Stanford-Le-Hope & District

ANNUAL GENERAL MEETING 2020

Stanford-le-Hope and District U3A AGM

As you are all aware, prior to the Lockdown your Executive Committee published the details and date when this year's AGM was to be held.

With the COVID-19 pandemic reaching the UK and the subsequent Lockdown the ability to plan and organise anything with certainty is currently impossible. Consequently the Executive Committee is officially advising all members of the postponement of this year’s AGM, until such a time, and subsequent to government advice concerning the gathering of large groups, social distancing and the shielding of our members, we are able to inform you all, with some certainty the renewed plans and dates we will hold the SLH&D U3As AGM.

Your Executive Committee will at all times be guided by the National U3A Office. If physical meetings are not deemed feasible, then consideration will be given to holding a virtual AGM in February 2021, thereby avoiding the need for Members to travel and meet.

Your SLH&D U3A Executive Committee will remain in their present roles until the SLH&D U3A AGM is concluded. No time scale has been agreed as it is impossible to forecast when our Government gives us the OK to have such meetings in a safe manner and of course, ‘The Springhouse’ where we hold our meetings, is up and running.

Nominations for the Executive Committee
We will revise our procedure when we are sure we can continue our General Meeting and plan for our AGM
At our first General Meeting when we resume you will have a first chance to nominate members for the Executive Committee for coming year. Think carefully if you know of anyone (including yourself) who has the skills and ideas to contribute to the Executive Committee. Speak to them first and check they are willing to stand. If you are prepared to put yourself forward let someone know so they can propose and second you. Do not assume others will do the proposing and nominations, or leave it to the last moment.

If you want or know someone or yourself who is in agreement to standing for the Executive Committee, find the form and fill it in! It is really important that our members take ownership of their U3A by taking part in formal activities such as nomination. The deadline for nominations will be at the TBA General Meeting.

Those nominated, proposers and seconders must all be current members of our U3A.

Under our constitution and in normal circumstances, most Executive Committee members can only serve for 5 years.
Many of the existing Executive Committee members started at the same time and their 5 years will be up this year.
In 2020 at least four of the existing Committee will not be eligible for re-election and our Chairman must stand down after his five-year term.

Fresh ideas and skills that newcomers bring to the Committee will benefit us all.

At every AGM the existing Executive Committee stands down and this means if they are to be re-elected, they too have to be nominated, along with any new candidates.

Motions
Again when we resume our General Meetings you will have a chance to put forward motions for the AGM. Proposers and seconders must be current members of our U3A. The committee have moved the date for motions forward by one month to allow more time for discussion with the National U3A where required. This also gives the committee and responsible officers more time to complete the administration for the AGM. The deadline for motions will be the TBA General Meeting.
Both Nomination and Motion A4 forms will be in the Hall by the stage.

The Executive Committee.

The Executive Committee consists of 4 Officers (Chairman, Vice Chair, Secretary and Treasurer) and up to 10 other Committee Members. There can be a total of 14 on the Executive Committee. Up to 2 other members can be co-opted as Committee Members up to the next AGM if particular skills or special circumstances require it.)

This is what the Officers do:

Chairman: The Chairman’s role is to chair, the monthly meetings and the committee meetings, to give a sense of direction that motivates the committee and the whole U3A. The Chairman also represents Stanford-Le-Hope and District U3A at other U3A activities and to other external organisations. The Chairman, apart from chairing the AGM, gives a report each year to the members.

Vice-Chairman: The Vice-Chairman deputises where necessary for the chairman in any of the chairman’s duties and provides an alternative source of motivation to the committee and the whole U3A.

Secretary: The Secretary draws up the agenda for committee meetings, including the AGM and maintains the record of the decisions made, being ultimately responsible for producing the Minutes of such meetings. The Secretary also acts as contact person with the U3A National Office, the Charity Commission and local associations, providing services to the whole of the SLH U3A and outside organisations. The agendas, minutes, important documents are stored by the Secretary.

Treasurer: The Treasurer maintains the records of the incoming and outgoing money for the whole U3A, as well as supervising the accounts of the interest groups. The Treasurer ensures the Committee has appropriate procedures for handling money and also liaises with the Membership Secretary. The Treasurer maintains contact with the U3A’s banks, the HMRC (for gift aid) and the U3A National Office for the (U3A national body) membership fee and prepares an annual statement for approval by our financial examiner. The Treasurer gives a report each year to the members at the AGM.

Other Executive Committee Members may be given responsibilities once they are elected and the new Committee decides what is important and what needs to be done. These include amongst others:

Membership Secretary and deputyInterest Group Coordinator
Assistant TreasurerSpeaker Secretary
Website AdministratorDisabilities Coordinator

All Executive Committee Members are Trustees of our U3A.

This is a responsible duty. Advice on being a trustee and information on any new laws are provided by the U3A National Office and others, such as The Charity Commission.

• Our Trustees are responsible for making sure the money that comes into our U3A (including your subscriptions) is spent wisely. This is one of the reasons that all interest groups have to provide the Treasurer with details of their accounts whether they collect money or not.

• Trustees also have to make sure that our U3A abides by relevant legislation or rulings made by the Charity Commission and the General Data Protection Regulation recently introduced.

AGM Timetable

Please note that theses dates WILL changes and are kept here for reference

DateActivity
13th February General MeetingAGM Motions and Nominations for Executive Committee open.
13th March General MeetingDeadline for AGM motions either related to the constitution or not.
9th April General MeetingDeadline for Nominations to the Executive Committee
Prior to the May General MeetingEmail to be sent out to members with AGM pack attached (Agenda, Nominations, last year’s AGM Minutes and Accounts)
14th May General MeetingAGM pack (printed version) available for those members not on email. It can only be handed out to the person it is addressed to and not collected by others. Arrangements will be made for delivery to those that cannot attend the meeting.
11th JuneAGM followed by a speaker