BRIXMIS Association 23rd AGM - 27 October 2007

Present

Lieutenant Colonel (Ret’d) S C H Cleveland MBE RRF         -           Chairman

Group Captain A J Pennington RAF (Ret’d)

WO I Jebson

Mr D G Dawson

Mrs S Warne

Wing Commander J G Elliott MBE RAF (Ret’d)                     -           Acting Secretary

and 44 members and their partners.

Apologies

Wing Commander M Knight RAF

Major (Ret’d) W A Hogg

Major (Ret’d) G H Greaves

Lieutenant General Sir John Foley, KCB, OBE, MC, DL and 127 members.

The Chairman opened the meeting at 1800 hours and thanked everyone for attending. He welcomed in particular members who attended for the first time: Paul and Joanna Abram (Paul was confirmed as an Honorary Member at the last AGM and he had kindly accepted the post of Honorary Chaplain to the BRIXMIS Association), Charles and Ruth Wimhurst and Liz Williams.   In addition, a special welcome was made to Peter Johnson who, following a serious illness over a number of years, has recovered well and was able to attend the reunion.

Formal thanks were also made to WO Ian Jebson for organising the AGM and dinner to be held in the WOS & Sgts Mess at RAF Northolt.  A letter of thanks would be sent to both the Station Commander and to the Mess CMC.   It is hoped that the AGM & Dinner in 2008 will be at the same venue (Saturday 25 October).

1.         Minutes of the 22nd AGM.

The minutes had been circulated and in addition were available at the meeting. The meeting was asked to approve the minutes as a true record.

Proposed:  A Grant

Seconded: C Ayling

Approved unanimously.

2.         Matters Arising

Blazer badges have now been amended as mentioned in the minutes.

3.         Hon Treasurer’s Report

The accounts for the period ending 30 September 2007 were presented to the meeting. The profit in the ‘shop’ on sale of goods is normal – last year’s figure was more than usual because of the Diamond Jubilee.

The minus figure in the data base is because of the payment for the 2-yearly licence for the web site.

The high figure for the surplus on functions is mainly due to last year’s AGM, where the Mess estimated the cost, on which the price to members was set, but which was less when the invoice was presented. This year’s cost should be a truer figure.

All monies have now been collected for the Battlefield Tour in Germany, and the Diamond Jubilee Fund has a residue or £514.63.   After note:  This does not include money raised by Sandy Warne through the sale of football scratch cards which, including takings on the night of the AGM, amount to around £500.

With sales of goods still at a steady rate, we end the financial period with a very healthy bank balance of £3,683,31

There were no questions from the floor.  The meeting was asked to approve the minutes as a true record.

Proposed:  A Johnson

Seconded: E Moore

Approved unanimously.

4.         Hon Secretary’s Report

As reported in the Newsletter, we have recruited eight new members in the past 12 months:

Paul Boulton                            - RAF Special Section 71-73

Derek McConnachie               - RCT Driver 83-84

David McGregor                      - NCO i/c RAF Admin 63-65

Brian Sykes                             - Army Tour NCO 89-90

Jo Hoare (née Thompson)      - Chief’s PA 86-88 and Deputy’s PA 88-90

Ron Hogg                                - RAF Driver 70-72

Liz Williams                            - WRAC Staff Clerk 75-77

Charles Wimhurst                  - RAF Driver 74-77

Since the newsletter was issued, we have added one more:

Pete Trenerry                          - RAF Driver 81-84

There was a successful reunion held in the Bath area in September organised by Tony Johnson. They reported as follows:

Over the weekend of 29/30 September, 28 members who live in the South West met in Bath for a ‘bit of a bash’. 20 went out for an evening meal, which was enjoyed by all. On the Sunday morning, they were joined by another eight members and boarded the ‘John Rennie’, a floating restaurant, on the Kennet and Avon Canal. They then had a 4-hour cruise, during which a 3-course meal was served, as far as the Dundas aqueduct. They were lucky with the weather which, although a bit chilly, was nice and bright. At the end of the cruise, they all went their separate ways but looking forward to next year’s outing (After note: Planned for the weekend 12/13 Jul 08).  A photograph will be put on the web site.

We sadly report the deaths of Mick Rostron on 25 September (RAF Driver 86-88) and Alan Gibbs MBE on 23 October (MHWO 76-78). The Chairman and members stood for a minute’s silence in their memory.

5.         Election of Committee

The Secretary reported that all the current members were willing to stand again, but asked the meeting if there was any member who wished to put him/herself forward for election. There was none. (After note: If any absent Member wishes to serve on the Committee, please contact the Chairman or the Hon Secretary).

The meeting was asked to approve the continuation of the current committee en bloc.

Proposed:  D Cockburn

Seconded: A Harrison

Approved unanimously

6.         Honorary Membership:

There are three applications for honorary membership:

Bill Ayres                     - Mission House Signaller 1952

Proposed: J Elliott

Seconded: D Picton

Wendy Hebden           - Civilian clerk/typist 1982-85

Proposed: G Greaves

Seconded: M Colton

John Butler                  - Mission House Signaller 1971-73

Proposed: J Elliott

Seconded: M Colton

All three approved unanimously

A question from the floor wondered if Mission House Signallers should be honorary or full members. The Chairman agreed to investigate. (After note:  The Constitution requires that to be a full member, the person has to have been on the posted strength of the Mission)

7.         Chicksands Museum Project

The Chairman reported that the Chicksands Museum Project, to have a BRIXMIS annex was still progressing. There was no successful outcome from the Calico film project as yet, although much historical information was recorded that would otherwise have been lost. We are now processing a bid to the National Lottery Heritage Fund for £150k, that would include BRIXMIS/The Military Intelligence Museum  providing 10%, that is £15k. (See below for the proposal to buy Premium Bonds). The President and Group Captain Dick Bates have offered to help with the completion of the necessary forms. However, there is a possibility that Chicksands might also put in a separate bid and we need to discuss with them the way ahead. Geoff Greaves is currently at a seminar with Brig Brian Parritt, Chairman of the Museum Trustees, and hopes to find out what is happening. The Chairman said that he would keep the membership informed.

A question from the floor wondered if the BRIXMIS membership could donate a sum per head to help with the fund raising. The Chairman responded that, with the exception of the events surrounding the Diamond Jubilee Anniversary, it had never been the policy of the Association to charge members more than the cost of each event that they attended, and that we would try to maintain that if possible.

In response to a further question, the Chairman confirmed that the Museum at Chicksands was open to the public, with the only stipulation of notifying the Guardroom for access onto the camp area.

8.         Mission Title

The Chairman briefed the membership that there had been various titles for the Mission over the years, including in the early days ‘The British Exchange Mission’ (hence BRIXMIS) and towards the end ‘The British Commanders’ in Chief Mission to the Western Group of Forces’. However, since for the majority of the time that title had been ‘The British Commanders’-in-Chief Mission to the Group of Soviet Forces in Germany’, that would be the title used by the BRIXMIS Association.  On some memorabilia, the words ‘Group of’ are omitted, purely on the grounds of space available.

9.         Constitution Amendment

The Chairman reported that in order to apply for a grant for the National Heritage Lottery Fund for the Museum Project, the Fund required that any recipient should be non-profit making. He recommended that there be an additional sentence to Paragraph 1 of the BRIXMIS Association Constitution:

‘The BRIXMIS Association is a non-profit making organisation’

Proposed: S Cleveland

Seconded: A Johnson

Approved unanimously

10.       Premium Bonds

The Chairman reported that the committee had discussed ways of raising money for the Museum Project.  One was to hold £1000 of the Association’s funds in Premium Bonds. At present, the interest on the savings is nil,  and we are unable, as an Association, to get competitive savings rates. With Premium Bonds, there is a chance of a big win while at the same time keeping the capital safe. The money would have to be held by individuals. There would have to be safeguards in case the holder(s) died. There was a short discussion about safeguards and the Chairman made it clear that the details of the holding arrangements would be completely transparent and that the Members would have access to the numbers so that they could check on any winnings.

The Chairman proposed that £1000 of the Association’s Fund be used to buy Premium Bonds, which could be held in blocks of £250, or £500 or one block of £1,000.  They would be held by volunteer members of the Committee, with sufficient safeguards to ensure that the money involved belonged solely to the Association.

Proposed:  S Cleveland

Seconded: N Walton

Votes for: 20. Votes against: 6

Motion approved

11.       Charity Status Application

Andy Pennington briefed on the requirements for becoming a Charitable Status Organisation (in order to gain tax benefits). His initial research indicated that we needed to show an education capability (possible via the Museum), that we would need an annual income of £15k (probably a non-starter), and that we would need a board of trustees and produce a complex annual report (probably not worth the effort and assuming we could raise the volunteers).

Initial indications were that we would not be able to meet the criteria for an application for Charitable Status.

12.       Remembrance Sunday and National Memorial Arboretum

There were insufficient volunteers to apply to march at the 2007 Remembrance Sunday Parade at the Cenotaph in London.  Alex Grant volunteered to lay a wreath at the NMA in November. A question from the floor suggested we look at participation in the Festival of Remembrance at the Albert Hall. The Chairman agreed to investigate.  (After note:  The wreath was ordered on Mon 29 Oct and sent to Alex Grant)

13.       Commemorative Items

The Chairman reported that the orders were about to be placed for commemorative items. He asked the members to confirm their details on a list at the meeting.  All Members who ordered items will be contacted by email or ‘snail mail’ to confirm acceptance of prices, and overall details will be placed on the website for viewing by other members.   A small shop stock of these items will be held by the Hon Secretary.

14.       Spring Function

The Acting Secretary reported that the Committee was still investigating the possibility of a Spring gathering at the Cold War Museum, and would report when the situation was clear. (The Museum has so far failed to respond to phone calls). Tony Johnson said that the Museum itself was good, but that the catering was poor. Alex Grant volunteered to go to the Museum and to report to the Committee. The Acting Secretary asked that if any members had suggestions for alternative venues they should tell the Committee; any suggestion for a venue should have some background details (size, cost, catering arrangements, suggested date) already completed. Alex Grant said that the Leeds Armoury was okay but that he did not know the catering arrangements.   (After note:  Mark Knight has confirmed that there are suitable catering facilities at RAF Coningsby, if it was decided to visit the Battle of Britain Memorial Flight as an alternative venue).

15.       Any Other Business

One member suggested that there should be an ‘amnesty’ on Mission items (including classified items) that might be held in Members’ homes’ that could be returned for suitable display (e.g. the Chicksands Museum).

Frank Naylor reported that he had raised £12 from the sale of aluminium film cases during his sifting. He passed the money to the Acting Treasurer. He also showed a DVD during the evening of some of the imagery that he had sifted. (Film sifting coordinator’s note: That bodes well for future use of the imagery that is being sifted).

The new Members asked that their thanks be conveyed to Sandy Warne and Geoff Greaves for their helpful and welcoming attitude.

A request was made that the newsletter be sent in Word format. Some members were unable to decipher the mail. The Chairman agreed to see if the Web Master had any advice. (After note:  The Newsletter is sent in Word format.  However, it is in Office 2003 format, which some members’ older software might not be able to read).

A request was made for money to be sent electronically instead of by cheque. The Chairman said that he would seek the views of the Hon Treasurer. (After note: We do not have this facility).

Sandy Warne raised £187-80 during the evening with competition cards.

The meeting was closed at 1858 hours.

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