Minutes of the 64th Annual
General Meeting of the National Begonia Society held at the Manningford
Community Hall, Bells Lane, Birmingham,B14 5TJ held on
Saturday 18 May
2013 commencing 14-00 hrs
1.
Compilation of Minutes
In the absence of the NBS Secretary these minutes were compiled by
Robert Bryce an NBS member. The President was not present at the meeting
and the chair was taken by the outgoing Chairman Jeff Rhodes.
2.
Attendance
A total of 40 members were in attendance plus some family members.
Only memberswere allowed to vote at the AGM.
3.
Notice of Convening the Meeting
The acting Secretary confirmed that the notice for convening the
meeting had appeared in the bulletin and on the website.
4.
Opening
The Chairman opened the meeting by asking for a minutes silence for
Mary Webb whom had recently died. Mary was a prominent member of the NBS
who had served as Treasurer on two occasions. The minutes silence was
observed.
5.
Apologies for Absence
Apologies for absence had been received for Colin & Pat Welsh,
Maurice Webb, Len Gill and Tony Reynolds
Meeting Agenda and Running Order 2013
1.
Minutes of Previous Meeting
The minutes of the previous meeting were read out, accepted and
approved. Proposer Dave Staines accepted by all present.
2.
Matters arising from the minutes
Mr R Bryce asked whether there had been any progress on the Matters
Arising items 1 & 3. The chairman stated that there had been no
progress.
Mr D Staines referred to previous committee minutes references a
letter to the committee by R.Bryce and the formation of a Finance
Sub-Committee. The members discussed its formation and actions and there
were heated exchanges from several members relating to the society
finances.
Mr Wally Lloyd asked the meeting for calm as it was becoming
chaotic. Order was restored.
3.
Secretary’s Report
The Chairman Mr Jeff Rhodes explained that the Secretary had
resigned due to ongoing liaison from members of the committee and other
NBS members. He further explained that this liaison had resulted in the
resignation of the Vice Chairman and Mrs Staines and that the committee
were left in the position where a quorum could not be formed and no
society business could be undertaken.
He read out a letter that he had sent to the remaining committee
members at a date prior to the meeting. This explained that he had
repeatedly tried to control the warring factions but had failed and that
the society had become a very unhappy place and dis-satisfaction was
prevalent. He asked that the meeting resolve it differences and form a
committee that could work together and restore contentment making
culture and friendliness the main considerations moving forward.
(A
complete copy of the address read out by Jeff Rhodes can be obtained
from the Secretary on request)
4.
Treasurers Report
The Treasurer Mr George Rushforth addressed the meeting and
explained that he had been a member of the society for 53 years
attending 45 AGM’s and had been treasurer since 2001.He had taken the
job in the absence of any other member being prepared to do it. He
further explained that he had extensive experience in keeping accounts
as he had also kept them for a local church for many years. He had been
praised by several auditors for his excellent work.
He explained that that this year had been fraught with difficulty
due to one member (not named but Robert Bryce) sending repeated e mails
(some 60) that were offensive asking for financial details. He explained
that he had been harassed and this had made him ill. He stated that his
integrity had been questioned and he handed out copies of the e mails
that he had received to the meeting. He pointed out that the member (Mr
Bryce) had not been a member of the NBS last year.
Mr R Bryce stated that all the e mails had already been made
available to the Area Reps and committee members in a complete
documentation of liaison. (The Area Reps were previously asked to make
them available to all members. These are available on request from the
Area Reps).
Mr Bryce stated that circa £4k had been spent in the year on
committee expenses and judges expenses and stated that the society could
not afford this. Mr Rushforth stated that he did not know where Mr Bryce
had got the figures and Mr Bryce explained that he had a full copy of
the account. The Treasurer advised that he was not aware of this.
The Treasurer stated that there were currently 312 fully paid up
members, 4 life members who did not pay for membership and 4 fully paid
up overseas members.
Mr Wally Lloyd again brought the meeting to order and asked if
accounts had been made available at all committee meeting in the last
year. The Treasurer showed his folder and stated that this folder was
taken to all committee meetings. Mr Lloyd asked if committee members had
been allowed access to this and if the committee members had signed of
the accounts at each meeting. A heated exchange followed from members of
the committee with accusations and counter accusations following. It
became obvious that the committee members had not signed of the accounts
with some committee members claiming that full accounts were not
available. Mr Lloyd stated that he did not blame the Treasurer but found
it unbelievable that the committee had not had access to accounts or
signed them off.
The Treasurer stated that due to criticism he had taken it upon
himself to have the accounts professionally audited at a cost of £300
and displayed the Audit Certificate to the members.
Mr Robert Bryce stated that the National Show prize monies were
only £1220 and that the rest was travel expenses, accommodation and
miscellaneous.
Mr Alan Bryce questioned the interest earned on the society
accounts. The Treasurer stated that he had approached several banks and
that no better interest rates could be obtained for a society. He
explained that £30k was in a bond at 3% and interest was soon due for
payment.
Several members debated this and made claims and counter claims.
The new committee when elected were asked to look at this.
Mrs M Staines pointed out that there were NBS members who had
advertisements in the bulletin and had not paid the Treasurer for them
this resulted in over £100 not being made. The Treasurer stated that he
did not think it was his job to chase people for these monies and that
guilty members should have paid him. Mrs Staines asked that this be
included in the minutes.
Miscellaneous monies were explained by the Treasurer and some
accusations of these were levelled at Mr Ian Rhys Williams and Dorothy
Williams. Both declined to comment.
The Accounts were passed by the meeting. Mr Bryce pointed out that
as the accounts had been audited there was no reason to question them.
Mr Bryce stood and thanked Mr Rushforth for the accounts and
explained that he had a copy of the full accounting model and that they
were excellently prepared and accurate. He explained that as a member
that he had no problems with the quality of work but was critical of the
Treasurers communication skills when dealing with other committee
members and the members.
5.
Election of Chairman
Mr Rhodes explained that nominations had been received (Proposed and
Seconded) for Colin Welsh, John Winfield, Ian Rhys Williams and Gary
Dando. Colin Welsh was not in attendance at the meeting and Gary Dando
and John Winfield withdrew their nominations.
Mr D Staines questioned whether Mr Williams and Mr Derek Bonner
were eligible for election under the terms of the NBS Constitution as
they had been in suspension at the time of nomination. He asked that
this be minuted. The Chairman and meeting ignored this and asked for the
vote after he and Mr Williams left the room.
The vote (counted Alan Bryce) resulting from the meeting was Colin
Welsh 8 votes Ian Rhys Williams 32 votes. Ian Rhys Williams was voted in
by the members attending the meeting as NBS Chairman.
6.
Election of Vice-Chairman
The Chairman explained that nominations had been received after
proposal and secondment for Mr Dave Staines and Mr Peter Sourbutts. Both
were asked to leave the room whilst voting took place.
Whilst out of the room a letter was read out by Mrs Dorothy
Williams that had been written to her by Mr Staines. As Mr Staines was
not in the room this was answered by Mrs M Staines and it was explained
that several members had asked Mr Staines to stand for election
following the letter. Mrs Staines asked that this be minuted.
The vote (counted by Alan Bryce) was D Staines 6 votes and Peter
Sourbutts 31 votes. Peter Sourbutts was elected as Vice President by the
members present.
7.
Election of Treasurer
The Chairman explained that nominations had been received after
proposal and secondment for Mr George Rushforth, Mrs Dorothy Williams
and Mr Derek Bonner. Mrs D Williams and Mr Rushforth withdrew their
nominations and Mr Bonner was elected as Treasurer un-opposed by members
at the meeting.
8.
Election of Secretary
The Chairman explained that Mr Alan Harris had resigned prior to the
meeting and as he was not up for re-election no nominations had been
received. Mr Williams asked that Mr Robert Bryce by elected as interim
Secretary Proposed Mr John Winfield and Seconded Mrs D Williams. The
Chairman asked Mr R Bryce if he would accept the post. Mr Bryce stated
yes.
Mr Bob Bryce was elected as interim Secretary un-opposed.
9.
Election of Committee
The Chairman explained that Mr Colin & Mrs Pat Welsh and Mr Tony
Reynolds still had one year left to serve as committee members. It was
also explained that retiring members Mrs D Williams and Mr J Winfield
were up for re-election.
Mr
John Winfield was proposed Mr R Bryce and seconded Joy Dando. The
meeting elected Mr Winfield to committee.
Mrs D
Williams was proposed by Mr Barry Walker and seconded Mr Ron Aldous. The
meeting elected Mrs Dorothy Williams.
Mr
John Chiswell was proposed by Mr J Winfield and seconded Mrs D Williams.
The meeting elected Mr John Chiswell.
(Note
that Mr Rushforth questioned whether Mr Chiswell was a paid up member
but this was resolved prior to the vote).
Mr
Gary Dando was proposed by Mr Mike Avis and seconded by Mr Wally Lloyd.
The meeting elected Mr Gary Dando.
Mr
Barry Walker was proposed by Mr Jack Larter and seconded by Mr R Aldous.
The meeting elected Mr Barry Walker.
Mr
Mike Avis was proposed by Mr Don Jewely and seconded by Joy Dando. The
meeting elected Mr Mike Avis.
Mr
Danny Davies was proposed by Mr Williams and seconded Mr Derek Bonner.
The meeting elected Mr Danny Davies.
This
completed the composition of the new committee.
10.
Address from new Chairman
Mr Jeff Rhodes the outgoing Chairman passed the Chairmanship to Mr
Ian Rhys Williams.
Mr Williams called for all hostility in the society to end and
asked for a period of peace with togetherness to follow. He asked that
all members support the committee on what will undoubtedly be a
difficult 12 months ahead trying to reduce the deficit. He further
explained that the promotion of the Begonia and its culture should be
the main driver within the society along with friendliness and respect
to and from all members.
Mr Williams called for a vote of thanks for Mr Rhodes and the
meeting complied.
11.
Life Members
The new Chairman asked that life membership be awarded to Mr Brian
Simmons and Mr John Taylor. The meeting unanimously awarded them both
Life Membership.
12.
Auditors
Mr Dave Staines asked that all accounts be audited in future. The
meeting discussed this and it was decided that the cost of a
professional audit was prohibitive. It was agreed by the meeting that
all future accounts after being checked by all members of the committee
will then be checked and signed by two qualified independent persons
(not members of the society). The members at the meeting passed this
unanimously. Mr Rushforth was asked to provide the Auditor certificate
that had been obtained.
13.
Amendments to the Resolution
Proposed that rule 3a: Add after committee “by virtue of their
Office, carrying full voting rights, and their number to count towards a
Quorum “. This was discussed and accepted by the meeting unanimously.
Rule 3a will now read:
The officers of the society shall also be Ex-Officio members of the
National Committee and by virtue of their Office will carry full voting
rights and their number will count towards a Quorum.
Proposed Rule 3k: change to read, “Any two members may nominate a
member for office or committee. Nominations, in writing; duly Moved and
Seconded and carrying the nominee signature of acceptance, must be
received by the secretary no later than 28 days before the meeting”.
This was accepted by the meeting. Rule 3k will now read:
Any two members may nominate a member for office or committee.
Nominations, in writing; duly Moved and Seconded and carrying the
nominee signature of acceptance, must be received by the secretary no
later than 28 days before the meeting.
Proposed Rule 7d: Add a new sentence “No motion will be discussed
without the mover in attendance at the AGM”. This was discussed at the
meeting and it was agreed with a slight addition. Rule 7d will now read:
A member wishing to submit a Motion to the A.G.M. shall submit it
in writing, duly Seconded by a member, to the Secretary 28 days before
the AGM. No motion will be discussed without the Mover or a nominated
representative being in attendance at the A.G.M.
14.
Increase in Subscriptions for year beginning 1st
January 2014
The outgoing committee had also been proposed that the
subscriptions be increased from £15 to £20 in year starting January
2014. This was debated by the members at the meeting with reservations
but in the background of severe losses in the last few years and a loss
of £6,724.31 this year. It was also stated that the NBS funds had been
severely depleted over the last 5 years. Mr Staines also explained that
it had been calculated that the subscription to maintain the current
situation in the society would have to be £35 pa.
It was pointed out that under the constitution if an increase was not
made this year it would be the next AGM (2014) before subscription could
be increased. A member stated that with subs at £20 this was only 45p
each week. The members at the meeting approve a regretful increase to
£20 in the year from January 1st 2014.
The new committee took an action to look at the societies outgoing
with a view to making reductions. The new secretary stated that if
enough savings could be made monies would be returned to the members by
reduced subscriptions in future years.
15.
Any Other Business
The transfer of equipment from the old committee was agreed. All
equipment at the meeting was transferred to the new committee.
Arrangement for anything else will be transferred will be completed in
due course.
Mr D Staines thanked all members for supporting the societies
archive and history.
Mr Bryce as Secretary asked Mr Staines if he would continue holding
the archive and hold the office of Archivist. Mr Staines agreed to
continue. Mr Bryce thanked Mr Staines.
The Secretary asked Mr Rushforth if he would continue as the
Central Area Rep. Mr Rushforth agreed to continue. Mr Bryce thanked Mr
Rushforth.
Mr Bryce asked Mr Rhodes if he was prepared to provide his advice
and materials to allow the running of the National Show. Mr Rhodes
agreed to supply and advice. Mr Bryce thanked Mr Rhodes.
The Secretary was asked and agreed to write to Mr & Mrs Welsh to
ascertain whether they wished to continue as members of the committee.
The Secretary stated that he would contact Mr Alan Harris.
Mr Dave Staines asked for a vote of thanks for the outgoing
committee and praised their efforts some over a very long period of
time. The new committee and members at the meeting agreed and thanked
them for all efforts.
MEETING CLOSED AT 16-30 HOURS.
These minutes are an honest account written by the interim secretary
of the meeting as seen in his eyes. Any errors or inaccuracies are not
binding on the Secretary or NBS.
R.Bryce