Minutes of the 69^th Annual General Meeting of the National Begonia Society
held at the Manningford Community Hall, Bells Lane, Birmingham, B14 5TJ
on Saturday 17th February 2018 commencing 13-00 hrs 

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

2.       Attendance
A total of 22 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 2018

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 from Marion Sycamore, Geoff Keer, Gary Dando, Derek Telford and Brian Simmons.

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. The Secretary reported that no one had come forward with any amendments. They were accepted and approved unanimously at the meeting.

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.

6.       Secretary’s Report
The secretary talked about the members in the society and the falling membership over the 5 years of his office. He explained that over the past 5 years membership had fallen by around 30%. This year 25 new members had been recruited but 50 people had left the society over the year. It was explained that this was not just within one or two of our Areas but was right throughout the country. There had been an number of deaths and just people getting too old to grow anymore as well as people leaving after one or two years membership. The Secretary gave a number of examples of people leaving one from the longest surviving member of the NBS Tom Deen from Canterbury who he had spoken to recently; he was now in his 90’s. However the secretary explained that our problem was consistent with other societies who were having the same problems in many cases to a larger extent.

However the secretary explained that the quality our bulletin and website was at an all time high. The last National Show had the highest quality of exhibits in the society history and our free members raffle had 40 prizes of 2 tubers this year, which meant close to 20% of members won a prize that would cover all the costs of the membership. The secretary thanked the donators for all their support. The secretary stated that he thought that there was little more that he thought the committee could do for members but explained that he was open to involvement and ideas from other members. The secretary asked that members promote the society wherever they go as this could help to recruit new members.

The Secretary thanked all members for their efforts in 2017 and discussed the efforts of the Website Editor, Bulletin Editor and the Show Manager and explained that without their efforts the NBS would struggle to exist. The secretary thanked them all.

The Secretary asked members to support both the National and Area Shows and asked for more goodwill and enterprise in 2018.

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 2017 (these had previously been displayed in the Members Only Section on the website). He explained that the society had made a loss of £4,219.16 last year due to 3 years of prize monies being paid to Shrewsbury Flower Show at one time. Last year the society had a profit of £4,781.50 and hence the profit made over the last 2 years was still £562.34. He also stated that there was now £71,209.09 in our bank account. He stated that the NBS was in good financial health but more members would help us continue to promote the society.

The Secretary stated that this year’s copy of the end of year bank statement was available and an explanation of all cheques paid out were available to all members.

The Treasurer stated that the committee at the meeting earlier in the day had agreed to ask those present  to ratify their recommendation of a membership fee of £18 for 2019. This was presented to the members for ratification and was accepted unanimously.

The Treasurer stated that the accounts had been audited and signed off by a registered accountant who had charged £50.

The accounts are available and can be viewed by any member on the NBS website.

The Chairman asked that the Treasurer’s Report and Balance Sheet be accepted. The accounts were approved and unanimously accepted.

8.       Resolutions
Two resolutions were received prior to meeting and within the required time scales. They had been discussed at the committee meeting prior to the AGM but only one resolution was relevant.  This related to Life Members who received free membership of the society awarded for exceptional service to the society over a long period of time. It was raised that the society had no way of knowing from year to year whether Life members had died or were no longer interested in the society or indeed had stopped growing begonias. The committee after discussion agreed that this anomaly needed to be addressed in future. The committee through the Chairman put forward this proposed change to the constitution to the members attending.  

Following 9c; Life members’ are required to return their membership form before by 1^st January each year to the Membership Co-ordinator each year in order to keep the records up to date. Proposed John Chiswell and seconded by Danny Davies.

This proposal was unanimously accepted by the meeting with no one against.

9.        Election of Chairman
The outgoing Chairman relinquished the chair to the President prior to the vote.

The President explained that a nomination had been received for present incumbent Ian Rhys Williams proposed by R Bryce and secondment by D Bonner. This appointment was approved unanimously by the members at the meeting. Ian Rhys Williams appointed Chairman.

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. Peter Sourbutts appointed VC.

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. Derek Bonner appointed Treasurer.

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. Bob Bryce appointed Secretary.

13.   Election of Committee
It was explained that Ron Passant had not renewed his society membership and was not present at the meeting, so it had to be assumed that he had resigned from committee. All other committee members had decided to retire under the constitution with all offering themselves for re-election. There was a question from the floor regarding duration. It was explained that the committee stood as a whole and not separate. In the event of a vote of no confidence the whole committee could be replaced at an AGM. Terry Tasker proposed that the whole committee be re-elected and this was seconded by John Chiswell. The members voted unaminously to elect the current committee en block.

 It was pointed out that there was now a vacancy on committee and Dave Weatherby was proposed by Terry Tasker and seconded by Mike Richardson. This was accepted by Dave and recommended by the committee. This appointment was unanimously approved by all present.

14.    Life Members
No new  life members proposed.

15.    Auditors
Mr Derek Bonner Treasurer stated that the accounts had been audited by a registered accountant who lived next door to Peter Sourbutts.  It was agreed that the accounts would be audited again next year. Mr Bonner to arrange.

16.   Any Other Business
a.       A new Central Area Rep had been appointed by the committee during 2017. Steve Jones was now in post and asked for all local members to contact him so meetings and activities could be arranged for their benefit.

b.      The loss of Yorkshire and Humberside Area was reported.  Jeff Rhodes had stood down after many years excellent service. No member despite repeated appeals had come forward to take up the reins. The committee asked about the trophies from the Area Show and Jeff Rhodes stated that they would be returned to the society for reallocation elsewhere.  The Joe Mallon re was discussed and the Secretary reported that he had spoken with the donator Peter Mallon and agreed this would be allocated to the new Chorley Show. The secretary also reported that Jeff had asked that the Jeff Rhodes trophy be awarded to the small group class at the National Show. A vote of thanks was asked for Jeff Rhodes for all his work for the society, the members thanked him unanimously. The secretary stated that position as Area Rep in Yorkshire and Humberside was open should any member want to take it on in the future.

c.       Vote of thanks for all to organisers and exhibitors at our shows. Proposed by the secretary and unanimously given by all present.

d.      New NBS Facebook page introduced and managed by Phil Champion this year and this was being found to be successful with a growing number of new users. The NBS had gained some new members from this imitative.  The committee thanked Phil for his efforts.  Members were invited to join and participate

e.      Geoff Keer had volunteered to organise the NBS display at Shrewsbury in 2018. The committee thanked Geoff for coming forward and stated that they looked forward to working with him.

f.        The Membership Coordinator asked members paying by Direct Debit in 2019 to please set up payment before the second week December and to advise him at the time along with their preferences under the Data Protection Act. This would ensure that members were entered into the free raffle and would ensure that personal information was not compromised if requested.

The Chairman prior to closure of the meeting asked if all members were happy with the committees direction  and if there were any complaints. There were no concerns raised by any member.

MEETING CLOSED AT 14-00 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

MINUTES OF NATIONAL BEGONIA SOCIETY COMMITTEE MEETING
 SATURDAY 17 FEBRUARY 2018
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 S Jones
Mr J Winfield
Mr J Chiswell
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 Gary Dando (wife having an operation) and Geoff Keer (holiday)   All other committee members were in attendance except Ron Passant who had not renewed his membership this year.

TREASURERS REPORT AND FINANCE SHEET
Mr D Bonner provided a balance sheet showing the end of 2017 accounts. Included again this year was a sheet showing all individual incomings and outgoings. These sheets had been audited and verified by an independent accountant. An end of year Bank Statement was also presented. The Secretary stated that these sheets were now on the website in the Members Only section and had been there since the middle of January. The Secretary had copies available for members attending the AGM to inspect.                                                                                 

The accounts were agreed by the committee as being representative of our finances at 31 December 2016.. The committee thanked Derek Bonner for his efforts over the last 12 months.

Loss for 2017 was £4,219.16 as noted on the balance sheet later presented at the AGM.

The loss for 2017 was due to 3 years of prize monies being paid to Shrewsbury Flower Show at one time due to Shrewsbury not claiming outstanding prize monies in previous years. It was reported that the previous year the society had made a profit of £4,781.50 and hence the profit made over the last 2 years was £562.34. The treasurer also stated that there was now £71,209.09 in our bank account and that the NBS was currently in good financial health.

The committee thanked the treasurer for his efforts in 2017.

OUTSTANDING ITEMS FROM PREVIOUS MEETING
No actions outstanding from the last meeting all actions were complete                .

AGENDA ITEMS:
1.0   Appointment of Officers and Committee

The Secretary stated that there had been no new nominations received. It was explained that Ron Passant had not renewed his society membership and hence could not be considered for election. The Chairman stated that there would be a vacancy on committee and that he thought Dave Weatherby would stand if asked. It was agreed to see if Dave was proposed at the AGM. If he was proposed the committee would recommend his appointment and ask members attending the AGM ratify the appointment.

2.0   NBS National Show 2018
The Secretary reported that the 2018 show would be held at Shrewsbury Flower Show. The secretary stated that he had spoken to the Shrewsbury Flower Show Secretary and that the NBS selected judges would be contacted and asked to judge by letter. Mike Avis stated that there were no changes in our classes this year and we were now awaiting the 2018 schedule.

3.0   Advertising and Cultural information made available at shows
The secretary discussed our failure at the Shrewsbury National Show to be more competitive in the society classes with our stand. It was agreed that we needed to provide more display boards showing and describing composts, how to take cuttings, pictures of tubers, pictures of starting in propagator, how to tie stems to cane’s as an example. A volunteer was needed to collate this and organise the boards. Mike Avis came forward and the Secretary was asked to provide the text and pictures from our large display board.  Actions: M Avis and R Bryce 

It was agreed that we would also have the same handouts as last year for cultural information and our membership forms available. Dave Weatherby agreed to provide samples of cutting stages for Shrewsbury. Action: D Weatherby 

4.0   Annual Raffle
The Secretary explained that this year’s raffle was more successful than  last year with  40 prizes of 2 tubers being donated.  The secretary advised the ir Williams and d Williams had made the draw previous to the AGM. The secretary explained that the prizes winners, etc would be put on the website following the AGM. A list of the winners was also available for the AGM. Mr Bryce stated that he would like more members to take part and spread goodwill. The Secretary stated that the raffle should run again next year and the committee agreed. Organiser in 2018 would again be Bob Bryce. 

5.0   Review of Prize Cards, Rosettes, Medals and Banners
Ian Rhys Williams advised that the distribution of prize cards and rosettes had been allocated to the Area Reps for the 2018 shows but the Bronze Medals had still to be provided.  Action: IR Williams

6.0   70^th Anniversary Requirements
The Secretary explained that this year was the 70^th Anniversary of the NBS and asked about how we intended to celebrate it. A number of suggestions were discussed and it was decided that there would be special rosettes allocated to the best pot, best cut bloom and best species at all our shows. There would also be ones for the Novice classes at the National. Action: IR Williams to purchase and allocate 

7.0   Life Memberships or Awards
No life memberships or awards had been proposed by the membership in 2018. The secretary advised that we currently had six life members Maurice Webb, John Dearn, Ken Wilks, John Taylor, Derek Telford and Brian Simmons. 

8.0   Requirement for  NBS stand at Shrewsbury 2018
It was agreed that Geoff Keer would organise the display on the stand with members providing surplus plants. Exhibitors were again asked to bring plants for the stand to the show where prize monies allocated would be the same as last year. Action: All committee 

The requirements in other areas were discussed under item 3 of the meeting agenda. 

9.0   Membership 2019
The cost of membership in 2018 was £18. The committee discussed our finances and agreed to make a recommendation at the following AGM that membership cost would be £18 again in 2019.  

10.0            Judges for 2018 Shows
The Secretary reported that the judging invitations had gone out and all judges for our shows were now displayed on the website. It was confirmed that we would support Purbrook Show again this year.

11.0            Changes to Constitution
The secretary reported that the following proposed changes to the Constitution had been received and also that a copy of the current constitution was attached to the agenda for this meeting.

B. Alter to- Members’ joining between 30th July and December 31^st of each year to pay full membership, for the following year, however, they will enjoy the full benefits for the remaining months of that year of joining and will not have to pay membership subscription again until 1^st January following year.

Proposed Ian Williams, seconded Dorothy Williams.

This was discussed and the secretary explained that this had already been addressed previously.

Proposal 2. Each year, the same question is asked as to whether certain Life members’ are still alive, whether they’ve moved, or indeed are still interested in the growing of begonias. In order to resolve these ambiguities’, I wish to tweak the constitution and add at the end of:-

9C; Life Members’ are required to return the membership form by 1^st January each year to the Membership Coordinator in order to keep records up to date.

Proposed John Chiswell, seconded Danny Davies.

This was discussed and it was agreed that this would be recommended for acceptance at the AGM. The secretary was asked to write to all Life Members if this was ratified at the AGM. Action: R Bryce 

12.0            Expenses
It was explained that very occasionally expenses were paid without a receipt and the Treasurer was having his position compromised. The meeting discussed this and agreed that in future expenses would only be paid when a receipt was provided. Accommodation and mileage claims must have an expenses sheet attached.

13.0            New Member Recruitment
This was discussed and the secretary asked for ideas to be mooted by the committee over the following months.                                                                                      Action: All committee members

14.0            Input for Bulletin and Website
The secretary expressed concerns that input from the committee for the bulletin and website was absolutely minimal. He also explained that last year the pictures from the South West and South Wales areas show were very sparse. The secretary asked all committee members to contribute better over the next year so that the quality of the bulletin and website could be maintained.                                                                                                            Action: All committee members

15.0            Purchase of a portable scanner
The secretary explained that he had a box of early bulletins dating from 1948 to around 1960 this was the early society history. He suggested that this be scanned to disc and made available so that it was not lost. He asked for the purchase of a suitable scanner a Fujitsu Scansnap 1300i so that old bulletins and society history could be kept. The chairman asked the cost and the secretary advised that a new one was around £250 with a used one being around £100. The committee agreed that the secretary should buy a scanner.                              Action: R Bryce

16.0            AOB
None advised.

Date of Next Meeting:
The committee agreed that unless any urgent matter came to light the next meeting would be prior to the AGM. The committee asked for this to be on the 9^th February 2019. Action: J Winfield to arrange   .

MEETING CLOSURE FOR AGM AT 12-30 HRS.

Distribution as above plus Mr G Dando, Mr G Keer, Mr D Weatherby and NBS website.                                                                                                                                                     

A presentation followed the AGM meeting with The Secretary showing pictures of exhibits at the National, Southport and Dundee Show in 2017. 

Minutes written by Robert Bryce NBS Secretary 23 February 2018