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MINUTES OF THE REMOTE AGM HELD BETWEEN FRIDAY 19th JUNE AND 30th June 2020

Preamble:
As a result of the world-wide COVID-19 pandemic and subsequent restrictions on public gatherings in 2020, The Swellendam Heritage Association (hereinafter, The Association) was unable to call a conventional Annual General Meeting as per The Association’s constitutional requirements in 2020.

The Association’s financial year runs from 1 April of a year to 31 March of the following year. In terms of The Association’s constitution, an Annual General Meeting (AGM) must be held within three months of the closing of the financial year of The Association

In order to comply with the constitution in this respect, the management committee came to a decision to hold a virtual or remote AGM via the internet using email as the vehicle.

Modus Operandi
The paid-up membership was advised of this decision by email on the 23rd of May 2020.
The relevant documentation viz. Agenda, Chairman’s Report (for 2019/2020), Financial Report (2019/2020), Minutes of the previous AGM held on the 23rd of May 2018 and the modus operandi of how the meeting would operate were circulated to the paid-up membership by email on the 19th of June 2020.
The AGM was open for comment, proposals and seconders until the 30th of June at which time it would be deemed that the AGN had come to a close.

Agenda

  1. Welcome
    The Chairman, Alf Hunter, in his report welcomed all to the AGM which was being held remotely by email owing to the COVID-19 pandemic.
  2. Obituary.
    The Chairman noted The Association’s sorrow at having lost Henri Barry under very sad circumstances.
  3. Approval of the Minutes of the AGM held on the 23rd May 2019
    The minutes of the 23rd of May 2019 incorrectly reflected Vernon and Anne Samuelson as Vernon and Anne Dunbar.
    The minutes of the 23rd of May 2019 reflected a spelling error in Len Raymond’s name. It was reflected incorrectly as Lean Raymond.
    With these 2 corrections the minutes were: Proposed: Imogen Berry. Seconded: Carol Podd
  4. Matters Arising.
    Carol Podd pointed out that the passing of Margetty Sands had been omitted from obituaries.
  5. Chairman’s Report.
    Chairman, Alf Hunter read his report in which:
    He welcomed all members to this semi – remote AGM, based on email communication between Members and the Committee, for the financial year, 1 April 2019 / 31 March 2020. This has been necessitated by the National lockdown due to the Covid – 19 virus.
    He stated that this year is also our 40th Anniversary Year and we are being honored by the Heritage Association of South Africa (HASA), who are holding their Annual Function in Swellendam at a date to be confirmed
    He stated that our last financial year ending on 31 March 2020, was a busy and active year for your Association, and the following talks and outings took place.
    • 10 April 2019 – Belinda Gordon – The Forgotten Front.
    • 23 May – AGM and talk by Prof. Chris vd Merwe – Steyn Letters.
    • 29 June – A visit to the Historic Canals of Bonnievale with Theuns Coetzee.
    • 4 July – Prof Andy Smith – Khoekhoen.
    • 22 August – Dr Peter Nilsen – Talk on the Point of Origin Caves.
    • 9 September – Visit to the Point of Origin Caves in Mosselbay.
    • 16 September – David Hilton Barber – Robert Hart.
    • 24 October – Philip Cavenay – Woodcutters of Knysna.
    • Nov – Year End Function. – Spit Braai.
    • 23 January 2020 – Janto Gildenhuys – Boer War in Heidleberg.
    • 20 February 2020 – Emile Badenhorst – Koos Sas.
    • March talk by Prof Howard Phillips on the Spanish Flu – Cancelled.
    • March Visit by Her Serene Highness Charlotte of Lichtenstein – Cancelled.
    He also spoke about the following SHA projects.
    • Family Crest Project.
    The chairman said, that this is the largest ongoing project embarked on by SHA to date, and currently, approximately 60 Family Crests have been designed and manufactured, and are ready for installation on the Western end of Voortrek Street
    This effort includes all facets of our society and is enhancing co-operation between all our people.
    The chairman referred to the following additional projects which SHA have undertaken.
    • Malgas Pont.
    In co-operation with our Municipal Management Team, the SHA is involved in saving this historic old Pont and is in the process of having it registered as a National Monument.
    • Sugar Bridge.
    The SHA has reignited the effort to restore this old Monument. We have been in contact with the Minister of Culture and are currently in consultation with Heritage Western Cape to obtain support for this effort.
    • Historic Leivore / Water canals.
    The SHA and the Municipal Management team have had an initial meeting to discuss the possibility of restoring these old Leivore, which date from at least 1746. A further meeting will be held when possible again. At present the Glen and Drostdy Leivore are operational.
    • Museum Rose Garden.
    The SHA has made a financial donation to The Friends of the Museum to assist with the restoration of this old historic Rose Garden, and we will be seeing the results soon.
    • SHA Publications.
    As part of our 40th Anniversary Year the SHA is in the process of reprinting our current Heritage related books, which will be on sale at our monthly book table in the future.
    We have also received a very generous donation of books from the wife and daughter of our well-known author Edmund H Burrows. We are in the process of arranging this shipment from London and will keep you informed.
    • Building Restorations and Approvals.
    In conjunction with the Municipal Aesthetics Committee the SHA has been involved with the support and guidance of various building restoration efforts, including the maintenance Project of the Museum, The Groen Padda Development, the new Railton Center etc.
    The Chairman ended his report.
  6. Treasurers Report. June 2020
    The Chairman stated in his email to members that SHA’s finances have been audited by BVSA, who did this for us on a pro Bona basis as per previous years. For this SHA are incredibly grateful.
    The audit indicated that our finances are in sound order, and the audit pack will be made available for further insight to our members.
    A summary of our Operating Profit/Loss statement is as follows: (This excludes the Family Crest Project, which is detailed in the Financial Statement)
    Funds Generated – 24,221.00
    Less cost of sales – (17,205.00)
    Less SHA talks and outings, loss of (1,168.00)
    Less operating expenses (7,693.00)
    Less bank charges, equated between normal activities and the Family Crest Project – (1,113.00)
    Total operating loss of R742,00
    The financial report was proposed by Harry Prince and Seconded by Maud Dawes
  7. Election of Incoming Executive Committee.
    The current Executive Committee said that, given the current unusual circumstances, they were prepared to stand again for the next financial year ending on 31st March 2021. Additional members can be considered as we move forward to a normal society when it is considered safe to hold public meetings.
    The current committee consists of the following persons.
    Alf Hunter – Chairman and Treasurer.
    Carol Podd – Vice Chairperson and communication.
    Philip Bromley – Secretary.
    Hennie Steyn – Managing Member – Historic research and Speakers.
    Johan Kriek – Managing Member – Merit Awards and restoration approvals.
    Morley Thompson – Managing Member – Research and Leivore.
    Proposed by Rob Harrisson Seconded by Madeleine Harrison
  8. General / Other Business.
    Comment was received from Mrs Carol Podd in which she pointed out the Chairman had regrettably through an oversight neglected to mention under obituaries the passing of Margetty Sands.
    An email rectifying this oversight was sent out to members on the 23rd of June.
    There were no further submissions made by members during the period allowed for this between 19 June and 30 June 2020.

This concludes the AGM for the 2019/2020 financial year for the Swellendam Heritage association.

Signed:

Alf Hunter Philip Bromley
Chairman Secretary

As confirmation of the chairman’s I certify that these minutes were
approval of these minutes and serving compiled and circulated by
as his signature, the contents of his P. Bromley – Secretary
email with regard to these minutes
follow below:

A Hunter
Jul 7, 2020, 5:17 PM

to Kriek, H.Steyn, M.Thomson, P.Bromley, C Podd