\title{Report of the 1994 \shortuktug\ AGM}
\author[R.~A.~Bailey]{R. A. Bailey\\
Hon.\ Secretary, 1991--95}

\newcommand{\shortuk}{UKTUG}

% Template for voting table: could be macroised. % RRR
% \begin{tabular}{lr}
% For& \\
% Against &  \\
% Abstentions &  \\
% \end{tabular}
\newcommand{\voting}[4]{\begin{quote}%
     \begin{tabular}{lr@{}l}
                  For& #1 & \\
             Against & #2 & \\
         Abstentions & #3 & #4
     \end{tabular}\end{quote}
}
\newcommand{\nemcon}{{\it nem.\ con}}
%%%
%%%
%and here is a macro left over from Chris's days as secretary!
\Hit0
\def\ithead#1{\advance\Hit by 1\leftline{{\bf \the\Hit. #1 }}}


\begin{Article}
\subsubsection*{Official report of the AGM of the UK \TeX\ Users
Group, held at the University of Warwick (The Staff Club Quiet Room, Rootes 
Building)\\ on Wednesday
19~October 1994 at 1100 hours }

There were about twenty members present. The following is a
brief summary of the business transacted; it is  categorized by,
roughly, the numbered agenda items.

\ithead{Report of the 1993 AGM}
This report had already been published in \BV~3.2.
Copies were also available at the meeting. The report 
was received as correct.

\ithead{Chairman's Report} The Chairman, C.~A.~Rowley, made his
report, which is printed following this article.

 \ithead{Approval of Accounts}
The Treasurer, P.~Abbott, gave his report. 
Copies of the unaudited accounts for 
1993--94 were presented. When audited, the accounts will appear in \BV.
A report on membership appears separately.

The following points were made during the discussion of the report.
\begin{itemize}
\item Although the financial year runs from 1~August to 31~July,  these 
accounts covered the period 31~August 1993 to 31~July 1994 only, because the 
accounts had been closed late the previous year.
%%%
%%% Chris says don't put the next item in writing in public
%%%
%\item The listed income of \pounds 666.68 for the \LaTeX3 Project consisted of 
%\pounds 215.00 in direct donations and \pounds 451.68 transferred from the 
%general fund to the \LaTeX3 project. The latter amount balanced  the sum 
%transferred by the NTG from their \LaTeX3 Project fund to their general fund.
%In this way the \UKTUG\ paid the NTG for the NTG CDROMs without any 
%international transfer of funds.
%%%
\item The meeting on 1~May 1993 had been a visit to John Wiley and Sons, 
at Chichester, arranged by G.~Granger. Because of the generosity of Wiley,
the Group had incurred no expenditure on this meeting.
The meeting thanked John Wiley and Sons for its generosity.
\item Although TUG~'93 had been run by a separate committee, it had used the 
\UKTUG\ bank account to save on bank charges. Therefore the accounts show some 
items connected with TUG~'93 which do not formally form part of \shortuk's 
activities: there should be no such items in future accounts.
\end{itemize}


 \ithead{Appointment of Auditor(s)}
The Treasurer reported that Colin Smith would audit the accounts for 1993--94.
Colin Smith was reappointed auditor for 1995.

 \ithead{Membership Fees}
The Treasurer proposed the following motion, on behalf of the committee:
\begin{quote}
\it The membership fee for 1995 shall be \pounds 20.00 for full membership or 
\pounds 10.00 for full-time student membership. Anyone who joins the UK \TeX\ 
Users' Group on or after 1~October 1994 will, for the above fee, become a 
member until 31~December 1995, although they will be ineligible to vote on
business of the UK \TeX\ Users' Group until 1~January 1995. 
\end{quote}

P.~Abbott, in his personal capacity, then proposed an amendment: that the 
second sentence be replaced by
\begin{quote}
\it
Any individual member who pays his or her subscription for one calendar year 
before the end of the previous calendar year shall be entitled to pay at the 
rate for the previous  calendar year.
\end{quote}
R.~Fairbairns seconded the amendment, which was passed \nemcon. The amended 
motion was then passed \nemcon.

 \ithead{Meetings Fees}
The Treasurer proposed the following motion, on behalf of the committee:
\begin{quote}
\it 
Meetings and workshops shall be costed to break even. The surcharge for 
non-members 
shall be the greater of \pounds 10 and rounded 10\% of the members' meeting 
fee. 
There shall be a 
discount for booking before a specified date.
\end{quote}
J.~Fine then proposed an amendment: that the word {\em ordinarily\/} be 
inserted after the second occurrence of the word {\em shall}.
M.~Clark seconded the amendment, which was passed \nemcon. The amended 
motion was then passed \nemcon.

 \ithead{Institutional Membership}
The Committee Secretary reported that,
in accordance with Clauses 2(1) and 15(2) of 
the Constitution, the Committee had determined that the regulations for 
institutional members should be:
\begin{quote}
\it
\begin{enumerate}
\item 
Each institutional member shall
nominate a single person as a point of contact.
\item The person so nominated shall
receive five copies of each issue of \BV. 
\item
For each institutional member,
up to 20~people from that institution shall be allowed to attend 
\UKTUG\ meetings at the members' rate, so long as they identify 
themselves, on the booking form, as being among their institution's quota.
\end{enumerate}
\end{quote}
There was some discussion of this issue, with members pointing out that the 
regulations should specify the
voting rights, if any, and eligibility for Committee membership, of persons 
belonging to an institutional member. It was agreed that the Committee would 
resolve these issues, and publish revised regulations early enough that
Institutional Membership would be available for 1995.
The revised regulations are published elsewhere in this issue of \BV.

\ithead{The  institutional members annual subscription} 
The Treasurer proposed the following motion, on behalf of the committee:
\begin{quote}
\it The membership fee for 1995 shall be \pounds 100.00 for institutional 
membership.
\end{quote}
This was passed \nemcon\ with one abstention. However, the Committee
was asked to consider whether, in future, the quoted sum of {\em
  \pounds 100\/} could be replaced by a phrase such as {\em five times
  the annual subscription for a full member\/} so that there would not
need to be a separate vote on the level of the subscription for
institutional members.  
\ithead{Election of Committee} 
Of the previous
committee (excluding the Chair), P.~Abbott (as Treasurer), M.~Clark,
J.~Fine and A.~S.~Jeffrey continued. Of those retiring, R.~Fairbairns
stood for re-election. Further nominations for committee membership
had been received for D.P.~Carlisle and C.~Hewlett.  These three people
were all elected to the committee, bringing the total size of the
committee to seven (excluding the Chair).

Subsequently, the committee co-opted R.~A.~Bailey and S.~P.~Q.~Rahtz. 

\ithead{Report on \BV} S.~P.~Q.~Rahtz, the current editor the Group's
newsletter \BV, gave a short report on the first full year in which
\BV\ had appeared at intervals of approximately two months.  He
thanked the members of the Committee for their help and support, and
all contributors. He encouraged all members to send in articles for
publication in \BV.  \ithead{Topics for Meetings} The membership made
the following suggestions for meetings.
\begin{itemize}
\item Basic training. (This idea provoked much discussion, because although 
there always seems to be a demand for basic training,  those training courses 
that are organized by the \UKTUG\ do not attract many participants. It was 
suggested that perhaps the Group should simply provide trainers at meetings 
organized by others, or pass on names of professional (La)\TeX\ trainers.)
\item A meeting for university academic registrars, or members of their 
departments, to address such issues as: regulations for the appearance of 
PhD theses set in (La)\TeX; databases for syllabuses of modules in modular 
degrees.
\item Front ends to \TeX, with demonstrations and stalls where participants 
could try out the front ends on PCs.
\item Conversion between word-processing packages and \TeX.
\item Organization by the 
\UKTUG\ of part of the next Euro\TeX\ meeting, which will
be in Maastricht in 1995.
\end{itemize}
 \ithead{The Archive}
R.~Fairbairns
reported that the `Aston Archive' had been successfully moved to 
Cambridge, where it was now housed at the University of Cambridge Computer 
Laboratory. 
It was being run on a shoestring, but its home was secure. It was being
run by the volunteer labour of R.~Fairbairns, M.A.~Johnson and S.~P.~Q.~Rahtz. 
The meeting expressed its sincere thanks to R.M.~Needham, the head of
the University of Cambridge Computer Centre, for allowing the Archive
to be mounted there.


 \ithead{Services to Members}
P.~Abbott and R.~Fairbairns reported that the Committee had increased its range
of services to members during the year (for more details, see the Chair's 
report). In addition, a special issue of \BV\ devoted to 100 Frequently Asked
Questions would be published in December 1994.

P.~Abbott asked if the Group should have a fax number. The Committee said that 
it would look into the suggestion.

 \ithead{Thanks}
P.~Abbott thanked the retiring members of the Committee for their work.
P.~Taylor thanked P.~Abbott for creating the Archive at Aston and maintaining 
it there for so many years.


The meeting closed at about 1300 hours.
\end{Article}