Posted on by website@bhclrc.org.uk

December 2021 AGM

Beds Herts & Cambs Land Rover Club LIMITED

Notice IS HEREBY GIVEN, of the 2021/2022 Annual General Meeting

TO BE HELD ON

TUESDAY 7th december 2021 starting at 8pm

At

The Green Man, Stanford, Biggleswade,

Bedfordshire, United Kingdom SG18 9JD

A ZOOM facility for members who wish to be involved but cannot attend has been set up.  The zoom details are https://zoom.us/join  Meeting ID: 921 2359 3277  Passcode: 654321 please dial in at 7.55pm.

A COMMITTEE POSITION NOMINATION FORM IS ATTACHED AT APPENDIX 3

A PROXY VOTING FORM IS ATTACHED AT APPENDIX 4

AGENDA

  1. ATTENDANCE COUNT TO SATISFY QUORA –
    1. No business other than the appointment of the Chairman of the meeting is to be transacted at a general meeting if the persons attending it do not constitute a quorum.
    2. The quorum for a general meeting is the lower of
      1. 15 Members participating in that meeting in person or by proxy or, 20% of total number of Members at the date of the meeting.
    3. Every Full, Additional Member (Adult), Additional Member (Junior aged 13-17), Life and Complimentary Member, other than the Chairman shall have one vote.  P.S. Family Members have a vote each.
  2. APOLOGIES RECEIVED FROM –
    1. Russ Brown
    2. Gail Parfitt
    3. John Argent
    4. Callum Oakes
  3. IN THE CHAIR – John Henry Robinson
  4. MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 2nd February 2021, see Appendix 5
    1. Matters arising from those MINUTES
      1. None
    2. Acceptance of those MINUTES were
      1. proposed by Colin Solley
      2. Seconded by Chris Woor
      3. Carried Unanimously
  5. TREASURER’S REPORT AND PRESENTATION OF ACCOUNTS FOR THE PERIOD 1ST JUNE 2020 TO 31ST MAY 2021, see appendix 1
    1. You will have seen from the account sent out to you the club made a slight surplus in the financial year ending 31 May 2021 of £143.  
    2. Membership income continues to cover most Club expenses
    3. Trials made a slight profit in the year with two very good attendances at the few times we were allowed to gather.  This is all despite Motorsports UK doubling the permit fee to £9.85 per head.  However, if you add in the equipment costs where we serviced extinguishers, bought new canes and new numbers, trials did make a loss.
    4. General expenditure encompasses insurance costs, zoom costs and website expenses
    5. Our reserves on 31 May 2021 were £4,625.  These are now £3,974 with the main reduction being the 20th Birthday Bash last summer which will be in this year’s accounts.
    6. Subscriptions will stay unchanged.
    7. Matters Arising
      1. None
      2. Acceptance of the TREASURER’S REPORT AND PRESENTATION OF ACCOUNTS FOR THE PERIOD were
        1. proposed by John Henry Robinson
        2. Seconded by Sarah Drew
        3. Carried Unanimously
  6. SECRETARY’S REPORT
    1. JOHN reports that Companies House is up to date and in order.
    2. “Sadly, my heart health is only slightly better, but it is the Stroke effects that cause me to look to stand down, my memory and thought ability are impaired.  Please consider standing, it is not an onerous role, and I will be here you give advice in need.
    3. Matters Arising
      1. None
    4. Acceptance of the SECRETARY’S REPORT
      1. proposed by Colin Argent
      1. Seconded by Chris Woor
      1. Carried Unanimously
  7. MEMBERSHIP SECRETARY’S REPORT
    1. TONY
      1. It was pretty much business as usual until September when we shifted the bulk of the renewal process on-line. Michael Hardy has done a great job building a new website and incorporating the bulk of the membership secretary’s administration work into it. At that time, we drew a line under the Excel membership database and transferred it to the website. I have been keeping the Excel database going as a separate entity as a back-up but when we are happy that everything is working correctly, I will cease maintaining it but keep it as a historical record. The web-based system issues renewal notices one month before expiry and a reminder at expiry. 
      2. Members log in and renew on-line, changing their essential data as necessary. Payment of membership fees is by PayPal. Automatic emails are generated to me to advise me of renewals, new joiners etc. and it is still, at this time, up to me to issue/renew membership cards. The website also produces routine reports of activity. It would be nice to think we could incorporate a MotorSportUK type membership card facility into the website at some stage in the future so that we can dispense with membership secretary’s duties altogether (except, maybe, for oversight and non-standard issues).
      3. The table below indicates the current (and recent historical) membership status. The current overdues are zero because if you don’t renew by expiry you get dumped from the new database, automatically!! Consider yourselves warned!
      4. * There has been 12 cancellations and 10 sign-ups (renewals/new members) from September to 5th December
      5. So, the past year has seen the development and implementation of a new website and the incorporation into it a lot of the membership administration functions; for which Michael Hardy must take the bulk of the credit. In respect of the membership, the trend is encouraging with 19 new members this year to date. I think this can be sustained if we continue to offer regular functions, outings, trials and other activities because, when people get to participate, and realise how much they enjoy it, they won’t drop out in the numbers we have seen in the past.
DateActiveLife/CompOverdueCurrent
10 January 2020511556122
     
31 January 20216515888
     
5 December 202168150*83
  1. Matters Arising
    1. None
  2. Acceptance of the MEMBERSHIP SECRETARY’S REPORT
    1. proposed by John Henry Robinson
    2. Seconded by Ian Drew
    3. Carried Unanimously
  1. COMPETITIONS SECRETARY’S REPORT
    1. IAN
      1. We started off the year with a TYRO at Whitwell in April, which is becoming a popular site for our club in terms of location (the pub across the road is always a nice end to the day!) and versatility of the site.
      2. We then had Heath and Reach in June where the attendance was amazing, the sun was out and we even had a fly past from the red arrows.
      3. Twinney Woods in Oct didn’t have the best attendance, but those who went had a fab time with a section even being set up by our very own Josh Drew! 
      4. Weston Underwood was set up for me by Russ Beck and his helpers (with another section from Josh who seems to have found his calling in life.  It was a great trial especially coming into it fresh as I was unavailable for set up, but again trial day suffered from poor attendance.
      5. Whitwell will be the location of our Christmas TYRO, so if you don’t have the date in your diary already, it is this Sunday so tinsel up your vehicle and put your Christmas jumper on to support the last event of the year. 
      6. Trials attendance this year has been hit and miss with a couple of planned events being cancelled due to lack of interest (Quainton in July and Codicote Autotest at the beginning of October).  This is disappointing to say the least as myself and some other members give up their time to help set up and make good events for all to enjoy, with interest registered on the Facebook events page, then only a couple of vehicles turn up on the day.  This is something we will have to look at moving forward and if anyone has any ideas, please feel free to contact me separately.
    2. Matters Arising
      1. None
    3. Acceptance of the COMPETITIONS SECRETARY’S REPORT
      1. proposed by Michael Hardy
      2. Seconded by Russ Beck
      3. Carried Unanimously
  1. SAFEGUARDING OFFICER’S REPORT
    1. GAIL
      1. Covid Report;
        1. “My apologies for not being present in person this evening, ironically, I am awaiting a PCR test result.
        2. This year has continued to be ever changing and evolving in respect to COVID regulations and guidance.
        3. On behalf of the club, we continue to thank you for your support, understanding, and feedback through this extraordinary time. I would like to thank those who have organised and supported events in whatever form, with COVID risk management and compliance being a top priority.
        4. MSUK continue to have their COVID guidance available on their Resource Centre, the Safety Team have confirmed to me that the latest Government Guidance will continue to supersede some of their published guidance  already in place, including in relation to close contacts, and they are currently looking at the changes regarding masks. The club continues to respond to such changes and adhere to latest Government guidance.
        5. If you have any feedback or queries, please do not hesitate to contact me. In the meantime, stay safe.
      2. Child and Adults Safeguarding Report
        1. MSUK have continued to update their policies and guidance surrounding this, as part of their Re-start programme. 
        2. Club wise: child and adult welfare continues to be paramount. We all have responsibilities towards this.
        3. Thank you to our Marshals, Scrutineers, and Clerks of the Course for continuing to support events and being as accessible as possible for all, whilst keeping safety as paramount.” 
    2. Matters Arising
      1. None
    3. Acceptance of the SAFEGUARDING OFFICER’S REPORT
      1. proposed by Neill Campbell
      2. Seconded by Chris Woor
      3. Carried Unanimously
  2. SOCIAL SECRETARY’S REPORT
    1. DANIEL
      1. “So, this year has been better than last as we made it to a couple of shows! 
      2. Billing was a huge success with a full club stand.  The general feedback was it was so nice to see people again and have a bit of “normal” back. 
      3. Peterborough too was another full event, with a great pitch close to the arena.
      4. Face to face pub nights returned in August and from the growing attendance we have had, we can see they were missed.
      5. We also had the 20th Birthday Bash at Tixover which was great fun for those who attended, however for a special event for our club, attendance was disappointing.
      6. I am still trying to sort out the Christmas “do” so keep an eye out on the Facebook page. 
      7. I am leaving the role of Social Secretary due to work and study commitments, but I will still be actively involved in the club so will still see you around!”
    2. Matters Arising
      1. None
    3. Acceptance of the SOCIAL SECRETARY’S REPORT
      1. proposed by John Henry Robinson
      2. Seconded by Michael Hardy
      3. Carried Unanimously
  3. COMMUNICATION OFFICER’S REPORT
    1. MICHAEL
      1. This year we introduced the new website, this took longer than initially expected but we are now launched and have laid the foundations to add new features on top of.  There were two main aims for the website:
        1. Automate the membership joining and renewals process as much as possible.
        2. Secure the membership data on a secure database
      2. Previously we managed memberships on a password protected spreadsheet that was stored locally, now we are in a database behind firewalls that can be accessed by the membership secretary through the web.
      3. We do have future plans for the site, we are looking at features like events calendars and even a shop feature where we can advertise the contents of the club shop and take payment online. Also looking to publish articles after events to show the club activity to potential new members.
      4. I welcome other suggestions for features you would like to see, please email website@bhclrc.co.uk with any suggestions or improvements.
    2. Matters Arising
      1. None
    3. Acceptance of the COMMUNICATIONS OFFICER’S REPORT
      1. proposed by John Henry Robinson
      2. Seconded by Colin Solley
      3. Carried Unanimously
  4. GREEN ROADS OFFICER’S REPORT
    1. NEILL
      1. Owing to Covid-19 Restrictions we were not able to run as many outings as we would have wished this year. I hope that next year will not be quite so constrained, but we have to wait and see.
      2. Hertfordshire Lanes on our usual routes have been in good condition when we have used them this year. There were a couple of trips there this year by a number of groups.
      3. Norfolk/Suffolk/Cambs Lanes in and around Thetford Forest and between Cambridge and Newmarket have been in good condition despite efforts of some irresponsible drivers (not on our outings) to trash sone parts by going off piste in a few places. We had one Club outing there this year.
      4. There was a planned outing to Leicestershire on a midweek date which sadly had to be cancelled owing to the (thankfully short-lived) fuel crisis, as some of those due to attend could not get fuel. An earlier outing on as different route showed the Leicestershire lanes in excellent condition and almost all “all-weather” routes (subject to care at a ford which can be deep!). A laneing route in Leicestershire was available for those attending the Birthday Bash, but there were no takers on the day. At least that shows that there was enough to entertain attendees at the Tixover site!
      5. With the help of our Membership Secretary Tony Froud and Tony Phillips we recceed a route in Essex whilst the ground was still dry. The route was excellent, if a bit scratchy in places but parts will be unusable when the ground is wet, so a summer/autumn route only, for next year!
      6. If there is enough interest, next year, I have some good routes in further parts of Norfolk, in the Peak District and in Northumbria. We also have details of routes in Wales, some of which Ian Drew and others did this Autumn.
      7. It remains the case that nearly all the few remaining green lanes in Bedfordshire which should have been open between May and November remained closed in 2021.
      8. Many thanks to others who have led groups and supported and taken part in our laneing activities this year.
      9. For 2021/22 if anyone would like to take over as Green Lanes Officer, I will happily stand down and support him/her. Also, happy to do another year if wanted!
    2. Matters Arising
      1. None
    3. Acceptance of the GREEN LANE OFFICER’S REPORT
      1. proposed by Chris Woor
      2. Seconded by Colin Argent
      3. Carried Unanimously
  5. CHAIRMAN’S REPORT
    1. RUSS and JOHN
      1. It was with a heavy heart that Russ resigned recently from his post as chairman. But with events opening up it was not appropriate for him to carry on remotely in the role, from his new home in Devon. “I’d like to thank all the committee and members for their support through occasionally difficult circumstances.
      2. As a life member, you won’t be getting rid of me soon, but attendance at events will sadly be infrequent. But I do look forward to reading about them and occasionally writing about them with my other hat on.
      3. A special thanks to Daniel, for whom circumstances have also made this the time to go. Thank you for your service to our club.
      4. John temporarily stood in as Chairman following the recent resignation of Russ.
      5. We thank you Russ for your support in your tenure in the chair where you were regularly visible and approachable.  You ran the Club during the most difficult of times, during the COVID pandemic, when live events were scarce and you had to lead ZOOM gatherings. We all send our thanks to you Russ, as well as our best wishes for good health and happiness in your new home.  Please keep in touch.
      6. Thank you also to all the members who supported Ian, Neill, and Daniel in the events that they organised and special thanks to Ian, Matt and Neill too for all their efforts on behalf of the members.
      7. Thanks also go to our “behind the scenes officers” who often strive for the club, behind closed doors, out of sight, at home. So, thank you to Michael, Tony, Gail and Andrew.
    2. Matters Arising
      1. None
    3. Acceptance of the CHAIRMAN’S REPORT
      1. proposed by Michael Hardy
      2. Seconded by Colin Solley
      3. Carried Unanimously
  6. ELECTION OF OFFICERS
    1. COMMITTEE MEMBERS
      1. this explains the position of the incumbent Member at the time of Notice for the AGM. 
      1. Please see Appendix 2 for Job Descriptions for your information.
      1. Any Member can stand for any of the roles below with the support of a Proposer and Seconder and use of the Nomination Form at Appendix 3.
        1. Chairman & a Director                     Sarah Drew is proposed by Neill Campbell and Seconded by Michael Hardy. There being no other nominations, Sarah is elected.
        1. Company Secretary & a Director     Sarah Drew is proposed by Neill Campbell and Seconded by Michael Hardy. There being no other nominations, Sarah is elected.
        1. Treasurer & a Director                     COLIN ARGENT is available and willing to continue the role. 
        1. Communications Officer                 MICHAEL HARDY is available and willing to adopt the role.   
        1. Social Officer                                   DANIEL DREW is not available, nominations are requested. None were forthcoming at the meeting so the Committee will discuss this at the next meeting.
        1. Competitions Officer                      IAN DREW is available and willing to continue the role. 
        1. Green Roads Officer                       NEILL CAMPBELL is available and willing to continue the role.
        1. Membership Officer                      TONY FROUD is available and willing to continue the role.
        1. Safeguarding Officer                       GAIL PARFITT is available and willing to continue the role.
  7. NON-COMMITTEE ROLES
    1. Sales Officer                                            MATT WALKER is available and willing to continue the role.
    2. Equipment Officer                                ANDREW BRODERICK Ian and Colin presently hold most of the Club Assets and are willing to continue as custodians of such until further notice.
  8. SO, ALL CONTINUING OFFICERS PLUS THOSE ELECTED TONIGHT ARE TO BE VOTED IN EN BLOC AS SHOWN ABOVE.
  9. All in favour of the election of officers En-bloc.
    1. proposed by John Henry Robinson
    2. Seconded by Neill Campbell
    3. Carried Unanimously
  10. THIS ENDS THE BUSINESS OF THE ANNUAL GENERAL MEETING – ANY OTHER BUSINESS will not be discussed at the AGM.  At the end of the AGM a discussion will follow. Points raised for consideration will be taken to the next Committee meeting for consideration.
    1. All business shall be deemed special that is transacted …at an Annual General Meeting, with the exception of the consideration of the accounts, balance sheets, and the reports of the Directors and auditors, the election of Directors in place of those retiring and the appointment of, and the fixing of the remuneration, of the auditors.

Appendix 1

Beds Herts and Cambs Land Rover Club Limited

Accounts for the period 1 June 2020 to 31 May 2021

Income  
 Memberships£1,220.00  
 Trials £1,061.00 
 Donations £13.00 
 Income £2,294.00 
   
 Expenditure  
 General -£441.35 
 Trials -£1,094.80 
 Green Lanes -£59.00 
 Equipment -£499.16 
 Expenditure  -£2,151.00
   
 SURPLUS  £143.00
   
 Bank  £2,740.78
Paypal£1,855.24
Cash£300.00
Comparable accounts for 2020 and 2019 can be seen in appendix 5.

Appendix 2

JOB DESCRIPTIONS OF CLUB OFFICERS

  1. General responsibilities for all officers include assisting in the business and activities in running the club, as well as attending a monthly meeting and providing a short monthly report; Below are the specifics against each of the roles.
    1. Chairperson – Committee role
      1. To manage and run meetings against the agreed Agenda
      2. To take lead on resolving any difficulties
      3. Provide support to Committee members
      4. Be the public face of the Club
    2. Company Secretary – Committee role
      1. Ensuring meetings are effectively organised and minuted
      2. Maintaining effective records and administration including at Companies House and HMRC.
      3. Committee communication and correspondence
    3. Treasurer – Committee role
      1. General financial management
      2. Financial reporting
      3. Banking, book-keeping and record keeping
    4. Membership Secretary – Committee Role
      1. Receive membership applications and verify acceptability
      2. Issue membership cards and stickers
      3. Manage subscriptions on acceptance and annually
      4. Maintain privacy of membership details.
    5. Competitions Officer – Committee role
      1. Agree competition dates for year, booking sites as appropriate
      2. Manage setting out and taking down as required for the competition
      3. Manage (or delegate) for Competition day(s)
    6. Competitions Secretary – Committee role
      1. To assist Competitions Officer as needed for the events
      2. Carry out Administration support and liaise with MSUK for permits etc. required
    7. Greenlanes Officer – Committee role
      1. Agree green lane dates for year, and publish/co-ordinate attendees and leaders
      2. Manage maps and leader groups as required for the green lane areas (Keeping an eye on any Closures noted)
      3. Manage (or delegate) for green lane day(s)
    8. Communications and WEB site Officer – Committee role
      1. Maintain the web site and Facebook sites
      2. Consolidate content and publish occasional electronic newsletters to members
      3. Maintain the ‘Mailchimp’ and Forum membership lists against current member lists
    9. Social Officer – Committee role
      1. To manage club events at 4×4 shows etc.
      2. To agree, publish and manage occasional club social nights
    10. Club Shopkeeper (non committee role)
      1. Acquire suitable supplies which will be of interest to the Club Members.
      2. Record and control stock items in a register.
      3. Market and sell items to Club Members, recording the sales income and account to the Treasurer with the sales proceeds.
    11. Child Protection Officer – Committee role
      1. Comply with the CPO laws and regulations
      2. Handle any complaints.
      3. Report to the authorities as appropriate.
    12. Equipment Officer – (non committee role)
      1. Acquire suitable supplies which will be of interest to the Club Members and their Club activities.
      2. Record and control stock items in a register and to whom they are loaned out to.
      3. Market and sell items that become surplus to requirements.
      4. Recording the sales income and account to the Treasurer with the sales proceeds. Sensitively disposing of scrapped items.
  2. If you think you can help and assist by doing or just helping any of these roles in their club business, then please get in touch.

APPENDIX 3

Beds Herts and Cambs

land rover club LIMITED

Nomination Form

COMMITTEE POSITION NOMINATION FORM

43                                  No person who is not a Member of the Company shall in any circumstances be eligible to hold office as a Member of the Committee.

Nomination forms should reach the Secretary before the start time of the meeting at 13 Old Garden Court, St Albans, AL34RQ, Herts, or at the meeting.

Committee Position______________________________________________

Nominee Name_____________________________________________________

Membership Number_______________________Paid up Y/N________

Signature __________________________________________________

Proposer Name_____________________________________________________

Membership Number________________________Paid up Y/N_______

Signature __________________________________________________

Seconder Name_____________________________________________________

Membership Number________________________Paid up Y/N_______

Signature __________________________________________________

DATED__________________________________________________________

Approved in order by the Membership Secretary________________________

APPENDIX 4

Beds Herts and Cambs

land rover club LIMITED

Proxy Instrument

I ­­­­­­­­­­­­­­­­­­­­­­­________________________________________________Membership Number_______Paid up Y/N

Address and Post Code ­_________________________________________________________________

Being a fully paid up Member of the Beds Herts and Cambs Land Rover Club, hereby appoint

Proxy Name _______________________________________Membership Number_______Paid up Y/N

Address and Post Code _________________________________________________________________

To be my proxy in all matters regarding the 2016 AGM.

Signed ____________________________________________________________________ Member

Signed _______________________________________________________________Proxy Appointee

 Date Executed______________________________________________________________________

  1. The instrument appointing a proxy shall be in Writing under the hand of the appointer or of his or her attorney duly authorised in Writing, or, if the appointer is a corporation, either under seal or under the hand of an officer or attorney duly authorised.  A proxy need not be a Member of the Company.
  2. The instrument appointing a proxy and the power of attorney or other authority, if any, under which it is signed or a notarially certified copy of that power or authority shall be deposited at the registered office of the Company or at such other place within the United Kingdom as it is specified for that purpose in the notice convening the meeting, not less than 48 hours before the time of holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote, or in the case of a poll, not less than 24 hours before the time appointed for the taking of the poll, and in default the instrument of proxy shall not be treated as valid.

THIS YEAR WE WILL ACCEPT PROXY FORMS BY EMAIL IF SENT BY THE PROXY GIVER, TO THE secretary@bhclrc.com

  • An instrument appointing a proxy shall be in a form decided as appropriate from time to time by the Committee and shall be designed to fit the circumstances of the meeting at which it is to be utilised.
  • The instrument appointing a proxy shall be deemed to confer authority to demand or join in demanding a poll.
  • A vote given in accordance with the terms of an instrument of proxy shall be valid notwithstanding the previous death or insanity of the principal or revocation of the proxy or of the authority under which the proxy was executed, provided that no intimation in Writing of such death, insanity or revocation as aforesaid shall have been received by the Company at the office before the commencement of the meeting or adjourned meeting at which the proxy is used.

Appendix 5

************************************************

Beds Herts and Cambs land rover club LIMITED

MINUTES of the 2020/2021 Annual General Meeting

HELD ON

TUESDAY 2nd February 2021 starting at 7.30pm via “ZOOM”

  1. ATTENDANCE COUNT TO SATISFY QUORA – 20 members
    1. NO PROXY VOTES HAD BEEN RECEIVED WHICH COMPLIED WITH THE ARTICLES OF THE COMPANY.
      1. No business shall be transacted at any General Meeting unless a quorum of Members is present at the time when the meeting proceeds to business; save as herein otherwise provided, 25 Members present in person or, if less, 25% of Members present in person shall be a quorum.  
      1. Every Full, Additional Member (Adult), Additional Member (Junior aged 13-17), Life and Complimentary Member, other than the Chairman shall have one vote.  P.S. Family Members have a vote each.
  2. APOLOGIES RECEIVED FROM –
    1. NONE
  3. IN THE CHAIR – 
    1. RUSS BROWN, Club Chairman
  4. MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 3rd SEPTEMBER 2019, see Appendix 2
    1. MATTERS ARISING FROM THE 2019 MINUTES
      1. None
    1. Acceptance of the MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 3rd SEPTEMBER 2019 were
      1. proposed by John Robinson.
      1. Seconded by Colin Argent
      1. Carried Unanimously
  5. TREASURER’S REPORT AND PRESENTATION OF ACCOUNTS FOR THE PERIOD 1ST JUNE 2019 TO 31ST MAY 2020, see appendix 1.
    1. COLIN ARGENT
      1. The accounts for the last year are at appendix 1. 
      1. The club finances are healthy. 
      1. Membership income has continued, and our expenditure has been low as we have not been able to organise much this year.
      1. The club has no outstanding liabilities. 
      1. Subscriptions will stay unchanged.
    1. Matters Arising
      1. None
    1. Acceptance of the TREASURER’S REPORT AND PRESENTATION OF ACCOUNTS FOR THE PERIOD 1ST JUNE 2019 TO 31ST MAY 2020
      1. proposed by John Robinson.
      1. Seconded by Russ Brown
      1. Carried Unanimously
  6. SECRETARY’S REPORT
    1. JOHN ROBINSON
      1. Companies House is up to date and in order.
      1. Agendas have been issued to all Committee Members prior to meetings and Minutes have been kept.
      1. We have one resignation from the Committee this year so we will need a replacement Green Lanes Officer.
    1. Matters Arising
      1. None
    1. Acceptance of the SECRETARY’S REPORT
      1. proposed by Ian Drew
      1. Seconded by Rob Barrett
      1. Carried Unanimously
  7. COMPETITIONS SECRETARY’S REPORT
    1. IAN DREW
      1. I would like to thank everybody who has supported the club trials in these strange and difficult times. Lots of events had to be cancelled however we did manage to get a few fun days under where and when we could!
      1. We kicked off the year with a TYRO/ RTV at Spellbrook in February, a site we have not used for several years! It was a good turn out for a winter trial, but little did we know that would be our only event until August.
      1. With Lockdown 1 restrictions lifting, my thanks go to Colin Argent for arranging and running the second trial, a TYRO at Whitwell… and what an amazing day it turned out to be! The hottest day of the year and the best turnout we have had in quite a while. It was great to see both old and new faces, with some newer and rather shiny vehicles in the mix!  
      1. Our 3rd event was a TYRO/ RTV at Heath and Reach, but unfortunately the good weather didn’t stick with us and it felt like the coldest and wettest day of the year instead! Considering the weather, it was still a good turnout and the event was won by a new member in his Toyota Hi Lux with his roof top tent still attached and enjoying the ride!
      1. We then had our Christmas trial, returning to Whitwell.  This really is a site for all seasons, transforming from a lovely TYRO to a boggy swamp in places (ask Colin about the fun he had!).  
      1. Hopefully, restrictions will ease this year and I am already in discussions with landowners and populating the events area on the Facebook members page with planned trials and events, so watch this space!
    1. Matters Arising
      1. None
    1. Acceptance of the COMPETITIONS SECRETARY’S REPORT
      1. proposed by John Robinson.
      1. Seconded by Sarah Drew
      1. Carried Unanimously
  8. SAFEGUARDING OFFICER’S REPORT
    1. GAIL PARFITT
      1. What an extraordinary year of unforeseen events.  This time, a year ago in 2020, we were witnessing the first confirmed UK cases of the COVID-19 virus pandemic, with matters unfolding in the UK and worldwide at an unprecedented rate, soon leading to the start of our first National Lockdown in March 2020, with proportionate national restrictions being put in place by our Government to limit the spread and devastating impact of the Virus.  National, and local restrictions have continued to change and evolve, as too the impact of the virus, changing the way we carry out all aspects of our daily lives – at least temporarily, to protect ourselves, our family, our community, and our nation. This includes every operational aspect of our Club.  We continue to be in another National Lockdown presently, hence our AGM this year being held virtually.
      1. Club wise, I would first and foremost like to thank each member of this club for your continued support through these extraordinary times.  This includes organising and attending events that went ahead within COVID-19 rules and restrictions where permitted, whether virtually or physically, your continued online presence, offering positive support and much needed banter on social media to challenge isolation, and your positivity, flexibility and understanding when plans change, or are postponed in order for the Club to respond appropriately to the COVID-19 situation. 
      1. Officer wise, I have continued in my role as Safeguarding Officer throughout this year. The Club as a member of Motorsport UK, requires the appointment of a Safeguarding Officer, and following the ‘green light’ for Motorsport to resume on 4th July 2020 coming out of the first lockdown, it also requires the appointment of a COVID-19 Officer to ensure that when permittable events are organised, COVID-19 guidance and rules are adhered to.  
      1. As a Club we continue to follow and adopt Motorsport UK’s guidance, rules, and training in safeguarding and COVID-19 matters, as well as adhering to local and national statutory guidance and legislation.   These expectations are very reflexive, with current guidance and legislation being applied to each circumstance, and I continue to be available to discuss these or any queries/concerns you may have.   The welfare of our club members (big and small) continues to be paramount.
      1. I have great hopes for the upcoming year.  The current Committee have continued to plan for events, dates for diaries, with further review closer to time. Our Government’s response to COVID-19 and public health management is ever evolving.  Things will continue to feel unsettled for a while and we all must continue to manage our own individual risks and considerations.  However, I liken it to a trial day, with the current challenges being like the course canes:  one thing I that believe we are good at as members, is continuing to support each other with navigating through unfamiliar territory and overcoming obstacles. Let us continue to do so. 
    1. Matters Arising
      1. None
    1. Acceptance of the SAFEGUARDING OFFICER’S REPORT
  1. proposed by John Robinson.
  1. Seconded by Andy Broderick
  1. Carried Unanimously
  2. MEMBERSHIP OFFICER’S REPORT
    • TONY FROUD
      • It has been an uneventful year in respect of membership activities.
      • It took a month or two to get on top of the situation because there were a lot of overdue/expired memberships to follow up on and clarify. This went ahead quite quickly and, with the first COVID lockdown curtailing all activities, it was decided that renewals (upcoming from May 2020 onwards) would be for 18 months. This was a relatively easy change to track and from that point onwards, existing members renewing would get an 18-month period for the price of 12 months! New members only got 12 months. This is an ongoing process which will not be completed until May 2021.
      • The actual process and activity of the Membership Secretary has not changed that much in that the existing Excel based membership database is still the core of the system, albeit I froze the one I inherited as a baseline reference document (Main Table Nov 19 GDPR) and rolled forward with a new version (BHCLRC.Membership.02022020) to track changes on an on-going basis.
      • Going forward Michael and I are tasked with developing a much more interactive website so that many of the routine tasks of the membership secretary (joining the club, completing the necessary data required, renewals, data updates, routine chasers, follow-ups, and advices etc.) can be handled pretty much automatically and/or by the members themselves. The definition of the actual requirements and the time and resources to do this have not yet been resolved and the current COVID 19 lockdown situations are a major obstacle for us to move forward at this time. This will be discudded further by the new committee
      • Anyway, as far as actual membership status is concerned the following table provides some insight and shows that although the “current” membership has decreased significantly (122 to 88), the “active” membership has increased (51 to 65), which, it has to be said, is quite good going since we haven’t been able to offer a lot in the way of activities!
DatePaid UpLife / ComplimentaryOverdueTOTAL
10th January 2020511556122
31st January 20216515888

The reason for this is clear when you consider that there was a significant backlog of renewal activity for January-September 2019 (56) and once this had been cleared up there were only 8 renewals outstanding from the period October-December 2020. That said, there are a further 9 renewals outstanding from January 2021 and they are still currently listed as active. Members stay “active” until 3 months past their renewal and after 2 reminders. They are then deleted from the database in accordance with the GDPR. The bottom line is that active membership (people who pay their subs and participate in activities) has increased slightly and that is the major take away going forward. It appears people do want to meet up with others and mess around in their Land Rovers!!

  • Matters Arising
    • Tony updates Facebook with additions and deletions. He will verify this annually.
    • 16 new members since January 2020.
  • Acceptance of the MEMBERSHIP OFFICER’S REPORT
  1. proposed by John Robinson.
  1. Seconded by Michael Hardy
  1. Carried Unanimously
  2. SOCIAL SECRETARY’S REPORT
    1. DANIEL DREW
      1. With the COVID-19 difficulties we have had this year, the social side has been rather challenging.  
      1. Camping events such as Billing and Peterborough were cancelled, and we only managed to get a couple of pub-based pub nights to take place.  
      1. However, with the joys of technology, Russ set up zoom pub nights which may not have attracted the attendance figures we were hoping for, but it was good to have a quick catch up with everyone.  
      1. Here’s hoping the restrictions ease soon while keeping everyone safe, as I for one am missing the pizza at the Green Man!
    1. Matters Arising
      1. None
    1. Acceptance of the SOCIAL SECRETARY’S REPORT
      1. proposed by John Robinson.
      1. Seconded by Gail Parfitt
      1. Carried Unanimously
  3. COMMUNICATION OFFICER’S REPORT
    1. CHRIS WOOR / MICHAEL HARDYJohn explained that Chris was not able to carry on due to crazy work commitments, so the Committee approached Michael to take.
      1. Since the last AGM there has been some tremendous changes that no one could have predicted, everything we know has changed and seeing the world change and adapt has been inspiring.
      1. I would like to thank Chris for all his hard work and dedication. Despite having a job that only got busier with COVID-19 Chris has managed to support a his company’s IT needs remotely and still manage the BHCLRC communications.
      1. It’s been rewarding to be able to give back to the club and assist Chris in the last few months.
    1. Matters Arising
      1. None
    1. Acceptance of the COMMUNICATIONS OFFICER’S REPORT
      1. proposed by John Robinson.
      1. Seconded by Ian Drew
      1. Carried Unanimously
  4. GREEN ROADS OFFICER’S REPORT
    1. STEPHEN KAY
      1. There was no established club member available to take on the organising of Club Green Laning at the last AGM.   I was both new to Green Laning and to the Club.  I was also newly retired.  I had time on my hands so I offered to take on the task on the basis that established members would help provide guidance. A number of members did come forward and offered to help.  
      1. A quite successful outing was organised in March 2020 with two groups meeting at Stevenage Leisure park followed by two established members Colin and Neil leading the two groups on a full day outing (with lunch break) in and around Hertfordshire.  I believe everyone enjoyed themselves and at the time it was hoped that this would be the first of a number of events to follow.  
      1. However, shortly after this the Pandemic arrived and set in and became the new normal.  The result was   many core social activities both inside and outside of the club came to a halt.   I think everyone is aware of the impact the pandemic has had on work, social and personal activities.   The Lockdown impacted to the effect that normal routines were no longer permissible with national prescribed mandatory guidance been given as to what one could and could not do in terms of social activities and in meeting others.
      1. As 2020 came toward the end the effect of the Pandemic appeared to have dwindled but by Christmas it was clear the situation was rapidly deteriorating, and it quickly became severe.  It is only now February 2021 with the arrival of numerous vaccines and a promising decline in Corona virus figures that a return to normal activities can be considered and planned for. 
      1. If the situation continues to improve then late spring or early summer will bring a return to near normal routine.   Work, social and personal activities will be revitalised.  It will be time soon to plan activities and renew and make new friendships. 
      1. The Club will require a Green Laning Officer. I regret to advise I will not be in a position to continue this task or to significantly assist.  I am no longer in the position I was at the last AGM.  At that time, I was newly retired had time on my hands and was looking to develop new hobbies and interests.   This was a core reason in taking on the Green Laning task.   However, I am no longer retired.   Having first returned to work part-time I was invited to return full time and decided to do so.  I am working on an Emergency Service that operates mainly at weekends and overnight thus my time for weekend social activities is very limited with most of the spare time I have been already spoken for.   I am not in a position to continue as Green Laning Officer.  I am not standing for re-election.    I am, however, very aware that there is a wealth of green Laning experience within the membership and would hope that a member could come forward. I will not be able to assist with this task and given my current work pressures it will be difficult for me to attend, except the occasional event.   I would, however, like to continue as a member of the club and intend to attend events if and when I can.
      1. I thank you for making me welcome within the club and for those who helped organise the pre-pandemic Green Lane Trip.  I look forward to the Pandemic being over and to the Land Rover Club returning to normal routines and activities.
    1. Matters Arising
      1. None
    1. Acceptance of the COMMUNICATIONS OFFICER’S REPORT
      1. proposed by John Robinson.
      1. Seconded by Neill Campbell
      1. Carried Unanimously
  5. CHAIRMAN’S REPORT
    1. RUSS BROWN
      1. I would like to thank all of the committee for their service, in what has been a tough year. Also, to all the members who enthusiastically supported the few events we could offer in these inclement times. As we approach our 20th anniversary I reflect on what a great club we have created. It goes way beyond a shared interest in a brand of vehicles. It is a point of contact for kindred spirits where life-long friendships have been forged. I am pleased to see applications for all the committee roles, to take the club forward into whatever the ‘new normal’ has to offer. Now looking forward to seeing you all at an event sometime soon. 
    1. Matters Arising
      1. None
    1. Acceptance of the CHAIRMAN’S REPORT
      1. proposed by John Robinson.
      1. Seconded by Ian Drew
      1. Carried Unanimously
  6. ELECTION OF OFFICERS
    1. COMMITTEE MEMBERS
      1. this explains the position of the incumbent Member at the time of Notice for the AGM and nothing has changed.
      1. NO OTHER NOMINATIONS HAVE RECEIVED
      1. Any Member can stand for any of the roles below with the support of a Proposer and Seconder and use of the Nomination Form at Appendix 3.
        1. Chairman & a Director                             RUSS BROWN is available and willing to continue the role. 
        1. Company Secretary & a Director             JOHN ROBINSON is available and willing to continue the role. 
        1. Treasurer & a Director                             COLIN ARGENT is available and willing to continue the role. 
        1. Communications Officer                         MICHAEL HARDY is available and willing to adopt the role.  
        1. Social Officer                                           DANIEL DREW is available and willing to continue the role. 
        1. Competitions Officer                              IAN DREW is available and willing to continue the role. 
        1. Green Roads Officer                       STEPHEN KAY is not available, nominations are                                requested.
        1. Membership Officer                                TONY FROUD is available and willing to continue the role.
        1. Safeguarding Officer                                GAIL PARFITT is available and willing to continue the role.
      1. Acceptance of the CONTINUING OFFICER ROLES as set out above.
        1. proposed by John Robinson.
        1. Seconded by Russ Brown
        1. Carried Unanimously
      1. Acceptance of the proposed Green Roads Officer
        1. NAME –  Neill Campbell assisted by Bob Barrett
          1. proposed by John Robinson.
          1. Seconded by Colin Argent
          1. Carried Unanimously
    1. NON-COMMITTEE ROLES
      1. Sales Officer                                                    MATT WALKER is available and willing to continue the role.
      1. Equipment Officer                                          ANDREW BRODERICK is available and willing to continue the role. 
  • THIS ENDS THE BUSINESS OF THE ANNUAL GENERAL MEETING.
    • NO OTHER BUSINESS will be discussed at the AGM. 
    • At the end of the AGM a discussion will follow. Points raised for consideration will be taken to the next Committee meeting for consideration.
    • All business shall be deemed special that is transacted …at an Annual General Meeting, with the exception of the consideration of the accounts, balance sheets, and the reports of the Directors and auditors, the election of Directors in place of those retiring and the appointment of, and the fixing of the remuneration, of the auditors.

Beds Herts and Cambs Land Rover Club Limited

Accounts for the period 1 June 2018 to 31 May 2020

 2020 £2019 £
Reserves as of 1 June 2020/20193,3634,138
   
Membership subscriptions1,490897
Trials(209)(793)
Competition equipment––
Club shop––
Other income––
4×4 Response Donation and Deposit Write Off––
Green Lane Donation–(250)
General expenses(447)(629)
   
Net (deficit) for the year to 31 May834(775)
   
Balance on 31 May4,1973,363
Represented by:-  
                Cash and bank4,1973,363

END – John H Robinson, Company Secretary, 27th September 2021