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\title{Annual General Meeting \\ Draft minutes}
\author{UK-TUG}
\date{14th November 2009}

\begin{document}

\maketitle

Members present:
  Charles Goldie (CG),
  David Saunders (DS),
  Jay Hammond (JH),
  Jonathan Fine (JF),
  Jonathan Underwood (JU),
  Joseph Wright (JAW),
  Oliver Van Acker (OVA),
  Robin Fairbairns (RF),
  Simon Dales (SD),
  Steve Brownjohn (SB).
  
Apologies received:
  Carol Hewlett,
  David Crossland,
  Jennifer Harding,
  Jonathan Webley,
  Malcolm Clark.
  
Also present: James Palmer.

\section{Reports}
  
\subsection{Chairman's Report}

The previously circulated report was summarised verbally by JF. Progress
over the last year has been satisfactory, but could do better. The 
Committee did not report on the purpose and goals of UK-TUG, and this
is regrettable. There are upcoming challenges to \TeX, and the 
increase of electronic media is a particular area to concentrate on.
JF thanked the outgoing Committee for its work over the last year.

\subsection{Baskerville Editor's Report}

This was read verbatim by JF as the Editor (Jonathan Webley) was 
unable to attend.

\subsection{Membership Secretary's Report}

The previously circulated report was summarised verbally by JAW. The
requirement for continuing members to opt-in led to the loss of some
members, most as no reply was received. However, new members have been
recruited and UK-TUG's membership situation therefore essentially 
unchanged since last year.

\subsection{Webmaster's Report}

The previously circulated report was summarised verbally by JAW. The
website is functioning well, and gets a steady stream of hits. These
are mainly focussed on the Templates section.

\subsection{Accounts}

DS presented the final accounts for the year 2008--09, which were
essentially unchanged from the preliminary ones circulated earlier.

UK-TUG made a slight loss on joint TUG membership fees due to currency
movements. JH asked if this was ongoing; DS replied that a slight
loss was also made last year but UK-TUG had previously made a slight
profit as currency changes had occurred in our favour. There was
discussion about the total amount lost on the joint members; the
amount was decided to be small and of benefit to all UK-TUG members
as TUG is a partner organisation in promoting \TeX.

JU asked about bank charges, and DS replied that these relate only
to foreign currency transactions. No fees are paid for transactions in
sterling.

\section{UK-TUG Secretary}

JF read out a statement from David Crossland (DC) apologising for
failing to distribute AGM motions and other tasks required for the
Secretary. DC also indicated that he was not seeking re-election to
the Committee.

\section{Motions}

As the motions proposed for the AGM had not been circulated as required
by the constitution, there was discussion about how to proceed. DS 
pointed out that adjourning the AGM would not allow the motions to be 
voted on later: a new meeting was required. It was agreed that the 
incoming Committee would arrange a Special Electronic General Meeting
to vote on the motions, and that an informal vote would take place
on all four motions. 

There was some discussion about the exact details of motion 4, 
clarified by JAW reading out the text of the amendment proposed. A show 
of hands indicated all members present were in favour of all of the 
motions:
\begin{enumerate}
  \item That this meeting approves the accounts for 2008--9.
  \item That this meeting appoints Paul Chu of 73 Zetland Street, 
    London, E14 6PR to inspect the 2009--10 accounts.
  \item That the entrance fee for new members in 2010 be \pounds 10, 
    and that free 2010 membership be provided to 2009 members.
  \item That Section 10(5) of the constitution be amended to read
    \blockquote{%
      Notice of any motions to be considered at a general meeting must
      be given in accordance with Section 25 of this constitution, 
      must be received by the Secretary at least fourteen days before 
      the date of the meeting, and shall be circulated to members at 
      least seven days before the date of the meeting. If the meeting 
      is called at short notice under sub-clause 2 of this clause then 
      the motions to be considered must be agreed at the time the 
      meeting is called.}
\end{enumerate}

\section{New Committee}

JF was elected last year as Chairman for two years, and therefore
did not require re-election to the Committee. JF had received 
nomination paperwork to elect:
\begin{itemize}
  \item Simon Dales
  \item David Saunders
  \item Joseph Wright
  \item Charles Goldie
  \item Jonathan Webley
\end{itemize}
to the Committee for 2009--10. JF thanks those members of the old 
Committee not continuing for their work over the last year.

\section{Funding report}

As JU had chaired the Funding Subcommittee and was not continuing
on the Committee for the coming year, he made a brief verbal report on
matters outstanding. The sum of \pounds 1700 has been paid to the \TeX\
Gyre project, as the first part of two payments agree with them. To
date, they have not spent the first instalment in the two years since
it was sent. JU suggested that the new Committee do not make a 
second payment, and also seek the return of the first payment in light
of the ongoing uncertainly in the \TeX\ Gyre project.

\section{Closing}

No other business arose. JF stated that the incoming Committee would
arrange the SEGM, and closed the formal business.

\end{document}