future.
None of the existing committee volunteered their names. Joe Draper said that he had come to the AGM prepared to volunteer for the committee.
He had a proposer in Ken Tulk and a seconder Peter Fowler.
Nigel Brown was proposed by Dave Shorey and seconded by Jack Sweet,
Dave Gooding was proposed by Dave Shorey and seconded by Fred Horne.
Before a vote was taken Nigel Brown made a forceful point that could a third person be co-opted onto the committee. 
The constitution reviewers pointed out that this was not part of the constitution that had now been approved and it was not intended to increase the committee beyond having two members. Nigel requested that a committee meeting be held after the AGM to make co-option possible but this was declined by the Chairman saying that an EGM would have to be held to now change the constitution. He said that this subject could be discussed at the next committee meeting. At this point Joe Draper decided to withdraw his name from the election.
All were now in favour of electing Nigel Brown and Dave Gooding to the committee.

 

10.  It was agreed to appoint John Brookes as Independent Examiner of the Association’s accounts.

 

11.  It was agreed to confirm Tuesday March 19th as the date for the 2019 ‘House’ Skittles Match.

12.  The Chairman on behalf of all the members of the Association thanked the now ‘past’ committee members present for their loyal service over many, many years and during those years their support in keeping the association alive and in particular Past Secretary Ken Tulk who had faithfully recorded the minutes of all the Committee and AGM meetings over 54 years.

13.  Any Other Business - 
Life President Fred Horne pointed out that as he was no longer a member of the committee he would not be a signatory for cheque signing.
The Treasurer said that he would have to investigate how and who would be signing cheques in the future. He said that with no annual reunion this would be a much reduced requirement in the future.
The Newsletter Editor presented his annual statistics on the breakdown of the recent reunion lunch attendees and also on the members directory and OYs on the email directory, numbers of visits to the website and Facebook page.

 

14.  The Chairman said that a Committee meeting would be arranged for early September but that the date and venue would have to be confirmed.

This concluded the business of the 2018 Annual General Meeting.

 *****************************************************************