The Annual General Meeting was held on 30th November 2004 at the Masters Mariners' Club, SOUTHAMPTON

AGENDA

1) Apologies for absence:

George Angas, Brian Hoare, Alan Ewart-James, John Downs, Tony Lee, Lord Gainsford, David Carr, Douglas Barrow, Peter Hartstone, Alan Jordan

2) Minutes from AGM 2003:

Received and accepted.  It was noted that Reg Belcourt had not been included on the AGM minutes and with apologies Honorary Secretary agreed to ensure his name was included as a Committee member in the future

3) Matters arising:

Ron Caine reported on his contacts with the media in response to last year's action. It was AGREED that Ron Caine would continue to promote the Association through the media.  Tony Blackler agreed to assist with communications through Sea Breezes.

4) Election, Officers and Committee:

It was proposed by Reg Belcourt and seconded by Patrick Taylor that Committee members be retained in their current positions and this was AGREED without opposition.  It was noted that it would be beneficial to refresh committee membership and members were invited to consider how they might contribute to the Association activities

5) Chairman's report:

The Chairman's report was receive and contact with the Warsash Maritime Centre was discussed.  It was AGREED that the Chairman would continue with his efforts to strengthen links with WMC.   He would be assisted as required by Tony Blackler and John Lloyd

6) Financial report:

The Financial report was received and Alan Ewart-James was commended and thanked for the clarity of the information presented.

7) The Membership Secretary's report:

The Membership Secretary's report was received with thanks as was a note on the activities of the Southampton members.

8) Association Function 2005:

• It was AGREED to reduce the number of hotel rooms booked to 20 for the 2005 function.
• It was AGREED to reserve a room for the dinner that would hold up to 60 persons.
• It was AGREED that the cost of transport should be borne by the users of the service.
  
• It was AGREED that the Association would underwrite the cost of a glass of wine for each diner.
• It was AGREED that the social function should be largely self-sustaining with the target level of support remaining at or around £10 per person.

  9) Future Social activities:

It was agreed to review the Association function in more detail when possible but that in the meantime the Chairman would discuss the possible use of the Warsash Maritime Centre for an event in the future.   It was AGREED to consider a free reunion at Warsash in 2005 or 2006 with invitations to members, non-members and to non-Warsash personnel who may be interested.

10) Subscriptions and financial strategy:

It was AGREED that the holding of funds above £10,000 was not appropriate for the Association bearing in mind the running costs, membership levels and activities.  The proposals for dealing with surplus funds were discussed.  Finally the point under discussion was adopted.  It was AGREED that John Lloyd would approach the Marine Society with a view to discussing whether a fund could be established to support persons wishing to further their professional qualifications and who already had a link to the Centre.

11) Any other business:

It was AGREED that the Association should make a donation of £20 to the BISS in recognition of the hospitality that has been extended and for the use of the room for the AGM.

Proposals for the Warsash Association Annual General Meeting

Association Function

Proposal
That steps be taken to ensure that the Ladies Evening Dinner and associated functions be self-supporting to a much greater degree than at present.

John Godden

Subscriptions and Financial Strategy

Proposal 1

• That the present reserve of some £17,500 is inappropriate to the needs of the Association.
• That the sum of £12,500 of the reserve be immediately distributed in accordance with Section 5 of the constitution.
• That the sum of £12,500 be distributed amongst present Members of the Association by one of the following means:-
• That a moratorium be called on the annual subscriptions for present and new members for a period of 5 years
  OR
• That the sum of £12,500 be divided into $5 shares and distributed to the present members according to their years of membership

John Godden

Proposal 2

That the Association consider setting up a prize fund to be presented to a Junior Officer/Cadet who has made a significant contribution to the profession or has been nominated as achieving exemplary professional standards in their first two years at sea after completing their studies at Warsash.
The selection process should be made under the auspices of the Nautical Institute and/or NUMAST, with the award being presented at the Nautical Institute AGM or NUMAST BGM, we would achieve a lot of publicity for the Warsash Association via the event being published in their journals, hopefully this would reach many of the far flung ex-students of a younger generation and perhaps increase membership.

Brian Hoare

Matters Arising

Letters promoting the Association have been forwarded to Editors of House Journals of:-

• P&O Cruises
  Princess Cruises
  P&O Nedlloyd
  Cunard Line (USA office)
  Maersk

From pre discussions by phone with editors it is reasonable to presume that the letters have been published as requested.

Letters to the editors of nautical magazines SEA BREEZES and SHIPPING were not published as both editors considered that the contents of the letter constituted an advert and advertising space would have to be paid for. Due to the high cost of advertising space in both magazines no further action was taken as it was considered better value for money would be obtained via internet advertising.

Media reporting on social events
Reports on the social events for 2003 and 2004 were covered in the local Southern Evening Echo (Wessex area) and the NUMAST TELEGRAPH without any charges and contained contact details of the Membership Secretary.

The 2003 social event was also reported in the Social Diary of the newspaper Daily Telegraph at a considerable charge for a very limited entry and contact details of the Membership Secretary were not permitted to be included. It is considered that this form of media hype is not good value for money.  All promotion letters included details of the 2005 Festival of the Seas event.