9th Management Group Meeting

9^th Management Group Meeting, 30^th August 2020 (from notes by JEB)

Don Jones (DJ) chaired the meeting, attended by Rev. Clive Thrower (CT),
Lynne Newton (LN), Sue Peach (SP), Martin Whiteley (MW), John Fisher (JF)
Glen Fiddy (GF), Alison Barnett (AB), Neil Westman (NW) and Jane Boden (JEB).

DJ welcomed everybody to the meeting, held via Zoom. There were no apologies for absence.
Minutes from meeting of 22^nd July 2020: Taken as read and accepted, with no matters arising.
Survey results (see attached)
An email-based survey had been held regarding holding an AGM. There had been 115 responses with 53 members in favour of an AGM and 62 against. The Management Group also voted among themselves on holding a meeting by Zoom; 2 in favour,
4 against, 2 abstained and 2 non-voting. There followed a frank exchange as to the pros and cons – it was appreciated that not everyone could attend a Zoom meeting, but currently it was not possible to hold a traditional event. A hybrid event (i.e. physical meeting + online link) was also discussed but the current coronavirus guide lines would not allow this because of the small numbers allowed to meet indoors and the difficulty of finding a venue with a suitable cable connection for online conferencing.

Draft AGM/October Meeting agenda.

The agenda (see attached) was accepted, along with the election of Officers. The Secretary had also received a proposed rule change – see attached.

The Management Group was apprehensive about holding the meeting (AGM/October) by Zoom, realising that some members would not be able to be present through a lack of technology, whilst perhaps more members would attend because of the convenience provided by online participation. As several Associations had already held their AGMs by Zoom and the Central Council was meeting by Zoom the following weekend it was accepted that this may be the way forward.

There was a feeling that the proposed rule change, concerning a move to hybrid General meetings in the future, was ‘jumping the gun’ and unnecessary as there was nothing to stop us having a hybrid meeting in the future, without necessitating a change in the rules. Technology was moving apace and it was felt that the proposers should be asked to delay their proposal at the current time. This would enable us to hold the October meeting with no controversial items, whilst accepting that by the time of the 2021 AGM it may well be possible to hold a hybrid meeting with the advantage of it being inclusive to all.

MW would speak to his two fellow proposers to enquire if they would delay their proposal until the 2021 AGM (MW has since done so and the proposed rule change has been withdrawn for the time being).

Update from the Communications sub-group
MW reported that the sub-group had met on several occasions and its recommendations would shortly be passed to DJ. (This subsequently happened on 1^st September 2020).

Update on 75^th anniversary events scheduled for 2021

MW reported that the combined Guild/Association calendar was being postponed until 2022 as it would be difficult to sell for 2021. The other events – a dinner hosted by the Leicester Guild in January, an Open Towers day in May and a barn dance in October would happen if coronavirus restrictions allowed, or they would be deferred to 2022.

LN asked for approval to renew the insurance policy for the trophy, which was given.

DJ reported that he had received an offer from Zoom to take out an annual subscription with a 30% discount. This was approved.

ATTACHMENTS
Item 3. Summary of the DDA survey results (16/8/2020) on holding an AGM

1. Please enter your name.

2. Would you like the DDA to hold an AGM in October 2020?
115 responses (Yes 53; No 62).

3. If Yes, what would be your preferred method to ‘attend’ this meeting?
Face to face, observing social distancing: 6
Virtual Zoom meeting: 21
The choice to either attend in person or virtually: 26.

4. If only a Zoom meeting is organised, do you have the facility (technology/internet) to join the meeting? Yes 80; No 6; I am not interested in a virtual meeting 27.

5. If a Zoom meeting is organised, would you be interested in some sort of social event after the business part has finished, e.g. a speaker? Yes 31; No 79.

6. Do you have any comments you would like to make regarding the AGM – 53 responses.

7. Would you like to see any other virtual activities run by either DDA or the Districts?
41 responses.

8. Have you received any direct emails from the DDA in the last month or so?
Yes 57; No 12; Tower contact forwarded an email 45.

Item 4. Draft Agenda

PLEASE DISPLAY IN YOUR RINGING CHAMBER AND/OR
CIRCULATE TO YOUR TOWER MEMBERS

Agenda for the AGM to be held by Zoom on Saturday 3^rd October 2020 at 2-4pm.

See separate joining instructions (to be issued later)

1. Minutes of the AGM held on 6th April 2019 at Duffield and October Meeting held on 5^th October 2019 – taken as read – available on the web site (https://derbyda.org.uk/agm-2020/)

2. Matters Arising.

3. Apologies for absence (in advance to the General Secretary).

4. Election of new members.

5. Verbal account of the Management Group Meetings held since October 2019.

6. Annual Report:-

Adoption of the Treasurer’s Report and Balance Sheet.
Adoption of the Annual Report for 2019.

7. Election of Officers:-

a	President	b	Vice President
c	General Secretary	d	Treasurer*
e	Membership Secretary*	f	Bell Repair Fund Secretary
g	Bell Repair Fund Treasurer	h	Trustees (2) (one is retiring)
i	Peal Secretary	j	Webmaster
k	Quarter Peal Secretary	l	Annual Report Secretary
m	Public Relations Officer	n	Central Council Reps. (4)
*	Post holder intends to retire

8. Ratification of District Officers to the Bell Repair Fund Committee:- Messrs. John Booth (Central); Gary Daynes (Chesterfield); Giles Lacey (Peak); Nigel Coupe (Southern).

9. Presentation of certificates.

10. Bell Repair Fund information – including notification of the BRF Accounts.

11. Report from the Bell Consultants – to be published on the website prior to meeting.

12. Update from the Education Committee.

13. Election of Independent Examiners (2).

14. Verbal account of the Central Council meeting held by Zoom, September 2020.

15. Subscription rate for 2021.

16. Grant to the Bell Repair Fund.

17. Items of Information, all ringing events subject to Covid 19 restrictions:

24^th April 2021 – AGM – Peak District

June 2021 – Summer Meeting and Horsley & Arthur Ashby Cup Finals – Chesterfield District – finals and refreshments at Horsley in the Church.

2nd October 2021 – October Meeting & 8 Bell Contest – Central District.

75^th Anniversary events during 2021

18. AOB (in advance of the meeting to the General Secretary).

Jane Boden

General Secretary

Item 4. Proposal to change DDA Rule 9 (Meetings)

Rationale for the proposed change
During the last ten years technology has evolved that allows large-scale meetings to be held online, allowing those who cannot or prefer not to attend in person to participate. The widespread adoption of online meetings during coronavirus has made clear the advantages that this approach offers and we see the benefits of providing hybrid meetings (that provide both face-to-face and online participation) now and in the future. In addition to opening up the possibility of higher attendance and engagement, online participation also provides the opportunity for members to exercise their right to vote.

For those who are not familiar with the concept of a ‘hybrid’ event the following definition from Wikipedia might help:

A hybrid event is a tradeshow, conference, seminar, workshop or other meeting that combines a ‘live’ in-person event with a ‘virtual’ online component.

With the growing popularity and cost-effectiveness of virtual events, hybrid events have become a popular way of increasing participation in traditional events at a relatively low cost. They also enable participation by people who might be unable to attend physically due to travel or time or health constraints, or through a wish to reduce the carbon footprint of the event.

Current situation: Rule 9. Meetings
The AGM shall be held on a Saturday in April, to avoid the Easter holiday period. One other General Meeting shall be held on the first Saturday in October. Additionally, other General Meetings shall be held as determined by the Management Group or on receipt by the General Secretary of a written request to do so, signed by a minimum of 30 Resident Members. All General Meetings will be organized by the General Secretary, who must notify the Secretary of every tower within the Association of the agenda, time and place not less than 14 days before the meeting. No business shall be transacted at any General Meeting unless a quorum of no fewer than 20 Resident Members is present at the commencement of such business. Changes to the rules or objectives require a quorum of no fewer than 35 Resident Members to be present.

At the AGM the following business shall be included: –

i. Officers shall be elected as required by Rule 2i.

ii. Ratification of District BRF representatives.

iii. The Annual Report and Accounts and the Report of the Independent Examiner(s) thereon shall be received.

iv. Proposals to alter the rules or objectives shall be considered where applicable.

v. Proposals to terminate membership shall be considered where applicable.

At the October General Meeting the following business shall be included:-

i. Determine subscriptions for the following year.

ii. Determine the grant to the BRF.

iii. Appoint two Independent Examiners, suitably qualified in accordance with the Charities Acts, who are not Association or District Officers, to examine and report on the Annual Accounts of the Association and of the BRF.

Proposed change (in italics): Rule 9. Meetings
The AGM shall be held on a Saturday in April, to avoid the Easter holiday period. One other General Meeting shall be held on the first Saturday in October. Additionally, other General Meetings shall be held as determined by the Management Group or on receipt by the General Secretary of a written request to do so, signed by a minimum of 30 Resident Members. All General Meetings will be organized by the General Secretary, who must notify the Secretary of every tower within the Association of the agenda, time and place not less than 14 days before the meeting. All General Meetings shall be held as hybrid meetings to give members the choice of attending in person or online, including the right to exercise their vote online. No business shall be transacted at any General Meeting unless a quorum of no fewer than 20 Resident Members is present at the commencement of such business. Changes to the rules or objectives require a quorum of no fewer than 35 Resident Members to be present.

At the AGM the following business shall be included:-