Notice of Annual General Meeting 2010

[Tony Ferrari]

4x4 Response Annual General Meeting

Please be advised that the 4x4 Response (Charity No 1126138) Annual General Meeting will be held on Saturday 10th July at 14.00 at:

Frickley 4x4 offroad centre
Broad lane
South Elmsall
South Yorkshire
WF9 2ND


AGENDA

1 Welcome, introductions and apologies
2 Minutes of the 2009 AGM
3 Matters arising from the minutes
4 Chairman's Report
5 Secretary's Report
6 Treasurer's Report and presentation of 2009/10 Accounts
7 Proposals (see below)
8 Election of Trustees (see below)
9 Any other business previously notified to the Secretary (see below)
10 Close

Proposals

Any proposals must be emailed to the acting Secretary tony.ferrari@4x4response.info no later than 18.00 on Friday 25th June 2010. Proposals will be accepted on behalf of member groups or from individual members of the Charity and must be suitably seconded by a member of that group, a member of another member group or an individual member.

Trustees

Any nominations for positions of Trustee must be received by the acting Secretary tony.ferrari@4x4response.info no later than 18.00 on Thursday 8th July 2010, although if necessary nominees may be proposed from the floor at the AGM.

Nominees must have given their agreement and must be either a current member of a member group or an individual member of the charity. Their proposer and seconded must also be current members of a member group or individual members of the charity.

Under the terms of the constitution, two Trustees will be resigning at the AGM, Bob Hatcher (currently without portfolio but formerly Secretary and Chairman) and Tony Ferrari (Treasurer and acting Secretary). Both have indicated they are willing to stand for re-election.

The other two Trustees, Simon Bentley (Currently Chairman) and Paul Johns (Currently without portfolio) are not required to resign.

It is proposed that there should be five or six trustees, so a minimum of two further nominations will be required although there is no limit to the maximum number that may be nominated.

Any Other Business

Any items of AOB must be notified to the secretary prior to the start of the meeting at 14.00 on Saturday 10th July 2010. If notified by email they must be received by the acting Secretary tony.ferrari@4x4response.info no later than 18.00 on Thursday 8th July 2010.

Proposals, nominations and AOB items will be posted as they are received.

[Tony Ferrari]

Annual General Meeting of 4x4 Response 21 June 2009


Avalanche Adventure, Sibbertoft, Leicestershire.


Agenda

1. Welcome and apologies,
2. Chairman's opening & Report
3. Secretary's Report
4. Treasurer's Report
5. Formal acceptance of the constitution
6. Resignation of Trustees
7. Election of new Trustees
8. AOB

The meeting commenced at 13:05

1. Welcome & Apologies

Member Groups present:

Breckland Rover Rescue (BR)
Gloucestershire 4x4 Response (GL)
Hampshire & Berkshire 4x4 Response (HR)
Hertfordshire 4x4 Response (HT)
Northamptonshire 4x4 Response (NH)
Wessex 4x4 Response
Yorkshire & Lincolnshire 4x4 Response

Individual members present:

Bob Hatcher (WE)
Tony Ferrari (HT)

Other groups present:

4x4 Response North East

Apologies

Rab Bark (Strathclyde) Dean Hendricks (SR)
Alasdair Kirk (GL) Mark Margetts (WA)
Jonathon Marshall (NE) Matt Neale (WE)
Dave Rudderham (WA) Alan Stevenson (COTAG)
Chris Williams (WA)

Bob Hatcher, the Chairman welcomed members and others to the first annual general meeting of 4x4 Response.


2. Chairman’s Report

Bob gave a round up of how the current Charity came to be formed to provide continuity in the form of a legal entity and how 4x4 Response has grown significantly in the last year, his statement is copied here:

“Over the years and across the UK there have been various groups set up by volunteers owning 4x4s and offering a service to their local community. Members of these groups have used their vehicles to support the Emergency Services, Local Council Emergency Planning Departments and other volunteer organisations in times of poor weather, emergency or other times of need. Some have been active for many years, others are still forming.

In 1999 4x4 Response was first established in Norfolk to provide local community support. One of its key aims was to promote the 4x4R concept across the country. Through its website and attendance at shows, information was passed and other 4x4R specific groups were formed across the UK including Wessex 4x4 Response which was formed in September 2002.

In 2005 it was suggested that these links were developed into a more formal Association which could assist the development of the Volunteer 4x4 Response concept across the country. In 2006 the 4x4 Response Network was renamed Norfolk & Suffolk 4x4 Response and the simpler name was used to form a National identity.

Throughout 2006 a steering committee and several sub-committees, consisting of members from groups in Northern, Southern and Eastern England, Scotland and Wales, used the web to discuss and establish the criteria for 4x4 Response Groups across the nation.

In 2008, after considerable growth in the regions with 500 members involved in their local teams the National organisation was formalised and established as an umbrella charity. In the autumn of 2008, 4x4 Response became a registered charity (Charity number: 1126138), acknowledging the voluntary and charitable work done by the organisation throughout the UK. Since August 2008 there have been several new teams formed but more importantly a greater recognition from various tiers of government ranging from district councils up to the Cabinet Office.”

Bob also proposed a vote of thanks to Breckland Rover Rescue for starting the concept that led to 4x4 Response 40 years ago in 1969. This was agreed by all present.

3. Secretary’s Report

Apologies were offered from Alasdair Kirk, Secretary and a brief written report was read on his behalf by the Chairman.

“This last year has been an interesting one, with the beginning of the stage
when we consolidate years of work into a National organisation.

In the summer of 2008 we set up a National Charity and at that time we
decided to take the approach of National brand and identity, but devolved
authority at the regional level, allowing us to create an organisation with
the minimum of red tape, but the maximum benefit for our User Bodies and
indeed our teams and those who volunteer.

The structure seems to be working well - it means that the teams carry on
the fabulous work they are doing in their own areas and we now have coverage
across a large part of the country, the day to day running of those teams is
in their hands and they build the local relationships and agreements. At a
National level we have a unified brand / identity, discounted insurance and
a growing reputation as a serious professional National charity - giving us
more credibility and negotiating power with other national organisations,
charities and government.

The involvement of local team members at a National level is not especially
high, and we perhaps need to increase that a little - perhaps with a couple
more trustees, but otherwise the balance seems to be right.

We are in a strange type of organisation where we hope not to be needed, but
in reality our value to User Bodies is likely to grow as their funding is
cut back and as they increasingly see the need for our skills / equipment /
knowledge and abilities, I think that we have some interesting times ahead,
and look forward to seeing the organisation continue to grow”.

4. Treasurer’s Report

Tony Ferrari, the treasurer presented the accounts (attached). He explained the issue that had occurred over stickers ordered and how he was seeking a refund from the company concerned.

He noted disappointment at the low numbers that had attended but recognised there were outside factors that had not been appreciated when the venue had first been booked last year. As a result the cost of the AGM was not able to be met from the contributions of members present and so the National funds would be used to meet the shortfall.

He explained the donation of £2000 received from Community Resilience UK and Bob asked that thanks for this donation be formerly recorded in the minutes, this was agreed unanimously.

The donation is being used to provide a contingency fund that groups may call upon in times of need. This is with the proviso that no one group may request more than 25% of the total fund at any time, this is currently £500.

A question was raised over the level and type of insurance cover available, specifically in respect of equipment being loaned to a group for the Billing Show. It was confirmed that the cover was for third party liability and not an “all risks” policy so did not cover equipment.

5. Formal Acceptance of the Constitution.

The proposed constitution was unanimously accepted by the members present.

6. Resignation of Trustees and officers effective at the conclusion of the meeting.

Both Bob and Tony resigned their positions as Chairman and Treasurer respectively. Alasdair had previously indicated that he was willing to resign as Secretary.

Continued in next post

[Tony Ferrari]

Continued from previous post

7. Election of new Trustees and officers to take post upon conclusion of the meeting.

Chairman

Bob Hatcher was nominated for the post of Chairman by Robin Baldwin on behalf of Breckland Rover Rescue; this was seconded by Simon Bentley on behalf of Yorkshire & Lincolnshire 4x4 Response. The election was unopposed and unanimously agreed by those members present by a show of hands.

Secretary

Alasdair Kirk was nominated for the post of Secretary by Bob Hatcher on behalf of Wessex 4x4 Response; this was seconded by Robin Baldwin on behalf of Breckland Rover Rescue. The election was unopposed and unanimously agreed by those members present by a show of hands.

Treasurer

Tony Ferrari was nominated for the post of Treasurer by Mark Avogadri on behalf of Hertfordshire 4x4 Response; this was seconded by Robin Baldwin on behalf of Breckland Rover Rescue. The election was unopposed and unanimously agreed by those members present by a show of hands.

Additional Trustees

Two proposals had been received for additional trustees:

Paul Johns was nominated as a trustee by Bob Hatcher on behalf of Wessex 4x4 Response, this was seconded by Northamptonshire 4x4 Response The election was unopposed and unanimously agreed by those members present by a show of hands.

Simon Bentley was nominated as a trustee by Paul Johns on behalf of Hampshire and Berkshire 4x4 Response, this was seconded by Northamptonshire 4x4 Response The election was unopposed and unanimously agreed by those members present by a show of hands.

NB: Following the election both Paul and Simon joined as individual members of the charity.



8. Any Other Business

Pete Willis raised the issue of membership of two response groups. After a lengthy discussion it was agreed that this was a matter for local determination by individual groups and should not be an issue imposed by the National Trustees. The general consensus was that whilst there was no reason for someone not to join two groups, the majority present could not see why this should be necessary given our excellent record of cross border working.

Robin Baldwin proposed a vote of thanks to the trustees and this was unanimously agreed.

Tony Ferrari informed the meeting that the Green Lane Association (GLASS) had agreed to offer free affiliation to any Response Group should they wish to take up the offer. This had been done as a measure of sponsorship to show the Association’s support for the concept of 4x4 Response and did not imply that any group needed to identify them selves as “green laners” or indeed with any other group within the wider 4x4 Network.

The meeting ended at 14:05

[Tony Ferrari]

Nominations for Trustees:

Nominated: TJ Nicholson (Hampshire & Berkshire 4x4 Response)

Proposed by: Bob Hatcher (Wessex 4x4 Response)

Seconded by: Andy Cunningham (Hampshire & Berkshire 4x4 Response)

.................................................. ...............................................

Nominated: Bob Hatcher (Wessex 4x4 Response)

Proposed by: Phil Griffith (Norfolk & Suffolk 4x4 Response)

Seconded by: Robin Baldwin (Breckland Rover Rescue)

.................................................. ...............................................

Nominated: Tony Ferrari (Hertfordshire 4x4 Response)

Proposed by: Robin Baldwin (Breckland Rover Rescue)

Seconded by: Bob Hatcher (Wessex 4x4 Response)

.................................................. ................................................

Nominated: Trevor Males (Hertfordshire 4x4 Response)

Proposed by: Tony Ferrari (Hertfordshire 4x4 Response)

Seconded by: TBA

[robin-baldwin]

Tony,

You will find that Bob has been nominated as an additional Trustee:
http://www.4x4response.info/showthread.php?t=1542&highlight=trustees

Nominated by Phil Griffin and seconded by myself. He appears to have accepted the nomination in his reply to Phil's proposal

[Tony Ferrari]

Robin

Although Bob and I had agreed we were re-standing we just hadn't decided who's proposing who yet :D

So many thanks, my previous post is suitably edited

Errr... anyone prepared to propose and second me?

[robin-baldwin]

I'll be very happy to propose you Tony. Your input has also been invaluable.

I'm not sure if I will be able to get to the AGM this year as I am also having health problems, a hip joint seems to be disintegrating rapidly. I will make a decision nearer the date

Regards
Robin

[BobWessex]

I'm more than happy to Second Tony as Robin says he has proved a very able Treasurer and has kindly taken a lot of work off my shoulders this last month or so.

[Tony Ferrari]

Thanks guys!

[Tony Ferrari]

Statement from TJ Nicolson proposed Trustee

I live in Micheldever in Hampshire and I am currently working for Research in Motion (BlackBerry) as a Carrier Technical Manager, I also teach off road driving and vehicle preparation. I am the chairman of Hampshire and Berkshire 4x4 Response and have been involved with it from the first meeting three years ago and I am currently in my second year as chairman.
I drive a Land Rover 130 and have a 1967 MGB race car.
I want to become a Trustee in the National organization so I can express the views of my group at the correct level and help grow the organization to be a well known resource for local authorities to use in time of need.

[Tony Ferrari]

Statement by Tony Ferrari proposed Trustee

I am from Stevenage in Hertfordshire, Currently working for the NHS as Emergency Planning and Resilience Manager for the local PCT. I am the founder and have been the Chairman of Hertfordshire 4x4 Response since November 2007. I have been a Trustee of 4x4 Response since August 2008 when the Charity was formed and have served as Treasurer since that time; I also recently took on the role of Secretary on a temporary basis. I drive a 2007 Land Rover Defender 90, having been a Land Rover fan for many years, this being number nine.

I am a member of Emergency Planning Society. In addition to my 4x4 response work, I am on the National Executive Committee of the Green Lane Association (GLASS) having served as their Press Officer for some years and I am also the local GLASS rep for Hertfordshire and Bedfordshire. I am a member of the Hertfordshire Local Access Forum. l have previous experience as a Charity Trustee in the 1980’s when I was the Secretary of the North East Thames Emergency Voluntary Service for three years.

[Tony Ferrari]

Trevor Males (Hertfordshire 4x4 Response) has indicated he is willing to stand as a Trustee. For clarification, Trevor will stand as representative of Hertfordshire whereas I am standing as an individual member.

Trevor would be grateful if someone would be willing to second him.

[Tony Ferrari]

4x4 Response

Annual Accounts 1 April 2009 to 31 March 2010

Expenditure

Insurance premiums (2009) - £363.40
Insurance premiums (2010) - £1459.50
Payments from contingency fund - £500.00
AGM Costs - £495.00
Refund for faulty stickers - £50.00
Stickers - £640.37

Total expenditure - £3508.47

Income

Membership fees (2009) - £200.00
Membership fees (2010) - £575.00
Sticker Sales - £228.45
Insurance receipts (2009) - £363.40
Insurance receipts (2010) - £1459.50
AGM Receipts - £265.00
Refund to Contingency fund - £500.00
Interest earned - £0.65

Total Income - £3591.90

Surplus of income over expenditure - £83.02

Assets

Bank Balance 31/03/10 - £389.45
Contingency Fund - £2000.65
Stickers - £525.00

Total Assets - £2915.10






Tony Ferrari
Treasurer
6th July 2010

[BobWessex]

I have already posted this some weeks ago but for the record will include it here.


As many know I have been heavily involved with 4x4 Response over the last 8 years during that time I have seen what can only be called a sapling develop into an oak (possibly even a forest).

I like to think that I was one of the main movers towards a national “network” of teams that has grown over the last 4 years to become a nationwide / nationally recognised concept.The national membership is rapidly approaching 1200 which is nearly double the membership that we had less than 6 months ago.

Unfortunately, over the last few years my body seems to be getting older. It may seem a minor problem but currently I have arthritis in various joints, that in my hands especially my thumbs, means that I can not type as well as I could. Which is why those who use this and other forums may have noticed that I am not as prolific as I used to be.

Similarly Cervical Spondylosis (http://www.nhs.uk/conditions/Cervical-spondylosis/Pages/Introduction.aspx) (or arthritis in my neck) means that turning or tilting my head is painful and travelling any great distance either as a driver or passenger can be somewhat uncomfortable over the following days. So this year I will leave it to you guys to attend the meeting which I hope will be well attended To add to the comments above and for the record I have also advised the membership of Wessex 4x4 Response that my intention is to take a lesser role in the future. However in both local and national organisations if I can help with any advise or 'guidance' then I will be more than pleased to do and am more than willing to remain as a trustee.

[Patrick Molloy]

Bob, sorry to hear that your health is deteriorating, but you're wise to lessen the burden. Congratulations on the success of the response groups...the child is growing up fast! I'm sure that your knowledge and experience will always be put to good use. Best wishes.

[BobWessex]

Thanks Patrick

[nigel leyland]

I know how debilitaing these sort of afflictions can be as my body also seems to age each year strangely enough, so I can sympathise to a large degree although I am lucky in so much that I can "manage" my condition to a large extent although I do have some bad days.
I would like to state that it was you who introduced me to the concept of 4x4 response Bob, many years ago now and that you have indead been instrumental in it's growth in my opinion, your input will as ever always be valued in what ever capacity you are able to provide.
I sincerely hope the "ageing" process slows down over the next few years and you aquire some respite.

Nigel.

[Patrick Molloy]

Unfortunately I can't make the AGM
I'd have been willing to be nominated as a trustee, so apologies. If anybody is willing to nominate / second in absentia, then I'd say ok

I've been a member of South East 4x4 Response since it's "rebirth" 2 years ago . I have been off roading in Jeep Wranglers for 15 years. I been to many off road sites, and have spent weeks traversing the Pyrenees, Picos Europa and the Ardeche.
I'm a software developer working on contracts for investment banks in the City of London.


I hope participation is good, and that the meeting is a great success

[Dave White]

I have not left yet - will pass it on tomorrow ;-) (prepared to propose!)

[Tony Ferrari]

Just a quick update:

Trustees Elected at AGM:

Tony Ferrari (Individual Member & Hertfordshire 4x4 Response)
Bob Hatcher (Individual Member & Wessex 4x4 Response)
TJ Nicolson (Hampshire & Berkshire 4x4 Response)
Trevor Males (Hertfordshire 4x4 Response)
Patrick Molloy (South East England 4x4 Response)

Existing Trustees:

Simon Bentley (Yorkshire & Lincolnshire 4x4 Response)
Paul Johns (Individual Member)

It was decided to go with all seven Trustees as Paul is currently unable to participate fully whilst he is posted to Germany with the Army.

[robin-baldwin]

Sorry I couldn't be with you at the AGM.
Thanks to all the Trustees for their hard work last year and congratulations to the new Trustees, the work starts now!!

[peter willis]

so who holds what job role now

chairman etc etc

thanks

[Tony Ferrari]

Pete

Under the constitution it is the trustees who decide on roles once elected, this is how we were able to be flexible following Alasdair's resignation and Bob's ill health. The alternative would be to hold a Special General Meeting every time something changes. The constitution only requires us to have a Chairman, Secretary and Treasurer although any other roles can be created as required.

Roles are unchanged at the moment (Chairman - Simon, Secretary/Treasurer -Me) until we have our first trustees teleconference next week.