Draft Minutes of the Annual General Meeting of the Clacton Debating Society
Held at Imperial House, Clacton on Sea on Wednesday 1st September 2021
Present:
Derek Cheek - Chair
Jean Cheek - Treasurer
Lorry Greenall – Secretary
Wally Bensilum
Jennifer Kersey
Lee Knight
Patricia Kubel
Maureen Londors
Helen Rees
Maria Skage
Apologies:
Chris Lane
Mary Lane
Chairman’s Report:
Derek had nothing additional to report to what was being covered elsewhere.
Secretary’s Report:
The Debating Society has not met for 18 months because of the restrictions put in place for the Covid 19 pandemic. Membership has dwindled due to death and migration and this has not been offset by new people joining the Society. Current membership numbers mean that incoming monies will be insufficient to meet outgoing requirements. Furthermore, the hall used previously is no longer available and there are insufficient Speakers to plan a debate programme. The officers discussed these issues before communicating with the entire membership to elicit interest in the continuance of the Society.
10 responses received:
9 interested in continuing regularly
2 interested in very limited attendance
A further 8 people did not respond at this time
As a result, another letter was sent out to the entire membership inviting them to a meeting on September 1st 2021 to help determine a way forward for the Society. An additional 4 people expressed their support bringing the total of those interested to 13. Of these 10 attended the meeting with apologies being received from 2 more. The 2 interested in limited attendance did not attend and 4 people did not respond to either communication.
At the meeting the attendees were given a resume of the above and asked if they thought the Society was viable and if so, what form it could take and how it could be run. They were also reminded of Lorry’s intention to stand down as Secretary and asked to also consider how this might be managed.
Discussion:
All those present expressed how much they valued the Society and wanted it to continue. Concerns were voiced about economic viability and difficulty in finding appropriate venues and speakers. The need to increase membership and how this might be achieved was also discussed. It was felt that young people would be difficult to target as social media appears to be their preferred forum.
Treasurer’s Report:
Jean informed the meeting that for the year ending June 2020 we had a total of £290.16 in and spent out £319.50 giving us a deficit of £29.34 which would have been worse if lockdown had not intervened.
For the year ending Sept 21 we had zero income and spent £42 (affiliation, rent for 1 evening and Secretary expenses).
It had previously been thought that the cost of the larger hall in Imperial House was beyond our means but the CVS has reduced the rent so outgoing expenses will be less than originally thought.
The Society currently has £589.78 in hand. It was therefore agreed that if it continued, these additional funds could underpin any deficit in outgoings for the foreseeable future.
The Way Forward:
In light of the Treasurer’s report and a suitable venue now being available, Lorry offered two possible options for the Society to continue:
1. To try and affiliate the Society under the umbrella of the U3a but this would exclude younger members of the group who were still in full time employment.
2. To continue meeting using an informal style of topical issues debate for the foreseeable future. There would be no official programme, no panel and a chairperson could be selected on the night by those present. Attendees would speak to their own question before throwing it open to the floor. The enquirer would also be allowed the final say on their topic before moving on to the next question. If at any stage attendees felt an issue was worthy of a more in-depth debate, and a proposer and opposer volunteered within the group, this could become the plan for a subsequent meeting. When and if membership numbers rise, the format could be reviewed.
The latter suggestion was unanimously adopted by those present. However, it was also agreed, that in order for it to work, everyone must participate in its development.
Chairman: Derek Cheek to continue in this role
Treasurer: Jean Cheek to continue in this role
Newspaper Reports: Helen Rees from November
Publicity: Lee Knight
Hall/Key Contact: Lee Knight in conjunction with Jean Cheek
Website: Lorry Greenall
Contact person: Lorry Greenall
Refreshments when allowed: Maria Skage and Maureen Londors
Other Business Matters:
Membership will now run from October 1st 2021 to September 30th 2022 continuing with £20 per annum or £2 per meeting with current funds covering any shortfall.
As we are unable to use the kitchen, attendees may bring their own refreshments for consumption during the debate but must clear up after themselves.
CVS have Covid requirements in place including wearing a mask when moving through the building and using sanitisers. Attendees would be expected to comply with these rules. Members and visitors must also sign into the room with a contact telephone number. It was also suggested that if an attendee was not doubly vaccinated that they might consider using a free lateral flow test shortly before the meeting but this is not compulsory.
Considering the venue, members should ensure that two people were present when opening and closing the building.
Wally Bensilum thanked Derek, Jean and Lorry for all the work they had put in behind the scenes.