Due to the delay in the planned lifting of Coronavirus restrictions this years AGM will have online voting as per last year.
All reports and proposals were included in the latest copy of Exploits and are copied below for your convenience.
- Committee Reports
- Rule Changes in Detail
Please note that since Exploits was published Paul Gardner has withdrawn his nominations for the positions of Rights of Way and Social Media.
We apologise for having to cancel the planned AGM meeting.
Vote on the following proposals by using the form on the right. You will need to input your name, Membership number and eMail address for verification. Remember, only one vote per Full Member. (Junior Members and 4x4 Response Only Members are not eligible to vote).
Proposal 1
Election of New Committee
Vote on the nominations for the following Committee Members, who have all agreed to stand again for a further year.
This will be a block vote for all named individuals, no positions are contested.
Positions with no nominee will remain vacant.
Chairman (no nominee)
Secretary - John Musham
Treasurer - Richard Clark
Membership Sec - Mike Rosewell
Exploits Editor - Sue CoulsonCompetition Secs - Tim Wyman & Keith Pocock
Essex 4x4 Response - Nigel Wood
Charity Event Support - Nigel Wood
Rights of Way Officer (no nominee)
Social Media Sec - (no nominee)
Shows & Displays Sec - Paul Warner
Proposal 2
Charity of the Year
The proposal is that we continue to support the Essex & Herts Air Ambulance as we have for many years.
Proposal 3
Rule Changes
The following rule changes are proposed by the Committee.
Proposal 4
Amend the Articles of Association & Memorandum of Association
Authorisation for the Committee to take the necessary actions to amend the Articles of Association & Memorandum of Association in line with the Club Rules
- proposer - John Musham
- seconder - Ray Booty
Proposal 5
Increase Additional Family membership fee to £15
To increase Additional Family Membership fee from £10 to £15 to cover basic administration costs
(proposed by the Committee)
Voting will close at 18:00 on Saturday 26th June 2021 and the form will no longer be available after that time.
Voting Now Closed
The Results
Total Votes Cast = 59
Of these, 2 were disallowed as they were duplicates, and 1 was disallowed as it was from a Junior Member.
Proposal 1
Election of New Committee
For = 53 | Against = 0 | Abstained = 3
Result: Proposal Implemented | Rejected
Proposal 2
Charity of the Year
For = 53 | Against = 0 | Abstained = 3
Result: Proposal Implemented | Rejected
Proposal 3
Changes to Club Rules
For = 33 | Against = 22 | Abstained = 1
Result: Proposal Implemented | Rejected
Proposal 4
Amend Articles & Memorandum of Association
For = 41 | Against = 0 | Abstained = 15
Result: Proposal Implemented | Rejected
Proposal 5
Increase Additional Family Membership fee to £15
For = 31 | Against = 19 | Abstained = 6
Result: Proposal Implemented | Rejected
Committee Reports
As a way of compensation each membership has been extended by up to seven months over the last eighteen months. The latest extension is for one month to give time for changes agreed at the AGM to be implemented on the 1st of August. That means many of our members will have received nineteen months membership for the price of twelve.
Over the last year we had a change of Treasurer with Stanly Goulding stepping down and Richard Clark stepping into the role. A big thanks to Stanley for the last five years and to Richard taking up this important role.
Trials events have been very well supported and thanks must go to Tim Wyman and Keith Pocock our twin Comp Secs for their hard work and unbridled enthusiasm. They have made a great success of their first year in charge.
Essex 4x4 Response members were very busy during the bad weather a few months back and received thanks from many quarters but especially the police.
Green Lane trips were badly affected by Covid rules, quite hard to put a trip on even when we were not in full lockdown. The rule of six severely limits the ability to make up the groups. There is also a growing need for more leaders on Laning trips.
We have bitten the bullet and made some changes to the club rules. Some are in an effort to stave off the threat of corporation tax should HMRC come calling again and some were thrust upon us due changes external to the club. Thanks here go to John Musham for all the work he has put into this update.
Update to Club Rules - Main points • Statement that the company is a Not For Profit organisation to try to head off issues with HMRC and Corporation Tax • Change the wording surrounding classes of membership to avoid confusion and misinterpretation • Remove the word His to make the rules gender neutral • Update references to the Association of Land Rover Clubs • Update rules to show Motorsport UK (new name for the MSA) • Add rule regarding period of membership • Change the wording on the make up of the Committee to provide greater clarity and reduce the maximum numbers • Change the Directors to include all elected committee members • Change wording from Child Protection Office to Safeguarding Officer • Change the rules to permit the taking and distribution of minutes in electronic form.
All I can add is a big thank you to everyone in the club both, committee and members, who together make up one of the finest clubs of any type in this country. Keep it up and may the club prosper for many years to come.
Ray Booty
As Secretary answering messages people send either directly or via the website has not stopped, taking and writing up minutes through to the purchasing of new Trophies, it has been Business as Usual; with perhaps more time to reduce the ‘to do’ list on the ‘rolling restoration’ projects....
The biggest task I have taken on has been to review and potentially overhaul the Clubs Articles of Association and the Memorandum of Association.
The Club formed an official Company back on the 27th of May 1987, it has been lovely reading the Rules and ethos of the then members who first set out the Club Rules that we still have today (although heavily modified – in typical LR fashion). Over the years, at each AGM, members have voted in changes as a natural evolution as the Club grew; however, we felt it was time for a complete review and overhaul.
Various options have been discussed between the Committee as to what we have proposed at this AGM. Due to the number of tweaks of the rules we felt necessary, asking members to vote on every single one individually we felt was too laborious, instead we have opted for a ‘blanket’ vote of the changes; the risk being that if we do not have a majority, we would need to hold an EGM at a later date.
It has been nice to see the ethos of the Club has not changed over the 34 plus years, even getting the chance to speak to one of its founders. Each Committee over that time, all of which are volunteers, working tirelessly behind the scenes for its members and of course still have fun being part of the Land Rover fraternity.
I will be happy to continue as Secretary for our Club if the members will allow.
John Musham
This year alone so far, has seen 29 new Members – some returning, who want to take part in the Club’s activities. There are quite a few who will be new to trialling and many who want to take part in the Club’s green laning days.
Memberships have needed to be extended twice due to lack of Club activity meaning that all Members have had amended expiry dates. This created some unexpected issues at times and showed up inaccuracies on LoveAdmin. This included all new Members up until 31st March 2021.
The committee has also extended the renewal dates again to accommodate any potential changes coming from the upcoming AGM as there would be insufficient time to implement these changes between the meeting and the renewals on the 30th of June 2021.
This date has now been extended to 31st July and all other Members with a later renewal date will be extended by one month as well.
Currently there are 189 lead Members of which 84 are Individuals, 100 Family and 5 Free of Charge memberships making a total of some 368 Members.
I have carried out an intensive audit of Members details on LoveAdmin and there are at least 16 Family Memberships that have or are likely to have members in the wrong category. This specifically relates to Member’s children becoming 18 and not being transferred into the Additional Family Member group. There are also a couple of Memberships whereby the definition of Family is outside the Club’s description.
These will need addressing before the next renewals.
There is a proposal at the AGM to raise the subscription cost for Additional Family Members to £15 so if there are family Members who are not going to be part of your Membership please let me know and I can delete their records.
As a reminder the current wording of the Rule 3.5.3 – Additional Family Membership is-
A Member eligible to drive in competitive events, who is a dependent of the Individual Member, such as a young adult in full time education, resident at the same address as the primary family member, or their previous partner.
This rule has been defined on the most recent Membership application forms as - a family member 18 years and over resident at the same address. This means that any adult currently living away from the Family Member’s residence would need to join the Club as an Individual Member.
An example: Family Membership of £40 plus one Additional Family Membership of £15 means a renewal cost of £55 from 1st July 2021 if agreed at the AGM.
The Committee is aware of the additional cost to some Members, but this is a change that has been sometime coming and cannot be put off any longer due to the Club needing to comply with current regulations.
I would ask that in these changing times Members make use of the facility on LoveAdmin to pay by direct debit and to consider using auto-renew for future Membership. All you need to do is access your LoveAdmin account and amend your details.
If you are not sure how LoveAdmin works, it uses the email address you supplied to the Club and a password. There is a facility to change your password if you have forgotten it.
I am happy to stand again as Membership Secretary for the next 12 months unless anyone wishes to take the role on after this AGM.
As this will be my last term as Membership Secretary any Member who would like to take on the role from June 2022 is more than welcome to ‘shadow’ the role with me from the start of 2022 in preparation for taking over.
Mike Rosewell
I hope you have enjoyed your Exploits this year. Thanks to everyone who has contributed.
I am happy to stand again.
Sue Coulson
We are sorry some Tyro drivers could not compete due to the Covid rule of not having passengers, hopefully this is now all behind us and looking forward we have a fully planned list of trials for all classes every month, except August.
In August we are holding a driving weekend, whereby members will be able to try out different activities that the club provides including trialling, green laning and winch recovery, plus off road driving.
During the last limited year, many new members, young and old, and some returning after a few years off, have joined in the fun of trialling and it’s been great to see you. All members can come along and find out what it is all about and a warm welcome is made to anyone who would like to take part, help or just watch.
Keith Pocock and Tim Wyman
We did get involved in a “Grow you own” project for Maldon Council delivering 150 kits to the public in the Maldon area.
The snow in February 2021 kept us busy primarily in the Tendering area, we completed over 50 calls mainly transporting medical staff, but we did recover a couple of ambulances. We received some welcome publicity on Radio Essex and BBC Look East.
Membership continues to grow, and we are hopeful as life returns to normal we will be able to resume some face-to-face meetings and training events. Although our members mainly use a Land Rover of some sort we now have quite a selection of other makes of 4x4 vehicles which is great to see.
We are still supporting Herts 4x4 Response and Norfolk and Suffolk when asked.
My sincere thanks to everyone who has helped at any of the charity events or supported 4x4 Response during the past year.
Nigel Wood
It is looking a bit more promising for this year, all our usual events run from August onwards which means we are doing quite a few on consecutive weekends. That said, it will be great to get back to helping out all our friends raise some much needed funds for their respective charities.
All the events we support are a great shop window for the club and Land Rovers in general, most are attended by 1000+ members of the public and see club members helping to ensure the smooth running of the event.
Nigel Wood
Paul Warner
I am happy to continue to stand as the Club's Safeguarding Officer and wish to remind all club members (young and old) that any issues please do not hesitate to contact me. I will send my apologies for the AGM due to a clash with a motorsport event.
Steve Wood
Rule Changes
To promote competitions for Land Rovers, and in association with other clubs, co-promote competitions in accordance with the RAC Motor Sports Association Limited
ProposedTo promote competitions for Land Rovers, and in association with other clubs, co-promote competitions in accordance with Motorsport UK and the Association of Land Rover Clubs (ALRC).
The Club is a Not For Profit company and all and any Surpluses are held within the Club. Should any surplus be made then such money is to be reinvested back into the Company or used for social purposes for which the Company was created rather than distributed as dividends.
The Club is run exclusively for the benefit of its members who volunteer without remuneration to organise the various events.
Individual Membership – only the named individual is considered to be a member of the club, and able to enjoy such benefits as that may provide.
ProposedIndividual Membership - only the named individual is considered to be a member of the club and able to enjoy such benefits as that may provide. An individual member under the age of 18 must provide a signed consent form from a parent or guardian.
Family Membership – an additional person at the same address as the individual member, both members are considered to be full members of the club, and both are able to enjoy such benefits as that may provide. Added to this grade of membership can be any number of dependents (partner and/or children) who are not eligible to drive at events. These people will be listed on the primary members card (the main individual member). Children aged between 13 and 17 listed on the Family Membership will be eligible to drive at appropriate events and be annotated as such on the primary Member’s card
ProposedFamily Membership - A member plus partner who resides at the same address. Both are considered to be full members of the club and are able to enjoy such benefits as that may provide. Any children (under the age of 18) who reside at the same address as the family members may be added to the family membership but only children aged between 13 and 17 years of age are eligible to drive in club events.
Additional family member – A member eligible to drive in competitive events, who is a dependent of the individual member, such as a young adult in full time education, resident at the same address as the primary family member, or their previous partner
ProposedAdditional Family Member - an adult who resides at the same address as a Family Member and who is a close relative to the Family Member and/or partner. They will enjoy such benefits as the club may be able to provide.
At the discretion of the committee Rule 3.5.3 can be applied to other members of the Family on the grounds of hardship, etc. The lead Family Member should make a written application to the committee who will consider the application at the next committee.
Essex 4x4 Response Membership - This class of member will be able to participate in Rover Rescue activities and will be covered by the insurances in place. They will not be eligible to participate in activities of any other section of the Club. No voting rights will be afforded. The membership will be described as: - A member of the Essex 4x4 Response provided by Essex Rover Rescue, part of Essex Land Rover Club Limited. These members will not be deemed to be members of the Association of Land Rover Clubs
ProposedEssex 4x4 Response Membership - This class of member will be able to participate in 4x4 Response activities and will be covered by the insurances in place. They will not be eligible to participate in activities of any other section of the Club. No voting rights will be afforded. The membership will be described as: - A member of the Essex 4x4 Response, part of Essex Land Rover Club Limited. These members will not be deemed to be members of the Association of Land Rover Clubs.
Any member wishing to resign his membership before the end of the subscription year shall give notice in writing to that effect to the Secretary before the date on which membership falls due for renewal, and shall cease to be a member from the date of such notice, but shall not be eligible for any refund of subscription
ProposedAny member wishing to resign their membership before the end of the subscription year shall give notice in writing to that effect to the Secretary before the date on which membership falls due for renewal, and shall cease to be a member from the date of such notice, but shall not be eligible for any refund of subscription.
The Committee may increase the period of membership beyond 12 months for all members when normal club actvity is suspended due to Force Majeure.
An additional family member will be added to the family membership at no additional cost.
Elect the Chairman, Vice Chairman, Secretary, Treasurer, Membership Secretary, Competitions Secretary, Newsletter Editor and Club Scrutineer
ProposedElect the Chairman, Secretary and Treasurer.
Settle any remuneration for the officers of the club.
Every member of the club, with the exception of Essex 4x4 Response Members, shall be entitled to attend and vote at a General Meeting, and may appoint another person (whether member or not) as his proxy to attend and vote instead of himself; any proxy shall have the same right as the member to speak at the meeting. A simple majority shall decide all matters put to the vote, except where a poll is required in accordance with rule 8.6 or alteration of these rules is proposed, when the provisions of Rule 14.3 apply.
ProposedEvery member of the club aged 18 years or older, with the exception of Essex 4x4 Response Members, shall be entitled to attend and vote at a General Meeting and may appoint another person (whether member or not) as their proxy to attend and vote instead of themselves; any proxy shall have the same right as the member to speak at the meeting. A simple majority shall decide all matters put to the vote, except where a poll is required in accordance with rule 8.6 or alteration of these rules is proposed, when the provisions of Rule 14.3 apply.
The committee shall consist of not more than 17 voting members, including the Chairman, Secretary and other such officers as deemed necessary, all of whom shall be elected at the AGM, with the exception of the Club Child Protection Officer (see 9.8 below). Functions may be shared or combined if deemed expedient, subject to the limit above.
ProposedThe committee shall consist of not more than 13 voting members including the Chairman, Secretary, Treasurer and other such officers as the Committee deem necessary, all of whom shall be elected at the AGM, with the exception of the Safeguarding Officer (see 9.8 below). Functions may be shared or combined if deemed expedient, subject to the limit above.
The Directors of the Company shall be the Chairman, Vice Chairman, Secretary, Competition Secretary, Rover Rescue Officer, and Rights of Way Officer, elected in accordance with Rule 9.1. When any or all of the Committee Members in those roles change at a General Meeting or otherwise, the current Directors shall appoint such new committee member(s) in those roles to be Director(s) of the company, and those Directors no longer being committee members shall forthwith resign from the Board
ProposedThe directors of the company shall be all the committee members voted into office at an AGM or otherwise. When any or all of the Committee Members in those roles change at a General Meeting or otherwise, the current directors shall appoint such new committee member(s) in those roles to be Director(s) of the company, and those Directors no longer being committee members shall forthwith resign from the Board.
Where more than 17 nominations in total, or more than one for any individual officer post, have been received in accordance with Rule 9.4, then the majority of votes cast shall be put to the vote and the candidate(s) having a simple majority of votes cast shall be deemed to be elected as proposed
ProposedWhere more than 13 nominations in total, or more than one for any individual officer post, have been received in accordance with Rule 9.4, then the majority of votes cast shall be put to the vote and the candidate(s) having a simple majority of votes cast shall be deemed to be elected as proposed.
Where less that 17 nominations in total, or only one for each officer post, have been received in accordance with Rule 9.4, then those members so nominated shall be declared to be duly elected.
ProposedWhere less that 13 nominations in total, or only one for each officer post, have been received in accordance with Rule 9.4, then those members so nominated shall be declared to be duly elected.
The elected Committee will appoint a Club Child Safeguarding Officer to the committee who will retain the role until the appointee chooses to resign the post, or the Committee determine to appoint a replacement officer. The CCSO will be subject to Criminal Record Check and formal confirmation by the MSA. The duties of the CCSO will be to implement to the Child Safeguarding Policy established by the MSA
ProposedClub Safeguarding Officer - The elected Committee will appoint a Safeguarding Officer to the committee who will retain the role until the appointee chooses to resign the post, or the Committee determine to appoint a replacement officer. The Safeguarding Officer will be subject to Criminal Record Check and formal confirmation by Motorsport UK. The duties of the Safeguarding Officer will be to implement the Safeguarding Policy established by the Motorsport UK. The frequency of Criminal Record Check for the Safeguarding Officer should be every 3 years or when appointed to the role.
The Committee shall meet whenever summoned by the Secretary, who may convene a meeting of his own accord, at the instruction of the Chairman, or on requisition of a quorum of the committee.
ProposedThe Committee shall meet whenever summoned by the Secretary, who may convene a meeting of their own accord, at the instruction of the Chairman, or on requisition of a quorum of the committee.
Any member who shall absent themselves from 3 consecutive committee meetings without sufficient reason shall be deemed to have resigned his position on the committee.
ProposedAny member who shall absent themselves from 3 consecutive committee meetings without sufficient reason shall be deemed to have resigned their position on the committee.
It shall be the duty of the Secretary to attend to the day to day organisation and running of the club, in consultation with his fellow officers or the committee as they may, at his discretion, determine expedient.
ProposedIt shall be the duty of the Secretary to attend to the day to day organisation and running of the club in consultation with their fellow officers, or the committee, as they may determine expedient.
The Secretary shall attend in person or by deputy all General meetings and Committee Meetings of the Club and take minutes of all proceedings. Such minutes shall be entered in a book and presented for confirmation at the next succeeding meeting of the same nature.
ProposedThe Secretary shall attend in person or by deputy all General meetings and Committee meetings of the Club and take minutes of all proceedings. Such minutes shall be recorded and presented for confirmation at the next meeting of the same nature.
All competitive events for motor vehicles promoted by the Club shall be promoted in accordance with the General Competition Regulations of the RAC Motor Sports Association Ltd and any of its requirements and regulations issued for such events.
ProposedAll competitive events for motor vehicles promoted by the Club shall be promoted in accordance with the General Competition Regulations of an Authorising Body or its agent and any of its requirements and regulations issued for such events.
All caravan rallies shall be promoted only with the authority of the Association of Rover Clubs Ltd.
ProposedAll caravan rallies shall be promoted only with the authority of the Association of Land Rover Clubs Ltd.
The Club maintain registration with the RAC Motor Sports Association Ltd to promote competitions.
ProposedThe Club maintain registration with Motorsport UK or its agents to promote competitions.