Minutes of Annual General Meeting

                                                Held on 3^rd December 2008

Present: Mr S Christie (Chair); Mrs M Sutherland (sec); Mrs E Miller (treas); Mr M Pirie; Mrs C Hay; Mrs J Allan; Mr F Steele; Mrs I Younnie; Miss F Shaw

In attendance: Cllr J Sharp; Cllr J Divers; Ms P McKerron (AHO)

Apologies: Cllr G Leadbitter; Cllr F Murdoch; Cllr P Paul; Mr I Terry (TMC); Dawn Craig (MVSO); Pc Mike Mulloy (CBO)

Item 1:  Welcome.  Steven welcomed all and thanked them for attending.

Item 2: Notes from AGM 2007. The notes from the AGM held in December 2007 were read and taken as a true record.

Item 3: Matters arising from AGM 2007. There were no matters arising.

Item 4: Change to constitution. Due to the proposed amalgamation between Bilbohall Estate and Rothes Forums it is necessary for a change to section 1 of the constitution as follows:

Change name of Forum from:

Bilbohall Estate Forum to Bilbohall Estate Forum incorporating Rothes Area.

             Proposed: Mr M Pirie           Seconded: Mrs M Sutherland

                                           Agreed unanimously

The new name will now be Bilbohall Estate Forum incorporating Rothes Area.

All documentation will be amended as required.

Item 5: Chairpersons Report.  The Chairperson, Steven Christie read out his report and thanked everyone for their hard work. We now have a small action group within the Elgin South Area Forum, and this has been helpful regarding the Springfield shops car park. During the past year we have dealt with sheds, roads and development around Mossend Place. Following the inclusion of the Rothes Forum there are now 6 councillors on the mailing list. We now have our own website – www.bilbohalltenantsforum.co.uk

Item 6: Treasurers Report. Our Treasurer Elizabeth Miller read out her annual statement. The yearly balance as at 30^th Nov 08 stands at £627.16 plus raffle money of £29.01 making a total of £656.17. The books have been audited and verified by Mr Bob Burns and copies of the report were circulated to all attendees.

It was mentioned that this amount did not include the residue from the Rothes Forum; Steven mentioned that this will be transferred via the Bacs system and is roughly £200.

Item 7: Guest Speaker. Due to the absence of a guest speaker, Cllr John Sharp kindly agreed to stand in and Steven followed with a run down on the Springfield shops.

Item 8: Raffle. Everyone was thanked for bringing a raffle prize and following the draw the amount made was £13. It was proposed that a donation be made to Cedarwood for the use of the facilities and a cheque was made out for £60.

              Proposed: Steven Christie             Seconded: Moira Sutherland

                                                Agreed unanimously

Item 9: Election of Office Bearers. Cllr Sharp took the Chair to oversee the election of office bearers for the following 12 months; Pam McKerron (AHO) took the notes.

Nomination for Chairperson:

Steven Christie      Nominated by Moira Sutherland & Seconded by Jean Allan.

                                       There were no other nominations.

Nomination for Secretary:

Moira Sutherland    Nominated by Christine Hay & seconded by Steven Christie.

                                        There were no other nominations.

Nomination for Treasurer:

Elizabeth Miller      Nominated by Steven Christie & seconded by Michael Pirie.

                                         There were no other nominations.

Steven took back the chair and thanked Cllr Sharp.

Item 10:  Items for discussion.

Steven asked if anyone had anything to raise for discussion and pointed out that no decisions would be made on any topic raised that evening, it was purely discussion.

·        Michael Pirie asked about the next Elgin High School meeting.

·        The bushes beside Mossend Place had been highlighted during a previous walkabout and this is being looked into by Grant Speed.

·        Frances Shaw asked if it is possible for us to help regarding a possible pedestrian crossing in Rothes. This will be looked into and will be put on the agenda for January 2009.

·        Grit on the roads was mentioned and Cllr Divers stated the priorities.

·        The garage door at 7 Marchfield Place had now been replaced.

Item 11: Close of AGM.  The Elected Chair closed the meeting.

Item 12: Date of next meeting. The next monthly meeting will be held on Wednesday 7^th January at 7.30pm in Cedarwood, Edgar Road, Elgin.