SHRIGLEY ASSOCIATION MINUTES OF COMMITTEE MEETING: GREAT MISSENDEN FRIDAY 04.07.2008

An illustrated report of the weekend can be seen here

7.30 beginning

PRESENT -  P.Roebuck, M.Kilduff, E.Baggaley, D.Murphy, P. Barnes, B.O'Neill, P. O'Neill, A. Calway, Rev. J Crowshaw.

1.WELCOME & APOLOGIES

P. Roebuck (Chair) welcomed all to the meeting and thanked P. Barnes, Rev. J. Crowshaw and Mrs. Mary Crowshaw for planning and hosting this event.

APOLOGIES -  J. Burnett, E.Carless, J.Bergin, F.Gilfedder, J. Lomax, K. Greaney

2.MINUTES  -  Committee Meeting, GLASGOW 27-01-2008 accepted as a true record.

3.MATTERS ARISING 

Re. Charitable Status for the Shrigley Association: the Treasurer made clear that it was not possible for an organization which did not have an annual turnover of at least £10,000 (or £5,000 plus Land) to make a successful application for Charitable status.

4.  CHAIRMAN'S COMMUNICATIONS

Membership of the National Council of Salesian Old Boys. A long and detailed discussion raised various issues. The Chairman had consulted the Committeee about the request from Joe Lomax to arrange another donation to NCSOB. The request had not been acceded to at once, until the takeover by BARCELÓ Hotels at Shrigley had made clear the position and role there of Louise Davenport, the Association's valued contact and ally.  Although there had been good news here, there remained issues that need further clarification.
These regard the Salesian Cememtery and the Shrigley Association relationship with the National Council.  (See later under "ACTION SHEET") David Murphy was able to show from records received that in fact a £200 donation had been made to the National Council in 2007. The Committee approved his suggested figure of a £100 donation for 2008.

5. REPORT FROM THE TREASURER 

David reported very fully and very candidly, on the difficulties he had experienced, and was still experiencing, in his work to provide fully reliable financial accounts. However, he was able to reassure the Committee on a number of crucial points, chiefly:
a) The "macro figures" are on secure ground, though their detailed accounting is still incomplete,
b) The Accounts presented at the 2008 AGM will be as complete as possible and will be fully audited,
c) While not seeing any advantage to the Association in having Credit Card facilities, he would set up the systems needed for Members (including those from overseas) to pay in their subscriptions and donations by Direct Debit Standing Order, and/or  Money Transfer to the Association's Royal Bank of Scotland account.

6. REPORT FROM THE SECRETARY

a) RECEIVED: full account of the response to the Secretary's enquiry to all Members of the Association regarding the update of their details and request for levels of contact.

b) COMMENTS: This request to the Membership to confirm the level(s) of contact with the Association they chose, had shown that only a very small number of "Members".
1) Gave their details and opted for contact,
2) Paid annual subscriptions,
3) Attended Association Events.

c) ACTION: The next newsletter would contain Direst Debit forms for Membership and the provision of receipts would begin.

7. REPORT FROM THE IT COORDINATOR

a) RECEIVED: Document from Eric on the updating of the website plus the diagrams and graphs from K. Dransfield (webmaster).

b) COMMENTS: The Chairman complimented K.Dransfield for the work he was doing with Eric to make the website more interesting and attractive. Eric highlighted some of the special efforts which had gone into the 100th birthday of Br. Chris Gorton, the Mike Cox report of his "Shrigley '75 mini reunion" and the death notices for a number of Shrigley Old Boys. Keith's figures showed that the site was being well used and members would be encouraged to send in contributions to make it an increasingly effective site.

Paul Barnes was thanked for his contributions to the revision of the History Page. Other contributors would also now be contacted.

8. 2008 REUNION UPDATE

a) RECEIVED: Documentation from the Events Sec. B. O'Neill
b) COMMENTS: Bernard highlighted the following points:
Extra efforts would be made to contact more individuals and to use web site publicity. J.Burke was working on the Cemetery Service for which Marie would again be
invited to provide her floral tributes. It was hoped that the sister of Dan Cocksey and her family would be present, together with representatives of the WOSSER family.
"Reminiscences of 1958". So far some 8 staff and boys were making contributions. Bernard was urged to check on the variety, content and length of these contributions. For his booklet he has 20 contributors to date. Group photos would be taken immediately after the AGM.
c) ACTION: Bernard to liaise with Eric and Mike regarding extra publicity for this year's Reunion.

9. THE AGM ON 20 SEPTEMBER 2008-07-16

The Chairman proposed that Fr. Albert Carette should be invited to remain the Association President in 2008/9. This was unanimously supported by the Committee.
The Chairman outlined procedures which he and the Secretary would put in place for the Friday and Saturday nominations and elections. These arrangements were approved.

Three members of the Committee, D. Murphy, M. Kilduff and E. Baggaley are standing for re-election. P. Roebuck and B. O'Neill are not. P. Barnes is prepared to remain a co-opted member for the South and J. Bergin will be contacted regarding the Scottish Representative.

Some thought was given to possible themes for the 2009 Reunion, notably the Anniversary of the cutting of the first sod for the National Shrine of St John Bosco at Shrigley (1st April 1934) and the 75th Anniversary of Don Bosco's canonization.

10. AOB

During a discussion of the Secretary's Report (with reference to the low number of replies about Membership and the lack of Subscriptions) Tony Calway suggested that the issue of "Membership" should be clearly addressed in our Constitution.
The event at Thornleigh (traditionally in January, but now too close to the Glasgow event) was proposed as a May event possibly close to the feast of Mary Help of Christians. D. Murphy is to liaise with J. Lomax and Thornleigh colleagues about this.

With thanks expressed to J. Crowshaw and his wife, Mary, for the hospitality arranged at Great Missenden, the Chairman closed the meeting at approximately 9.45 p.m.

ADDENDUM: AGREED ACTION

At the follow-up meeting on Sat. 5th July, the following were agreed:
1. P. Roebuck to contact Louise Davenport (Shrigley Barcelo Hotel) and Fr. M. Winstanley (Provincial Office) in order to clarify a number of issues re. "The Salesian Cemetery" at Shrigley.
2. P. Roebuck to contact the National Council of Salasian Old Boys to clarify issues about the Shrigley Assoc Membership and its consequent involvement.
3. P. Roebuck to contact J. Lomax re. the proposed Thornleigh event in May 2009.
4. D. Murphy to provide the Secretary with the RBS Proforma to enable Assoc Members to pay Membership fees and/or donations by DD/SO. David also to provide clear instructions for Members living abroad re. payments and transfers.
5. B. O'Neill to provide E. Baggaley with copies of publicity material which can be used on the Assoc website as publicity for the 2008 Reunion.
6. P. Barnes to provide the Secretary with a Report of the Southern event 2008 and to begin work on planning the 2009 event.
7. E.Baggaley to provide the Secretary with the Minutes of the Committee meetings 4/5 July 2008. On approval these would be available to the Secretary for the next posting and to the Assoc website organiser.
8. M. Kilduff to collate and duplicate all materials for the second annual posting and e mailing of 2008 and to provide the IT Coordinator with these materials for posting on the Assoc website.
9. Tony Calway to provide the Committee with a revised draft of the Association Constitution. The key point in any revision of the Constitution would be to introduce a distinction between those entitled to membership, and those who, having paid an annual (or Life) subscription, would be regarded as enrolled members.  This was necessary in order to boost subscriptions (receipted) and to keep the Association's finances in a healthy state. After Committee approval, relevant changes would be submitted to the 2008 AGM.

Eric Baggaley, Minutes Secretary and IT Coordinator, 18.07.2008