Annual General Meeting Minutes – 24/03/2022

Annual General Meeting

Held on Thursday, 24th March 2022
At 8:00pm at Toot Hill Village Hall

Minutes

1. Our Chairman, Martyn, welcomed everybody to our 22nd AGM.

   Present:
   Martyn Lockwood (Chair), Andrew Smith (Treasurer), Elaine Smith (Committee),
   Anne Brooks (Committee), Herbert Larkman, Patrick Griggs, Anne Padfield,
   Duncan Padfield, Heather Brady, Pauline Mockett, Ann Lockwood, Joan White,
   Ken Venables, Mary Venables, Mark Wreford, Eddie Cracknell, Jacqui Eykelbosch,
   Alexander Eykelbosch, Peter Eykelbosch, Jane Adair (Secretary).

   Apologies:
   Margaret Miller, John Adair, Peter Moring (Committee), John Riley,
   Carol Riley, Jack Stewart.

   The number of members attending were 20 so a quorum could be met.

2. Minutes of the previous AGM held on 25th March 2021 were approved as a
   correct record.

3. Matters Arising: None.
4. Reports
   1. Chairman’s Report: Martyn Lockwood

      I would like to take the opportunity to thank members for their continued
      support, after a sustained period when we were unable to hold meetings
      in person. Our meetings in person resumed towards the end of 2021,
      and whilst we recognise that there was a reluctance of some members to
      mix, they were in the main well attended. Membership has declined
      slightly during the year, and the Committee are anxious to increase the
      number of members.

      4 Journals were issued during the year, and I am grateful to those
      members who have supplied articles and pieces of information to be
      included.

      We now have a full programme of talks for 2022, on a range of various
      aspects of local history.

      Finally, I would like to thank the Committee for their support.

   2. Secretary’s Report: Jane Adair

      We commenced 2021 again in lockdown so were unable to meet at Toot
      Hill Village Hall. Andrew hosted Zoom meetings monthly from February to
      July with some interesting talks by Martyn, Andrew and Anne Padfield
      which were moderately well attended. I am sure I speak on behalf of
      everyone in thanking them for the work and interest they put into
      preparing these talks.

      Our AGM was also held over Zoom in March where details were sent out,
      including a proxy form, ensuring that we had sufficient attendance and
      proxy votes to enable us to be quorate and for the AGM to go ahead.

      Additionally, we held 2 Committee Meetings in August 2021 and February
      2022 at Anne Brooks’ house.

      We commenced meetings at Toot Hill Village Hall in August and achieved
      4 meetings with excellent speakers which were well attended.

      Sadly, we reported the death of two of members during the year,
      however, we also welcomed 2 new members.

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

   3. Treasurer’s Report: Andrew Smith

      Andrew presented a draft of the accounts for the year ended 31st
      December 2021. Please see attached Receipts and Payments Account
      together with Treasurer’s report. Andrew went on to explain that HSBC
      had introduced charges effective from November 2021 and how these
      would impact on our accounts. He also explained other increases and
      the impact these would have.

      Mary Venables suggested that we explore changing our account to the
      Metro Bank in Chelmsford who currently are not charging. However,
      Martyn commented that he understood that the Metro Bank wasn’t
      stable, and this was confirmed by Patrick Griggs, therefore, we would stay
      with HSBC for the time being.

      
      The motion to approve the Receipts and Payments Account for the year
      ended 31st December 2021
      

      Proposed: Ken Venables
      Seconded: Eddie Cracknell

      Carried unanimously.

5. Subscriptions for the year beginning 1st April 2022

   Andrew presented the budget showing expected increases in costs such as
   hall hire, speakers costs, bank charges, to support the proposal to increase
   subscriptions. He also noted that there hadn’t been an increase since 2015.

   In light of these expected increases, it was recommended that the
   membership fee be increased to £15.00 individual, and £30.00 for family
   membership. It was recommended that we keep the entrance fee per
   meeting at £1.00 for members, but increase the entrance fee to £5.00 for
   visitors, however, for Christmas and AGM evenings when special
   refreshments are served that this will remain at £2.00 for members and
   £5.00 for visitors.

   It was explained that we need to have sufficient funds in our account to
   cover our costs for a year.

   It was queried as to whether the entrance money could be included in the
   subscriptions. It was explained that entrance money was collected to cover
   the cost of refreshments on the night.

   Proposed: Patrick Griggs
   Seconded: Peter Eykelbosch

   Carried unanimously.

6. Election of Committee

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

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

   Proposed: Joan White
   Seconded: Mary Venables

   Carried unanimously.

7. Programme For 2022

   Martyn confirmed that he had a full programme of Speakers on a range of
   subjects regarding local history and that this was listed in the current
   magazine.

8. Any Other Business

   Jacqui Eykelbosch suggested that we could perhaps look at a visit to a venue
   of local interest. She suggested perhaps Ingatestone Hall or the Warner
   Archive in Braintree. Martyn confirmed that this had been discussed at
   Committee and that a visit to Copped Hall may be proposed as we will have a
   speaker from there during the year.

9. Date of Next Annual General Meeting:
   Thursday, 24th March 2022

The meeting closed at 8:40pm and was followed by a short talk from Martyn
entitled ‘Seek and You Will Find’.