Annual General Meeting 2021
Due to the ongoing government restrictions on Public meetings, this meeting will be held virtually over the internet using the Zoom video conferencing service.
This meeting is open to H&G Canal Trust Members only.
In accordance with the Herefordshire and Gloucestershire Canal Trust Articles and Memorandum of Association, those members of the Board of Trustees who are retiring by rotation but offering themselves for re-election do not require to be formally nominated to serve an additional term.
2. Apologies for absence
3. Approval of minutes from 2020 – Copies of these Draft minutes are in the Wharfinger, Issue 145 or on the web site here
4. Chairman’s remarks
5. To receive the report of the Trustees and financial statements for the year ending 28th February 2021
6. To approve the appointment of an Independent Examiner of all the Trust’s accounts
7. Election of Trustees standing down by rotation and nominations of new Trustees
8. Close of formal business.
9. Open discussion forum.
Virtual Meeting Arrangements
Due to the ongoing government restrictions on public meetings, this meeting will be held virtually over the internet using Zoom, a video conferencing service.
With the government ongoing Covid 19 restrictions currently in place and our continuing legal requirement to hold an AGM the Trustees have agreed to convene the AGM on a virtual meeting again this year – i.e. the meeting will not take place at a conventional venue but will be a gathering of people using the internet and Zoom or joining by telephone. The virtual meeting will be able to be seen / heard by all involved, using a means where everyone can contribute live as the meeting takes place.
What do I need to do to take part?
Register your interest by emailing your name, address and contact details to firstname.lastname@example.org by end of the business day (17:00) of Monday 21 June 2021. We will then check our membership records (only bona fide H&GCT members can “attend” and take part in the meeting), and you will then be contacted to confirm all is correct.
With this confirmation, we will ask if you wish us to retain the email address provided on our Membership database, whether you wish it to be added to our electronic email list for further communications in future, or if you wish us to delete it after the AGM.
If you have a Joint Membership and you both wish to “attend” then please tell us when registering.
If you do not have email, or do not wish to share it with us, then please contact the Trust Chairman Ralph Barber (01432 853086) so we can confirm you are bona fide members and supply you with information about how to connect on the day via telephone.
How do you connect to the meeting?
A couple of days before the meeting you will be contacted via email (or phone) and provided with the means to link electronically to the meeting over the internet, which will include a username/meeting ID and password to be entered at the time. If you connect using the hyperlink provided in the email you will be able to connect without having to enter the username/meeting ID or password.
Those choosing to take part by phone will receive similar instructions as needed.
Please do not try to connect prior to the designated time day of the meeting.
On the day of the meeting
Please try to connect from 7.00 pm onwards so we can start at 7:30pm. If we then have some technical issues, we should have time to help you resolve them and still enable the meeting to start on time.
One hint: Make sure your volume is up high on your PC.
What about security?
The details needed to take part in the meeting are confidential and should not be shared with others. We will only share these with our members – and will not be published on the website or elsewhere for all to see. This should eliminate any “gate crashing” or other inappropriate behaviour.
New Trustee Nominations
New nominations to serve on the board of Trustees are welcome. Requests for a nomination form should be made by the person making the nomination by email to email@example.com
The following applications have been received:
Nominations should be submitted in the period between 28 days and 7 days prior to the AGM.
Every member who is entitled to vote at an AGM may appoint a proxy to vote in his/her stead. A proxy must be someone entitled to vote at the AGM.
Proxy forms are also available by emailing firstname.lastname@example.org and should be completed, signed, and returned to arrive at least 48 hours before the start of the AGM.