Bristol Lesbian, Gay and Bisexual ForumOpen Meeting and Annual General Meeting

6 – 7 pm, Wednesday 12th January 2011Council House, College Green, Bristol

Minutes

NB Where a vote shows 'majority*', this means a visual majority, vs a small number of abstentions and votes against.

1. Apologies - see attendance list

2. Approval of last AGM notes – Notes passed as read

Titles in turquoise: get wording from the Agenda.

3. Vote on Trans proposal

Alan Palmer introduced the topic of Transgender inclusion

He explained briefly that the consensus has been that the Forum should be inclusive, although it had always included LGB people who happen to be Transgender, but the current proposal would extend this remit to Transgender people who do not identify as LGB.

Proposer: Alan PalmerSeconder: Peter MainVote: 4 against, 2 abstentions, majority in favourMotion carried

4. Vote on Constitutional changes

The Co-chair then introduced each of the proposals, briefly explaining the reasons for them:

a) Changing the word of the constitution to include T

Proposer: Alan PalmerSeconder: Matt WallisVote: 0 against, 2 abstentions, majority in favourMotion carried

b) Changing the name of the Forum to one of the list below or other, to be proposed.

One opposition was that the name of the Forum implies consultation and political debate.

1 of 11

Cllr. Main pointed to the value of the word 'Forum' for the Charity, that underpins its role in the City Council as a Major Consultee.

Jo MC Donald, Equality Officer at BCC, replied that the participation brief of BCC is not name-dependant.

The suggestion was offered, that the Forum could opt to have a 'Brand' name, expressed in a strapline, while retaining its Incorporated Charity name, containing all the necessary labels. The rationale given was that the full labels should be preserved, as many do not understand the ac-ronym LGBT, but that this could be used in the strapline, for brevity.

The name must be changed in any case, because of the Trans change.

It was explained by Cllr. Main that Bristol City Council could withdraw a portion of our funding in recognition of the extended remit.

Another suggestion was that we consider including The West of Eng-land in the name.

(1) Bristol Lesbian Gay Bisexual and Transgender Forum (adopted)(2) Bristol LGBT Forum(3) LGBT Bristol (strapline)(4) LGBT Avon (mooted)

A composite Proposal was put forward:

I) That the name of the organisation be changed to :

Bristol Lesbian Gay Bisexual and Transgender Forum

to retain the word 'Forum', which is indicative of the consultative role of the organisation and the full wording, spelling out the full, extended or-ganisation's constituency and remit.

II) That a strapline be adopted, from a choice of two:

1) Bristol LGBT Forum

Proposer: Emma BagleySeconder: Jo Mc DonaldVote: 12 in favour

2) LGBT Bristol

Proposer: Helen WebsterSeconded: Emily BennewithVote: 28 in favourOutcome: carried. The name of the Bristol Lesbian, Gay and Bisexual Forum is changed to:

Bristol Lesbian, Gay, Bisexual and Transgender ForumLGBT Bristol

2 of 11

c) Reducing the quorum to 10 or 5%.

Owing to the difficulties experienced at the recent AGM of 16 October 2010, which could not reach a quorum, members were asked to vote on reducing the quorum from 10 or 10% to 10 or 5%.

A question was tabled, as to why the absolute number of 10 was re-tained, and answered by the Chair, to explain that a smaller number would run the risk of significant constitutional changes being possible for a very small number of people; 10 is the absolute minimum number of people that could be deemed a democratic quorum.

Proposer: Alan PalmerSeconded: Peter MainVote: 4 against, 3 abstentions, majority in favourMotion carried

d) Allowing Proxy vote.

The proposal was brought forward as an additional safeguard to the democratic process of the Forum, allowing members to submit their votes by proxy, through members attending an AGM, thus increasing the accuracy and extent of consensus.

Proposer: Alan PalmerSeconder: Emily BennewithVote: 6 against, 2 abstentions, majority in favourMotion carried

e) Allowing Postal only vote.

The proposal would allow certain constitutional changes to be made by postal ballot.

An opposition was moved to this proposal unless there is a minimum quorum for the response. The threshold for this was explained as: [ask Sarah for exact details].

Another member voiced opposition, based on the lack of debate prior to a postal ballot. The Co-chair replied explaining that the preference would of course always be to hold an AGM or EGM, but the Develop-ment Worker explained these meetings are very expensive and the re-duction in BCC funding for 2011-12 forces the Forum to economise wherever possible.

The Administrator added that online e-Forums are about to be launched that will serve precisely this function: to allow open, detailed and frank debate, prior to a vote, whether at a meeting or by postal ballot.

3 of 11

One member asked whether the option of secure, online voting.

The Administrator replied, explaining that this has Data Protection im-plications, as it requires storing verifiable email addresses, names and addresses, on the host system, with security and cost implications.

Proposer: Alan PalmerSeconder: Emily BennewithVote: 9 against, 3 abstentions, majority in favourMotion carried

f) Remove gender labels.

This proposal, put forward by Helen Webster at the 2009 AGM, would remove the gender bias of the labels 'male' and 'female' ch-chair, and remove the need to force individual Trustees to adopt one or the other identity whether they are comfortable with it or not.

One member voiced the opposing view that there may be a risk that gender skewing in either direction might result, in the composition of the Management Committee. The Co-chair replied that the issue is linked to labels, not the actual gender balance and that the Forum would contin-ue to endeavour to reflect the composition of its membership on the MC, but that this is extremely difficult where members do not put them-selves forward for election as Trustees, limiting choice.

By way of a precis, a member clarified the feeling voiced at the last AGM about Transgender inclusion was intended to convey the view that Transgender is such a broad and complex issue that it may warrant its own Forum.

Proposer: Alan PalmerSeconder: Daniel SmartVote: 2 against, 6 abstentions, majority in favourMotion carried

g) Increase the term of office of 2 year for Trustees.

A member asked for clarification as to whether this forced Trustees to serve for the full term information was made. The Chair replied that any Trustee is at liberty to resign at any given point, during their term of office, but tha the amendment would make it possible for them to continue to serve for the 24 months without seeking re-election, and so dispensing with the need to stand down every 12 months.

Proposer: Alan PalmerSeconder: Suzanne DoyleVote: 0 against, 5 abstentions, majority in favourMotion carried

4 of 11

h) Expanding Forum remit to other areas.

Cllr. Peter Main moved the objection that Bristol City Council could reasonably further cut its funding, requiring the Forum to seek addition-al funding from other local authorities where it operates.

John Hesketh, Equality Officer for South Gloucestershire and Forum member, replied as a potential commissioner of work outside the great-er Bristol area.

He explained that any work his authority were to commission the Forum would be viewed as project work, additional to the Forum's commitment to its programme of funded outcomes for Bristol City Council and that he saw no conflict between the two.

Further comments from the Chair and others, pointed to how this could add value to the investment by Bristol City Council by adding to the fin-ancial resilience of the Forum, ensuring that it can weather the current financial crisis, ensuring its continued survival and increasing relevance.

Proposer: Alan PalmerSeconder: Daniel SmartVote: 2 against, 2 abstentions, majority in favourMotion carried

I) Increase the size of the MC from 10 – 12, Co-optees from 3 to 5.

In view of the difficulty of getting a quorum, with a relatively small MC, and the disproportionate amount of work individual Trustees are forced to take on, the increase would share out the burden of work and ensure a diversity of skills. Additionally, with an extended term in office, it could mean that a quorate MC can continue even where new Trustees cannot be found, or when resignations during the year threaten to make the work of the Forum unsustainable.

Proposer: Alan PalmerSeconder: Matt WallisVote: 1 against, 4 abstentions, majority in favourMotion carried

j) Make such changes necessary for Charity Commission.

The proposal is intended as a catch-all, to cater for changes in legisla-tion that come into force long before an AGM.

Proposer: Alan PalmerSeconder: Robin Corser-LangfordVote: 0 against, 2 abstentions, majority in favourMotion carried

5 of 11

5. 20010/11 Annual Accounts and Balance Sheet

Owing to the inquorate AGM of October, and the deadline for submitting the 2009-10 Accounts, these were circulated and approved by the Trustees, by email, and the original Accounts signed off by the Treasurer.

6. Adoption of Accounts.

Owing to the inquorate AGM of October, and the deadline for submitting the 2009-10 Accounts, these were circulated and approved by the Trustees, by email, and the original Accounts signed off by the Treasurer.

7. Annual Report 20010/11.

Report from the Co-Chair, Alan Palmer. - See Annual Report.

8. Reappointment of BCAP as Independent Examiners

Proposal: That BCAP, the Forum's current Accountancy service providers be reappointed as Independent Examiners for the next 12 months. BCAP have discharged their duties satisfactorily and at reasonable rates.Proposed by: Alan PalmerSeconded by: Daniel Smart (Treasurer)Vote: 0 against, 0 abstentions, unanimously in favourMotion carried

9. Election of Trustees.

Resignations.

The Chair offered the Forum's formal thanks to Laura Welti, former Co-Chair, who is standing down. Laura has served in various capacities and roles on the MC for the past 5 years.

Alan offered the Forum's thanks, for her tireless and essential working various capacities and roles. He explained that, as the Forum felt that she would be a loss to its governance, and given her generous offer of ongoing support, the MC would seek ways of inviting her to continue to contribute, in whatever capacity might suit her changed role, remit and workload, since the move of the Disability Forum into the Voluntary sector. In the coming weeks Trustees will explore this further.

Helen Webster echoed the sentiment and called for the whole meeting to offer heartfelt thanks to Laura for her unstinting work.

6 of 11

Additionally thanks were also offered to other outgoing Trustees, all of whom resigned earlier in the year:

Lucas Abdecian, who served as Treasurer .

Logan Blackburn, who served as Co-chair.

Stripe Issit, who served as Trustee.

Elections.

Nominations and election of new Trustees followed. Elections were not contested, and so the Management Committee was voted in block.

Proposer: Helen WebsterSeconded : Jo Mc DonaldNominations list: (overleaf)Vote: 0 against, 2 abstentions, majority in favourMotion carried

Candidate Vote Against AbstainedAlan Palmer

majority* 0 2

Anna RutherfordDaniel SmartDaniel CarpenterEmily BennewithMatt WallisCllr Peter MainDaryn Carter

The above Trustees were therefore elected as the Forum's new Management Committee for 2010-11.

10. Arrangement of dates for next MC meeting.

Election of Officers will be held at the next MC meeting, to be agreed.

Owing to the meeting over-running, it was agreed that the arrangement of dates for next Management Committee Meeting would be postponed until after the meeting.

11. Any Other Business

Sing Out Bristol

Bristol's LGBT choir is holding a big concert 19th Feb, in the Redgrave Theatre in Clifton, get tickets from the website.

7 of 11

Pride 2011

Anna Rutherford announced the date of Pride Day 2011 as 16th July and lead-up events in the preceding week. A meeting will be held for prospective volunteer on 31st Jan, 6-7. Details will be circulated via all possible channel, the newsletter, eBulletin and on the Forum website.

Equality and Community Cohesion Team LGBTHM programme.

Jo Mc Donald announce the forthcoming LGBT History Month flyer, that lists all LGBTHM events, to be circulated and made available through libraries and Community venues. The Forum will send the flyers out, post them on the website and the new eForums. Shout Out will advertise it.

Circulation of homophobic material in Horfield.

The Horfield Free Presbiterian Church has been circulating unsolicited newsletters, posting them through letterboxes. The September issue has been flagged to Equality and Community Cohesion as offensive, unsolicited, homophobic material. An officer has arranged a meeting with a representative of the church to address the issue, as a matter of the utmost urgency.

E-forums.

Toni Massari repeated her invitation to members, on behalf of the Forum, to visit the new eForums register and explore ways that these can be used to:

• increase membership engagement and participation• promote debate on general and specific topics• give the Forum Trustees and Staff feedback on work undertaken• offer suggestions, ideas, news and share information• reduce the number of meetings and so save carbon emissions• simplify electronic dissemination, saving paper use and postage• focus meetings by allowing prior discussion of agenda issues

[Addendum: visit http://lgbtbristol.forumotion.co.uk/]

Electronic distribution of Newsletter and other information.

Alan announced that the Forum will be working towards reducing costs by sending out information electronically, instead of using the post. An opt-in list has now been created for those who wish to continue receiving the hardcopy will operate; members who wish to avail themselves of this service should register with the office, confirming their postal address.

8 of 11

This means that:

• the Newsletter will no longer be posted to members, who will receive electronic copies instead

• eBulletins will continue to be sent to all members whose email we have on file; if members wish to receive these, please email the office

• Annual General Meeting information will continue to be sent by post, as this is a legal requirement, but the office will keep members informed of any changes in this requirement and switch to electronic dissemination if it should become permissible.

Police LGBT Liaisons Team.

An Avon and Somerset Police representative introduced herself as a member of the LGBT liaisons Team, one of the Constabulary's Community Safety Teams, and encouraged members to use the service to report incidents of hate crime, harassment or discrimination.

[addendum: the website address of the Team is: http://www.avonandsomerset.police.uk/community_safety/LGBTLiaisonTeam/index.aspx ]

Shout Out.

ShoutOut, the LGBT Radio programme broadcasting at 7pm on BCFM Vote for them as best radio programme on Pink Paper onlin eReaders' Survey – they are up against Gaydio, Radio 1 and Radio 2.

[addendum: vist http://www.shoutoutbristol.org.uk/aboutbcfm and, for the Pink Paper readers' Survey: http://www.pinkpaper.com/survey2011/ ]

9. Next MC meeting, Wednesday 11th November 2010

Toni to circulate last AGM minutes with apology to the attendees.

Meeting closed at 19:30

A summary table of all AGM Decisions is enclosed.

/Users/antonellamassari/Desktop/AGM Decisions Summary 120111.odt

9 of 11

10 of 11

Section Action/DecisionMotion/ by status

1 Send Toni text she would like on the advertising page for the School Governance information and links

Louise Bale DONE

asap

ACTION 1a

1 Put on the website a page about school governance, with links and documents supplied by Louise Bale.

ToniDONE

asap

ACTION1b

2 Circulate last year's AGM notes to attendees, with apologies, for email approval, as well as post them on the Website, for verification.

Toni asap

ACTION 2

3 That separate profit and loss accounts be presented in future, for Core and Projects, for the purpose of Annual Reports.

Helen W.

Put to Next MC

MOTION 3

3 Sarah to circulate an Accounts and Balance sheet errata sheet.

SarahDONE

asap

ACTION 3

4 That the Accounts be adopted as final, proper and correct

Robin, Alan W.

carried

DECISION 4

5 Post the Forum's Strategy on the website, under Documents, once Sarah has proofread it.

Toni asap

ACTION 5

7 Work on the motion to go to the membership that:I. the Forum extends its remit to include

Trans people; and II. the Forum to change its name to “Bristol

Lesbian, Gay, Bisexual and Transgender Forum” - BLGBTF

Helen WebsterSarah MinterJo McDonald

carried

DECISION 7

8 That the titles of the Co-chairs be changed to reflect the Forum's rejection of a dichotomous perception of gender, from: 'Male Co-Chair and Female Co-chair' to 'Lesbian Co-Chair' and 'Gay Co-chair'

Helen W.

Put to Next MC

MOTION 8

11 of 11