Annual General Meeting Minutes – 25/03/2021

Annual General Meeting

Held on Thursday, 25th March 2021
At 8:15pm, virtually on Zoom

As a result of continued Government restrictions, we are, again, unable to meet
at our usual venue so it was decided by the Committee that we would hold our AGM
over Zoom on the above date.

Minutes

1. Zoom Attendance:
   Martyn Lockwood, Andrew & Elaine Smith, Anne Brooks, Peter Moring,
   Ann & Duncan Padfield, Heather Brady, John Stewart, Graham Logan,
   Patrick & Marion Griggs, John & Carol Riley, John & Kay Doyle,
   Jane Adair.

   Not online but voted by proxy:
   Jill Hinman, Herbert Larkman, John & Maureen Meddows,
   William & Jeanette Readman.

   Apologies but voted by proxy:
   Margaret Miller, Colin Green, Eddie Cracknell, Ken & Mary Venables.

   Numbers participating both online and offline: 28

   Note:
   All those who voted by proxy were in favour of the proposals made by the
   Executive Committee.

2. Minutes of the previous meeting held on 24th September 2020 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 support
      during the past year, when we have been unable to hold our regular monthly
      meetings. However, we have managed to hold a ZOOM meeting each month,
      with a short talk and I would encourage more members to log in.
      The meetings last a maximum of 40 minutes.

      We have managed to issue 4 journals during the year, and I am grateful to
      those members who have supplied articles. Without their support and with
      the Essex Records Office having been closed for the majority of the year
      it would have been increasingly difficult to find sufficient material to
      fill the pages. If any member has something to contribute, please get in touch.

      Finally, I would like to thank the committee for their support.
      Hopefully, it will not be too long before we can all meet in person.

      Martyn also confirmed that the next Journal would be due for publication
      in June. He also added that plans are currently in place to resume face to
      face meetings at Toot Hill Village Hall on 24th June.

      In conclusion he offered grateful thanks to Andrew for hosting the monthly
      meetings over Zoom.

   2. Secretary’s Report: Andrew Smith/Jane Adair

      The year began much as usual with the February 2020 meeting held at
      Toot Hill Village Hall. Covid-19 and the ensuing government guidelines
      meant that the rest of our meetings at Toot Hill Village Hall were
      cancelled for 2020. It had been hoped, when government guidelines were
      eased during the summer, to resume meetings but the guidelines for hire
      set out by the Village Hall Committee made any prospect of meeting up
      impractical with regards to social distancing.

      The quarterly Journal was produced although the March 2020 edition was
      not printed, because of the temporary closure of the Print Centre, but
      was emailed to Members. Those Members who are not online were sent a
      letter and a “printed at home” copy.

      Andrew hosted Zoom meetings every month from April with extra meetings
      in August, September, and December although attendance at these is smaller
      than usual. Martyn and Andrew have led these meetings with interesting
      short talks, quizzes, and discussions.

      The AGM normally held in March was postponed and re-scheduled for
      September 2020 on Zoom. Details were sent out including a form for proxy
      voting ensuring that those who were unable to attend would have an ability
      to vote. In this way we were able to achieve a quorate for the AGM to go
      ahead. At the AGM Andrew was confirmed as Treasurer and I took over as
      Secretary. I offer my grateful thanks to Andrew for all his good work as
      Secretary over the past few years and his support to ensure a smooth handover.

      We held 2 Committee Meetings with the August meeting being held in
      Anne Brooks’ garden observing the rule of 6. We look forward to being
      able to meet up again and hope that the latest Government roadmap will
      provide us with an opportunity later in the year.

   3. Treasurer’s Report: Andrew Smith

      Approval of draft accounts for the year ended 31st December 2020.

      Please see attached Receipts and Payments Account and Treasurer’s Report.

      Andrew thanked all members for their prompt payment of subscriptions and
      confirmed that there would be no change in these.

      Proposed: John Riley
      Seconded: Anne Brooks

      The motion to approve the accounts was carried unanimously.

5. Subscriptions for the year beginning 1st April 2021

   It is recommended that the membership fee remains at £10.00 individual,
   £15.00 for family membership. It is recommended that when we do meet again
   at Toot Hill Village Hall that the entrance fee be £1.00 for members,
   £3.00 for visitors, but for Christmas and AGM evenings when special
   refreshments are served that it be £2.00 for members and £5.00 for visitors.

   Proposed: Elaine Smith
   Seconded: Graham Logan

   The motion to approve the subscriptions was 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: Jack Stewart
   Seconded: Ann Padfield

   The Committee was elected en bloc and this was carried unanimously.

7. Programme For 2021

   Monthly meetings will continue to be held over Zoom with Andrew Smith hosting.
   The speaker for the April meeting will be Ann Padfield who will talk about
   Hill Hall during the years it was an HMP Prison. In May Andrew will give his
   Part 3 talk about Essex Churches.

   It is envisaged that we may be able to return to Toot Hill Village Hall in June
   when Martyn reported Neil Wiffen had indicated that he would be willing to come
   along to talk about The Home Guard in Essex.

   In July Patrick Griggs will give a talk on New River.

   Martyn has also agreed a programme of speakers for the rest of the year.

8. Any Other Business: None
9. Date of Next Annual General Meeting:
   Thursday, 24th March 2022

The meeting closed at 8:32pm.