Minutes of ANNUAL GENERAL MEETING 2007
HELD AT THE ATHOLL PALACE HOTEL, PITLOCHRY,
ON SATURDAY 10th MARCH 2007

Proceedings commenced at 1.30pm. The notice convening the meeting was read by T. Porter, Apologies for absence were recorded from Messrs. P, Cornelius, W. Farr, J. Gardner, P. Renshaw, K. Smith and. J. Wheatley.

President's Address  
J. Bawden extended a welcome to everyone and thanked the Scottish Group and it's members for hosting the weekend. Before continuing he advised the meeting of the sudden passing of Brian Ramsdale while on holiday; stating that Brian was a Silver Medal holder of the Society and had spent a lifetime growing, showing and judging chrysanthemums throughout the Country and his standards were exacting, He will be sadl^y missed by us all and will always be remembered as "Mr. Perfection" of the chrysanthemum World. An appropriate silence was observed.

He continued stating that 2006 was again, an interesting year with good early and late shows at the Bingley Hall, Stafford, a good central venue which costs the Society dearly and what a disappointment that the public does not support it better? You will hear from your officers as to the exact state of your Society, without the dedication and hard work from those officers and the executive members I know that the future of the Society would be dim. I am lobbied on a regular basis on may issues such as show venues, prize money, postal voting, judging and the size of publications but I would like to assure you that all of your elected members regularly debate and give careful consideration to the many issues which are necessary to run the Society with democratic decision making and corporate consideration is the only way forward. You will see from the agenda that the Honours Committee has made some very well deserved awards; at this point I would like, once again, to pay tribute to all of the unsung members from whom we have received valued support from behind the scenes, in particular with the shows and helping to produce quality publications. Once again the plant sales have gone well and the introduction of the golden oldie classes at both early and late shows has proved popular so our grateful thanks go to our own "golden oldies" Martin Bryans and Mike Higgins. In conclusion I would like to thank your Chairman and his wife Janet for all their hard work and continued support of the Society. May I wish you all a very enjoyable weekend.

Minutes of the Annual General Meeting held on 15th.March 2006 at The Seabank Hotel, Porthcawl. 
In addition to being included in the Society's publications, copies of the minutes were contained in the "pack" handed out with the voting papers, These were accepted as an accurate record as proposed by L. B. Hogg, seconded by J.K. Dixon and carried by a unanimous vote.

Chairman's Report on behalf of the Trustees
T. Porter stated that the Executive and Management team had worked very well over the past year continuing to take the Society forward. I will go through in detail our Trustees report that highlights many of the activities but I will leave Graham Barclay to cover the finances and Ken Dear will be making a special presentation on Publications. We were asked by some members to produce detailed financial breakdown for our promotional activities at places like Chelsea, so I will be doing a separate presentation on this later. We were also asked to provide information on what would happen to the Society funds in the event of the Society folding. The Executive is very positive that there is no sign of this on the horizon, but, the Charity Commissioners did also require us to make a statement on this matter because, as a registered charity the funds cannot pass to members. The relationship of the Group's if the main body were to close would not be certain, so the Executive agreed some time ago that the funds would pass to the R.H.S., to be used specifically for the benefit of the Chrysanthemum.

For full details of the Trustees Reports and other details, please see the appendices.

I would like to thank Ken Dear for his leadership of the Management team, which is now settling down well, and for his work on the Publications. It is good to see that Ann Brook is now better and you will see later, the good job her team, and especially Mike Higgins have done in promoting the Society all around the Country. Peter Fraser, as always, does a sound job with the Membership and Sales, and my thanks go to Graham Barclay for his management of the funds during the past year. Full details will be covered in his report. I want to say a special thank you to Harry Lawson and Paul Simpson for the super work that they are doing with the new N.C.S., website. Harry has it available for you to try today if you have not already visited the site. As Shows Manager I have again been well supported by the Shows committee and the working party. We have seen a few new faces but, the old stalwarts keep soldiering on. Congratulations to Bill Wade for the award of the Associate of Honour also to Ken Dear and Keith Dixon in respect of their award of the Gold Medal. We had decided that we would make an award in recognition of the effect that Derek Bircumshaw had or, the Society and, more especially, it's members therefore, special congratulations to Tommy Johnson on being the first recipient. It is appropriate when here in Scotland to honour Dave Scott for all his work, especially with the Scottish Group with the Silver Medal. Although she is unable to be here I know that Judy Barker was very honoured to receive the Woolman Medal for her tremendous work in promoting the Korean chrysanthemums.

I would especially thank John Bawden for his continued wise leadership of the Society. He is a tremendous ambassador for us. My thanks also to the all of the Officers and the Executive members for their support during the past year.

I have been in communication with several members of the Chinese Chrysanthemum Society, they are holding an International display of chrysanthemums and, they hope, a Conference in November of this year. More details will be available soon. It _is a bit short notice, but, they are very enthusiastic. All of those that I have been in touch with are scientists, and they seem to think that we are too! Enjoy this evening's Dinner Dance when we will have the opportunity to recognise our National Medal winners. 

Financial Report
Dr. Graham Barclay stated that, on behalf of the Trustees. it is now my statutory duty in accordance with our Charity status to present to you the National Chrysanthemum Society's financial accounts for the year ended 31^st December 2006. As has been the case in recent years I will present the main body of the report while Ian Moss will talk about the investment situation. On this occasion and for the first time the accounts have been prepared by David Wheeler and Company of Redhill, in Surrey whose quotation was considerably more competitive than the previous accountants-working closer together to everyones benefit. The format of the report before you is the by now familiar one conforming as it does to the requirements of the professional accounting principles and the Charity Commission. In practice, this can mean that details we might like to have are submerged under a general or less specific heading. For this reason, this year you will find a breakdown of membership for 2006 and a financial report of Floral and Promotions activities. In addition, a fuller breakdown of expenditure has been included - in note 4 on page 9 of this report which we consider in due course.

Income
If you would, first of all, turn to page 5 of the statement you will see that income, excluding the Support Fund contribution amounted to £51,715. Combined membership subscriptions, affiliations and donations amounted to £25,056 ie; just over 50% of earned income. Shows generated £3,359, -Income from National Savings and Investment Bonds £1,150 and £2,487 from other sources, mainly, in this instance, from Floral. and Promotion activities (prize money from R.H.S., shows). Restricted fund investment and 500 Club membership income amounted to £15,560 producing a total income figure of £67,275. Special thanks are due to all those involved in generating this income.

Expenditure
Cost of generating funds plus expenditure on management and administration amounted to £49,543 and with 500 Club costs included, a total of £50,093. A breakdown and analysis of this figure is laid out in note 4 on page 9. If we go back to page 5 you will see that the result of these figures combine to achieve a surplus of £2,172 on the unrestricted fund account (current account) plus £16,245 on the restricted fund including an unrealised gain of £1,235 on the Northern Rock shares. There is, therefore, a positive net movement of funds into the Society's resources of £18,417 for the year. Finally, the total funds now amount to £357,079. 

Support Fund
Ian Moss spoke to this stating that the Fund continues to manage the majority of the Society's investments together with the administration of the 500Club. The strategy of investment of the major part of the monies via COIF Charities Funds has been maintained and a net increase in total Support Fund monies of £16,245 has been achieved split between interest received and capital growth attained during the calendar year. The performance of the main components of the investment portfolio is summarised as follows; COIF Deposit Fund; Interest paid during the calendar year has resulted in growth of £9,309 at the average interest rate of 4.47%. COIF Investment Fund; Capital growth of £4,856 has been attained equating to a growth rate of 13.64%. COIF Fixed Interest Fund: Capital growth of £225 has been attained equating to a growth rate of 0.75%. Of the above, the performance of the fixed interest fund has given the most cause for concern and is currently under review inline with the Trustee's future investment strategy. The fund invests in sterling demonstrates government and corporate fixed interest securities during the first 6 months of 2006, the value of the fund accumulated units fell by 1.49% whilst still out performing the FTSE UK government all stocks index by 0.38%. Uncertainty in the corporate bond market, combined with distortion of the gilt market in response to the pension protection fund announcement regarding the basis of levy calculations on pension fund deficits resulted in the reduced performance reported during the first half of the year. An easing of the aforementioned pressures during the second half of the year resulted in real growth of 2.24%, offsetting the first half deficit of 1.44%.The reduced performance of the COIF fixed interest fund during 2006 is reflected in the overall reduced return from investments when compared with 2005 but, the overall position remains strong. L.B. Hogg asked if funds could be moved as and when and was advised that this is possible if required. G. Avison asked that more notice be given of the results of the 500Club draw. K. Dear confirmed that this is in hand. W. Wade proposed acceptance of the financial statements this was seconded by L.B. Hogg and approved by a unanimous vote.

Approval of Honoraria for 2007.
R. Brownbridge spoke to this advising the meeting that the Executive Committee (less the Managers involved) was suggestⁱng an increase of 5% for the current year and thereafter in accordance with R.P.I., (retail price index). Acceptance of this was proposed by Ian Moss seconded by Bill Wade and carried by a unanimous vote.

Publications
Ken Dear referred to the improved financial situation which, he hoped, would lead to more money available to provide improved publications and the reprint of older books. Changes in postal charges had resulted in a reduction of the cost of sending to members. He explained the reasoning behind the production of the "Newsletter" and emphasised that this is under review. The revision of the time limits on the receipt of copy would be adhered to strictly but, there should be opportunity for Group reports to be longer. There was discussion as to whether the "Year Book" should be hard back, fully bound, there were two or three suggestions, such as, Spiral Bound or hard cover; it was agreed that a heavier, firm cover but not hard back should be adequate. It was also requested that the Newsletter be increased in volume to contain as much information as possible on shows and cultivars used, thereby giving members the opportunity to obtain stock of cultivars etc., this also went some way towards ensuring that members were getting "value for money". Ken Dear went on to ask if anyone wanted the old style bulletin on show reports, Paul Barlow suggested that the reports should be as comprehensive as possible. It was agreed by the meeting on a majority vote that the present number of books/ bulletins plus the newsletter would be sufficient. Ken stressed that to enable bulletins and the newsletter to be prepared and issued in reasonable time reports/copy must be to hand by the specified dates (1^st January--1^st June  and 1st.October). Paul Barlow commented that there did not appear to be much update on the five year plan, Ken Dear responded that much of what he had referred to in respect of the reprint of older books and hopefully, improved publications was part of that strategy this would possibly include a revision of the Chrysanthemum Guide. There are also proposals for comments by e-mail. P, Fawcett suggested that the use of "Photoshop" could be useful. 

Exhibitions/Promotions 
Terry Porter spoke to this and opened his comments by answering the question "Why are we at some of these Shows"? His pointed out that the whole point of the exercise - was to promote the Chrysanthemum and the N. C, S., While recruitment of new members is important, a great deal of information and advice is given in answer to the many enquiries that are made to those manning the stands; in addition our presence at shows arranged by the R.H.S. helps to improve our relationship with that body that has built up over many years and that can only bode well for our Society, In addition to the statement handed to members a graphic display was shown that gave a breakdown of the costs and this enabled everyone to see that the result of these activities showed a gross profit of £696.02. The venues for 2007 were confirmed as Malvern Spring Show, Chelsea, N.E.C. Hampton Court and Tatton Park. Barry Hogg congratulated everyone who had assisted and or attended the shows in 2006.

Election of Officers
The President, Chairman and the Managers were all prepared to continue in office and were duly re-elected en bloc by unanimous vote.

Election of 3 Executive Members
J.K. Dixon, J. Peace, D.J. Pierce and K. Smith were standing for the 3 vacancies - Messrs. Dixon, Peace and Pierce were duly elected. 

Approval of Accountants
Messrs. Cheeld Wheeler and Co.; were approved by unanimous vote.

Consideration of Rule and Bye Law changes  
Notice of the proposal from Paul Barlow had been circulated and read as follows:- Current Rule 111-Management. The management of the Society shall be vested in the following VIT-The President ,Chairman, Vice Chairman, Section Managers,-Membership Manager, Sales Manager, Shows Manager, Financial Manager, Publications Manager. Floral and Promotions Manager, the Executive Committee and Associates of Honour. The Chairman and Vice Chairman may also hold one of the Section Managers positions.

The proposed amendment is that the Chairman of the Operations Committee should be added to the above. Proposed amendment to Bye Law No.2 "Duties of Officers" Insert Chairman Operations Committee. To be responsible for the function of the Operations Committee, He/She may also hold one of the Officers or Section Managers positions. The notice indicated that these two changes were supported by the Executive Committee, this point was confirmed to the meeting by Terry Porter and the President called for a show of hands, the motion was carried by a large majority.
Proposed amendment to Bye Law 4(a) Management:;- The existing Bye Law reads The Management Committee shall consist of the President, Chairman, Vice Chairman, Financial Manager, Membership Manager, Sales Manager, Publications Manager, Shows Manager, Floral and Promotions Manager and Chairman of the Operations Committee. Four members shall form a quorum. Terms of reference: To exercise control over the Society's finance, recommendations of other Standing and Special Committees requiring expenditure shall be submitted to this Committee who shall report on the financial liabilities involved to the Executive Committee. To pass for payment accounts for expenditure previously authorised by the Executive Committee or confirm payments already made. To report to the Executive Committee on the current financial position of the Society. To consider and make recommendations to the Executive Committee on all matters not proper to the other Standing and Special Committees and to consider the general interest of the Society in every way. This was also approved by a majority vote. 

Proposed amendment to Bye Law 3(i). The current Bye Law reads -The Executive Committee shall consist of the Officers, Associates of Honour, 9 elected Members and 6 Group Representatives, not already elected to the Executive Committee. The proposal was that in addition to the above a further 6 members shall be nominated annually from the rank and file membership (each regional group shall submit one nomination).

Again it was made clear that this proposal was not supported by the Executive Committee. At the invitation of the President, Paul Barlow addressed the meeting outlining the reasoning behind his proposal, which was that in the past there have been difficulties in producing, publications etc., within a reasonable time scale and the introduction of 6 further members to the Executive Committee might enable assistance to be more readily available for any of the Manager's who might require help at any particular time. There was considerable discussion on the point and it was clear that, with two Groups already finding it difficult to function through lack of support for administrative duties, filling 6 further places on the Executive Committee was likely to prove very difficult. The President called for a vote by show of hands, this indicated one person in favour and a very large majority against the proposal. 

Presentation of Awards  
Following the reading of the citations, the President presented the awards, as follows:- Associate of Honour to Bill Wade, Gold Medals to Ken Dear and Keith Dixon, the Birky Medal to Tommy Johnson and a Silver Medal to Dave Scott. Mrs. Judy Barker was unable to be present to receive the Woolman Medal of Honour. Each of the recipients present responded accordingly.

Items for Discussion
T. Porter as Shows Manager spoke to the three subjects. 

Firstly, the point that had been raised that entries in The Prickett Trophy class were predominantly reflexes, details collated from at least 10 years results showed that there is no particular domination by either reflexed or intermediate cultivars, overall it appears that it varies as, to which grows better in a particular season. Again, there was general discussion with members agreeing with the statistics. A show of hands was requested to confirm that the Shows Committee should look at the suggestion that there be an introduction of 2 classes- one for large flowered- one for medium/small flowered-2 trophies to be provided-one as the Prickett and the other as, possibly, the Bircumshaw- the vote was in favour by a large majority.

Showing Incurved as Intermediates:- After quite a brief discussion the members signified, again by show of hands, that the suggestion was not approved.

Showing Disbuds as Sprays:- Following the notice in the Autumn Newsletter, there had been some comments to the effect that this matter should have been put to the members and there should have been a trial period. Terry Porter explained that following some comments received throughout the year that showing disbuds as sprays might help a few less experienced growers to compete, particularly at local shows, the matter was put to the Executive Committee and approval given on the basis that if there was "interest" it should be encouraged. It was emphasised that it was intended to apply to early cultivars only. Were had been quite a lot of feedback with the majority of persons in favour of the idea. There was, understandably, a fair amount of  comment from the floor; Barrie Machin pointed out that disbuds do not make good sprays. Keith Dixon observed that the proposal would not affect existing sprays. It was noted that, so far as judging is concerned, the requirements for natural sprays should be applied. Paul Barlow suggested the alternative that sprays might be shown as disbuds; this was thought to be unlikely by their nature. It was accepted by the meeting that the idea as stated, be "given a run".

Any other business
Harry Lawson gave a brief demonstration of the Society website and showed D.V.D's., of the International and the 2005 early show. Thanks were extended by the President to both Paul Simpson as web master and to Harry for the considerable amount of work they  had both put into the project.

There being no further business the President closed the meeting at 4.23pm and thanked the members for their attendance and contributions to the meeting and he again thanked the Scottish Group for hosting and organising the entire weekend.