Annual General Meeting Minutes – 26/03/2026

Annual General Meeting

Held on Thursday, 26th March 2026
At 8:00pm at Toot Hill Village Hall

Minutes

1. Our Committee Member, Anne Brooks, welcomed all those present to our 26th
   Annual General Meeting. In the absence of our Chairman, and with the agreement
   of those present, Anne took on the role of Acting Chairman.

   Anne opened the meeting with an announcement that, very sadly, our Chairman,
   Martyn, had died on Wednesday morning, 25th March 2026. He would be very much
   missed for his enthusiasm and energy in his Chairmanship of the Group over the
   past 13 years. The Group send their sincere condolences to Ann and the rest of
   the family.

   Anne then went on to outline the history of the Group, recalling that it first
   met on 24th February 2000 when Anne Padfield gave the first talk. She outlined
   the aims as being 4 indoor meetings and two visits per year, the first of which
   was a walk around Stapleford Tawney and Theydon Mount, with a second outing
   being a hedgerow survey in Greensted. There was also an aim to produce 4
   magazines per year.

   She noted that at the first AGM there were 49 members, with Rob Brooks taking
   on the role of Chairman. She then went on to list the various Officers and
   Committee Members of the Club, some of whom are still members today.
   Additionally, she listed many of the visits made by the Group in the early years.

   Anne had also brought along some of the Group’s early Newsletters for Members
   to look at.

   Present:
   Anne Brooks (Acting Chairman & Committee), Andrew Smith (Treasurer),
   Elaine Smith (Committee), Heather Brady, Anne Padfield, Nick Turner,
   John Doyle, Kay Doyle, Mary Venables, Ken Venables, Mark Wreford,
   Eddie Cracknell, Marion Griggs, Patrick Griggs, Jane Adair
   (Secretary & Minutes)

   Apologies:
   Pauline Mockett, June Faux, Michael Leach, Carol Riley, John Riley

   The number of members attending were 15 so a quorum could be met.

2. Minutes of the previous AGM held on 27th February 2025 had been previously
   circulated and were approved as a correct record.
3. Matters Arising: None
4. Reports
   1. Chairman’s Report

      Martyn was too unwell to provide a Chairman’s report. Anne, in her
      capacity of Acting Chairman, noted that Martyn had very much enjoyed his
      time running the Group. He had sourced some very good Speakers both from
      inside and outside of the Group and had produced an excellent quarterly
      magazine, spending much time at the Essex Records Office researching
      articles of interest which were also supplemented by articles written by
      members of the Group.

   2. Secretary’s Report: Jane Adair

      During 2025 all 8 meetings were held at Toot Hill Village Hall, however,
      they only attracted small audiences. There were interesting talks provided
      by 4 external Speakers and 4 internal Speakers from the Group.

      Our AGM was held in February 2025 instead of March as Toot Hill Village Hall
      was closed during March. We had 19 members in attendance which ensured that
      the meeting was quorate and could go ahead.

      During this year it was agreed to trial not having a meeting in February when
      the weather is generally poor and instead to have a meeting in September to
      see if this would attract a larger audience.

      Additionally, we held 2 Executive Committee Meetings, one in August 2025
      at Anne Brooks’ house and the other in February 2026 at my house. It was
      during the latter Executive Committee Meeting that a discussion took place
      regarding the continuance of the Group, and it is with great sadness that
      those present at the Executive Committee Meeting are recommending the
      closure of the Group. The reasons for this are given in Point 5 of the Agenda.

      I would like to conclude with my thanks to the Group and my fellow Committee
      Members and to also say how much I have enjoyed my time with High Country
      History Group.

   3. Treasurer’s Report: Andrew Smith

      Andrew presented a draft of the accounts for the year ended
      31st December 2025. Please see the attached Receipts and Payments Account
      together with the Treasurer’s Report.

      Andrew noted that we had made a small profit which was largely due to one
      of our Speakers not accepting a fee or a donation. Of the 8 meetings during
      the year, 4 had been led by Members who gave their time for free and 3 of
      the 4 external Speakers had charged fees. It was noted that attendance at
      meetings had continued to be poor.

      It was also noted that our membership had reduced from 36 in 2024 to 32
      in 2025. Two members have since passed away. There were no further questions.

      
      The motion to approve the Receipts and Payments Account for the year
      ended 31st December 2025
      

      Proposed: Eddie Cracknell
      Seconded: Anne Padfield

      Carried unanimously.

5. Closure of High Country History Group

   The Executive Committee members present at the Committee meeting on
   10th February 2026 discussed and agreed that a proposal would be put forward
   to close the Group after the July meeting for the following reasons:

   1. Our membership has been reducing year on year.
   2. Lack of attendance at meetings despite a good programme of Speakers.
   3. Rising costs of Speakers that a reduced membership and attendance at meetings
      can no longer sustain.
   4. There are no younger members joining the Group who could take on any of the
      Committee roles.
   5. Our Chairman’s continuing ill-health is making it very difficult for him to
      continue in the role of Chairman, booking Speakers and producing the quarterly
      Journal.

   The proposal was then put forward to the members for a discussion. The majority
   of the members felt that whilst this was regrettable and sad, it was the only
   option, particularly as the role of Chairman has now become vacant and nobody
   present at the meeting felt they could fill this role.

   Patrick Griggs and Heather Brady felt we should add a positive note in that the
   past 26 years had been particularly good years and that it had been fun.
   The members present were in agreement.

   Anne noted that it was with sadness that the Group are unable to say “thank you”
   to Martyn for the many years that he has been Chairman. He had led the Group
   with energy and enthusiasm, procuring many interesting speakers and producing
   an excellent quarterly magazine.

   In accordance with the Constitution, the following resolution was put to the
   members present at the meeting:

   “The Executive Committee of High Country History Group recommends that the
   Group will close following the July 2026 meeting.”

   Proposed: Patrick Griggs
   Seconded: Heather Brady

   The resolution was carried unanimously.

6. Subscriptions for the year beginning 1st April 2026

   As the resolution to close the Group at the end of July 2026 was carried
   unanimously the Executive Committee Members proposes that no subscriptions
   will be collected up to the point of closure as there are sufficient funds
   available to cover the cost of Speakers.

   An entrance fee would be collected, and this remains at £2.00 for members
   and £5.00 for visitors.

7. 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 until the closure of the Group at the end of July and the Executive
   Committee recommends:

   • Chairman: tba
   • Treasurer: Andrew Smith
   • Secretary: Jane Adair
   • Other Members: Anne Brooks, Elaine Smith, Peter Moring
8. Distribution of Surplus Funds

   It had been suggested by Martyn and members of the Executive Committee present
   at the Committee Meeting that any surplus funds remaining after the closure of
   the Group would be donated to The Friends of Historic Essex.

   Proposed: Heather Brady
   Seconded: Ken Venables

   Carried unanimously.

9. Programme for 2026

   The programme for 2026 is:

   • 26th March
     AGM
   • 23rd April
     Frances Sparrow – History & Weather
   • 28th May
     Neil Whiffen – USAF in Essex During World War 2
   • 25th June
     Simon Coxall – Way To The Gallows. Mediaeval Justice in Essex and the Essex Gallows Project
   • 23rd July
     Anne Brooks and Anne Padfield
10. Any Other Business

    Nick Turner, who volunteers at the Gunpowder Mills, offered to organise a tour,
    particularly the Gunpowder Railway which is the area in which he volunteers.
    He would look to offering a couple of dates which would be on a Wednesday.

    In conclusion, Anne offered her grateful thanks to the Members for their support
    of the Group over the past 26 years and to the Members of the Committee, both
    past and present, for their commitment to the Group.

    Heather Brady thanked Anne for the copious cups of tea she had produced for
    the meetings over the years.

The meeting closed at 8:30pm and was followed by tea/coffee, hot cross buns
and biscuits.