Notes for Chairs report 2011

1. Call AGM to order

2. Apologies for absence

David Walker, Alex German

3. Chair’s report

· Thank sponsors Hill’s (congress sponsor) Vetoquinol (case report sponsor) and Pfizer (travel scholarship sponsor).

This is the last year for me (KM) to serve as Chair

· The programme committee (Stijn, Sheena and Mark D) have done a great job and produced a great programme and David and Yvonne for sterling work advertising on listserve etc. Stijn had the job of physically carrying the heavy notes here.

Yvonne particularly has done everyone’s jobs and has streamlined processes by making a task list for each committee role.

Thanks to Mark M for work as treasurer (who would like to step down as he has a new business to take care of. He will stay on if the need arises).

Thanks to Rebecca for sorting ICC it has certainly been more efficient, to Marge Chandler for organising notes even though now off committee, David W for PR –increased awareness a lot though mail shots. Thanks to Allie W secretary who is also due to step down this year – kept going through tricky family times. Also thanks to Allie’s hubby Jason who has previously audited accounts but now due to change in position in his real job will step aside but Allie offered to continue doing the auditing.

Sheena is going to take the lead on programme

We wish to have a new formal committee position to deal with the forum as this has previously been handled by Ian

· Any ideas for next years programme we have been trying to offer a mix of topics – please post any ideas on the on forum

· Website /forum– continue to encourage use of discussion forum, research trial advertising etc Ian Battersby has done some great work and the forum s being used well – documents such as advertising research projects and new features features and minutes can be uploaded into wiki.

· Antibiotic working group ( IB to comment on progress)

· Constitution – no changes recommended unless vote to lose 1st/2nd proposer. It was discussed and there was a majority in favour to stop new members having to be proposed and seconded by SAMSoc members. We will include a sentence in the constitution that allows a veto vote for members who are troublesome. IAB to action

· Membership and finances to be covered by Yvonne and Mark

· Longer term – We wish the society to grow in size and have good meeting and attendance. We need to try to continue relationship with current sponsors, identify new sponsors, maintain case report prize – great input again this year. Good interest in travel scholarship this year.

Despite the meeting being run at a loss (mainly as a result of the expense of catering) we will increase cost of meeting to subsidise this. There was a majority vote for keeping lunch (lunch – 23.80 + VAT/delegate and water is £1.50/delegate)

· Encourage members to consider coming on committee if and when new members needed.

4. Membership report

136 members with 63 at meeting last year?

This year 118 members, 25 were new members and 68 at 2011 meeting.

Please let the membership secretary know if there is any change in email address.

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5. Forum Report (Ian Battersby)

120 people are active on the forum, with 200 discussions since forum started. Plea to members not to be afraid to have an opinion – just disagree nicely!

6. Treasurer’s report

In 2010 there appears to be an improved profit, however that is because last years Hill’s sponsorship came in late.

Members registered earlier for the meeting this year which was helpful.

The bank balance total is financially sound.

In 2010 the meeting made a loss of £3000 this was supported by £2000 sponsorship.

Pfizer are committed to provision of £500 to be put towards the sponsorship of the antibiotic committee’s poster.

b. KM thanked the treasurer

7. Programme committee report by Stijn

Took on board comments from last meeting, talks are now 45 mins long, Most members want a human speaker.

It can be challenging to find speakers and to devise a programme so any ideas are welcomed please feedback via the vetsurgeon.org forum

8. Antibiotic Committee report

This is a small committee with a remit to produce empirical guidelines to moderate use of antibacterials/ provide useful suggestions. The aim was for it to be a poster but currently it is a 40 page document. There is planned a meeting with BSAVA to produce a draft later on the day of the satellite meeting. Ian Battersby to maintain updates.

9. Election/reelection of committee members

a. Anyone standing down – if so we look to floor for volunteers & thank outgoing person

Allie Woodward, Mark Maltman in 2011

a) Vice - Chair – Kate Murphy is standing down, however she has volunteered to stay on as Vice Chair and this was passed with a majority vote.

b) Chair – Majority vote for election of Ian Battersby (proposed by Allie Woodward and seconded by Mark Goodfellow

c) Secretary – Rebecca Littler has volunteered to take over role of Secretary and step down from her role as ICC liaison.

d) Treasurer – Mark Goodfellow proposed KM and Seconded IB

e) Programme – Stijn is at the end of his term but is happy to continue.

f) Membership Secretary – Yvonne is happy to continue and this was universally approved by vote.

g) ICC Liaison – Alison Collins proposer - KM and seconded - IB

h) Forum – Alex Gough proposed. KM seconded- IB

10. Election of new members

All new members were voted in en bloc

 11.  Pfizer thanked but project was planned to proceed with bsava assistance without input necessary from external bodies.

12. Any other business

a) vote on needing proposer/seconder when joining was discussed and it was agreed to remove this from the constitution and membership forms (action IAB and membership secretary). IAB will amend the constitution to allow committee veto if needed on a membership application, it is not expected that this would need to be considered often if ever

b) vote on : notes format - paper or on usb (would need sponsorship of usb - or an increase in charge of subs) Plan to get feedback on this from forum. ACTION Sheena Warman

c) vote on : should committee members pay registration for meeting (we do

currently and have historically - all members to pay for this year). A majority vote agreed that committee members get free SAMSOC membership.

d) Vote:- lunch to continue to be provided. Catering to be kept but cost of meeting will be increased to take this into account.

e) Check everyone is aware record of attendance for CPD is within meeting notes.

13. Incoming and welcome of the new Chair – Ian Battersby who thanked Kate for all her hard work.

14. Date of next meeting

a. 11th April 2012