Buxton & District

AGM 2020 INFORMATION PACK

BUXTON AND DISTRICT U3A

THE ANNUAL GENERAL MEETING 2020

13th July 2020

1) NOTICE OF THE ANNUAL GENERAL MEETING REPLACING THE MEETING OF 11 MAY 2020 POSTPONED DUE TO CORONAVIRUS

Dear Member

Coronavirus lock-down regulations prevent us meeting face-to-face. Our U3A is a charity and The Charity Commission has given permission for U3As to go outside their normal constitutional arrangements for holding an AGM. Your Committee decided at a meeting held on 8 June to use this permission. This was with the specific purpose of safeguarding the good governance of the organization, by causing the essential work of an AGM to go ahead. It should be viewed as exceptional. Our members use many different devices and software systems to receive and send emails. Formatting and some graphics may be lost in transmission. Apologies if that has occurred. To avoid such difficulties, we are SENDING OUT YOUR VOTING PAPER SEPARATELY AS A HARD COPY DOCUMENT. YOU WILL RECEIVE THIS NO LATER THAN 19TH JULY BY POST OR HAND DELIVERY.

1A HOW ARE WE GOING TO MANAGE THIS REPLACEMENT FOR A CONVENTIONAL AGM?

We will manage it by correspondence with a postal voting and proxy voting system. The main characteristics will be as follows:

i. All papers sent out for the postponed AGM are being sent to you again, modified where necessary to reflect the different presentation process.

ii. Those reports, which would normally be presented face-to-face at an AGM, and are necessary for informed voting, will take the form of written reports. You will be referred to the Buxton and District U3A website for one piece of documentation. It is not necessary to vote on this piece.

iii. You will receive details of resolutions and appointments on which voting is required.

iv. Voting will be by post/hand delivery or by email and there will be a Proxy voting option. In the case of the latter, you will be able to empower the Chair to vote on your behalf as she sees fit.

v. The number of completed Voting Papers received will represent the number of members participating in this AGM process.

vi. Members who have paid their subscriptions by 13th July will receive these AGM papers and be eligible to vote. A quorum will be deemed to be a minimum of 10% of those eligible returning their Voting Paper by the deadline.

vii. Those who have difficulties with the voting process will be invited to make contact with the Helpline. Details are given on the Voting Paper.

1B THE INFORMATION IN THIS DOCUMENT

Notice of the arrangements for the replacement of the postponed AGM.
Reference to Draft Minutes of the AGM held 8 April 2019.
Reference to Committee report of activities April 2019 to March 2020.
Accounts for 2019 and supporting notes.
Resolutions put forward by the Committee and supporting statements.
Resolution put forward by a member and supporting statement. A statement of the Committee’s position on the resolution is also included.
The date of the next AGM.

THE VOTING PAPER WILL BE SENT TO YOU BY POST OR HAND DELIVERY NO LATER THAN 19TH JULY

Yours sincerely

Gill Williamson
Business Secretary 8 July 2020

2) THE AGM BUSINESS – THE “AGENDA”

2A DRAFT MINUTES OF THE AGM HELD 8 APRIL 2019

These can be viewed on the website of Buxton and District U3A under the AGM heading. You will need to vote to accept these on the Voting Paper.

2B REPORT OF THE ACTIVITIES OF THE COMMITTEE DURING APRIL 2019 – MARCH 2020
The Committee would normally present an account of the year’s activities to the membership at an AGM. This is not a matter on which the membership is required to vote. The report will not therefore be presented formally this year. However, It is to be found under the AGM heading on the Buxton and District U3A website and may be of interest to you.

2C THE FINANCIAL INFORMATION
Financial Accounts to 31st December 2019 appear on our "News" page
click this link Financial Statement 31st December 2019 to access them
Notes on the Accounts also appear on our "News" page
click this link Notes-Financial Statement 31/12/19 to access them

2D RESOLUTIONS AND APPOINTMENTS

THESE ARE MATTERS ON WHICH YOU NEED TO VOTE
The numbers of the resolutions and nominations below correspond with the numbers on the Voting Paper.

1) ADOPTION OF MINUTES OF AGM HELD ON 8 APRIL 2019
Proposer: William McGaw Seconder: Sue Allan

2) ACCEPTANCE OF THE REPORT AND ACCOUNTS FOR YEAR ENDING 31 DECEMBER 2019
Proposer: Gill Williamson Seconder: Gwyneth Rees

3) SUBSCRIPTION MOVEMENT BY UP TO £5 UP OR DOWN.
The Committee proposes that the membership grants an ongoing annual mandate for the subscription to be raised or lowered by up to £5 per annum if the financial position indicates the need for this, without the requirement to obtain permission from the membership at an AGM or EGM.
Proposer: Joe Brown Seconder: Lynn Spearing

Case from the Committee
Your Committee unanimously supports this proposal.
Buxton U3A is required to hold at least six months of turnover by the Third Age Trust as reserves. To reduce administration, and avoid elongated general meetings, your Treasurer has proposed that the Committee is given
this mandate. Your Committee urges you to support this proposal.

4) FINANCIAL REPORTS AND ACCOUNTS ONTO THE WEBSITE

It is agreed that by putting the financial report and accounts of the U3A for the preceding year on the Buxton and District U3A website at least 7 days before the Annual General Meeting, the Committee has discharged its obligations to present the financial report and accounts to each Annual General Meeting.
Proposer: Joe Brown Seconder: Zan Hurst

Case from the Committee
Your Committee unanimously supports this proposal. This is to avoid the administration, cost and paper used to present the Financial Report and Accounts at the AGM. Your Treasurer has proposed that the Committee is given
this mandate. Your Committee urges you to support this proposal.

5) RESOLUTION FROM MEMBER ANN WEBB

The undersigned propose that:

(i) groups which take money out of the collective Buxton and District U3A funds to pay for accommodation, equipment or similar, should pay an additional weekly subscription to cover these costs. This should be determined upon the basis of actual costs by the Treasurer. If this is not acceptable,
(ii) the possibility of a sliding scale of basic subscription, depending on the number of groups attended,
should be agreed in principle at this AGM and a proposal put to the 2021 AGM.

Rationale

Members of the Wednesday Longer Walks Group, represented by the Proposer and Seconders, are unhappy about the fact that some activity groups receive a huge financial subsidy in the form of weekly expensive hall-hire and equipment such as tables, etc. In contrast, the Longer Walks Group demands nothing and in fact carries two big weekly expenses paid solely by the group:
a) petrol costs to our starting point (£3 per week per walk participant)
b) car parking fees at the starting point (becoming more frequent). Up to £5 per car.
If either of the proposed changes in basis for paying subscriptions (i or ii above) were implemented, the system would be fairer and the annual subscription rate would not have to be raised as drastically again, as it has been in April 2020.
Proposer: Ann Webb
Seconders: Fran Allen, Kathie Burns, Jennifer Heywood, Ann Clark, Janice Woodroffe, Elaine Radford, Sandy Bowes, Pam Woodroffe, Gwen Manlove, Vic Woodroffe.

Case from the Committee Against Ann Webb’s Proposal

5i above

Déjà vu. Your Committee unanimously opposes Ann Webb’s proposal. A similar proposal to this was heavily
defeated by the membership at the 2019 AGM. U3A Buxton is a voluntarybody, reliant on the goodwill of the Committee members and group leaders. A contactless card machine for each group would cost more than each group,
so is impractical. That leaves the option of regular meeting cash to be paid; the British government is against handling cash. Many group leaders have refused to handle regular meeting cash subscriptions. This takes time, involves much administration work, has security issues and our bank actively discourages the banking of cash.
Your Committee urges you to vote against this proposal.

5ii above

Your Committee unanimously opposes Ann Webb’s proposal.
If carried, Ann Webb’s proposal will require a variety of subscription rates, which is unrealistic to implement, administer, monitor and audit. Your Committee urges you to vote against this proposal.

APPOINTMENT

6) PREM KUMAR AS EXAMINER OF ACCOUNTS FOR THE YEAR 2020
Nominator: Fiona McIntosh Seconder: Derek Bodey

COMMITTEE APPOINTMENTS

All appointments for a period of up to 3 years commencing from 24 August 2020.

7) FIONA McINTOSH AS CHAIR
Proposer: Lynn Spearing Seconder: Anne Meredith

8) ZAN HURST AS VICE CHAIR
Proposer: Zena Bishop Seconder: Janet Stockton

9) SUE VERNON AS BUSINESS SECRETARY
Proposer: Gill Williamson Seconder: Patty Hoskin

10) GWYNETH REES AS MEMBERSHIP SECRETARY
Proposer: Chris Harvey Seconder: Stephen Rees

11) ANDREW MATTHEWS AS GROUP LEADERS’ LIAISON
Proposer: Zena Bishop Seconder: Janet Stockton

12) TINEKE BOSMA AS WEBSITE ADMINISTRATOR
Proposer: William McGaw Seconder: Fiona McIntosh

13) JEAN EVANSON AS GENERAL MEETINGS ORGANISER
Proposer: Sue Allan Seconder: Pam Rogers

14) MARGERY SHERWOOD AS OCCASIONAL HELPERS CO-ORDINATOR
Proposer: Jean Evanson Seconder: Lynn Spearing

WATCH OUT FOR YOUR VOTING PAPER! THIS WILL ARRIVE BY HAND DELIVERY OR POST
NO LATER THAN 19TH JULY, 2020.

LOOK OUT YOUR MEMBERSHIP NUMBER. YOU WILL NEED IT TO VOTE.

REMEMBER! THE CLOSING DATE FOR VOTING IS 17 AUGUST 2020

DATE OF NEXT AGM: 12 April 2021