Notice is herby given of the 2025 Annual General Meeting
TO BE HELD ON
Tuesday 2nd September 2025 starting at 7:30 PM
At
The Green Man, Stanford, Biggleswade, Bedfordshire, United Kingdom SG18 9JD
A COMMITTEE POSITION NOMINATION FORM IS ATTACHED AT APPENDIX 3
A PROXY VOTING FORM IS ATTACHED AT APPENDIX 4
AGENDA
Attendance count to satisfy quorum
No business other than the appointment of the Chairwoman of the meeting is to be transacted at a general meeting if the persons attending it do not constitute a quorum.
The quorum for a general meeting is the lower of:
- 15 Members participating in that meeting in person or by proxy or;
- 20% of total number of Members at the date of the meeting
Every Full, Additional Member (Adult), Additional Member (Junior aged 13-17), Life and Complimentary Member, other than the Chairman shall have one vote. P.S. Family Members have a vote each.
Apologies received from
- John Henry Robinson
- Michael Hardy
In the chair
Colin Argent
Minutes of the annual general meeting held on 3rd September 2024
See September 2024 AGM Minutes
Matters arising from those minutes
Acceptance of those minutes
- Proposed by
- Seconded by
- Carried
Committee Members Reports
Treasurer’s Report
And presentation of accounts for the period 1 June 2023 to 31 May 2025
COLIN will present the accounts which had been circulated in advance at appendix 1. Subscriptions will stay unchanged.
- Proposed by
- Seconded by
- Carried
Secretary’s Report
- Proposed by
- Seconded by
- Carried
Membership Secretary’s Report
- Proposed by
- Seconded by
- Carried
Competitions Secretary’s Report
- Proposed by
- Seconded by
- Carried
Safeguarding Officers Report
- Proposed by
- Seconded by
- Carried
Social Secretary’s Report
- Proposed by
- Seconded by
- Carried
Communications Officers Report
The website has continued to process memberships. Events are shown on the events section and is updated as events are added to the calendar. I am also sending two emails to the mailing lists for each event; one a week before and one a month before the event.
Any of you that use the desktop version of the website will also notice a new animation on the home page header of a BHCLRC Land Rover showing off what we do!
There was one issue that was brought to my attention this year which affected one new member across multiple platforms, this required updates to the website back end, but otherwise the website has remained relatively unchanged. Any comments or improvements will be welcomed at website@bhclrc.co.uk
- Proposed by
- Seconded by
- Carried
Greenlanes Officers Report
- Proposed by
- Seconded by
- Carried
Chairwoman’s Report
Well that’s another year under our belt!
- Proposed by
- Seconded by
- Carried
End of Committee Reports
Election of Officers
Committee Members
This explains the position of the incumbent Member at the time of Notice for the AGM.
Please see Appendix 2 for Job Descriptions for your information.
Any Member can stand for any of the roles below with the support of a Proposer and Seconder and use of the Nomination Form at Appendix 3.
Chairman / Chairwoman & a Director
Sarah Drew is available and willing to continue the role
Company Secretary & a Director
Colin Argent has stepped into this role and is available, and willing to continue the role.
Treasurer & a Director
Colin Argent is available, and willing to continue the role.
Communications Officer
Michael Hardy is available, and willing to continue the role.
Social Officer
This is currently a shared role between Steve Woor and Sarah Drew, both are willing to continue this role.
Competitions Officer
Ian Drew is available, and willing to continue the role.
Green Roads Officer
Neill Campbell is not available, he is willing to assist a new committee member with his routes and experience.
Membership Officer
Tony Froud is available, and willing to continue the role.
Safeguarding Officer
Brian Wheeler is available, and willing to continue the role.
Non-Committee Roles
Sales Officer
Matt Walker is available, and willing to continue the role.
SO, ALL CONTINUING OFFICERS PLUS THOSE ELECTED TONIGHT ARE TO BE VOTED IN EN BLOC AS SHOWN ABOVE.
All in favour of the election of officers En-bloc.
THIS ENDS THE BUSINESS OF THE ANNUAL GENERAL MEETING
Any other business will not be discussed at the AGM. At the end of the AGM a discussion will follow. Points raised for consideration will be taken to the next Committee meeting for consideration.
All business shall be deemed special that is transacted at an Annual General Meeting, with the exception of the consideration of the accounts, balance sheets, and the reports of the Directors and auditors, the election of Directors in place of those retiring and the appointment of, and the fixing of the remuneration, of the auditors.
Appendix 1
Beds Herts and Cambs Land Rover Club Limited
Accounts for the period 1 June 2023 to 31 May 2025
| Income | 2025 £ | 2024 £ |
| Memberships | £1,105 | £1305 |
| Trials | £760 | £535 |
| Shows | £500 | £368 |
| Income | £2,365 | £2,208.00 |
| Expenditure | ||
| General | -£435 | -£321 |
| Trials | -£1420 | -£746 |
| Shows | -£525 | -£455 |
| Green Lanes | -£61 | -£59 |
| Equipment | £0 | £0 |
| Card Payment Fees | -£59 | -£62 |
| Expenditure | -£2500 | -£1643 |
| NET PROFIT (LOSS) | (£135) | £565 |
| Bank & Cash | £3,300 | £3,465 |
Appendix 2
JOB DESCRIPTIONS OF CLUB OFFICERS
General responsibilities for all officers include assisting in the business and activities in running the club, as well as attending a monthly meeting and providing a short monthly report;
Below are the specifics against each of the roles;
- Chairperson – Committee role
- To manage and run meetings against the agreed Agenda
- To take lead on resolving any difficulties
- Provide support to Committee members
- Be the public face of the Club
- Company Secretary – Committee role
- Ensuring meetings are effectively organised and minuted
- Maintaining effective records and administration including at Companies House and HMRC.
- Committee communication and correspondence
- Treasurer – Committee role
- General financial management
- Financial reporting
- Banking, book-keeping and record keeping
- Membership Secretary – Committee Role
- Receive membership applications and verify acceptability
- Issue membership cards and stickers
- Manage subscriptions on acceptance and annually
- Maintain privacy of membership details.
- Competitions Officer – Committee role
- Agree competition dates for year, booking sites as appropriate
- Manage setting out and taking down as required for the competition
- Manage (or delegate) for Competition day(s)
- Competitions Secretary – Committee role
- To assist Competitions Officer as needed for the events
- Carry out Administration support and liaise with MSUK for permits etc. required
- Greenlanes Officer – Committee role
- Agree green lane dates for year, and publish/co-ordinate attendees and leaders
- Manage maps and leader groups as required for the green lane areas (Keeping an eye on any Closures noted)
- Manage (or delegate) for green lane day(s)
- Communications and website Officer – Committee role
- Maintain the web site and Facebook sites
- Consolidate content and publish occasional electronic newsletters to members
- Maintain the ‘Mailchimp’ and Forum membership lists against current member lists
- Social Officer – Committee role
- To manage club events at 4×4 shows etc.
- To agree, publish and manage occasional club social nights
- Child Protection Officer – Committee role
- Comply with the CPO laws and regulations
- Handle any complaints.
- Report to the authorities as appropriate.
- Club Shopkeeper (non committee role)
- Acquire suitable supplies which will be of interest to the Club Members.
- Record and control stock items in a register.
- Market and sell items to Club Members, recording the sales income and account to the Treasurer with the sales proceeds.
- Equipment Officer – (non committee role)
- Acquire suitable supplies which will be of interest to the Club Members and their Club activities.
- Record and control stock items in a register and to whom they are loaned out to.
- Market and sell items that become surplus to requirements.
- Recording the sales income and account to the Treasurer with the sales proceeds. Sensitively disposing of scrapped items.
If you think you can help and assist by doing or just helping any of these roles in their club business, then please get in touch.
APPENDIX 3
Beds Herts and Cambs Land Rover Club LIMITED Nomination Form
COMMITTEE POSITION NOMINATION FORM
No person who is not a Member of the Company shall in any circumstances be eligible to hold office as a Member of the Committee.
Nomination forms should reach the Secretary before the start time of the meeting at or at secretary@bhclrc.co.uk the meeting.
Committee Position______________________________________________
Nominee Name_____________________________________________________
Membership Number_______________________Paid up Y/N________
Signature __________________________________________________
Proposer Name_____________________________________________________
Membership Number________________________Paid up Y/N_______
Signature __________________________________________________
Seconder Name_____________________________________________________
Membership Number________________________Paid up Y/N_______
Signature __________________________________________________
DATED__________________________________________________________
Approved in order by the Membership Secretary________________________
APPENDIX 4
Appendix 5
September 2024 AGM Minutes can be found here
END
Michael Hardy, Communications Officer
10th August 2025