Annual General Meeting Minutes – 28/03/2024

Annual General Meeting

Held on Thursday, 28th March 2024
At 8:00pm at Toot Hill Village Hall

Minutes

1. Our Treasurer, Andrew, welcomed all those present to our 24th Annual General Meeting.
   In the absence of our Chairman, Martyn, and with the agreement of those present,
   Andrew took on the role of Acting Chairman.

   Present:
   Andrew Smith (Acting Chairman and Treasurer), Elaine Smith (Committee),
   Anne Brooks (Committee), Peter Moring (Committee), Carol Riley, John Riley,
   Jacquie Eykelbosch, Alexander Eykelbosch, Peter Eykelbosch, Mary Venables,
   Nick Turner, Heather Brady, Ken Venables, Mark Wreford, Eddie Cracknell,
   Raymond Peer, Anne Padfield, Duncan Padfield, Jane Adair (Secretary/Minutes)

   Apologies:
   Pauline Mockett, Martyn Lockwood, Ann Lockwood. Post Meeting – Jackie Pepper.

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

2. Minutes of the previous AGM held on 23rd March 2023 had been previously circulated
   and were approved as a correct record and duly signed by the Acting Chairman.

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

      In Martyn’s absence Andrew read his report.

      I must apologise to you, firstly for my absence from the AGM. Some of you
      are aware that I am currently in the Lister Hospital at Stevenage.
      Secondly for the delay in issuing the March newsletter. It will be sent out
      as soon as I return home and can get access to my computer.

      I think we have had a good year with interesting speakers. In May we visited
      Copped Hall, Epping for a very enjoyable guided tour of the mansion to see
      the progress they are making.

      I would like to thank members of the Committee for their support. If you
      would like to help, please let me know. I look forward to your continued
      support in 2024.

   2. Secretary’s Report: Jane Adair

      During 2023 all 8 meetings were held at Toot Hill Village Hall and were well
      attended. We had interesting talks provided by 5 speakers from the Group
      and a further 3 external speakers increased the variety of talks.
      Additionally, in May we also held an Awayday at Copped Hall, Epping.

      Our AGM was held in March at Toot Hill Village Hall where 17 members attended
      which ensured we could be quorate for the meeting to go ahead.

      Additionally, we held 2 Committee Meetings, one in August 2023 at Anne Brooks’
      house and the other in February 2024 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 all look forward to another interesting year of talks.

   3. Treasurer’s Report: Andrew Smith

      Andrew presented a draft of the accounts for the year ended 31st December 2023.
      Please see attached Receipts and Payments Account together with Treasurer’s report.

      He went on to explain the accounts, highlighting that we had made an increased
      surplus last year, largely as a result of having 5 in-house Speakers. All other
      expenses were as expected although it is possible that there will be increase
      in hall hire once the Village Hall Committee has met and discussed their accounts
      for the year. There were no further questions.

      
      The motion to approve the Receipts and Payments Account for the year ended
      31st December 2023
      

      Proposed: John Riley
      Seconded: Eddie Cracknell

      Carried unanimously.

5. Subscriptions for the year beginning 1st April 2024

   Andrew explained that as a result of the Group income currently being able to meet
   our expenses then the Committee wasn’t recommending an increase in subscriptions
   nor the entrance fee.

   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: Anne Brooks
   Seconded: Ken Venables

   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, Jackie Pepper

   Proposed: Mary Venables
   Seconded: Mark Wreford

   Carried unanimously.

7. Programme For 2024

   It is understood that Martyn has agreed a full list of Speakers for the coming
   year but it isn’t currently to hand however will be communicated to members
   as soon as it is available.

8. Any Other Business

   A further update on Martyn said that he was now home from hospital and was in
   good spirits at his return, however, he would need regular out-patient
   appointments for further treatment.

   John Riley asked that we, as a Club, send our very best wishes to Martyn for
   a speedy return to good health.

   There was no other business.

9. Date of Next Annual General Meeting

   This will be 27th March 2025.

The meeting closed at 8:20pm and was followed by an interesting talk from
Jacquie Eykelbosch entitled
‘Close to Home – Essex Artists and their Stories’.
Jacquie went on to detail the rich tapestry of artists who had, at some point,
lived in Essex and how some of their work had been influenced by their time spent here.

This was then followed by tea/coffee and hot cross buns/biscuits.