1. HOSPITAL RADIO
CHELMSFORD
General Meeting
27th September 2011

2. AGENDA
• Welcome • Financial report, balances, income &
expenditure
• Apologies for absence
• Items for general discussion
• Minutes of previous general meeting • Ideas of expenditure to improve
service
• Vote to agree true record of previous • Internet streaming
meeting
• Officer Updates
• Matters arising from last meeting
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

3. AGENDA
• Financial report, balances, income &
expenditure
• Apologies for absence
• Items for general discussion
• Minutes of previous general meeting • Ideas of expenditure to improve
service
• Vote to agree true record of previous • Internet streaming
meeting
• Officer Updates
• Matters arising from last meeting
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

4. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Minutes of previous general meeting • Ideas of expenditure to improve
service
• Vote to agree true record of previous • Internet streaming
meeting
• Officer Updates
• Matters arising from last meeting
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

5. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Vote to agree true record of previous • Internet streaming
meeting
• Officer Updates
• Matters arising from last meeting
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

6. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Matters arising from last meeting
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

7. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Election of Committee
• New members wishing to apply for full • Formal vote of coopted positions of
membership at next meeting Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

8. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Election of full members/associate
membership • Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

9. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Changes to Constitution & Rules for • Any other business
Membership
• Closing remarks, date next meeting

10. CONSTITUTION CHANGES
Proposal 1
7.
Mandatory Officers
At each Annual General Meeting of the Charity the full members shall elect from amongst those
who have been full members for 6 months immediately proceeding the election, a Chairman,
Secretary, Treasurer and Station Manager (the “Mandatory Officers”), who shall hold office from
the conclusion of that meeting until the next election of Mandatory Officers required under this
clause 7 and clause 8.
At each Annual General Meeting of the Charity the full members shall elect
from amongst those who have been full members for 6 months immediately
proceeding the election, a Chairman, Secretary and Treasurer (the
“Mandatory Officers”), who shall hold office from the conclusion of that
meeting until the next election of Mandatory Officers required under this
clause 7 and clause 8.

11. CONSTITUTION CHANGES
Proposal 2
8.
Executive Committee
8.1 The Executive Committee shall consist of not less than 5 officers and not more than 6
officers being:
i) The Mandatory Officers specified in Clause 7;
ii) Not less than 1 General Officer and not more than 2
General Officers elected at the Annual General Meeting, being:
* Communications Officer
* Membership Development Officer
8.1 The Executive Committee shall consist of not less than 4 officers and no
more than 6 being:
1) The Mandatory Officers specified in Clause 7
2) Officers in the posts of
* Station Manager
* Communications Officer
* Membership Development Officer
3) General charity officers if none of the posts in 8.1.2 are filled

12. CONSTITUTION CHANGES
Proposal 3
11.
Meetings and Proceedings of the Executive Committee
11.5
Three voting Officers of the Executive Committee shall be deemed as a quorum.
11.5
Two voting Officers of the Executive Committee shall be deemed as a
quorum.

13. RULES FOR MEMBERSHIP
CHANGES
• 4.1.3 Those persons standing for election must attend the meeting, and the proposer and
seconder must also be in attendance. Those persons standing for election must not be present
during the election.
• 4.1.3 It is strongly recommended those persons standing for election must
attend the meeting, and that the proposer and seconder must also be in
attendance. Those persons standing for election must not be present during
the election.

14. AGENDA
• Financial report, balances, income &
expenditure
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

15. AGENDA
• Items for general discussion
• Ideas of expenditure to improve
service
• Internet streaming
• Officer Updates
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

16. FINANCIAL REPORT
• Current Account. £3972.40
• Business Account. £21,376.86
• Reserve Fund. £15,000
• Available Fund. £6376.86
• Cash
Correct as of 13:00 27th Sept 2011

17. FINANCIAL REPORT

18. FINANCIAL REPORT
• Income

19. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club

20. FINANCIAL REPORT
• Income
• £1,875.
Chelmsford Mildmay Rotary Club
• Membership Fees

21. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine

22. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT

23. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT

24. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT
• Expenditure

25. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT
• Expenditure
• £300. IRN (Sky News)

26. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT
• Expenditure
• £300. IRN (Sky News)
• £40. HBA Membership

27. FINANCIAL REPORT
• Income
• £1,875. Chelmsford Mildmay Rotary Club
• Membership Fees
• £3,000. Smile Magazine
• Annual Donation from MEHT
• Expenditure
• £300. IRN (Sky News)
• £40. HBA Membership
• £502.87. Headphone, TV’s, engineering items and
replacement HD’s from units misplaced

28. FINANCIAL REPORT

29. FINANCIAL REPORT
• Bank Accounts
• Open accounts that are more suitable for the funds
we have available
• Useof cheques
• Charity paying its suppliers and expenses
• Charity collecting its membership fees
• Supplementaryincome
• Co-op Charity Card
• HRC eStore
• Gift Aid

30. ITEMS FOR GENERAL
DISCUSSION
• Ideas of expenditure to improve service
• Internet streaming

31. NEWSROOM PROPOSAL
• Newsroom equipment would be the same as used for
Outside Broadcasts
• Upgrade Myriad to enable voicetracking and log access on
laptop
• Buynew mixer which integrates with Myriad and would
enable voicetracking and show records to be done in
newsroom allowing normal studio training to continue in
other main studio

32. NEWSROOM PROPOSAL

33. NEWSROOM PROPOSAL

34. NEWSROOM PROPOSAL
• Costs
• Myriad Upgrade = £539 exc VAT
• New Mixer = £1799 exc vat and delivery

35. AGENDA
• Officer Updates
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

36. AGENDA
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

37. STATION MANAGERS
REPORT
• New engineering room sorted
• Production office emptied and sorted
• Equipment & Asset tracking now underway
• Programming moving forward under the guidance of SL &
DM
• New server installed and running
• Internet Broadcasting via our website being explored
• Studio Engineer (external) has been appointed to resolve
desk issues

38. COMMUNICATIONS OFFICER
REPORT
• Hospital Management Engagement
• Magazine
• Signage
• Branding
• E-News

40. MEMBERSHIP DEVELOPMENT
OFFICER REPORT
• Missing in action
• Naturally progression
• Induction meetings
• Training and development

41. AGENDA
• Election of Committee
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

42. AGENDA
• Formal vote of coopted positions of
Treasurer and Membership
Development Officer
• Calendar of events
• Any other business
• Closing remarks, date next meeting

43. CALENDAR OF EVENTS
• Sat 1st Oct - last day to pay fees or membership lapses
• Sat Dec 3rd - High Chelmer Christmas Outside Broadcast
and collection
• Sat Dec 3rd - HRC Christmas Bash
• End Dec - cut off awards entries
• Fri 30th Mar - Sun 1st Apr 2012 - HBA Conference, AGM
and Annual Hospital Radio Awards

44. CLOSING / DATE OF NEXT
MEETING