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Question: Will you be attending the AGM in Taunton on 8th June?  (Voting closed: June 08, 2019, 10:05:40 am)
Yes, absolutely - 7 (11.3%)
Probably - 5 (8.1%)
Possibly - 3 (4.8%)
No, afraid I won't - 47 (75.8%)
Total Voters: 62

Linked Events
  • Coffee Shop AGM: June 08, 2019
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Author Topic: Coffee Shop AGM, Taunton, 8th June 2019  (Read 3138 times)
Adelante_CCT
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« Reply #15 on: May 26, 2019, 09:40:22 am »

I hope to attend

(BTW Last train from Taunton to Melksham is 16:12 via Westbury or 16:50 via Bristol and Trowbridge)
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grahame
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« Reply #16 on: May 28, 2019, 08:35:24 am »

Formal notice sent out by email ... to the 275 of you who are voting members.  Five have bounced straight away ... if you would have expected to be a voting member (in "Frequent posters" and visited the forum recently) and have NOT received an email, please check that your registered address with the forum is current and correctly spelled!

Quote
Dear Great Western Coffee Shop Forum member,

I'm writing to give you formal notice by email (to your registered email address) of our Annual General Meeting to be held at 11 a.m. at the Great Western Hotel in Taunton on Saturday 8th June 2019. The agenda and calling notice was circulated by Bobm a few days ago and may be found at http://gwr.passenger.chat/cs_agmagenda_20190608.pdf.

All voting members are welcome (you are receiving this email as you are in that group, having posted sufficient times to have become a frequent poster, and been logged in within recent history). Guests are also welcome.  There is no requirement on you to register, but if you could complete the poll at http://gwr.passenger.chat/21641 to indicate whether or not you're likely to attend this would be a huge help to the admin / moderator team in planning for the numbers expected.

Our interim constitution is online at http://gwr.passenger.chat/constitution and in context of our wider guidelines for members at http://gwr.passenger.chat/1761 . Should you wish for any changes to be discussed / raised / voted at the AGM, please let me or another admin (Chris from Nailsea, BobM or myself) know by personal message, or email forum@railcustomer.info w hich will reach all of us.  You may like to look back to http://www.firstgreatwestern.info/21184 to remind yourself of what you would like to suggest.  Please note that any proposals will be published in Frequent Posters with your current member name identifying the source of the proposal.  Cut off for suggestions - close of business on 3rd June to allow time for discussion and (if there are a lot) correlation into a running order, etc.

I and the team look forward to seeing as many voting members as possible at the AGM, but we appreciate that as a geographical widespread group of very busy people, many of you won't be able to make it even if you would like to. BobM has kindly agreed to minute the meeting, and we'll hope to have those minutes online reasonably soon after. Others present are of course welcome to post to follow up the meeting.

Graham

Graham Ellis Admin and Webmaster
Great Western Coffee Shop Forum
http://gwr.passenger.chat
graham@railcustomer.info
01225 708225 or 0797 4 925 928
48, Spa Road, Melksham, SN12 7NY

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grahame
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« Reply #17 on: June 01, 2019, 05:45:59 am »

Bump - for NEXT Saturday (8th June 2019) - Coffee Shop AGM, Taunton.   ALL welcome. If you haven't done so already, please sign up via the poll on this thread / tell us is you're coming or not.
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grahame
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« Reply #18 on: June 02, 2019, 08:51:14 pm »

For the AGM, I have taken a look through all the suggestions made during earlier discussions and rolled them into this set of changes to address the various points raised.   Reference copy at http://www.firstgreatwestern.info/constitution .

... I am proposing the following changes

1. Email wording "has not reached that member" to "is no longer valid"

2. Add "or voting by proxy"

3. Add to definitions "all moderators and administrators are considered to be members of the committee"

4. Add "for the purposes of accounting and budget reporting, our year shall be considered to be the calendar year"

5. Change notice period for proposals to change the constitution from 14 to 7 days

6. Once the above are done, number sections for easier future reference

... and I am proposing that the following be left unchanged

a. No reference to GDPR (Constitution is written so that we must follow GDPR and I am reluctant to add in reference to something who's name may change)

b. No adding in appeals procedure - see threads 1761 and 21191 as they cover it

c. Two signatories on bank account, structure of organisation, insurance all discussed and confirmed in thread 21184 - no need to change constitution
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grahame
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« Reply #19 on: June 02, 2019, 09:07:44 pm »

To help readers, I have cut the changes into the constitution (though I have not yet numbered the sections) to highlight the suggested changes.



Constitution

* Constitutions have been around a long time, and tend to be written around groups / organisations which physically meet at their core.  We don't, so some parallels have been drawn (to help traditional-minded readers) and abstraction and changes to modernise are necessary.

* There is a tendency for some of the constitutions we have read to get very detailed, and that is something we're looking to avoid.

Identity

The name of the Group is the Great Western Coffee Shop Forum

The operating name of the internet forum shall be Great Western Coffee Shop as of the date of adoption of this constitution. This may be changed by a vote of a simple majority of the moderators, described in paragraphs following, in (for example) the light of changes in the operation or name of the Great Western Railway.

Objectives

The purposes of the Group are:
* providing a voice for the community
* promoting sustainable, healthy and accessible travel
* bringing communities together, supporting diversity & inclusion
* supporting social and economic development

To work towards these aims, the Group will operate an internet forum for discussion of matters relating to the Great Western Railway primarily, railways and public transport generally and connected topics.
The forum works on a partnership ethos and aims to fulfil its aims through the pillars of community rail as laid down by organisations such as the Department for Transport and ACoRP.

The Forum plans to be a permanent contributor to its aims, updating as appropriate through other avenues of technology.  It may also arrange and join events that may be of interest to current and potential members and publish information about relevant events arranged by third parties.

Membership

Organisations typically have members, committee and officers, and often a mailing list of interested parties that goes beyond members, and welcome guests to their meetings. For the Coffee Shop:

Guests are welcome to read any public pages, all of which contain links to allow them to email the administrators, and to the registration page if they want to move on to the next stage.

Members are people who've agreed to the forum agreement and who's registration has been accepted by an admin - checked with the moderator team if in doubt.

Voting Members are members who have posted at least 10 times or are otherwise in frequent posters. To be a voting member you are required to have logged in at least once in the last 12 months, and still have the ability to log in (so if you're banned, you're not a voting member)

This threshold of 10 posts ensures that we have active and confirmed genuine people taking part in any votes outlined in the constitution.  The forum has some members who, whilst logged on and reading (sometimes with many days of presence to their credit) haven't even introduced themselves and without physical meetings, phone calls, email exchanges, we really don't know them; the "10 posts" rule closes what could be a loophole in our ongoing purpose and security. 

You may wonder about "or otherwise in frequent posters". On one occasion I can think over in the 10 years since Frequent Posters was set up, we have promoted someone we knew very well into a moderator role just shy of the 10 posts - and an excellent decision it was too. We also have a technical admin who we can ask for help in an emergency; never had the emergency, but that person should have a vote.

Moderators are members who have been invited to, and agreed, to take on a watching brief when they're on the forum - to greet and assist.  And on the rare occasions where something's seriously needing attention in a more negative way to help deal with that.

Administrators are the handful of members who are deeply involved with daily operations of the forum.  The Webmaster is a technical administrator with admin authority and the ability to take backups, upgrade software, reconfigure server parameters, etc as appropriate for the continued running of the forum.

all moderators and administrators are considered to be members of the committee

For the purpose of these rules, all administrators are also moderators and all moderators are also voting members.

A comparison to a regular group may be useful but does not form part of the constitution
ForumPhysical Group
GuestGuest
MemberOn Mailing list
Voting MemberPaid Up Member
ModeratorCommittee Member
AdministratorOfficer

The moderators shall be responsible for the overall operation of the Group, including but not limited to:
* raising funds, including receiving grants and donations
* procurement of technology services to facilitate operation of the internet forum
* preparation maintenance and application of the forum agreement and a code of conduct for members
* admission of members to the group, maintenance of a membership list, and reviewing membership
* protection of membersí data in accordance with legislation.

Membership is open to any individual who agrees to the forum agreement and demonstrates adherence to it and the code of conduct through their activities. The forum was set up by passengers, for passengers, but welcomes members from the rail industry and local and central government too. Employees of the rail industry or local and central government which relate to the topics discussed on the Coffee Shop will not normally be considered for appointment as moderators or administrators.

New moderators and administrators are appointed by the current administrators based on a discussion and a vote there if the outcome of these discussions is not clear, requiring a two thirds majority of those voting in a poll that's open for at least 7 days to be carried.  The process of appointing a new moderator or administrator can be instigated at any time by any existing administrator or moderator. The agreement of the proposed new moderator or administrator much be obtained before their appointment and before any vote is taken or before any change of status is applied.

Membership may be withdrawn from any person who does not adhere to the forum agreement and code of conduct. The decision shall be confirmed by a simple majority of the moderators. The member shall have the right to submit a statement to the Committee before a final or permanent decision is made, and shall be informed of the reason for any such decision. The nature of the forum is such that a withdrawal of membership as described here will normally be as a last resort.

Moderator or admin rights may be withdrawn from a moderator or admin following the same guidelines as withdrawal of membership.

Annual General Meeting

An Annual General Meeting shall be held to which all voting members will be invited at least 21 days before the meeting takes place. The meeting will take place between 31st March and 31st October and will be held at a location within the geographic area covered by the forum and accessible by public transport.  The meeting will be free of charge to members, but it will be up to individual members wishing to attend to meet their own costs of getting to the meeting unless prior agreement from the moderators.

Notice of meetings will be sent to the registered email address of voting members. Members will not be considered to be a voting member if it comes to the attention of the moderator team that an email sent from the forum to the member's registered address has not reached that member is no longer valid, and the moderator team will not be responsible for taking further steps to try to deliver the email. A public post will also be made on the forum to alert all readers to the meeting. Those two steps will be deemed sufficient notice of meeting.

The purpose of the AGM will be to receive reports from the webmaster, the treasurer, and others and to consider any changes to the constitution which have been proposed.  Such proposals must be notified to the admin team at least 14 7 days prior to the meeting, and indicate the support of at least 5 voting members.

The meeting will also confirm the appointment of the moderator and admin team 'en block', with a two thirds majority of those present or votng by proxy and at least 30 votes required to block the confirmation.  In the event of the re-appointment failing, an extraordinary general meeting will be called within three months; procedures will be agreed on the forum under such circumstances, or if procedures cannot be agreed the webmaster(s) has/have the final say on outcome.

The AGM will be minuted and the minutes circulated via the forum, with a vote to approve them as being an accurate record within 4 weeks of the meeting.

As well as formal business, the AGM will be an opportunity for furthering the aims of the forum via networking sessions and speakers.

Financial and operational

To date (financial year 2018/19) the Coffee Shop has been funded by the webmaster / founder with all activities undertaken the members (at all levels) on an unpaid voluntary basis. From the acceptance of this constitution, the forum will move to a financial and operational model which is designed to be sustainable and scaleable in the future.

Income streams may include (but not be limited to) corporate members, advertising revenue, marketing and sales of promotional and other products, donations and grants applied for. Income streams will only be accepted where they are in line with the objectives set out in this constitution. Membership at the levels set out in the constitution is and will remain free of charge and this can only change by resolution at an Annual General or extraordinary general meeting.

Expenditure may include (but not be limited to) web hosting and domains, software licenses and specialist programming and support services, marketing and advertising, insurance and covering voting member's reasonable expenses incurred for activities undertaken on behalf of the forum. It shall also the cost of the AGM and any EGMs.

The forum shall insure its members and volunteers against risks incurred in their duties undertaken for the forum. Volunteers will be required to consider safety and risk in their activate for the forum

A Treasurer shall be appointed from amongst the moderator and admin team who shall look after the finances and operations and work on authorisations voted on or otherwise agreed "Behind the Counter". The treasurer shall be appointed for a period of one year.  The treasurer is also authorised to operate a bank account on behalf of the forum with transactions confirmed by another moderator.  The treasurer may hold other roles within the admin and moderator team and will be appointed by that team and from within it.

A set of unaudited accounts and a budget / forecast for the following year and years shall be produced by the treasurer. It will be the responsibility of the whole moderator and admin team to ensure that the forum's financial position is secure.

For the purose of accounting and budgetting , our year shall be considered to be the calendar year"

Winding up

Should the Coffee Shop forum vote at an AGM or EGM to disband (by a majority of two thirds of those present and at least 30 votes), the remaining team will undertake as orderly wind down as practical. The remaining team will distribute any residuary funds amongst community organisations with the geographic area which have similar aims to the forum as they see fit.

Should the number of voting members be less than 45, a simple majority of those attending the AGM or EGM will suffice for a decision.

AK/GE - 2019-03-10, updates 2019-03-12 and 2019-06-02
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ChrisB
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« Reply #20 on: June 03, 2019, 12:45:13 pm »

I'll be there.....need to catch the 1534 back towards Reading though
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grahame
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« Reply #21 on: June 03, 2019, 03:17:23 pm »

I'll be there.....need to catch the 1534 back towards Reading though

Look forward to seeing you, Chris!

Others / all - please take part in the poll so we can keep track of an ideas of numbers.

Note to all- be thinking of which of the elements of the various menus you make use of, and which elements are important to you (not necessarily the same thing) ... planning a session to help inform, though there may be difference between what you would like, what other members would like, what's possible without silly-+++ work on non-standard software changes, what's nit going to put. huge load on the moderator team, what's accessible for all, what's secure and perhaps other considerations  Grin Grin

An unadvertised express from Guildford to Kingswear calls from 11:11 to 11:23 and is shown on Real Time Trains as being a diesel hauled thing, but other sources suggest something more ancient.  Should a quick straw poll as people arrive suggest a brief adjournment would be welcome by more than 1 or 2, I'm sure would could drop the formalities back by half an hour and have useful but none critical networking up to that point.   Knowing how the specials tend to run a bit off schedule, we'll see how it's going on the day.
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ChrisB
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« Reply #22 on: June 03, 2019, 03:40:01 pm »

Looks as though it's this

Quote
The special train will be hauled from Bristol to Kingswear and back as far as Taunton by steam locomotive No. 60009 Union of South Africa.

You'll need a mass jumping-over-the-barriers to see it properly though
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Reginald25
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« Reply #23 on: June 03, 2019, 03:48:19 pm »

With my sincere apologies. I had expected to join the AGM on Saturday, but other commitments have intervened.Will make every effort to attend next meeting

Just a couple of comments on the constitution (probably already covered previously):
  • typo in financial 'activate' should be activities.
  • there is no comments re how a vote is handled except for choice of officers and winding up
Otherwise if you need a vote, 'yes' to constitution.
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broadgage
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« Reply #24 on: June 04, 2019, 08:07:32 pm »

I dont think that I will atend the meeting.
No disrespect is intended thereby, but as the meeting is primariliy about administrative matters I rather doubt that I could contribute much of relevance or of use.
Whilst the subject is important, I am pleased to leave it those already innvolved.

I DO intend to visit the Plough afterwards and look forward to meeting others for a glass or two of beer.
I would be pleased to purchase beer, within reason, for those who have worked by attending the meeting.

What time should I get to the Plough ? I understand that the meeting room is booked until 15-00, but is in the expectation that the meeting will continue until 14-59, or is it likely to be over earlier than that.
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A proper intercity train has a minimum of 8 coaches, gangwayed throughout, with first at one end, and a full sized buffet car between first and standard.
It has space for cycles, surfboards,luggage etc.
A 5 car DMU is not a proper inter-city train. The 5+5 and 9 car DMUs are almost as bad.
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« Reply #25 on: June 05, 2019, 05:40:13 am »

I dont think that I will atend the meeting.
No disrespect is intended thereby, but as the meeting is primariliy about administrative matters I rather doubt that I could contribute much of relevance or of use.
Whilst the subject is important, I am pleased to leave it those already innvolved.

I'm flattered by you faith but hugely disappointed.    After the admin formalities, there will be so much opportunity to take a look at the forum and discuss future developement.    For sure, most of that will continue here online but the meeting will be a valuable feeder:
* What is important on the menus and what do people not use / could do without?
* What is missing that you would like?
* Are any board splits / joins / additions / removals wanted?
* Does the forum want at any point to have a list of generally supported policies
* Wider activities / memberships etc - merchandising for promotion? or effective campaign training? Social meets??  Award Entries?

Quote
I DO intend to visit the Plough afterwards and look forward to meeting others for a glass or two of beer.
I would be pleased to purchase beer, within reason, for those who have worked by attending the meeting.

What time should I get to the Plough ? I understand that the meeting room is booked until 15-00, but is in the expectation that the meeting will continue until 14-59, or is it likely to be over earlier than that.

Having got people all that way it's intended to make it utter useful to 14:59 and 59 seconds.   Grin. ... seriously, may break up a little earlier, but not much I wouldn't expect.   We have decided to go without guest speakers to ensure we have plenty of time for those discussions noted and it would be really good if you could join us from lunchtime onwards, even if not the whole day ... your inputs would be so valuable.
« Last Edit: June 05, 2019, 06:46:50 am by grahame » Logged

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« Reply #26 on: June 05, 2019, 11:14:24 am »

Having confirmed the meeting room is dog friendly I'm pleased to say Finn will also be attending the AGM!
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« Reply #27 on: June 05, 2019, 11:15:33 am »

Having confirmed the meeting room is dog friendly I'm pleased to say Finn will also be attending the AGM!

He won't have a vote though.   Grin
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grahame
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« Reply #28 on: June 05, 2019, 11:17:39 am »

Having confirmed the meeting room is dog friendly I'm pleased to say Finn will also be attending the AGM!

Delighted to see him ... we'll be counting attendees by counting legs and dividing by two  Grin so his presence will be doubly welcome.  However, as he has not yet posted enough to be in frequents posters, he'll have a voice but no formal vote.

Having confirmed the meeting room is dog friendly I'm pleased to say Finn will also be attending the AGM!

He won't have a vote though.   Grin

Oh my goodness ... we have a hot admin team  Cheesy Cheesy ...
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« Reply #29 on: June 05, 2019, 06:06:22 pm »

Having confirmed the meeting room is dog friendly I'm pleased to say Finn will also be attending the AGM!

Blast! And I can't come! In-law side of family, three line whip and threatened withdrawal of, er, goodwill have been hinted at, in the way a charging rhinoceros might hint. It could be subject to a late call-off though, in which case I will be there.

I live in hope. I've been to funnier funerals.
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Now, please!
Do you have something you would like to add to this thread, or would you like to raise a new question at the Coffee Shop? Please [register] (it is free) if you have not done so before, or login (at the top of this page) if you already have an account - we would love to read what you have to say!

You can find out more about how this forum works [here] - that will link you to a copy of the forum agreement that you can read before you join, and tell you very much more about how we operate. We are an independent forum, provided and run by customers of Great Western Railway, for customers of Great Western Railway and we welcome railway professionals as members too, in either a personal or official capacity. Views expressed in posts are not necessarily the views of the operators of the forum.

As well as posting messages onto existing threads, and starting new subjects, members can communicate with each other through personal messages if they wish. And once members have made a certain number of posts, they will automatically be admitted to the "frequent posters club", where subjects not-for-public-domain are discussed; anything from the occasional rant to meetups we may be having ...

 
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