The 68^th Annual General Meeting of the National Begonia Society will be held at 1pm on Saturday  18^th February 2017, at the Manningford Community Hall in Bell’s Lane near Maypole Island, Birmingham, B14 5TJ

Agenda

1. Notice of Convening Meeting appears in Autumn 2016 bulletin

2. Apologies for Absence

3. Minutes of previous meeting displayed on Members Section NBS Website

4. Matters arising from minutes

5. Election of Chairman. Nomination duly moved proposed and seconded for present incumbent Ian Rhys Williams at this stage

6. Secretaries Report – Progress in 2016

7. Treasurers Report – Receipts and Payment account

8. Resolutions – Can be accepted up to 28 days before AGM. None received at present

9. Appointment of Vice Presidents. Nomination for Derek Owen proposed R Bryce seconded Ian Williams. No further nominations received.

10. Election of Vice Chairman nomination for present incumbent Peter Sourbutts duly moved seconded and accepted have been received at present

11. Election of Treasurer present incumbent Derek Bonner duly moved seconded and accepted have been received at present

12. Election of Secretary nomination for present incumbent Robert Bryce duly moved seconded and accepted have been received at present

13. Election of Committee – All members stand down and wish to be reappointed. No new members proposed

14. No Life Members proposed

15. Auditors. Details of who has Audited the 2016 accounts

16. AOB

    1. Vote of thanks for Mike Avis without who we would not have a National Show.

    2. Loss of the East Anglia Area

    3. Dave Weatherby proposed as NW Area Rep

Other business to be advised to Secretary 28 days before meeting.

  11 March  2016

MINUTES OF NATIONAL BEGONIA SOCIETY COMMITTEE MEETING
 SATURDAY 20 FEBRUARY 2016
 AT MANNINGFORD COMMUNITY HALL, BIRMINGHAM PRIOR TO NBS AGM

PERSONS PRESENT:
Mr I Rhys Williams Chairman
Mrs D Williams
Mr D Davies
Mr P Sourbutts Vice Chairman
Mr D Bonner Treasurer
Mr G Dando
Mr J Winfield
Mr M Avis National Show Manager
Mr C Nicklin
Mr R Bryce Secretary

The meeting was an open meeting with members attending the AGM listening in on all the matters discussed.

APOLOGIES FOR ABSENCE:
Apologies for absence received from Barry Walker, Vincent Potts and Geoff Keer.

TREASURERS REPORT AND FINANCE SHEET:
Mr D Bonner provided a balance sheet showing the end of 2015 accounts. This sheet had been verified by an independent accountant. Mr Bonner also provided copies of Bank statements.
The Treasurer explained that there was an outstanding liability for the prize monies at Shrewsbury Flower Show. The Treasurer stated that he was in contact with our bank with regard to information about direct debits. The secretary explained that he wanted to be able to display this information on our website and we needed advise. The Treasurer took an action to resolve this outstanding subject. Action:Derek Bonner
The Treasure stated that the Judges and Committee expenses were this year a major cost driver in the societies outgoing. Most of the monies were as a result of the Show Manager being present on the Shrewsbury Show ground for 4 days prior to it opening. It was agreed that this was necessary unless local help could be found. Volunteers to help this year had been found. Derek Owen and Terry Carr had offered to help. Hopefully the amount of expenses would be reduced in the coming year.
The accounts were agreed by the committee as being representative of our finances at 31 December 2015. It was pointed out that we were owed some monies from supports, etc which would come into next year’s accounts. The committee thanked Derek Bonner for his efforts over the last 12 months.
Profit for year was £537.19 as noted on the balance sheet later presented at the AGM.

OUTSTANDING ITEMS FROM PREVIOUS MEETING:
No actions outstanding from the last meeting.

AGENDA ITEMS:
1.0 NBS National Show 2015
a. Show arrangements – Mike Avis explained that the schedule for SFS was now available and that the new classes agreed last year had been added. The Secretary explained that he had been in touch with Simon Badrock the SFS secretary and a tenure of 5 years at Shrewsbury Flower Show had been agreed. The Secretary stated that he would be contacting Simon again to ask if anything was required by SFS for the coming year. Action: R Bryce
b. The Chairman stated that committee members should again supply plants for the NBS stand and asked for a volunteer to display the plants on the first morning of SFS 2016.No volunteer came forward. It was suggested that Terry Carr be asked
Action: Ian Rhys Williams plus All to supply plants
The committee agreed the stand would be similar to the previous year and that members would be asked individually for plants to be brought to SFS for the stand. The chairman would co-ordinate this activity. He would liaise with the Secretary.
 Action: Ian R Williams

2.0 Advertising and cultural information made available at shows
It was agreed that in the short term cultural leaflets would be supplied to new members joining the society. The Secretary discussed the introduction of a new handbook instead of the Spring 2017 Bulletin. After discussion the committee agreed that articles should be sought to compile the handbook. It was pointed out that there had been a new booklet in the previous year introduced by Sam Kennedy. This was sold at £9.99.
Action: R Bryce
In line with the last 2 years Derek Bonner was asked to obtain some books that could be sold.
Action: D Bonner

3.0 Annual Raffle

The Secretary explained that this year’s raffle was an improvement on last year with 47 prizes of at least to 2 tubers being donated by 19 members. The secretary explained that the prizes, winners, etc was now displayed on the website. Mr Bryce stated that he would like mor members to take part and spread goodwill.

The Secretary asked for a volunteer to come forward from the committee to run the raffle as this was interfering in other duties he was carrying out. No volunteer came forward.

The Chairman stated that in future all tubers should be posted out by the donator with all posting and packaging costs claimed from the Treasurer. A hard copy of the list of prize winners

4.0 Review of Prize Cards, Rosettes, Medals and Banners
Ian Rhys Williams advised that the distribution of prize cards, rosettes and medals had been allocated to the Area Reps for the 2016 shows. The meeting thanked Ian for his efforts.
Ian Rhys Williams stated that he required 6 further Bronze Medals for 2017. The Secretary stated he would donate them.
Action: R Bryce

5.0 Life Membership or Awards
None proposed.

6.0 Judges for Shows
6.1 The Secretary reported that the judging invitations for all the shows had gone out. A list of judges was now on the website. It was explained that the National judges would include Chris and Sandra Davies our first Welsh judges at the National and our first female judge. The Secretary stated that he thought that this was very positive. Mr Bert Nelson the Scottish Society Chairman had accepted a judging appointment at SFS.
6.2 Judges and Commitee expenses – The committee discussed this and accepted that most of the cost was supporting SFS. It was agreed that the expenses figures would not increase.
6.3 Hotel and Petrol Expenses – I was agreed that there would be no increases in 2016.
7.0 Membership 2015
The Secretary stated that membership at the end of 2015 stood at 290. A reduction in the cost of membership was discussed. The secretary explained that at present 40 members had not renewed and this would mean that there would be £800 less in the accounts over the coming year. The committee agreed that we should be cautious. Members will again pay £20 for membership in 2016 and all being well 2017. The free raffle for members was discussed and it was agreed to run this again next year. The secretary stated that 20% of members won at least 2 tubers and hence this was in effect free membership.
8.0 NBS Handbook and Information supplied to new members
The Secretary proposed that the Spring 207 bulletin would be a new handbook with selected growers supplying input. It was agreed that extra copies would be bought so that they could be distributed to new members joining the society. It was also stated that the new handbook could be sold at shows. The secretary was auctioned to complete. Action: R. Bryce
9.0 Bulletin and website
The Secretary reported that the bulletins supplied over the last year comprised over 40 pages. The Spring 2016 bulletin had been delayed due to members not having renewed at the beginning of the year. Reminders had been sent. The next bulletin was our 200th issue and extra colour pages had been added along with a new layout and this would be posted out in the first week in March. The secretary stated that he believed that the bulletin was being continuously improved with more pages but the limit had been breached. It was really up to members where we went next as there was little input from the membership as an whole. It was pointed out that any society is only as good as member participation. The secretary criticised several members of the committee who had not supplied any input over the last 12 months.. R Bryce stated that more articles were required from a larger cross section of the membership.
The committee recorded a vote of thanks for the Editor Derek Telford.
The Secretary reported that the website had been busy throughout 2015 with a record number of articles. Mike Richardson had done a brilliant diary in 2015 and was repeating it in 2016. Mr Tim Jemmot was doing a diary about the species he grows in 2016. The committee recorded a vote of thanks to them both. The committee agreed that the Website Editor Brian Simmons was doing a brilliant job and recorded a vote of thanks. The secretary again asked for more member participation and pointed out that several of the committee had provided no input. It was pointed out how easy it was to take digital photos of their greenhouses and supply them with a written paragraph to the website editor.
Mike Avis advised that he had visited Brian Simmons and was now conversant with the website.
10.0 Supports and Panda Stix
The secretary reported that wire for 10,000 supports had been bought over the last year. Colin Nicklin stated that there were currently no shortage of materials and all tools were currently in reasonable condition.
Colin reported that 1340 off supports had been sold during the year and 2650 plastic tops. The tops had been purchased by Blackmore and Langdons. The treasurer stated that there was a number of monies outstanding regarding supports and tops. John Chiswell stated that he would discuss outstanding monies with B&L. The Treasurer took an action to recover any mother monies outstanding Action: D Bonner
Ian Rhys Williams reported that there were now only 550 off Panda Stix left in stock. All other had been sold. The 550 were available to members by contacting Ian Rhys Williams.
The committee recorded a vote of thanks for Colin Nicklin who had assembled the supports over the last year.. It was agreed that Area Reps selling the Stix would retain 5% of the customer purchase price.
11.0 Capital Equipment – PC projector for North East Area
The secretary reported that a PC projector had been bought for the North East Area. This had been supplied to Jim Stewart the Area Rep for use at members meetings.
12.0 New Handbook
This was covered at 8.0 above.
13.0 Proposed Changes to National Show Schedule
13.1 Changes from 8 to 6 variety requirement for National Championship 12 Board. Proposed Ian Rhys Williams. Committee voted to retain the 8 variety requirement.
13.2 Merger of Novice and Intermediate classes proposed by R.Bryce as they were no longer providing a pathway to open classes. The committee voted to merge the classes as a new Beginners Class in 2017. R Bryce and M Avis to liaise with regard to trophy allocation and schedule wording.
 Action: R Bryce/M Avis
13.3 Increase in Prize Monies for National Championship 12 cut bloom class to match British Championship 7 pot plant class. Proposed R.Bryce. The committee voted to make prize monies in both classes the same from 2017. The committee generally accepted that it cost more to grow cut blooms than pots and it cost more to transport pot plants than cut bloom. It was generally felt that these points made them equal with regards to prize monies.
13.4 Review of Species classes. This was discussed due to lack of support by exhibitors. The prize monies were substantial but the qualities of exhibits were not matching the monies allocated. The committee decided to leave this in abeyance and review next year. Exhibitor were asked to support these classes.
14.0 AOB
!0.1 Honorarium for Secretary
The Secretary explained that he was spending more and more of his own monies on behalf of the society and forgetting to claim it back. He asked for a sum of £40 pa to be allocated.
The committee discussed this and the secretary was overruled and a sum of £100 pa was allocated. The Secretary stated that he would donate any surplus monies back to the society.
There was no other business
Date of Next Meeting:
The committee agreed that unless any urgent matter came to light the next meeting would be prior to the AGM on 18 February 2017.

MEETING CLOSURE FOR AGM AT 12-30 HRS.
Distribution as above plus Mr S Jones and Mr R Passant and NBS website.

A presentation followed the meeting with The Secretary showing pictures of exhibits at the National, Southport, Ayr Show and some from his greenhouse. This was well supported.

Minutes of the 67th Annual General Meeting of the National Begonia Society
 held at the Manningford Community Hall, Bells Lane, Birmingham, B14 5TJ
Saturday 20th February 2016 commencing 13-00 hrs

1. Compilation of Minutes
These minutes were compiled by Robert Bryce, NBS Secretary. The NBS President Jeff Rhodes was present at the meeting and the chair was taken by the NBS Chairman Ian Rhys Williams.

2. Attendance
A total of 48 members were in attendance plus some family members. Only current paid up members were allowed to vote at the AGM.
Meeting Agenda and Running Order 2016
1. Notice of Convening Meeting

The Secretary confirmed that the notice for convening the meeting had appeared in the bulletin and on the website.

2. Apologies for Absence and Bereavements

Apologies for absence had been received for Derek Telford, Brian Simmons, Geoff Keer, Derek Owen and Dave Weatherby.

The Secretary explained that Mick Ball and a Mr S Laird were recently deceased. Jack Hughes who had once been a prominent member had died at the end of 2015.

3. Minutes of Previous Meeting
The minutes of the previous meeting had been displayed on the NBS Members Section of the website for many months. They were accepted and approved. Proposed Ron Aldous and seconded Mike Avis with approval unanimous from the members.

4. Matters arising from the minutes
There were no matters arising from the previous minutes.

5. Election of Chairman
A nomination had been received for Ian Rhys Williams proposed R Bryce and seconded Derek Bonner no other nominations received. This was unanimously approved by all present. Mr Williams took the chair from Jeff Rhodes NBS Chairman.

6. Secretary’s Report
The Secretary Mr Robert Bryce stated that the current NBS committee had worked hard over the last year and prioritised certain activities. The Secretary reported that he thought that the main driving factors for the committee were the Bulletin, Website, the National Show and balancing the books. He explained that he thought all that all priorities had been met improved over the last 12 months.
The Secretary expanded and explained that the Spring 2016 bulletin due out in the first week in March would have a new fomat and layout. This ensured that all available space in the bulletin was utilised. There would be an additional A4 sheet with colour pictures on both sides. This meant that the limit had been reached on number of pages when related to max weight for postage of 100g.
The website had been very busy in 2015 with the number of articles increased. Mike Richardson had provide an excellent diary throughout the growing season and had agreed to continue in 2016. Tim Jemmot was doing a diary for 2016 about the type of species that he grows. The secretary reminded all present that it was each member’s responsibility to provide input to the bulletin and website. It was pointed out that without contribution they would not exist and that the society was only as good as member’s contributions. It was explained that no member of committee took payment and that they were all member volunteers.
The Secretary stated that the Treasurer would report on finances but the end of year account sheet was displayed on the website. It was explained that a small profit had been made but scope for a reduction in the cost of membership had been rejected due to a number of members not renewing and hence reduced funds. The secretary reported that there had been an agreement with Shrewsbury Flower Show that The NBS National Show would be part of the show for a further 3 years. This would be reviewed again in 2 years time.
The Secretary stated that his theme for 2016 would again be member participation and explained that more members needed to take part in providing articles for the bulletin and website and also exhibiting at shows. He also stated that only 19 members had provided tubers for the raffle out of 290 members. This was very disappointing as this was a free raffle for the members by the members. The Secretary explained that the burden could not fall on the same members’ year on year. He went on to explain that he thought at least 40 generous members providing 2 tubers each was more feasible. He asked for members to supply tubers in 2016. The Secretary thanked those members that provided the tubers and raffle prizes.
The Secretary asked members to support both the National and Area Shows in 2016.
The Secretary expressed concern about the support being provided by the whole of the membership and pointed out that the success of a society depended on all of its membership participating in its activities for a mutual benefit. He asked for more goodwill and enterprise in 2016.
He thanked all participating members of the raffle for their support.
The Chairman asked that the Secretary’s Report be accepted. This was unanimously accepted by all members present.

7. Treasurers Report
The Treasurer Mr Derek Bonner addressed the meeting and provided balance sheets for 2015 (these were displayed on the website). He explained that the society had again made a small profit of £537.10 through its prudence.
A number of questions relating to the accounts were asked from the floor and these were all answered to members’ satisfaction. Mr Steve Jones asked if the NBS paid its own prize monies at Shrewsbury. Mr Bonner explained that we did but were awaiting an invoice for last year so this was not included in the 2015 accounts. The invoice was expected shortly.
Mr Vincent Potts asked if this meant that there would have in fact been a loss in the accounts for 2015 if this had been invoiced. The Secretary and Treasurer confirmed that this would have been the case but other monies outstanding for supports would cover this. The amount of monies owed was discussed and the Secretary explained that the Treasurer could only report on the actual financial circumstances on 31 December 2015. He could not predict anything following that date.
Mr Bonner explained that the accounts had been audited and signed off. Details of the auditor were discussed. Mr Bonner The Treasurer explained he was discussing a suitable direct debit arrangement for members with the bank.
The Chairman asked that the Treasurer’s Report and Balance Sheet be accepted.. The accounts were unanimously accepted.
NATIONAL BEGONIA SOCIETY RECEIPTS & PAYMENTS

ACCOUNT YEAR TO 31 DECEMBER 2015

Accounts checked D Bonner and verified by Mr J Thomas Accountant.

8. Resolutions
None received.

9. Appointment of Vice President
No new appointments received. Mr Nick Langdon of Blackmore and Langdon is the current VP.

10. Election of Vice-Chairman
The Chairman explained that a nomination had been received for present incumbent Peter Sourbutts proposed by R Bryce and secondment by D Bonner. This appointment was approved unanimously by the members at the meeting.

11. Election of Treasurer
The Chairman explained that a nomination had been received for present incumbent Derek Bonner proposal by R Bryce and seconded by P Sourbutts. This appointment was approved unanimously by the members at the meeting.

12. Election of Secretary
The Chairman explained that nomination had been received for the present interim incumbent Robert Bryce proposed IR Williams and seconded by D Bonner. This appointment was approved unanimously by the members at the meeting.

13. Election of Committee
All committee members had decided to retire under the constitution with all offering themselves for re-election except for Barry Walker and Vincent Potts who have decided to stand down. The members attending the meeting unanimously re-elected them. Mr Ron Passant and Mr Steve Jones were proposed and seconded for committee and both accepted.
This completed the composition of the new committee.
The secretary thanked Barry Walker and Vin Potts for their efforts over the last 3 years.

14. Life Members
No life members proposed.

15. Auditors
Mr Derek Bonner Treasurer stated that the accounts had been audited by a retired accountant. It was agreed that the accounts would be audited again next year.
16. Any Other Business
a. The committee recorded a vote of thanks for Mike Avis who had organised the National Show at Shrewsbury for the last 2 years. The Secretary explained that without Mike the society would struggle.
b. Volunteers to help at SFS – The Secretary thanked Derek Owen and Terry Carr who had ciome forward to help.
c. No other.

MEETING CLOSED AT 14-15 HOURS.

These minutes are an honest account written by the secretary of the meeting as seen in his eyes. Any errors or inaccuracies are not binding on the Secretary or NBS. R.Bryce