Page 28 - Simply Vegetables Summer 2023

2022 ANNUAL GENERAL MEETING
Note these are proposed minutes,
subject to adoption at the 2023 AGM
Minutes of the AGM held on Friday 23rd September 2022 from 16.02 pm to 16.39 pm at the Perry Suite, Three Counties Showground, Malvern WR13 6NW. Approximately 90 members were present.
1. Welcome
Sandra Hall opened the AGM and welcomed everyone present.
2. Apologies for Absence.
Lesley Stone, Norman Dickinson, Geoff Wilson, Gareth Morris, Ivor Mace, Frank Taylor, Jean Thomson, Wynne Evans.
3. Chair’s Report.
Sandra Hall delivered her report. She presented Ian Stocks & Gareth Cameron and their long, loyal supporters Linda Stocks and Jacqueline Cameron a thankyou card and some flowers in recognition of the work both these out going trustees have done for the society. She also presented Marie Jane Roberts (who was stepping down as Trophy Secretary after 10 years) a thank you card and some flowers in recognition of her support to the society.
4. President’s address.
Medwyn Williams addressed the AGM and asked members
to stand to observe a minute’s silence in remembrance of Her Majesty The Queen and fellow members of the society who had sadly passed away in that last year. Medwyn then delivered his president’s speech.
10.To consider the Election of an Independent Examiner
Agreed from the floor with a show of hands that the independent examiner Cutler & Co. Chartered Certified accountants Leeds, be accepted, agreed.
11. Proposed NVS rule changes
11.1 Update section 5d to replace “ constitution” with “National Vegetable Society General Rules”. (Error correction).
5d) The Trustees may appoint from paid up members of the Society such additional officers as it may deem desirable. Such officers may, at the complete discretion of the Trustees, be members of, or observers at, the Trustees meeting. Persons appointed to such offices shall retire from office at the close
of the Trustees meeting immediately preceding the following A.G.M. but shall be eligible for re-appointment by the Trustees at the first meeting thereafter. If such offices are deemed necessary for more than three consecutive years the Trustees must propose an appropriate amendment to the National Vegetable Society General Rules at the third A.G.M. following the first appointment to the office concerned.
Agreed from the floor with a show of hands.
11.2 Fiona Shenfield explained the details of the proposed rule changes, Due to the new electronic banking methods, the NVS rules are required to be updated to reflect this across all levels of the Society. (Currently it only really addresses Branch level and does not cover electronic banking).
Remove item 5h (under “Branches”) and re-word as new para 8.2 ( see below) then rename 5.i to 5.h
b) Rename Section 8 FROM “FINANCIAL YEAR” TO “FINANCE” Create two new paragraphs with Section 8;
8.1 The financial year shall end on 31st December of each year. 8.2 All Officers of the Society are responsible for safeguarding the assets of the Society, preventing fraud or financial mistakes. To minimise the likelihood at either Trustee, Branch or District Association level, all cheques must be signed by two signatories. When using electronic banking systems, authorisation should
be confirmed by two authorised individuals. Where electronic banking systems only require one signature, approval of payment must be confirmed by a second authority. Emails are accepted as proof of agreement.
Agreed from the floor with a show of hands.
11.3 Section 11a) Add new officer role: Sponsorship Manager Agreed from the floor with a show of hands.
12.To Consider the election of the following new position
3 Yrs 2022-25 Sponsorship Manager Vacant
No volunteer came forward for this vacant position.
13.Any other business (To be submitted in writing to the National Secretary by 30th July 2022)
There had been no items received.
14.Meeting closed.
Sandra Hall thanked everyone for attending and closed the meeting and gave details of this evening entertainment. The presentation of trophies and awards followed the AGM.
5. Election of positions.
Tenure
Years
Position
Nominee
Proposer
Seconder
1 Yr 3 Yrs 3 Yrs 3 Yrs
2022-23 President
2022-25 Vice Chair
2022-25 Assistant Sec.
2022-25 Webmaster
Medwyn Williams FNVS
Raymond Higgins FNVS
Vacant
Vacant
Sandra Hall
Ian Stocks
Fiona Shenfield
Medwyn Williams
The above positions were agreed en block with a show of hands No volunteers came forward for the two remaining vacant positions.
6. Minutes of the 2021 AGM (held in Atcham)
These minutes were published both in July 2022 Simply vegetables magazine and on the website. No comments had been received regarding the minutes . Proposed Ian Simpson, Seconded Bernard Brown that the minutes be accepted. Agreed from the floor with a show of hands.
7. MattersArising.
The were no matters arising.
8. To receive the Annual Report of the Trustees for 2021/22.
Fiona Shenfield had prepared the Annual Report of the Trustees, which she read out.
9. To receive the Annual Report and Accounts for 2021
Fiona Shenfield pointed out that the audited accounts had
been published in July Simply Vegetables Magazine and on the website and copies had been circulated prior to the meeting. No comments had been received regarding the accounts. Proposed Gareth Cameron, Seconded Bernard Brown that the accounts be accepted. Agreed from the floor with a show of hands.
Tenure
Years
Position
Nominee
Proposer
Seconder
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