Stanford-Le-Hope & District

ANNUAL GENERAL MEETING 2021

Stanford-le-Hope and District u3a AGM

Due to Government coronavirus restrictions, it is likely that the 2021 Stanford-le-Hope & District u3a AGM to be held on Thursday 10th June, will be a virtual meeting. The Executive Committee (EC) has planned for this.

We need to modify our Constitution to allow us to hold the AGM virtually and again, plans are in place to do this at the 2021 Virtual AGM.

Should the situation change and we are allowed to hold an AGM face-to-face, the EC will adapt its plan and advise members accordingly. Holding a virtual AGM in 2021 meets our constitution criteria, avoiding the need for Members to travel and meet.

Motions

Part of the AGM process is the opportunity for current u3a members to put forward motions for consideration. Motion forms will be attached to newsletters and advance emails for you to do this.
If you wish to forward a motion, please print off a motion form and complete it. Proposers and seconders must be current members of our U3A.

The EC require these motions in advance of the AGM to allow more time for discussion with the u3a National Office where required. This also gives the EC and responsible officers more time to complete the administration for the AGM.
Copies of completed motion forms to be emailed to The Secretary. Ensure you have the secretary's email address in your Contacts list. Please send an email as you would normally with the attachment.
Otherwise if you printed off the forms or were supplied with paper copies please post back to The Secretary at the address on the form.‘Motion Forms’ must be received by The Secretary by Monday 15th March 2021.

Executive Committee

An important part of the AGM process is to elect a new Executive Committee for 2021/22. All current members must stand down. Some current EC members have reached the maximum term they can serve, whilst others have indicated they are willing to stand for re-election.

The Executive Committee consists of four officers, ie. Chair; Vice-Chair; Secretary and Treasurer. In addition, a maximum of 10 other committee members can be elected.

Nominations for the Executive Committee

Attached to newsletters and advance emails; we are planning to include Nomination forms so you have a chance to nominate members for the Executive Committee for the coming year.

You can use this form to nominate any current Stanford-le-Hope & District u3a member to the EC. Please ensure that you have the nominee’s permission and that you have agreed a seconder to the nomination.
Copies of completed nomination forms to be emailed to The Secretary. Ensure you have the secretary's email address in your Contacts list. Please send an email as you would normally with the attachment.
Otherwise if you printed off the forms or were supplied with paper copies please post back to The Secretary at the address on the form. Nominations must be received by The Secretary by Monday 15th March 2021.

More information about the roles and AGM details can be found at AGM 2021 Additional Information

To assist you, the status of the EC members standing down is as follows: -

POSITION2020/212021/22
ChairColin MunroServed full term as Chair.Eligible to stand for the EC
Vice ChairBernie SmithEligible to stand again for the EC
SecretaryElizabeth BrownEligible to stand again for the EC
TreasurerGraham HodgsonEligible to stand again for the EC
Committee MemberJean Jardine'Served full term. Not eligible to stand
Committee MemberJohn GreenServed full term. Not eligible to stand
Committee MemberMichael FarmanServed full term. Not eligible to stand
Committee MemberMagda NorrisServed full term. Not eligible to stand
Committee MemberChris GommEligible to stand again for the EC
Committee MemberPaul BriceEligible to stand again for the EC
Committee MemberDick FoxEligible to stand again for the EC
Committee MemberMick MillerEligible to stand again for the EC
Committee MemberChris HendersonEligible to stand again for the EC
Committee MemberKevin Brice Eligible to stand again for the EC

AGM Timetable

Below are the dates when Nomination and Motion activities have to be completed together when we will inform members of more AGM details.

Please note that these dates MAY change subject to circumstances outside of our control.

DateActivity
15th MarchDeadline for return of Nominations to the Executive Committee
15th MarchDeadline for return of AGM Motions either related to the constitution or not.
26th AprilEmail to be sent out to members with AGM pack attached. (Agenda, Nominations, Motions, last year’s AGM Minutes and Accounts)
26th AprilAGM pack (printed version) available for those members not on email. Arrangements will be made for delivery.
31st MayDeadline for members’ voting returns on Nominations and Motions to Returning Officers.
10th JuneVirtual AGM