Annual General Meeting Minutes – 27/02/2025

Annual General Meeting

Held on Thursday, 27th February 2025
At 8:00pm at Toot Hill Village Hall

Minutes

1. Our Chairman, Martyn, welcomed those present to our 25th Annual General Meeting.

   Present:
   Martyn Lockwood (Chairman), Andrew Smith (Treasurer), Anne Brooks (Committee),
   Elaine Smith (Committee), Peter Eykelbosch, Jacquie Eykelbosch,
   Alexander Eykelbosch, Eddie Cracknell, Mary Venables, Ken Venables,
   Pauline Mockett, Kay Doyle, John Doyle, Heather Brady, Duncan Padfield,
   Anne Padfield, Nick Turner, Margaret Miller, Jane Adair (Secretary/Minutes)

   Apologies: None

   The number of members attending were 19 so a quorum could be met.

2. Minutes of the previous AGM held on 28th March 2024 had been previously
   circulated and were approved as a correct record.

   Proposed: Anne Brooks
   Seconded: Eddie Cracknell

3. Matters Arising:

   It was noted that Toot Hill Village Hall will be closed during March and
   consequently our AGM had been moved to 27th February 2025.

4. Reports
   1. Chairman’s Report: Martyn Lockwood

      Martyn began his report by apologising for his non-attendance at the AGM
      last year as he had been in hospital. He had also not been able to attend
      some of last year’s meetings due to continuing ill health. Consequently
      only 2 magazines were published and sent out last year, however, the March
      issue for this year is well in hand and should be ready in April.

      Martyn then outlined the Speakers for the early part of this year.

   2. Secretary’s Report: Jane Adair

      During 2024 all 8 meetings were held at Toot Hill Village Hall although,
      unfortunately, they were not so well attended this year. We had interesting
      talks provided by 5 external Speakers and a further 2 Speakers from the
      Group increased the variety of talks. Additionally, Andrew Smith put together
      a very entertaining ‘Have I Got Elizabethan News For You’ Quiz which
      was very much enjoyed by those members who attended.

      Our AGM was held in March 2024 at Toot Hill Village Hall where 19 members
      attended which ensured we could be quorate for the meeting to go ahead.

      Additionally, we held 1 Committee Meeting in August 2024 at Anne Brooks’
      house although the February Committee Meeting was cancelled due to some
      members’ ill health. During the year one Committee Member, Jackie Pepper,
      resigned, as she has moved away from the area. 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
      hope that we can all look forward to another year of interesting talks.

   3. Treasurer’s Report: Andrew Smith

      Andrew presented a draft of the accounts for the year ended
      31st December 2024. Please see attached Receipts and Payments Account
      together with Treasurer’s report.

      Andrew noted that we had a reduced balance this year which currently isn’t
      a major issue, however, we couldn’t continue to sustain a loss. It was noted
      that our membership had reduced from 41 members to 36 members and that
      attendance at meetings had also reduced whilst there are some increases in
      costs, primarily in the number of external speakers that we had. It was agreed
      that we would continue for a further year. There were no further questions.

      
      The motion to approve the Receipts and Payments Account for the year
      ended 31st December 2024
      

      Proposed: Mary Venables
      Seconded: Anne Padfield

      Carried unanimously.

5. Subscriptions for the year beginning 1st April 2025

   Andrew explained that despite making a loss this year, the Committee were
   currently not recommending an increase in subscriptions nor in the entrance fees.

   It is recommended that the membership fee remains at £15.00 individual and
   £30.00 for family membership. It is also recommended that the entrance fee
   remains at £2.00 for members and will also remain at £5.00 for visitors.
   At the AGM and Christmas this will also remain at £2.00 for members and £5.00
   for visitors.

   Proposed: Heather Brady
   Seconded: Peter Eykelbosch

   Carried unanimously.

   It was felt by the members that we need to increase our membership and that we
   could advertise more widely, maybe using social media such as Facebook or
   WhatsApp and that we could write an article in Ongar News to encourage people
   to join us.

   Action: Martyn said he would write an article for Ongar News.

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: Heather Brady
   Seconded: Anne Padfield

   Carried unanimously.

7. Programme For 2025

   Martyn outlined the current list of Speakers for some of our meetings:

   • 27th February – Andrew Smith – Essex Bell Towers
   • 24th April – The Black Death
   • 22nd May – Neil Wiffen –
     Brigadier-Major Hope and Major Reynolds, The Defence of Essex
   • 26th June – Martyn Lockwood –
     Dick Turpin and The Gregory Gang
   • 24th July – TBA
   • 23rd October – TBA
   • 27th November – TBA

   Martyn suggested that we substitute the February meeting when the weather
   is cold and damp for one in either August or September when we don’t usually
   meet as the weather is better and maybe more people would be inclined to come
   out. We would look into the viability of this.

8. Any Other Business

   Duncan Padfield offered a vote of thanks to Andrew Smith for stepping into the
   Chairman’s role during the time that Martyn was unwell. He also suggested that
   we could look at appointing a Vice Chairman who could step in on the occasions
   that Martyn was unwell. This was put to the Floor but there was no uptake.
   The matter has been held in abeyance.

   There was no other business.

9. Date of Next Annual General Meeting

   This will be the 26th AGM and will be held on 26th March 2026.

The meeting closed at 8:30pm and was followed by an interesting talk from
Andrew Smith on Essex Church Bell Towers. Andrew had travelled extensively
around Essex and had researched different types of Bell Towers and their
architectural structures. This was well supported by a fascinating collection
of photographs showing newer and older Bell Towers and how some had changed
over the years.

The talk was then followed by tea/coffee and cakes/biscuits.