Annual General Meeting Minutes – 23/03/2023

Annual General Meeting – 23 March 2023

Held on Thursday, 23 March 2023 at 8:00pm at Toot Hill Village Hall

Minutes

1. Welcome and Attendance

Our Chairman, Martyn, welcomed everybody to our 23rd AGM.

Present: Martyn Lockwood (Chairman), Andrew Smith (Treasurer), Anne Brooks (Committee), Elaine Smith (Committee), Peter Moring (Committee), John Riley, Carol Riley, Mark Wreford, Eddie Cracknell, Duncan Padfield, Anne Padfield, Jacquie Eykelbosch, Alexander Eykelbosch, Peter Eykelbosch, Ann Lockwood, Pauline Mockett and Jane Adair (Secretary/Minutes).

Apologies: Patrick Griggs, Marian Griggs, Richard Cook, Ann Cook, Martin Shaw, John Adair, Herbie Larkman, Mary Venables and Ken Venables.

The number of members attending was 17, so a quorum could be met.

Visitors: Ruth Wood and Linda Denman.

2. Minutes of the Previous AGM

The minutes of the previous AGM held on 24 March 2022 were approved as a correct record.

3. Matters Arising

None.

4. Reports

(a) Chairman’s Report – Martyn Lockwood

2022 proved to be another successful year for the Group, with a variety of speakers, with a few returning for a subsequent talk. We continue to look out for interesting speakers and so, if you come across one, then please let us know. Our programme for 2023 is full.

Sadly, we have lost several members during the past 12 months and, although our numbers at the moment are good, we need to encourage people to join. Our attendance at meetings is good. Our meetings are advertised in the Ongar News.

We continue to produce four newsletters a year and we still manage to find articles of local interest to fill the pages.

Many thanks to the Committee for their support, especially in the kitchen, and to those who have written articles for the Journal.

(b) Secretary’s Report – Jane Adair

During 2022 all eight meetings were held at Toot Hill Village Hall and were well attended. We had interesting talks provided by four speakers from the Group and a further four external speakers increased the variety of talks.

Our AGM was held in March at Toot Hill Village Hall where 20 members attended, which ensured we could be quorate for the meeting to go ahead.

Additionally, we held two Committee Meetings, one in August 2022 at Anne Brooks’ house and the other in February 2023 at my house. We would welcome anybody who would like to join the Committee, so please do approach any Committee Member if you would like to join us.

I would like to conclude with my thanks to my fellow Committee Members and that we can look forward to another interesting year of talks.

(c) Treasurer’s Report – Andrew Smith

Andrew presented a draft of the accounts for the year ended 31 December 2022. Please see the attached Receipts and Payments Account together with the Treasurer’s report.

He went on to explain the accounts, highlighting increases in speakers’ expenses which were largely due to increases in fuel costs. There had also been an increase in hall hire, again largely as a result of increased fuel costs, and it is expected that the hall hire charge could be increased during the coming year. All other increases had been in line with expectation.

The motion to approve the Receipts and Payments Account for the year ended 31 December 2022 was:

Proposed: John Riley
Seconded: Anne Brooks
Carried unanimously.

5. Subscriptions for the Year Beginning 1 April 2023

Andrew explained that, as a result of the Group income currently being able to meet our expenses, the Committee was not recommending an increase in subscriptions. However, in order to cover any projected increases for the coming year there would be a proposal to increase the entrance fee.

It was therefore recommended that the membership fee remain at £15.00 for individual membership and £30.00 for family membership.

It was, however, recommended that the entrance fee per meeting be increased to £2.00 for members but remain at £5.00 for visitors.

The entrance fee for Christmas and AGM evenings, when special refreshments are served, would also remain at £2.00 for members and £5.00 for visitors.

Proposed: Eddie Cracknell
Seconded: Elaine Smith
Carried unanimously.

6. Election of Committee

The Constitution requires one Committee member for every 10 members (para. 6.1). The following Committee Members offered themselves for re-election and were recommended by the Executive Committee:

• Chairman: Martyn Lockwood
• Treasurer: Andrew Smith
• Secretary: Jane Adair
• Other Members: Anne Brooks, Peter Moring and Elaine Smith

Martyn, the Chairman, had received an indication from a member, Jackie Pepper, that she would like to join the Committee. She subsequently confirmed her wish and, although she was not in attendance, was elected to the Committee.

Proposed: Mark Wreford
Seconded: Jackie Eykelbosch
Carried unanimously.

7. Programme for 2023

Martyn outlined a comprehensive programme of speakers on a diversity of subjects for the year until November 2023. This is listed in the current magazine.

8. Any Other Business

Visit to Copped Hall: Martyn confirmed that the Away Day visit to Copped Hall was booked and confirmed for the afternoon of 11 May 2023. He currently had 10 people who were interested and had paid. He asked if there was any further interest.

There was no other business.

9. Date of Next Annual General Meeting

To be confirmed, as our usual meeting day for March 2024 is Maundy Thursday.

The meeting closed at 8:20pm and was followed by a short talk from Anne Brooks on the subject of The Romans in Ongar. This was then followed by wine and nibbles.

Receipts and Payments Account

For the year ended 31 December 2022

Payments

Note

A Receipts and Payments Account deals only with the cash transactions in the year, so does not adjust for payments due to or from the Group.

One transaction was paid late. Insurance (£75) was paid in January 2022.

The payment for the December 2022 edition of the Journal was made in February: £32.21.

£705 was collected in membership fees from 48 paid-up members.

Andrew Smith
Treasurer & Membership Secretary
31 January 2023