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CONFEDERATION OF SCANDINAVIAN SOCIETIES OF GREAT BRITAIN AND IRELAND
Patrons: Their Excellencies, The Ambassadors of Denmark, Finland, Iceland, Norway and Sweden
MINUTES OF ANNUAL GENERAL MEETING HELD ON SATURDAY 30 APRIL 2011 AT ABSALON HOTEL, COPENHAGEN
1. The President and Acting Chairman, Mark Elliott, welcomed those present (who numbered 38). Apologies had been received from Anna Sophie Strandli, Helena Schmidt, Michel Benson and Taimi Wells, and from a few affiliated societies.
2. Minutes of the AGM held in London on 4 October 2010
These were agreed as a true record of what took place.
3. Matters Arising
There were no matters arising that would not be covered in the meeting.
4. Chairman’s Report
In his final report as Chairman, Mark Elliott spoke of his pleasure in presiding over the 60th Anniversary Lunch which was held at St Stephen’s Club, Westminster. Tribute was paid to those who overcame travel disruption that day to attend the lunch.
5. Treasurer’s Report
Norman Pike circulated figures showing that for 2010 COSCAN had a deficit of £393.76 compared with a surplus of £2,338.28 for 2009. Without the benefit of a surplus from a Conference the balance would always be negative. The relatively small deficit was in part due to the generous gesture made by Anna Sophie Strandli, as magazine editor, on the occasion of the 60th anniversary in waiving half of her fee. Norman observed that the investment in the magazine and website always needed profit from other activities.
6. Membership Secretary’s Report
In his first report, Peter Campbell commented on the speed of response from societies and individuals. The value of individual members to COSCAN was shown in the figures to date for 2011: £500 from societies, £730 from individual members, £297 from donations. It would be beneficial for societies to encourage their own members to join as individual members of COSCAN to strengthen our financial position and to enlarge the knowledge of our work. There might be advantage in future in asking that subscriptions be paid direct into the COSCAN banking account, provided that the membership secretary was notified when this had happened.
7. Magazine/Website Editor’s Report
Anna Sophie Strandli (by written report circulated at the meeting) said that there had been minimal response to her appeal for contributions to the next magazine issue due out shortly. She would be forced to delay publication at least until Midsummer, and renewed her appeal. She suggested that societies sometimes put the COSCAN magazine on the agenda of their meetings, to encourage a response from their “writing” members. A printed magazine was an important asset to COSCAN, and putting it on the website would not significantly alter the production procedures. The last five issues however would shortly be available as PDF files. She repeated her insistence that COSCAN needed an advertising manager.
8. Communications Officer’s Report
Dr Eva Robards described her email contacts with the societies, both sending out and receiving material, and her use of the YASS website to display society information. She had had personal meetings with the Northamptonshire Anglo-Scandinavian Society, who had asked for (and received) more information about the benefits of membership; with the Anglo-Swedish Society, and with Finn-Guild. Her conclusion was that electronic contact was an important tool though it still needed improvement, and that direct contact was also vital.
9. Youth and International Officer’s Report
Helena Schmidt (by written report circulated at the meeting) said that our new Facebook site had 41 regular followers and over 200 visitors on some days. She asked members to visit the page and (for those with a Facebook profile) press “like”, and to email to her any material which could be included. She proposed raising income by putting advertising on the website, the modern way of funding which could work for us as the website was well established and had many followers. She hoped that we could look again at making European youth eligible for COSCAN travel awards.
10. Trust Fund/Travel AwardsReport
Dagmar Cockitt, drawing on a report by Dr Brita Green, said that resources were limited so from the 27 applications considered £50 was given to 9 applicants, £75 to 3 and £100 to 9, in total £1575. DFDS had continued their offer of free travel on the Harwich-Esbjerg route but few had taken advantage recently. The Trust Fund was in constant need of funds and was constantly fund-raising.
11. Conferences
The Copenhagen Conference was Kari Moss Wright’s last as Organiser, after sixteen years engaged on this task, and the meeting warmly applauded her remarkable achievement. Various possibilities for future conferences are to be considered by the Executive Committee.
12. Elections
The following were elected:
Chairman Dr Eva Robards
Treasurer Norman Pike
Executive Committee Peter Campbell
Ingelise McNulty
Kari Moss Wright
Helena Schmidt
Anna Sophie Strandli
Alfhild Wellborne
The President proposed that Peter Wright, who was resigning his post as General Secretary, should be appointed to a new post as Vice President, and this was approved with acclamation. (It was agreed subsequently, after the matter was raised at the AGM, that the Vice President like the President should not have a vote on the Executive Committee, although he would be entitled to attend all meetings.) No appointment was made of a successor as General Secretary, but the new Chairman will address this question.
13. Other Business
Ÿ The President put forward a proposal by Anna Sophie Strandli that Magnus Carlsen be given the International Award for 2011 for extraordinary achievement in the world of chess. The meeting approved this proposal.
Ÿ Dr Eva Robards, as Chairman, introduced the new Scandinavian Songbook produced by members of YASS, a mock-up of which was on display and which would be available for sale in good time for Christmas; and also the album of photographs of the 60th Anniversary lunch, copies of which could be made for those who wished.
Ÿ The new Chairman said that there would be a “brain-storming” meeting at 9.30 the following morning (Sunday 1 May) for all who wished to attend.
Ÿ The President concluded the meeting by paying warm tribute to all those who had submitted reports and had done such valuable work for COSCAN over the past period; and by thanking those who had attended. Peter Wright, as Vice President, asked the meeting to show their appreciation to the President on his leaving the post of Acting Chairman which he had filled for three and a half years.
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CONSTITUTION
1. NAME
The name of the Confederation shall be the Confederation of Scandinavian Societies of Great Britain and Ireland (COSCAN).
2. OBJECTIVES
The objectives of the Confederation shall be
a) to support the Scandinavian Societies of Great Britain and Ireland by acting as a coordinating body providing means of liaison between them, as well as between them and the Scandinavian countries;
b) to assist in the promotion of exhibitions, lectures, festivals, cultural exchanges, educational visits and other events;
c) to assist in the general promotion of knowledge of the Scandinavian countries in Great Britain and Ireland;
d) to hold meetings and conferences from time to time where members of Affiliated Societies and individual members shall have the opportunity of discussing the furtherance of these objectives.
3. MEMBERSHIP
Corporate membership
a) Affiliated Societies. The membership of the Confederation shall consist primarily of all Scandinavian, British Scandinavian and Irish Scandinavian Societies which wish to join. All individual members of such Societies will automatically be members of the Confederation and can participate in activities organised by the Confederation.The Confederation recognises the autonomy of each Affiliated Society.
b) Associates. Other bodies with related interests, which would like to support the objects of the Confederation, may be invited to join the Confederation as Associates. Any such invitation shall be approved by the Confederation at a General Meeting.
Individual membership
c) Honorary Members can be nominated by the Executive Committee and approved by the Confederation at a General Meeting.
d) Individual Members. Individuals, whether or not members of Affiliated Societies,
may join the Confederation and receive personal copies of publications by
the Confederation and communications from its Officers and Executive Committee.
4. ELECTION OF OFFICERS AND MEMBERS OF EXECUTIVE COMMITTEE
The following shall be elected at each General Meeting of the Confederation.
They shall hold office until the next General Meeting when they shall retire
and be eligible for re-election.
i) Chairman )
ii) General Secretary ) Honorary Officers
iii) Treasurer )
iv) Up to seven committee members
v) Honorary Auditor.
5. HONORARY PRESIDENT
The Honorary Officers may invite an individual of appropriate distinction to act as Honorary President of the Confederation. The President shall be entitled to attend General Meetings, Conferences and Executive Committee meetings, but the appointment shall not be for a fixed term or subject to approval by the General Meeting of the Confederation.
6. EXECUTIVE COMMITTEE
a) The Executive Committee will carry out the general policy of the Confederation, and provide management of the affairs of the Confederation.
b) The Executive Committee shall meet at least once a year. At least 21 days’ notice shall be given by the General Secretary of any meeting.
c) The Executive Committee may co-opt not more than four persons, who shall have full voting rights.
d) The Executive Committee may appoint officers, other than the three elected ones, from their own ranks, as the need arises.
e) Casual vacancies between General Meetings shall be filled by the Executive Committee.
f) The Executive Committee may delegate any of its powers to sub-committees, and any such sub-committee may be given power to co-opt, subject to the approval of the Executive Committee. The Honorary Officers shall be members of all sub-committees ex officio.
g) At meetings of the Executive Committee and any sub-committees, the quorum shall be not less than three of the voting members.
h) The Chairman shall have the power to act on behalf of the Executive Committee in urgent matters which may arise, provided that his/her action is reported to the next Executive Committee meeting or earlier to all Committee members direct.
7. MEETINGS OF THE CONFEDERATION AND REPRESENTATION OF MEMBERS
a) The General Meeting of the Confederation shall be held annually.
b) The Conference of the Confederation shall take place at intervals not exceeding two years, at a time and place to be decided by the Executive Committee taking into account the suggestions of the previous Conference. In a Conference year, the General Meeting shall normally be held during the Conference.
c) The business of the General Meeting shall include the adoption of the audited accounts of the Confederation, and the election (as set out in Article 4) of Officers and other members of the Executive Committee and of an Honorary Auditor for the ensuing year.
d) There shall be transacted at any meeting of the Confederation only those items of business specified in the notice thereof, and such items as theChairman in his/her discretion may allow.
e) Affiliated Societies shall each nominate one person to serve as Representative with voting rights at the General Meeting. Individual members and observers shall be entitled to speak but not to vote.
f) Associated bodies will be invited to send observers to meetings of the Confederation.
g) Members of the Executive Committee have voting rights at the General Meeting.
h) The quorum at a meeting of the Confederation shall be not less than half of the Representatives. However if that figure is not achieved, the decisions of the meeting shall be communicated immediately to all those Affiliated Societies not represented. If a total of more than half the Affiliated Societies signify dissent from any decision of the meeting, within sixty days, that decision shall be invalid.
i) At least 60 clear days’ notice in writing shall be given by the General Secretary of any meeting of the Confederation.
j) The Agenda, Minutes of last General Meeting and request for nominations for Executive Committee posts shall be sent out to Affiliated
Societies and individual members not less than 60 days before a General Meeting.
k) A Special Meeting of the Confederation maybe called by the Executive Committee and shall be called on the written demand of not less than ten Affiliated Societies.
8. INVALIDATION
The proceedings of the Confederation shall not be invalidated by any failure to appoint or any defect in the appointment, election or qualification of any member or any Officer.
9. ALTERATIONS TO THE CONSTITUTION
a) Alterations to the Constitution shall be made by a resolution passed by not less than two-thirds of the Representatives present and voting at a properly convened meeting of the Confederation.
b) Notice of such proposed alterations shall be sent to Affiliated Societies at least 90 days before a properly convened meeting of the Confederation.
10. FINANCE
a) The Confederation shall have the power to raise money by means of affiliation fees from Societies, membership fees from individual members, association fees from other interested bodies, and contributions from other sources.
b) The income and property of the Confederation shall be applied solely towards the prosecution of the objects of the Confederation, as set out in the Constitution, and no portion thereof shall be transferred by way of profit to any member of the Confederation, provided that nothing herein shall prevent the payment in good faith of reasonable and proper remuneration to any officer, or the repayment of out-of-pocket expenses.
c) The affiliation fee and individual membership fee for any financial year shall be decided at the immediately preceding General Meeting of the Confederation, and no Affiliated Society shall be liable for any further financial demands. The association fee shall be reviewed from time to time by the Executive Committee.
d) The Confederation’s financial year shall run from 1st January to 31st December. Once at least every year the accounts shall be audited by the Honorary Auditor.
e) Any assets remaining on dissolution of the Confederation, after satisfying any outstanding debts and liabilities, shall be used to further the objects of the Confederation in a manner which is exclusively charitable at law.
11. RESIGNATION
Any Affiliated Society has the right to resign from the Confederation at any time, taking effect from notice being given to the General Secretary of the Confederation. Any Society named to the Confederation by the Membership Secretary as not having paid its affiliation fee for the preceding two years can be deemed to have resigned.
12. DISSOLUTION
The Confederation may at any time be dissolved by a resolution passed by two-thirds of those present and entitled to vote at a Special or General Meeting of the Confederation.
(Distribution of funds, see 10e.)
13. ME presented the amendments to the Constitution which he had circulated earlier, including some later suggestions. These were agreed, with one change to Article 2d where the revised wording "to hold meetings and conferences" was agreed. It was noted that our shortened name is now to be written as COSCAN (Article 1) and members should use this form in future. PW commented that we are now in order as far as the Constitution is concerned.
Adopted at the General Meeting of 24 September 1983, with amendments passed at the General Meetings of 20 April 1991 and of 13 October 2007
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