Draft Minutes of the 15^th Annual General Meeting of the Hardy Orchid Society

at Exeter Hall, Kidlington, Sunday 20^th April 2008.

1.    Apologies for absence.   Neil Hubbard

2.  Minutes of the last Meeting.   These provoked no comment and, proposed by Norman   Heywood and seconded by Maren Talbot, were adopted,.

3.    Matters arising.   None.

4.  Chairman’s Report.   David Hughes presented his first report as Chairman,and thanked all the officers and committee for their efforts through the year.    He talked about the Field Trips and noted how successful and popular these were.   He also explained the proposals for the new committee and was pleased to note that two members had volunteered to serve on the committee, but added that he would always be pleased to have new offers of help from members willing to get involved.   His full report will be available on the website.

5.      Treasurer’s Report.   Iain Wright presented his balance sheet for the year (copy attached below) and noted that this had been a year of unusual expenditure: we had spent £4300 on projectors,one for slides and one digital  This makes us self-sufficient in such equipment.   He explained the accounting methods for these items.

Our bank, HSBC,had discovered that tax had erroneously been paid on our deposit account since it was set up.This had boosted our income by more than £74 in the current season. Refunds of about £100 in respect of previous years have also been received and would appear in the 2008/9 accounts.

Iain noted that Tony Hughes’ sales of orchid notelets had raised £125, which produced applause.

The expenses paid by the society to committee members for travel to committee meetings (which involves some considerable journeys) have been increase from 15p to 25p per mile.

       He also stated that no increase in subscriptions is necessary for this year.

Tony Beresford had approved the accounts as Independent Examiner.   Tony asked if there was anyone prepared to stand by as Examiner in case he is abroad in the future at the critical time, which is likely.

The Report and Balance Sheet were proposed by Bill Temple, seconded by Rosemary Hill, and approved by all.

6.   Membership Secretary’s Report.   Celia Wright gave a written report (copy attached ), which showed that current memberships stood at 548 and the total number of members at 667.

Adoption of the Report was proposed by David Hughes, seconded by Richard Manuel, and approved unanimously.

7.  Election of Officers and Committee.    David Hughes thanked the retiring Hon Secretary, Richard Manuel for his services over the years. 

The following officers were voted in for the coming year:

President:  Prof. Richard Bateman  (proposed Maren Talbot, seconded Celia Wright)

Chairman: David Hughes (proposed Iain Wright, seconded Paula Rudall)

Vice-Chairman: Celia Wright (proposed David Hughes, seconded Maren Talbot)

Secretary:  Giles Reed (proposed David Hughes, seconded Richard Manuel)

Treasurer:  Iain Wright  (proposed David Hughes, seconded Tony Beresford)

Membership Secretary:  Celia Wright (proposed Iain Wright, seconded David Hughes)

The remaining members of Committee were proposed en bloc by Richard Manuel, seconded by Celia Wright, and voted in:

Journal Editor: Mike Gasson. 

Publicity, and Kidlington and Wisley Meetings Organiser: Maren Talbot.

Conservation and Website Officer: Bill Temple.

Seed and Fungus Bank:  Phil Seaton.

Journal Distribution: Iain Wright.

Harlow Carr Meeting Organiser: David Hughes.

      Show Secretary: Malcolm Brownsword.     

      Member without Portfolio:   Ursula Smith.

8.      Any Other Business.

Rosemary Hill thanked the whole committee for their success at running the society, which provoked applause.

Robin Alabaster asked what was our status as a charity?  Iain Wright explained that he had looked into this and could find no advantage to the Society in seeking charitable status.   This view was endorsed by Tony Beresford and others from the floor.

Phil Phillips stated that he is scanning slides of European orchids and invited members to look at his website  www.wildplantgallery.co.uk  and hoped to receive comments and advice, especially regarding plant names.

The meeting closed at 11.20 a.m.