MINUTES OF NATIONAL BEGONIA SOCIETY COMMITTEE MEETING
SATURDAY 9^th. FEBRUARY 2019 AT MANNINGFORD COMMUNITY HALL, BIRMINGHAM PRIOR TO NBS AGM

PERSONS PRESENT:

Mr I Rhys Williams Chairman
Mrs D Williams
Mr C Nicklin
Mr D Davies
Mr P Sourbutts Vice Chairman
Mr D Bonner Treasurer
Mr S Jones
Mr J Winfield
Mr M Avis National Show Manager
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 (holiday), Geoff Keer (holiday), John Chiswell (accident) and Dave Weatherby.  All other committee members were in attendance.

TREASURERS REPORT AND FINANCE SHEET
Mr D Bonner provided a balance sheet showing the end of 2018 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 2018. The committee thanked Derek Bonner for his efforts over the last 12 months.

Loss for 2018 was £512.03 as noted on the balance sheet later presented at the AGM.

The loss for 2018 was due to the purchase of a new portable exhibition stand. The treasurer also stated that there was now £70,697.06 in our bank account and that the NBS was currently in good financial health. The secretary reported the accounts were on the website and would appear in the Spring Bulletin to be distributed before the end of February.

The committee thanked the treasurer for all his efforts in 2018.

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 both he and Danny Davies would stand down at the AGM. Proposals had been received for Mike Richardson and Dave Spencer both proposed and seconded. (At the following AGM both these were appointed and additionally June Sourbutts). It was agreed that Mike and Dave be proposed at the AGM and later ask members attending the AGM to ratify the appointments.

2.0   Roles and Responsibilities of Officers and Committee

Following the resignation of the Secretary at the AGM new roles have voluntarily been taken up by existing committee members. However, some roles have still to allocated. Re affirmations of these roles and responsibilities were discussed and agreed.

 Current Secretary Duties (stand down to AGM)

1.       Compiling and distributing Agendas (2 meetings).Writing, compiling and distributing Minutes to committee and AGM meetings. Distribute to committee and website.

Writing letters as instructed by committee plus answer queries and respond as Secretary.

Act as central point for members who have problems and liaise with Area Reps.

Derek Bonner to carry out as Secretary Treasurer.

2.       Arrange for judges for National, Area Shows and Scottish Begonia Society Shows. Organise training for new judges. Act as Focal Point for all judging matters and agree colour classification of new varieties.

Mike Avis to carry out along with his Show Duties.

3.       Liaison with Shrewsbury Flower Show for show including schedule.

Agree show schedule with committee and Shrewsbury.

Write yearly flyer for Shrewsbury for their Brochure.

Mike Avis to carry out along with his Show Duties.

4.       Website provide input for webmaster. Arrange people to do yearly diaries. Arrange for show results and pictures to be displayed.

Mike Richardson on appointment to committee to be asked to carry out these duties.

5.       List results and varieties at National Show. Take photographs of all exhibitor entries at the National Show. Provide for website and bulletin. Liaise with Area Reps and receive pictures and results from their shows and again send to Editor.

Steve Jones assisted by John Chiswell to carry out these duties.

6.       Organise yearly Free Tuber Raffle. Contact members and list prizes and donators on website.

Draw raffle and display winners list on website and for bulletin. Arrange for all tubers to be sent to winners. Parcel up and send any tubers received.

Peter Sourbutts assisted by John Winfield to carry out these duties.

7.       Represent committee at shows and Area Meetings.

Mike Richardson on appointment to committee to be asked to carry out these duties with all committee supporting.

8.       Liaise with Membership Rep and send out reminders at start of year to those members who have not renewed.
John Winfield to receive list from Membership Coordinator and address all envelopes, seal and send package of envelopes for franking to the Bulletin Editor.

All roles complete with Robert Bryce continuing as Bulletin Editor in the immediate future.
The Secretary talked about input to the bulletin and asked all committee members and Area Reps to increase their input and content beyond a couple of paragraphs. Inputs such as what is happening in the society or area, what you are doing now and growing aims and problems were suggested as being suitable. Action all committee members and Area Reps.

3.0   Future of Website
The secretary reported that the Website Editor Brian Simmons had advised that he would like to retire when a suitable competent member is identified. The committee discussed this and no person present felt capable of carrying this out at present. The Committee agreed to try seek out someone to do this in the future and discuss with Brian Simmons. 

4.0   NBS National Show 2019
The venue for the National Show 2019 will be Shrewsbury Flower Show. SHS have advised of a new 5year term renewal. Extension agreed at SHS committee meeting. No official letter received currently from SHS Secretary. Mike Avis will now be the liaison point for all show matters. Mike Avis stated that letters sent to SHS had been received from the secretary and he would chase up all outstanding matters. Ian Rhys Williams asked to be kept informed. 

Liaison with SHS after meeting had followed after AGM with meeting to take place to discuss outstanding matters. 

5.0  Advertising and cultural information made available at shows

Apart from the handbook and old bulletins what else is required? It was suggested by Peter Sourbutts that it would be beneficial if member recruited at shows were given rooted cuttings to take away. Area Reps were asked to arrange this locally if possible.

6.0   Annual Raffle
The secretary reported that the raffle for 2019 had been drawn prior to the meeting. All tubers held by the secretary had been posted and all the donators had been advised of the addresses of the winners. A list of winners had been sent out to all donators and a copy was in the members section of the website a hard copy was available at the AGM. Future viability discussed and future organiser will be Peter Sourbutts. 

7.0  Review of Prize Cards, Rosettes, Medals and Banners

Ian Rhys Williams reported that he held enough rosettes, cards and Bronze Medals for 2 further years. Next order would take place in 2021. It was stated that Bronze Medal cost £10.80 last time. All rosettes and Bronze medals for the current year had been allocated. 

8.0  Life Memberships or awards

None awarded at present. The future viability was discussed.

R Bryce offered Life membership at following AGM but declined acceptance. 

9.0  Requirement for NBS stand at Shrewsbury 2019

Geoff Keer will again be asked to organise the display on the stand. The committee discussed last year’s efforts and felt that there was little more that could be provided. Mike Avis stated he would discuss current judging and allocation of prize money with the SHS. 

10.0          Membership 2020

It was decided after discussion that a recommendation of £18 would be made for 2020 at the AGM. This was ratified at the AGM. 

11.0          Judges for 2020 Shows

The secretary reported that judges had been allocated for 2019 and they were displayed on the website. Scottish judge will be George Thompson with Mike Richardson being asked to judge at Dundee. Jim Evans was a new judge for Southport. 

12.0          Changes to Constitution

None proposed.        

13.0          Expenses

No costs will be paid unless receipts are given and an expense form is completed and returned to the Treasurer. All committee members reminded of this and are asked to remind judges and area reps.

Authorisation of van hire cost was discussed and it was agreed by committee that this must be at the discretion of the Treasurer.  Action D Bonner. 

14.0          New Member Recruitment

This was discussed and it was felt that this was currently addressed. Losses were accepted as a sign of the times and erosion of numbers was down to general lack of interest and members dying.

The current Membership Form and its suitability was heatedly discussed and it was agreed that when all existing fliers are exhausted a new membership form would be created with more room for member contact details to be added. Any changes would be agreed with the Membership Coordinator. It was agreed that emails addresses were beneficial so that member could be reminded at late membership renewal. The Membership Coordinator asked that members be reminded that anyone paying by Bank Transfer or Direct Debit must let him know so that reminder are not sent out by post (costs). It was suggested that any member paying this way should do so by end of November so that they can be entered into the raffle. 

15.0          Input for Bulletin and Website 

This was discussed and all committee members and Area Reps were asked to make more effort in 2019. The editors asked for better content. 

Date of Next Meeting

Action John Winfield asked to arrange on the same weekend in 2020. 

MEETING CLOSURE FOR AGM AT 12.30 HRS.                                                                                                                                                     

A presentation followed the AGM meeting with the retiring secretary discussing everything he had learnt over his 40 years of growing.  How to grow only the very best begonias - climate, growing environment, compost and feeding discussed.

                                                                                    Minutes written by Robert Bryce retiring NBS Secretary 22 February 2019

Minutes of the 70^th Annual General Meeting of the National Begonia Society
held at the Manningford Community Hall, Bells Lane, Birmingham, B14 5TJ
on Saturday 9th February 2019 commencing 13-00 hrs 

1.       Compilation of Minutes
These minutes were compiled by Robert Bryce, the retiring NBS Secretary. The chair was taken by the NBS Chairman Ian Rhys Williams.

2.       Attendance
A total of 19 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 2019

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 Geoff Keer, Gary Dando, Dave Weatherby, Terry Tasker, Ken Davies, John Chiswell, Clifford Hirst, Mike Sheppard, 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 retiring secretary Robert Bryce explained that he was standing down after 6 years. He talked about all aspects of the society and the improvements made with the bulletin, website and National Show. He thanked contributing members for their support and explained that he thought the quality of exhibits at the NBS shows was at an all-time high. He went on to talk about the difficulties when the present committee was formed when several difficult judgements and decisions had to be made. He explained that he had always led with the continued existence of the NBS in his mind and felt that he had always acted in good faith. He thanked all the committee and members for their support during the time he was in office. He also made reference to the unsung heroes that were not on committee like Colin Nicklin who made the supports, Brian Simmons who worked tirelessly on the website, Derek Telford likewise on the bulletin and Terry Tasker our Membership Secretary. He talked about all the support he had received from the Chairman and all the bonds of friendships that had been formed.

On the negative side he talked about the falling membership over the 6 years of his office. He explained that over the past 6 years membership had fallen by around 30%. This year several new had been recruited but around 30 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. 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.

Our free members raffle had 35 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 al the donators for all their generosity and support explaining that without them the society would be a poorer place. The secretary asked that members promote the society wherever they go as this could help to recruit new members. The Secretary asked members to support both the National and Area Shows and asked for more goodwill and enterprise in 2019.

Finally, the secretary talked about the retirement of the Bulletin Editor Derek Telford whom had first taken up the post in 1988, a period of 30 years had been completed. He explained that he had helped him throughout the last 6 years and it had been a joint effort which had given him a lot of pleasure. He went on to talk about the outstanding achievements of his very valued friend throughout his membership and went on to explain that he would reach the advanced age of 94 years in February of the current year. The secretary stated the most important aspect of this was the friendship and camaraderie that he had experienced. The retiring secretary asked for a vote of thanks for his friend. This was unanimously and unreservedly given by all present. The retiring secretary stated that in the absence of a volunteer coming forward to take up the role of Bulletin Editor he had offered to carry on in this role in the immediate future to support the committee. The committee had gratefully accepted this offer. However, a volunteer was still being sought.

The secretary also made the membership aware that the website editor Brian Simmons was also asking for a member to come forward to take on the role so that he could retire. Again, the secretary explained that Brian had been the editor since its formation and had done brilliant and tireless work but advancing years were catching up with him. He asked for a member to come forward to relieve Brian.

The Chairman asked that the Secretary’s Report be accepted.  This was unanimously accepted by all members present. The Chairman went on to state that he thought that the retiring secretary had made an outstanding contribution to the society and had done more work than any of the previous secretaries. He proposed that the retiring secretary be offered a life membership this was unanimously seconded by all present. The secretary talked a little about Fred Martin and Dr Eric Catterall who had also made large contributions in the past and declined to accept the offer. The Chairman asked that this be recorded.

7.       Treasurers Report

The Treasurer Mr Derek Bonner addressed the meeting and provided balance sheets for 2018 (these had previously been displayed in the Members Only Section on the website). He explained that the society had made a small loss of £512.03 last year. He talked about one off cost of a new portable display stand in 2018 that had taken the NBS into deficit and explained that it was likely that we would be back in profit next year He also stated that there was now £70,697.06 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 retiring 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. He also stated that these were in the Spring Bulletin that would be distributed before the end of February.

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 2020. 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.

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 

The secretary reported that no new resolutions had been received in the last year. 

9.        Election of Chairman

The outgoing Chairman relinquished the chair prior to the vote.

The Secretary 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 the retiring secretary would stand down after the AGM. He went on to state that the current committee would absorb all the previous tasks carried out by Robert Bryce. Derek Bonner had volunteered to take on the role of Secretary as well as Treasurer with support from the committee. The committee as a whole proposed and seconded that Derek Bonner be appointed as Secretary / Treasurer. This appointment was approved unanimously by the members at the meeting. Derek Bonner appointed Secretary.

13.   Election of Committee

It was explained that Bob Bryce and Danny Davies had asked to stand down 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. Peter Sourbutts proposed that the remaining committee be re-elected and this was seconded by Dorothy Williams. The members voted unanimously to elect the remaining committee members en-block.

The retiring secretary talked about Dany Davies’s contributions to the NBS and how he had made the basket stands and other fixing that were used at the National Show. Robert Bryce asked for a vote of thanks and this was unanimously accepted by all members present.

 It was pointed out that there were now vacancies on committee and June Sourbutts was proposed by Dorothy Williams and seconded by Ian Rhys Williams. This was accepted by June and recommended by the committee. This appointment was unanimously approved by all present. Robert Bryce proposed Mike Richardson with Peter Sourbutts seconding also Dave Spencer was proposed by Derek Bonner and seconded by Robert Bryce. This was accepted by Mike and Dave and recommended by the committee. This appointment was unanimously approved by all present.

14.    Life Members

Bob Bryce had been proposed and seconded during the meeting but had declined the offer. No other new 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 vote of thanks was proposed for organisers and exhibitors at all our shows. This was unanimously given by all present.

b.      Facebook pages had been introduced and managed by Phil Champion during 2018. The Chairman went on to talk about the valued of these and the benefits in joining. Phil was thanked for all his efforts.

c.       Vote of thanks for all officers, committee, the website editor, bulletin editor the Facebook coordinator and Area Reps from the retiring secretary was recorded.

d.      Thanks for Danny Davies efforts was recorded.

e.      Thanks for Derek Telford the retiring Joint Bulletin Editor was recorded. Robert Bryce explained that he had offered to carry on editing the bulletin in the immediate future and the committee in the absence of any other volunteer coming forward had gratefully accepted the offer.

f.        The Membership Form was discussed and all members were asked to provide email addresses so that membership reminders could be sent out by this method rather than the society carrying the cost of postage. Committee and Area Reps were asked to ensure that when new members were recruited that clear email addresses were accurately recorded. The Membership Coordinator asked members paying by Direct Debit in 2020 to please set up payment before the end of November 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.

g.       Marion Sycamore thanked all members for all the help she had received in 2018. 

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

MEETING CLOSED AT 14-00 HOURS.