Minutes of Volunteers' Meeting held on 14 September 2015

September 22, 2015

A meeting of the MagnaMasters Officers and Volunteers was held at Côte St Paul's, 26 Ludgate Hill, London EC4M 7DR on Monday 14 September 2015

Attendees:

Jeremy Randall, Chairman (Watermen and Lightermen) in the chair; Michael Davis-Marks, Vice-Chairman (Makers of Playing Cards); Martin Miles, Hon Treasurer (Actuaries); Ian Locks, Hon. Secretary (Stationers and Newspaper Makers); The Hon. Robin Neill (Girdlers); The Rev. John Hayton (Bowyers); Michael Powell (Gold & Silver Wire Drawers); Patrick O’Reilly, (Engineers), Chris Ford (Air Pilots); Richard Herbert (Cutlers); Stephen Bernhard (Gardeners); Mark Hardy (World Traders); Geoff Lewis (Needlemakers); Mrs Sandra Worsdale (Chartered Secretaries and Administrators); Bryan Spearman; (Firefighters);Ian McIntyre (Tallow Chandlers);Patrick Chapman (Management Consultants); Mark Henderson (Curriers); Graham Dickinson (Insurers); Nicholas Birtles (Informtion Technologists); John Moore-Gillan (Apothecaries); Ian Frood (Coopers); Tony Alston (Farmers)

Apologies:

John Leighfield CBE (Educators); Mrs Gill Moore (Builders Merchants); Derek Woods (Joiners and Ceilers); Ms Vicky Russell (Constructors); Roger North (Water Conservators); John Shonfield (Launderers; Nick Bence-Trower (Drapers); Mike Shepherd (Blacksmiths); John Hitchins (Skinners); Wayne Buffet Warlow (Wales); Eddie Donaldson (Basketmakers); Edward Hutton (Feltmakers); Debbie Ounsted (Mercers); Nick Andrews (Pattenmakers); Patrick Draycott (Founders); Tony Watson (Leathersellers); Heather Hawker (Chandlers); Geoffrey Purves (Chartered Architects); John Hitchins; Stuart Seymour (Security Professionals); Paul Holder (Carmen); Andrew Marsden (Marketors); Raymond Layard (Horners); Robin Furber, (Pewterers); Michael Godbee (Tax Advisers); Timothy Doyle (Environmental Cleaners); Graeme Groom (Innholders); Kevin Moore (PR Practitioners);

A message of support would be sent to Mike Shepherd (Blacksmiths) who had been admitted to hospital for emergency treatment. ACTION IL

1 Introduction and Welcome by the Chairman

Th chairman thanked the 23 attendees and further 37 who had expressed support. He felt that with more than half the membership expressing support was a commendable start.

The chairman said the aim was to establish a sound platform for the organisation of future events, looking to volunteers to step forward and take a lead on the organisation of these. The officers would act as a filter to try to ensure a good spread of events in both style and time. The Association would take responsibility for major events such as the annual dinner, specialist events would be the responsibility of the organiser, the decision on which would be which to be decided in each instant initially.

We had email addresses for 107 of the 110 Masters and Prime Wardens of 2015. Those still missing were: Douglas Barrow, Shipwrights; John Brewer, Woolmen; Audley Twiston Davies, Haberdashers.

In response to the chairman, those present agreed unanimously that personal data could be made available to other members.

Next steps included mailing all members seeking fuller information (address, mobile number) and establishing any special interests (golf, sailing, tennis, shooting

2 Proposed structure:

2.1 Name: MagnaMasters 2015 Livery Past Masters’ Association

2.2 Finances

A bank account had been set up at Lloyds Bank by the Treasurer Martin Miles with himself and the chairman as signatories. This could be operated electronically. The Hon. Sec. would be added as a signatory. Martin was congratulated on going through process of opening a bank a/c with Lloyds.

2.3 Logo: A design had been created by Elizabeth, the daughter of Mike Shepherd (Blacksmiths), which we have adopted pro tem and a very big thank you was due to her. Stephen Bernhard's offer to run this past an eminent heraldic specialist, designer and artist was accepted. ACTION SB

2.3 Confirmation of officers until first GM/AGM

Chairman: Jeremy Randall - Elected

Vice-Chairman: Michael Davis-Marks - Co-opted

Hon. Treasurer: Martin Miles - Co-opted

Hon. Secretary: Ian Locks - Elected

Ian Locks was thanked for his work in getting the organisation established.

3 Structure and organisation

3.1 Today’s meeting had been organised on an opt-in basis and it was agreed to continue to operate on this basis with, say, one or two meetings like this a year to keep the organisation on track, elect officers, plan the programme etc with the four officers dealing with day to day administration. This way it was hoped to maximise the input and goodwill of all those willing to help.

3.2 Constitution: It was agreed to use the template suppled by the Past Masters Association with the amendments suggested by various members.

3.3 Presidents and Vice-Presidents: It was agreed unanimously that the Lord Mayor and Sheriffs should be invited to be President and Vice-Presidents respectively. ACTION IL/JR

3.4 Subscription: After discussion it was agreed to ask for an annual subscription, the first instalment to be invited immediately, of £50 a year (mainly) to provide a float and to cover the cost of venues for an annual dinner(s), an agm and business meetings. It was explained that initially it was thought that £25 or so would be sufficient. This was the norm 10 years or so ago. However more recently PMAs have gone to £50 on the argument that events work better if the key fixed cost of hall hire can be covered in part or in full from central funds, the argument being that an annual dinner and an business meetings central annual activities and that all members should make a contribution to these activities, the full cost of which would otherwise fall on those who attended, thus subsidising those who do not but would like the association to continue to exist.

Stephen Bernhard suggested the introduction of direct debit rather than standing order. It was agreed Martin Miles should consider the benefits and disadvantages of each and advise which he feels would be preferable. ACTION MM

A proposal by Tony Alston for a life membership fee of £250 was not accepted.

4 Programme for 2015-16

4.1 Wine event (Jeremy Randall) The chairman said we were fortunate to have among our number Allan Cheesman, wine buyer for Sainsburys for 20 years....so we should have wine trip next year...plus partners.....'Wine and Cheesman'. ACTION JR

4.2 Visit to York or just a lunch. Mark Hardy suggested a visit to York and will organise. As far as possible the visit should link with guilds in the City. ACTION MH

4.3 Annual dinner (Bryan Spearman) This would be a key event and we wanted a small group to organise with Bryan Spearman in the lead.

The chairman said the most obvious options included Mansion House at say £120-£140 but needing 200 plus; A city Livery hall; another venue such as Charterhouse.

In discussion it was felt we might expect 150 or so and IT WAS AGREED that this should be an Annual dinner with consorts in a city livery hall for 150 in late January/early February. Bryan would speak with Chester Boyd and other caterers for advice on venues.

The practicality of linking this with agms for Magnas and Cartas would be considered.

It was thought on this occasion there should be no guests invited.

The working group, led by Bryan Spearman, should consist of Nick Birtles, Stephen Bernhard, Sandra Worsdall, Chris Ford. Vicky Russell to be invited. ACTION BS

4.4 Golf event(s): Roger North plus Nick Birtles will organise golf events ACTION RN and NB

4.5 Proposal from Mike Shepherd: Dinner at BT Tower. Considerable interest was exposed however this could not be progressed while Mike was indisposed.

4.6 Robin Neill - will invite us to a performance of Rigoletto at his home. If there are sufficient numbers this could be a special MagnaMasters event. RN to provide dates and IL to solicit interest. ACTION RN/IL

4.7 Other events suggested

• Kevin Moore (PR Consultants) is Chief Executive of Stepney City Farm www.stepneycityfarm.org and is happy to host a meeting or a reception event for the MagnaMasters. There was general support for this idea. ACTION: JR and IL to progress.

• Mike Shepherd (Blacksmiths) would like to organise motor bike tour to France. No action at present.

• Sir Roger Vickers has offered to organise meeting space in the future at e.g. Garrick or Hurlingham. Offer to be kept in mind.

• Martin Miles: Ideally it is probably good to try to tie in such an event with something already going on which might attract people to London anyway. I can't really think of any excerpt perhaps the service of commemoration in Westminster Abbey for Agincourt's 600th at Noon on 29th October. Tickets are free but it may be full. I could possibly organise a late lunch at the Farmer's Club (Whitehall/Embankment area) afterwards if there is room but realistically it might be a bit late to start planning. The chairman asked all to bear in mind the possibility of linking a MagnaMasters activity to major events of this kind.

5 Communication and Database

5.1 Newsletters - Three newsletter updates had been emailed advising on progressing and setting up this meeting today

5.2 Website - the embryo website developed by the Hon. Sec. had been built to include the Consorts. All accepted this as a god idea.

• A proposal (attached) for an interactive website had been submitted by James Bernhard (Stephen’s son). There would be a set-up cost for these elements plus an on-going hosting fee. It was suggested that a working group be established to meet with James and propose a way forward.

5.3 Availability of members contact details - The database proposal from James Bernhard would create a more sophisticated interactive website and rather depend on the level of personal information members are prepared to share. It would enable members to update their own entries if they wished.

5.4 Promotion of third party events - We included in the newsletter member requests for promotion of third-party events. This was felt to be acceptable.

5.5 Social Media (Mark Henderson) - Mark Henderson (Curriers) had kindly set up MagnaMasters Facebook and Twitter accounts. it was not felt we wanted to develop either of these as means of communication. However it was felt we should establish a Linked in group which provides helpful information about new postings by email.

Michael Davis-Marks, Mark Henderson, Nick Birtles and Ian Locks to meet to discuss a layered comms strategy to include future direction and development of a website, use of Linked In, newsletters and/or email updates. Patrick Chapman has subsequently asked to be included in this group.n ACTION: IL to convene

6 Links with Carta Consorts. It was unanimously agreed that the website should be jointly with Carta Consorts if they wish to support it.

7 Any Other Business

Patrick O'Reilly urged that we secure a date or dates for the annual dinner and AGM as soon as possible.

A calendar would be compiled as soon as possible ACTION JR and IL

The meeting adjourned at 1.10pm for lunch.

8 Future Meetings

There was general support for the format of meeting followed by lunch open to all who wished to the limit of the space available on a first come basis. Nick Birtles offered IT hall (max 50) for next meeting. ACTION IL/NB

Signed

(Jeremy Randall, Chairman)App 1

MagnaMasters 2015

Livery Past Masters’ Association

Name and Objects

1. The name of the Association is

MagnaMasters 2015

Livery Past Masters’ Association

1. The Object of the Association is to provide opportunity for promotion of social activities and the discussion of topics of general interest exclusive of those of a religious or political nature.

RULES

Members

1. Those persons who held the office of Master, Prime Warden or Upper Bailiff of the City of London Livery Company in the Mayoralty of 2014-15 shall be eligible for membership.

1. The Lord Mayor (Ald. Alan Yarrow) and Sheriffs of the City of London for 2014-15 shall be invited to join, and if they shall do so, shall be invited to be the President and Vice Presidents of the Association respectively.

1. Masters or equivalents of City Companies or Guilds without Livery and Companies or Guilds outwith the City which are considered to be equivalent status may be invited by the Committee to join and if accepted shall be members of equal standing with those qualified under Rule 3. The decision of the Committee as to eligibility shall be final.

2. Masters or equivalent of the years for which there is no active Past Masters Association may be invited to join as Associated Members. They must be sponsored by a member of the Committee and have the agreement of the current member from their Company, if any. Associate Members shall have the same rights and obligations as full Members except that they shall not be eligible to join Tontine. The decision of the Committee as to eligibility shall be final.

Entrance Fee and Subscription

1. The annual subscription shall be £50 or such amount as the Committee may approve from time to time payable in advance on 1st January in each year. Each member shall pay on admission an entrance fee of £50 and the annual subscription for each subsequent year by Banker’s Order.

Voting

1. No member whose subscription shall be in arrears shall be entitled to vote at any Meeting.

Subscription in arrears

1. If a Member’s subscription shall be in arrears for six months his or her name may be removed by the Committee from the List of Members’. The Chairman or the Hon Secretary shall write to such person indicating that their membership has lapsed. Reinstatement may be made on payment of current subscription but the Member shall not be a member of the Tontine.

Expulsion

1. Any Member whose conduct shall be deemed by the Committee to render him or her unfit to remain a member of the Association may be expelled from the Association by the Committee and such Member shall thereupon cease to be a Member, but shall first be given an opportunity to explain such conduct to the Committee.

Resignations

1. Every resignation shall be in writing and sent to the Hon Secretary.

Forfeiture of Member’s Rights

1. Any person on ceasing to be a Member of the Association in accordance with these Rules shall forfeit all right to or claim upon the Association or its property or funds.

Officers of the Association

1. The Officers of the Association shall consist of the President and Vice Presidents, the Chairman of the Committee, Hon. Treasurer and Hon. Secretary. The President and Vice Presidents shall not be subject to re-election. Should any of them resign or be unwilling to serve in that capacity, the Committee may invite a person or persons to serve.

Election of Officers

1. The first Chairman, Hon. Treasurer and Hon. Secretary shall be ??? respectively, who shall serve until the first Annual General Meeting of the Association. Thenceforth the Chairman, Hon. Treasurer and Hon. Secretary shall be elected or re-elected at the Annual General Meeting.

Committee

1. The affairs of the Association shall be managed by a Committee, consisting of the Chairman, the Hon. Treasurer and the Hon. Secretary and other members of the Association who shall be elected at the Annual General Meeting. Such elected Members shall retire at the subsequent Annual General Meeting but shall then be eligible for re-election. The names of candidates for election shall be submitted to the Hon. Secretary in writing 14 clear days before the AGM. Election shall be by show of hands. In the event of equality of votes the Chairman shall have a casting vote. Casual vacancies in Office or membership of the Committee occurring during the year may be filled by the Committee.

Meetings

1. The Hon. Secretary shall summon the Members to meet on such days as the Committee may determine. Not less than 21 clear days notice is to be given for General Meetings of Members.

1. A quorum for a General Meeting shall consist of 6 Members except on a motion for an adjournment. If there shall be no quorum within half an hour of the time fixed for the Meeting it shall be adjourned.

1. Seven clear days notice shall be given of Meetings of the Committee wherever possible. Three members of the Committee shall form a quorum.

Annual General Meeting

1. The Annual General Meeting of the Association shall be held between March and June each year. The business of the Meeting shall be: -

1. To receive and consider the Committee’s report, the Balance Sheet.

1. To elect Officers and Committee for the ensuing year.

1. To decide on any Resolution in accordance with Rule 22 or any other competent business.

1. The Balance Sheet shall be circulated to each Member with the Summons for the Annual General Meeting.

1. No Resolutions other than those necessary to comply with the provisions of Rule 18 shall be moved at an Annual General Meeting unless proposed by the Committee unless a notice by the proposer and seconder and supported by at least five other Members of the Association stating its terms shall have been delivered to the Hon. Secretary 14 clear days before the AGM. The Resolution with the names of the proposer and seconder shall be stated on the Agenda for the Meeting.

Special Meetings

1. The Hon. Secretary shall summon a Special Meeting upon resolution of the Committee or upon receiving a requisition signed by not less than 6 Members stating the object of the Meeting.

22. An Agenda for each meeting of the Association or Committee shall be prepared by the Hon. Secretary and circulated, and no other business shall be considered by that Meeting, except with the consent of the Chairman.

New Rules and Alteration of Rules

23. Any proposed new Rule or alteration of an existing Rule shall be submitted to the Committee who shall submit it for decision by the next Meeting of the Association. The notice convening the Meeting shall set out the proposal.

Functions

24. Members of the Association may attend any function arranged by the Committee and shall be at liberty to introduce guests on such terms as the Committee may determine.

Miscellaneous

25. Each Member of the Association shall from time to time notify his or her address to the Hon. Secretary, and all notices emailed or posted to such address shall be deemed to have been duly delivered.

26. Every Member shall be provided with a copy of these Rules.

27. Should with the passage of time the Membership decline to such number as in the opinion of the Committee to make the Association non-viable, the Committee may arrange a co-operation or if necessary and with the approval of a Special General Meeting an amalgamation with an association or associations having similar objects to the Association.

28. In the event that the Members, in general meeting, determine that the Association should co-operate or amalgamate with a similar body, or be dissolved, the Members, or Committee if authorised by the member, shall at their absolute discretion determine the disposition of assets of the Association. Such assets may, in whole or part, be donated to one or more charities or be combined with the funds of the body with which the Association is to co-operate or amalgamate, provided that no Members may receive any personal benefit, save that the President’s and Chairman’s badges may be given to the President and the Chairman at the time or a Past Chairman respectively.

Tontine

29. The Association, may with the approval of Members, establish a Tontine to operate under rules separately agreed by the Members.

Dated

App 2

Proposal for MagnaMasters Social database network by James Bernhard

Members profile page

Members can edit their own profile at any time as well as Admin users.

Profile picture (max 1mb with up-loader)

Title* (drop down)

First name*

Middle name

Surname*

Post Nominal

Date of birth (manual input and date picker)

Partners ID

Email address* (primary key and login ID)

Password*

Address line 1

Address line 2

Address line 3

Address line 4

Post Code

Tel: home

Tel: work

Tel: mobile

Biography

Admin Comments (only admin can see this field for notes etc)

Events

Members can create new Events and edit their own Events at any time.

Events, once created, could be displayed on a calendar or list view.

Events Name*

Created By (user name auto filled)

Events Date (manual input and date picker)

Event Time

Event Duration

Final Application Date (manual input and date picker)

Event Cost

Payment details (this can be a link to Paypal etc or plain text)

Location Address

Google Map link

Dress Code

More information (field / description / marketing text / links)

Admin Comments (only admin can see this field for notes etc)

Event ID* (primary key, auto populated)

Messages / threads

Line by line messages. Anyone can create and entry.

Created By (user name auto filled)

Message

File upload (pdf, doc, docx, xls, txt, csv, jpg, jpeg, gif, png)

ID* (primary key, auto populated hidden)

Downloads

File storage area. Anyone can create and entry.

Name

Description

File upload (pdf, doc, docx, xls, txt, csv, jpg, jpeg, gif, png)

Uploaded date (auto populated)

ID* (primary key, auto populated)