Minutes of the 64^th 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 1^st 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 1^st 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.