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UNAPPROVED AGM MINUTES - 2020



UNAPPROVED MINUTES OF THE VIRTUAL ANNUAL GENERAL MEETING HELD BETWEEN 23 MARCH AND 4 APRIL 2020


PREAMBLE



Notice of an AGM to be held at the lecture meeting at the Coalport YHA, Telford on 4 April 2020 had been circulated to members on 31 January 2020.  In the light of the subsequent worsening coronavirus situation, this meeting was cancelled on 14 March 2020.  In order to satisfy the Society’s constitution, be able to make financial returns to the Charity Commission, and continue managing the Society by way of a properly elected committee, members were given notice on 23 March 2020 that the AGM would be held by email.  This approach was endorsed by the Charity Commission in its online ‘Coronavirus (COVID-19) guidance for the charity sector’, which said, “Where there is no such clause in your governing document [to allow charities to meet virtually or to use telephone facilities] and you decide to hold meetings over the phone or using digital solutions, we will understand but you should record this decision and that you have done this to demonstrate good governance of your charity.”


PRESENT



On 23 March 2020 papers were sent to the membership of 97 households by email, or by post where no email address was available, with a request for votes to be returned by 4 April 2020.  33 votes were so received, all in favour of items 1, 3, 4, 5 and 6 below.



1.  APPROVAL OF MINUTES



The minutes of the AGM of 6 April 2019 were APPROVED. 



2.  REPORT FROM THE CHAIRMAN AND OFFICERS



The chairman’s report had been circulated to all members, as follows:



3.  ACCOUNTS FOR 2019


The income and expenditure accounts for the year ending 31 December 2019 had been prepared by the Treasurer, David Wright and circulated to all members.  In line with Rule 23, these had been examined by John Benbow.  David had highlighted that the financial situation continued to be sound.


It was AGREED that the accounts as presented be adopted.


4.  SUBSCRIPTIONS FOR 2021


In the light of the financial situation reflected in the accounts, it was AGREED to keep subscriptions for 2021 unchanged i.e. UK: £20 per household; overseas in sterling: £25 per household. 


5.  ARRANGEMENTS FOR EXAMINING THE ACCOUNTS FOR 2020


John Benbow had kindly offered to examine the accounts for the financial year 2020.  This was AGREED.


6.  ELECTION OF OFFICERS AND COMMITTEE MEMBERS FOR 2020/21


The following elections were AGREED:


Chairman  -  Chris Riddle
Secretary  -  Roger Thornhill
Treasurer  -  Thelma Smith
Archivist & librarian  -  Richard Collier
Meetings organiser  -  Chris Riddle
Membership secretary  -  Ivor Smith
Newsletter distribution  -  Chris Riddle
Newsletter editor  -  Roger Thornhill
Press & publicity  -  Olly Cartwright
Programme secretary  -  Brian Allaker
Committee member  -  Simon Bailey
Committee member  -  Allan Smith
Committee member  -  Ann Stubbs
Committee member  -  David Wright 

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