MINUTES OF THE BLYTHE SAPPERS

45^th MANAGEMENT MEETING

Held on Wednesday 7^th March 2007 at the Army & Navy Club, London

(Chairman Sapper Stuart Sinclair)

Those Present

Sapper S Sinclair Chairman

Sapper J Fitzmaurice Future Chairman 2008

Sapper R Wilsher Honorary Treasurer

Sapper C Peacey Honorary Auditor

Sapper J McLennan Honorary Secretary

Sapper L Inge Chatham Dinner Secretary

Item 1. Opening Remarks.

1. The Chairman Sapper Sinclair welcomed the Committee and a special welcome to Sapper Inge for attending.

Item 2 Apologies

2. Apologies received from Sapper Caulfield, Regimental Colonel, Sapper Hamilton.

Item 3 Minutes of the meeting of December 2006.

3. The Minutes were noted. There were the following changes

§ Sapper Lewin was added to the “apologies”

§ Paragraph 10b The letter from Spr Fidler. The following was added “It was noted that BS Adventure Training Funds are available to Gurkhas and members of the TA neither of whom contribute through the Days Pay Scheme”

§ Paragraph 10e The following was added “for 2005 & 2006”

Item 4 Matters Arising.

4. a. Membership of the Institution of Royal Engineers. At the last meeting, the Hon Sec raised the question of whether or not future applicants of the BS should be Members of the Institution of Royal Engineers. After some discussion the proposal was rejected.

b. Membership Spr Peacey asked about the membership of Spr Westbrook (outstanding subscription) -- the Chairman Spr Sinclair said he will take action.

Action: Chairman

c. Membership Numbers 2005 & 2006 Spr Peacey asked for the information he has provided on the membership numbers to be attached to the Minutes of the AGMs for 2005 & 2006. The Secretary to action.

Action: Secretary

Item 5 Finance.

5. a. Budget Proposal & SOFA 2006. Spr Wilsher presented his budget proposal for 2007. The budget and the Hon Treasurers comments are at Annex A.

Spr Peacey raised the fact that coffee for the BS Management meeting had not been approved in the past and asked for retrospective approval.

Carried

b. Honorary Auditors Comments Spr Peacey gave his comments and these are attached at Annex B.

§ Cheques should be banked as early as possible to earn as much interest as we can.

§ There must be an audit trail for the number of those who are attending for lunch with those who we are billed for by the Club. Secretary to keep the notification slip of the contract between us and the club.

§ Membership Subscriptions needs to be monitored. Those who join in the October or December meetings will not be charged until the following year. Where there is a member who has died (and we still receive a subscription) or resigned the family would be informed at the start of the following year so as not cause embarrassment.

§ Outstanding Members who have not paid include Sprs Gardiner, Whitmore, Westbrook, Jenkins who have not paid for some years and the Chairman will write to them -- Honorary Treasurer to give details of addresses to Chairman.

Proposal: That the Budget & SOFA 2006 be approved:

Carried

Item 6 Corps Report

6. The Corps Report was presented by Sapper McLennan and is attached at Annex C.

Item 7 Casualties since Last Meeting

7. There were no causalities since the previous meeting.

Item 8 Nominations for New Members

8. The following were nominated for Membership:

Applicant	Proposer	Seconder
Rev Father John R Humphries	Spr Ian Stewart	Spr Stuart Sinclair	Approved
Lt Col (Retd) Fred Sheppard	Spr Jim Winter	Spr Stan Huggett	Approved

Item 9 Attendance & Arrangements for Luncheon -- 7^th March 2007.

9. There will be 70 taking lunch which includes 12 guests. The Principle Guest is Rear Admiral Richard Cobbold CB, Director, Royal United Services Institute for Defence & Security Studies. Those who are attending for the first time and should ask to stand to introduce themselves are Sprs Burford, Cooper, Grainger.

Item 10 Any Other Business

10. a. Future Chairman. The Chairman asked the committee for agreement that the present policy of the alternation of Gentlemen & Players be changed to “the best man for the job”. Consideration for the Chairman 2009 needs to be given thought. The Secretary was asked to produce a list for the number of times members had attended lunch for the next meeting. The Chairman asked for suggested names from members of the committee.

b. Chatham Guest Night ‘07. Sapper Inge gave the Committee a quote of £48.32 per head to include pre-dinner drinks (available at the entrance), wine at the table and the “pulling of the cloths” or “slips”. There will be additional costs for the accommodation & breakfast. It was agreed that the bar should close at 2330hrs. The security code to the REHQ Mess will be issued to those attending the function by the Secretary who will brief the front gate guard. The RE Orchestra is booked and the timings for the evening will be 1930 for 2000hrs.

c. Derby Day Draw. The Chairman asked Sapper Wilsher to lead on the sale of tickets on the day and to recruit other Sappers to assist -- the Secretary will also help.

d. Official Guests. The Committee agreed that Commander Holt should be invited to the December 2007 Christmas Luncheon.

e. Blythe Sappers Cup Final. The Blythe Sappers Cup Final will take place on

Friday 4^th May 2007 -- location of the event is not yet known.

f. Adventure Training. The Honorary Treasurer informed the meeting

that £4,489.40 is in the BS fund available to the Regt Col for distribution to worthy adventure training exercises. 2x£500 had been allocated to a recent exercise for the TA to climb a mountain in Alaska. A report on the Everest Expedition was requested from the Regt Col as part of his next report on Corps Matters.

g. Expenses. The Chairman directed that the subject of expenses to be added to the next Agenda.

Item 11 Date of Next Meeting

11. The next meeting will take place at 1000hrs on 30^th May 2007 and will be followed at 1100hrs by The Blythe Sappers Council Meeting.

Sapper Stuart Sinclair

The Blythe Sappers

Chairman

Sapper John R McLennan

The Blythe Sappers,

Honorary Secretary

May 2007

March 2007

Annex A to Blythe Sappers Management Mtg 7^th May -- Budget 2007

2007 BUDGET PROPOSAL				THE BLYTHE SAPPERS

				2003		2004	2005	2005	2006	2006	2006	2007
				Actual		Actual	Budget	Actual	Budget	FOO	Actual	Budget
												PROPOSED
OPENING BALANCE			Notes	2,540.00		2,723.00	2,533.79	2,533.79	2,865.00	2,865.00	2,865.28	3,472.57

Income
Subscriptions			1	2,665.00		2,805.00	2,850.00	3,000.00	3,000.00	3,145.00	2,985.00	3,000.00
Joining Fees			2	190.00		200.00	250.00	300.00	300.00	220.00	190.00	200.00
Bank Interest			3	9.00		73.00	110.00	136.12	120.00	159.00	173.12	170.00
Sweepstake Profit			4	705.00		505.00	600.00	477.00	500.00	187.00	187.00	250.00
Donations			5	35.00		169.00	50.00	109.00	50.00	115.00	115.00	50.00
Misc surplus on functions			6	73.00		70.00	-	95.00	-	-	462.68	-

Totals				6,217.00		6,545.00	6,394.00	6,650.91	6,835.00	6,691.00	6,978.08	7,142.57

Expenditure
Secretarial/Treasurer postage etc			7	383.00		657.00	500.00	286.88	300.00	325.00	245.47	250.00
Honorarium			8	500.00		500.00	100.00	250.00	250.00	300.00	350.00	350.00
Club staff gratuity			9	100.00		100.00	100.00	100.00	100.00	100.00	100.00	100.00
Lunch Guests			10	175.00		338.00	234.00	156.00	246.00	205.00	205.00	213.00
Donations, misc			11	-		100.00	50.00	-	50.00	50.00	50.00	50.00
Committee Room hire and expenses			12	30.00		360.00	360.00	389.20	360.00	420.00	479.80	480.00
Blythe Sappers Adv Trg & CP Fund			13	2,300.00		1,700.00	2,000.00	2,500.00	2,500.00	2,500.00	2,000.00	2,800.00
Miscellaneous, Renewal of website domain			14	-		-	-	-	-	59.00	58.75	59.00
Sundries, incl engraving of salver			15	6.00		26.00	500.00	11.00	500.00	10.00	16.49	15.00

Totals				3,494.00		4,011.00	3,844.00	3,693.08	4,306.00	3,969.00	3,505.51	4,317.00
Closing Balance				2,723.00		2,534.00	2,550.00	2,957.83	2,529.00	2,722.00	3,472.57	2,825.57




NOTES	YEAR
				THE BLYTHE SAPPERS
		INCOME
1	*2006*	Subscriptions from 19 new members received
	2007	The Income from subs is expected to remain steady
2	*2006*	Joining fees from 19 new members received
	2007	Estimated 20 new members, 5 per quarter
3	*2006*	Bank Interest for the 12 months was £173.12, averaging £14.43 per month
	2007	Interest rates have improved. Leave the fund grant in the bank till near year end to maximise interest. Fund is healthy at RECCT
4	*2006*	£487 was raised from sale of tickets for the Derby Draw. £300 was paid in prizes. But see serial 5
	2007	More rigorous sales required.
5	*2006*	Spr Lloyd-Owen donated his £100 sweepstake win back to B/Sprs. There were 2 other donations.
	2007	Reduced. Not counting on Spr Lloyd-Owen winning again.
6	*2006*	£181.45 surplus on lunches. The Dinner had a surplus of £340.03 There was a £41 refund (181.45+340.03 - 41 = £480.48)
	2007	Tighter control of event finances proposed.
		EXPENDITURE
7	*2006*	Secretary's expenditure = £181.64, Treasurer expenditure = £57.83. Total £245.47
	2007	Estimated to remain steady
8	*2006*	Honorarium to Asst Sec was raised to £350 by the Management Committee
	2007	Assumed to remain at the same level
9	*2006*	As is the practice, £100 grant was sent to A & N Staff Christmas Fund
	2007	To remain at £100
10	*2006*	Four guest speakers plus Asst Sec invitation to Christmas Lunch
	2007	Same as 2006
11	*2006*	£50 donation to ABF in remembrance of Spr Howell
	2007	Contingency
12	*2006*	Committee Rm hire is £90 per meeting. In addition £87.60 for coffee and tea, £3 for photo-copying
	2007	Estimated at the rates.
13	*2006*	2 x £1000 grants to fund approved by Mangt Comm.
	2007	£2800 to be approved by Management Committee.
14 & 15	*2006*	Renewal of web-site domain			Engraving of salver for Chairman and gift of book for Spr Muller whilst 'off sick'
	2007	Web-site costs estimated at same rate. Engraving of salver for outgoing Chairman continues.

Auditors Comments on SOFA 2006

The Blythe Sappers

Auditors Report to the Management Committee on the Accounts for 2006.

General. This report is supplementary to the standard wording as given with the accounts themselves. I am satisfied that the accounts have been adequately kept, with no evidence of any fraud or other wrongdoing. Nevertheless, I do have a few criticisms and recommendations.

Timing of Payments into Bank Account. The Clydesdale Bank allows us a reasonable rate of interest on the balance in our account. It was noticed that cheques from members for lunches and the guest night were kept until the events and then paid in together. Since cheques are often sent to the Assistant Secretary a long time before the events, we would gain more interest if cheques were banked soon after receipt. This used to happen with the previous Assistant Secretary. Similarly, cash from the sweepstake should be banked without delay.

Lunches. Last year I commented in my report to the Committee that “there were discrepancies in two of the accounts from the Army and Navy Club for lunches, which were passed by the Secretary to the Treasurer for payment (and paid)”. The Treasurer could not be present at the meeting when this was discussed but I explained to him that the numbers billed for October and December had differed from those who attended, indicating that the Secretary authorised invoices for payment somewhat too readily. The Committee had agreed that he should be more careful in future. This situation did not improve in 2006. At the May lunch we made a surplus because the Club charged us for one lunch less than the number booked to attend; at the December lunch we were charged two less, reduced long after the account had been authorised for payment to one, when the Secretary advised the Treasurer of another refund due. That still left one member who must have been entitled to a refund, but who was not identified. The Secretary should not authorise the Club’s lunch invoices for payment until he can confirm that the number of lunches taken agrees with his figures. Obviously, we should not pay for more lunches than are taken but equally, if refunds are due, we should be able to pay them to the members concerned. A clear and auditable system is needed for recording any changes and notifications to the Club.

There were also difficulties last year and in 2006 in matching the advance payments made by members for their lunches with the payment of cheques into the bank. For the March 2006 lunch, no breakdown was given of the cheques received and paid in, but the total came to £22 more than it should have been; someone must have paid too much and been entitled to a refund. There was also no breakdown for the December 2006 lunch cheques, even though the total received matched the amount expected.

Membership Subscriptions. Last year I reported to the Committee “there were difficulties in checking against the List of Members to confirm that all subscriptions had been paid. Some subscriptions had been paid by or on behalf of past members who had resigned or passed on, and these had been accepted without any thought of whether or not they should be returned; the Committee should give a policy ruling on this.” It was indeed discussed by the Committee, even though the minutes are brief. I explained that we needed a clear policy on subscriptions paid by bankers’ orders on behalf of past members. Most of those from deceased members are probably paid out from previous joint accounts which have then become accounts in the name of the widows alone. I propose that bank transfers from widows made more than a year after their late husband’s death should be refunded with a request that the mandate be cancelled. Members who have resigned and are (probably ?) still alive, should have cancelled their orders themselves, so there need be less scruples over accepting their payments. I recommend that a decision should be made by the Treasurer in each case as to whether to accept payments as donations or make refunds. Transfers should only then be entered against Subscriptions if they are from current members. With members who have overpaid for some reason, usually the fault of a bank in not understanding the instructions on the bankers order, the transfer should initially be entered as an Overpayment, then either be repaid, charged against Overpayments or, if agreed with the member concerned, transferred as a donation. No balance should remain against Overpayments at the year-end.

In 2006, all bank transfers (other than known donations) were booked as Subscriptions whether or not the originator was a current member. The lists of members having varied during the year on account of casualties and elections, it was a difficult task to check that all subscriptions due had been received and to identify those outstanding. This was eventually completed, sufficient to provide the Secretary with a list of those with subscriptions outstanding and a few remaining queries over membership.

Until early 2006, it had been customary for the joint £20 entry fee and annual subscription of new members elected in October and December to cover both the current and immediately following year. By the time that bankers orders had been completed and processed, there was little if any of the year of election still to come, the annual subscription was therefore allowed to cover two years. Following the recent change of Secretary, Assistant Secretary and Treasurer with the new post of Membership Secretary, the system for preparing and sending out draft bank mandates was altered, without differentiation for those elected in October and December. Several of these new members have thus effectively paid twice for their first annual subscription. The second payments, where they have occurred, have been considered as Overpayments, put into Creditors and the accounts have been adjusted accordingly. The Committee will have to decide firstly whether the old policy should continue and, secondly, whether the overpayments of which there were 13 should be returned to those who paid them or be suggested as donations.

JCP 1 Mar 07.

BS Corps Report -- Annex C

BLYTHE SAPPERS MEETING 7 MAR 07 – CORPS REPORT

1. Royal Engineer effort remains dominated by ongoing Operations, for which we continue to deliver outstanding support recognised by commanders at all levels. Ops TELIC (Iraq) and HERRICK (Afghanistan) remain our main commitments but we also have soldiers on Ops in the Balkans, Sierra Leone, Cyprus, Falklands, Northern Ireland (NI) and on the UK Mainland.

Operations

2. Iraq MND(SE). A high tempo of strike ops to disrupt insurgents in Basra continues. However, sustained attacks against MNF continue. Rebasing of forces (construction of a new log base for over 4000 troops) and Force Protection (approx 35 rocket attacks per week) continues to absorb the majority of sapper effort. An additional troop has deployed for 6 weeks to reinforce the effort. 38 Engr Regt Gp deployed in Nov 06 until Jun 07 and includes 2 x Fd Sqns (11 & 25), 61 Fd Sp Sqn and half of 63 Wks Gp and 17 Fd Sqn (EOD). They will be replaced by 22 Engr Regt Gp in June 2007.

3. Southern Afghanistan. A convergence of events is taking place, the consequences of which are not yet clear. They are; ISAF leadership change, impending arrival of UK lead of RC(S), incomplete discussions over UK force uplift, Counter Narcotics efforts and the much media-trialed enemy campaign season. Musa Qaleh has fallen to the Taleban. The Kalaki Dam area is being cleared by 42 Cdo with 59 Sqn in support. Sangin and Naw Zad remain quiet. 28 Engr Regt continues to provide R&D leadership focus and has committed approx $5M to date. They are employing some 400 Afghans on projects province wide. The main airstrip is to be upgraded for C-17 during 2007. A temporary operating strip is being prepared to allow this project to start. 28 Engr Regt Gp deployed in Oct 06 with 2 x Fd Sqns (59 and 42), 45 Fd Sp Sqn and the other half of 63 Wks Gp and 17 Fd Sqn (EOD). They will be replaced by 26 Engr Regt Gp from April 2007.

Manning (stats are as at 1 Jan 07 and compared with figs as at 1 Nov 06)

4. Officer strength is 1204 against a liability of 1202, undermanning is 0.2% or +2 officers (up 18). PVR is currently 3.7% which is an improvement of 0.4%.

5. Soldier strength is 7622 against a liability of 7980, undermanning is -4.5% or -358 soldiers (down 2). PVR is currently 7.4% which is an improvement of 0.2%. The recruiting situation is positive and our recruiting ceiling has been raised.

Regimental Affairs

6. The Corps Secretary post has now been re-advertised – does anybody want a job? The first female sapper officer to win the Sword of Honour started her RETCC in Jan 07.

7. The Corps Memorial at the NMA will be opened on 1 May 07.

8. The Museum has enjoyed its best year yet for visitors with over 17,000 through the doors and over 100,000 website visitors.

9. The Corps will commemorate the FI25 at Chatham on 16 June. Coaches are available to move veterans to London on 17 June.