FRIENDS OF WESTONBIRT ARBORETUM - MINUTES OF 24TH ANNUAL GENERAL MEETING
Held Saturday 24 April 2010 in The Great Oak Hall
Number in attendance - 61
The Chairman opened the meeting by drawing attention to the 25th Anniversary of the Friends of Westonbirt Arboretum. He welcomed Irene Lamb (a founding Trustee), Simon Toomer (Arboretum Director) and Sophieke Piebenga who was giving a talk on the history of the Holfords following the AGM.
1. Apologies J Alcock, J Colmer, P & M Houlton, R & H Manuel, R Lewis, B Lloyd, F Middleton, O Pettet, H & H Purkess, P Scroop, A Shore, J & N Stevens, M & S Tomlinson.
2. Minutes of 23rd Annual General Meeting were received and adopted following amendment to “Chairman’s Report for 2008” paragraph 4 should read “We had been successful with a Round 1 bid where we have been awarded development funding”.
3. Matters Arising from the above Minutes
There were no matters arising.
4. Chairman’s Report for 2009 by S Segar
The Chairman reported that we had a good year for membership growth with numbers now standing at 25377 (23318 in 2008).
9 trustees are elected and 6 nominated by the Forestry Commission. Roger Busby retired at the end of 2009. Hugh Purkess reported in the 2010 spring edition of our magazine on Roger’s input to the Friends and involvement in the Great Oak Hall from planning stage - this being the 10th anniversary. Roger continues his association as a Vice-President. John Hammond replaced him as a nominated trustee. Peter Gobbett, John Kendall and Stephen Segar were seeking re-election, along with Antonia Mills; their brief CV’s were included in the magazine and they were invited to say a few words under item 6 of the agenda.
In his report last year, the Chairman referred to our success in obtaining a development grant from the Heritage Lottery Fund. The Westonbirt Heritage Project comprises of FOWA, the Forestry Commission, Westonbirt School and the Holfords of Westonbirt Trust. Trustees take an active part representing FOWA on the Steering Group and Work Groups. The Chairman thanked all Trustees for their input and specifically Malcolm Potter who brought his professional expertise as an architect to the Capital Works Group. Over the last 12 months, plans have been worked up to RIBA Stage D for submission for planning to Cotswold District Council in early May. It is the intention to submit the Round 2 Application to the HLF in September. It is a competitive process for the £2.8m grant; we are guided by our excellent Project Director – Miranda Winram. Some members will have attended her recent talk about the elements of the project. We have and will continue a series of meetings to advise our neighbours, the public and our Friends of our plans. Members will also be informed via our magazine and website. Funding will be a challenge – Andrea Buck joined as Head of Fundraising in December. There will not be a public launch for the Campaign Appeal until after our Round 2 HLF application is submitted. Meanwhile Andrea is applying to Grant Making Trusts and forming a Campaign Appeal Board. John Kendall is bringing huge energy and ideas to assist Andrea in identifying funding prospects – in addition he represents the Friends on the Arboretum Advisory Committee – a statutory body of the great and good in the plant world who advise on both Westonbirt and Bedgebury, our sister arboretum. Turning back to the project, down the track there will be opportunities for Friend’s involvement in community fundraising, giving talks etc and we shall be making an ‘ask’ of members for contributions. A Patron’s Day is being held on 29th April which will give us the opportunity of sharing our plans and asking our Patrons for advice regarding our Campaign Appeal. FOWA is providing the major funding for the development phase to September, we have ensured that we have designated funds towards a small part of the £2.3m matched funding requirement.
Volunteers continue to energise Westonbirt and utilise their skills by engaging with visitors and supporting staff in many different ways. Total activity hours are in excess of 20,745 which equates to an added value in monetary terms in excess of £175k. The annual volunteer celebration takes place on the 5th June when Simon Toomer, the Arboretum Director, will recognise the volunteers for their input. Cheryl, as Head of Volunteering, has been involved in the work required for the Activity Plan, part of the Learning and Outreach section - an integral part of the HLF bid. The list of activities continues to grow; many were involved in the recent Heritage Days with combined tours of the arboretum, house and gardens. A thought provoking project was the recent event with the Bristol Drugs team where clients participated in hands-on coppicing – this drew comments: “I haven’t done any work in two years, this is hard, and that’s probably why, it’s good though.” “It’s nice just to do something normal, with normal people.” “‘This is the first day in 20 years that I haven’t either been on heroin, or with people that wanted to talk just about heroin. It’s been good to be anonymous; to anyone else I was just a volunteer.”
Friends enjoyed a full events programme organised by Margaret Headen and her team. Over the last year this included trips to Sir Harold Hillier Gardens, Hergest Croft Gardens, Tortworth Court Arboretum and a talk from Hugh Angus on his Japan trip, Tom Hart Dyke on his World Garden at Lullingstone Castle, a trip to Batsford Arboretum in May, along with regular 4th Sunday walks/talks and the quarterly coffee mornings.
Reporting on administration, the Chairman stated the number of weddings had decreased, a general trend. Maureen Gobbett facilitated a Wedding Open Day in March, and there is a new wedding leaflet. Good use had been made of the Great Oak Hall where exhibitions had included handcrafted pots, stained glass and paintings. We have re-branded introducing a new logo; our website has been re-designed allowing for membership on-line and incorporating the Westonbirt Project pages. Members were invited to congratulate Louisa on her editing of our magazine where she has brought in interesting interviews – and ably dealt with the change of advertising agency. It is Jacqueline and her team who communicate with our members and have day to day contact with the arboretum team – their friendly approach and efficiency do us proud. Finally, thanks were given to you our members, for your enthusiasm and the support you have given to the charity in promoting our National Arboretum.
5. Report and Accounts for 2009 by P Hazel
The net income for the year after the allocation of grants to FC was £234k compared to £313k in 2008. This reduction in income is principally due to a few areas of operation. Firstly, a reduction in net legacies of £54k next; interest is lower by £17k as a result of the economic environment, there has been a net increase in subscriptions and other sources of income of £35k, an increase in grants authorised of £23k and finally, higher net operating costs of £23k.
Behind these figures it is pleasing to note a 16% increase in subscriptions and gift aid. A note of disappointment is the £16k reduction in magazine advertising income. This is partly due to making an £8k provision in 2009 income previously reported in 2008 but not subsequently received. The Treasurer reported that the debt had been settled the day before. Magazine income was lower at the beginning of the year and actions were taken in the second half to improve the situation and income is now returning to former levels. Production costs have risen by £13k in 2009 due to postage and paper costs and changes have now been made to minimise further increases.
Turning to grants, the total approved for the year amounts to £256k including £40k specifically to be used for the Westonbirt Project. During the year, FC advised that they did not require some £101k of grants previously approved in 2008 as the anticipated expenditure was to be met from other FC resources. This £101k has been added to the Westonbirt Project Fund which now stands at a total figure of £530k at the end of 2009.
In addition to the Westonbirt Project Fund there are General Funds of £130k which is more than adequate to cover 6 month’s operating expenses of £121k.
The total FOWA reserves, or funds, at the end of the year amount to £660k which shows a net improvement of £234k as mentioned earlier. Cash at the bank has increased during the year by £273k to a total of £812k and is currently invested in five separate accounts to spread the risk following the banking crisis of recent years.
The Treasurer reported that the accounting for FOWA was brought in house at the beginning of the year and stated he was grateful to Kim Seaton for her sterling efforts in mastering new accountancy skills.
Tony Pearce questioned who was accountable for the finance of the Westonbirt Project. The Chairman responded stating that the Project Team were managing separate accounts which are reviewed and approved by the Westonbirt Project Steering Group.
Adoption of the Accounts
Mike Westgate proposed the Annual Report and Accounts for the year ended 31 December 2009 be adopted, seconded by Peter Gobbett and carried by the meeting.
Re-election of Auditors of Friends’ Accounts
Karen Thornton proposed that Woodward Hale continue as Auditors, seconded by Malcolm Potter and carried by the meeting.
6. Election to the Board
Peter Gobbett, John Kendall and Stephen Segar were seeking re-election and Antonia Mills seeking election. There were three places available; John Kendall and Stephen Segar were re-elected as Trustees and Antonia Mills elected. Peter Gobbett was not re-elected; the Chairman thanked Peter for his contribution as a Trustee.
Tony Pearce asked if the number of trustees could be increased or trustees co-opted. The Chairman explained that the Memorandum & Articles of Association designated up to 6 nominated and 9 elected trustees, a total of 15. This number is considered appropriate to enable effective meetings and decisions. The work of the charity and, in particular, the Westonbirt Project is not limited to support from trustees.
The meeting confirmed that our President; Christopher Brickell and Vice Presidents; Roger Busby, Dr Tom Hall and Les Pearce be invited to continue in office.
7. Adoption of Membership Subscriptions and Date of Implementation
The proposal for membership subscriptions: Adult £29.50, Joint Adult £56, Concession £24.50, Joint Concession £47 was proposed by P Higginbotham, seconded by P Gobbett and carried by the meeting. The meeting was informed that with effect from 1 June 2010, membership will be on a rolling year and the new rates introduced. Also, new Life memberships will cease and be replaced with a 10 Year Friend scheme giving a 20% discount on the total subscription fee.
8. Any Other Business
AGM Minutes – It was agreed that minutes will be uploaded to the Friend’s website (www.fowa.org.uk) and copies available in the Great Oak Hall Foyer one month prior to the AGM. This will be noted within the agenda in the spring Westonbirt Magazine. Full accounts will be available at the AGM.
Gift Aid on Admission entry fees – Some organisations invite visitors to pay an additional amount to their entry fee to enable the charity to claim gift aid. Tony Pearce enquired why this was not practised at Westonbirt Arboretum. The Chairman explained that the Forestry Commission (Government) receive all entry funds and, therefore, it was not possible for those payments to be gift aided. The Chairman assured Members that trustees receive updated information in respect of all governance issues via the Charities Commission and auditors/accountants.
Maps and Signage – David Ewins suggested additional signage in Silk Wood and more detail on the map. The Arboretum Director explained that signage was a delicate balance to assist visitors whilst not impacting the aesthetics and experience of the woodland. Ben Oliver will be asked to liaise with David before reprinting the map.
John Kendall commended the work of the Tree Team stating that the Arboretum “looks marvellous”.
The Chairman thanked Jane Green and Liz Stanley for arranging coffee.
Meeting closed at 11.40am when members were treated to an informative presentation by Sophieke Piebenga.
Signed by Chair
(as a correct record) Date Signed
Issued by J C Dalton – Charity Manager Issued on 28/05/10
CharityManagement\Meetings\FOWAAGM\AGMMinutes\24Apr2010Minutes.doc