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Members present:
Mr T. Savage, Mrs I. Savage, Ms A. Payne, Ms S. Weale, Mr P. Scheffler, Mrs S. Scheffler, Mr
P. Phillips, Ms D. Williams, Mr C. Laing, Mrs N. Laing, Ms C. Teitge, Mr R. Hopkins, Mr C.
Ward, Mr C. Evans (non-member), Ms S. Painter (non-member), Ms J. Williams, Mrs A.
Kesans, Mr J. Todd, Mrs J. Todd, Mr S. Kesans, Mrs G. Kesans, Master J. Kesans, Mrs P. Bubb,
Mrs W. Morris, Mr N. Buffery, Ms H. Knight, Mrs A. Birch, Mr B. Birch, Miss R. Ralph, Mr N.
Dutson, Mrs P. Dutson, Ms H. Mann, Mr L. Dagge, Ms B. Headworth, Mrs J. Bowen-Bravery,
Mrs C. Powell, Ms A. Mills, Mrs H. Stevens, Mr R. Stevens, Miss E. Stevens, Mr M. Kesans,
Mrs A. Say, Mrs M. Peters, Mrs M. Greatorex, Mr M. Greatorex, Mrs A. Ham, Miss E. Ham,
Master C. Jones.
1. Welcome and address by the chairman Mrs M Peters
The Chairman Mrs M. Peters opened the BDS Wales Annual General meeting welcoming members and the newly appointed BDS Chairman, Mrs A. Sixsmith.
Mrs Peters noted the good turnout, representing over 10% of the BDS Wales membership and apologised for the delayed start as the ACs meeting had slightly overrun. She thanked the BDS Wales Committee for their support over the past year and welcomed Mrs Anthea
Birch as the newly appointed secretary, replacing Mr Mike King who moved away to Oxford in December. She congratulated Miss Emily Ham on her appointment as BDS Junior
Commissioner in addition to her role as BDS Wales Junior Officer.
This year BDS Wales is very pleased to announce the Trec series and Championships will be sponsored by In Harness Magazine. The Championships are being held on 23 rd August and organised by Mrs A. Ham. While BDS Wales Trec events are open to all BDS members, the
Welsh Trec Championship places are restricted to Welsh members.
Young Drivers Awards
10 portfolios were received – an excellent number.
The participants and their awarded points were:
Under 10 years - Janis Kesans 22, Jemimah Rowlands 16,
10-14 years - Jack Kedward 23, Charlie Buffery 22, Emily Curnock 21
Melita Powell 21, Josiah Rowlands 21,Rebecca Jones 14
15-18 years - Eleri Roberts 20 + 1 discretionary mark, Rhian Ralph 20
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Junior Camp –The portfolio winners’ attendance at camp will be fully subsidised and others who entered a portfolio will receive a 50% reduction. BDS Wales Vice Chair Mrs M.
Greatorex kindly sponsored rosettes for all who took part and presented Janis Kesans with his award, others not present will be awarded theirs at camp.
Camp in 2015 is to be held at Monnington Court, Hereford from Monday 25 th – 27 th May half term. BDS Wales is very grateful to the Monnington Stud for the use of their facilities.
Novice Adult training - which was requested at the 2014 AGM unfortunately was put on hold, but in 2015 one event would be held in the north, another in the south and, should there be enough interest, one in every AC’s area as well.
The BDS Tandem Meet - Will be held on 26 th July at Erddig Hall. Mrs Peters thanked Ms
J.Williams for her support in arranging this. Sponsorship is being sought and any interested tandem drivers should email Mrs Peters.
Rights of Way - BDS Wales has applied to the main BDS for a grant to run workshops for
Welsh members on how to access rights of way, open up areas and make sure vulnerable road users have access to off road routes. 11 th March Ms J Williams and Mrs M Peters will be at the discussion of the ROW green paper at the Welsh Assembly.
Website - BDS webmaster Mr D. Seth-Smith is very keen to update within 24 hours of material being sent to him and update of the BDS Wales site is being given priority.
The BDS Wales Show – to be held at Carmarthen on the 8 th rather than the 9 th August to avoid competition for entries with other events being held that weekend. The sound system is written off and BDS Wales is looking for scrap value.
2. Apologies for absence.
Mrs A. Drinkwater Lunn, Mr P. Edwards, Ms R. Moyse, Mr D.Morris, Mr J. Green, Mr G.
Pauldon, Miss E. Rogers, Ms M.Jones
3. Minutes of the previous Annual General Meeting held 13 th April 2014.
There was one matter arising with Mrs Peters pointing out that it was discussed why the
BDS Wales show was not under the main branch accounts. There was an amendment by
Mrs A. Kesans that the BDS Wales Show accounts were available at the last meeting.
With Mrs Kesan’s amendment, the minutes were proposed as correct by Ms J. Williams and seconded by Mrs H. Stevens. All were in favour and the modified minutes were adopted.
Mrs Peters apologised that the unratified minutes had not been available on the website three weeks ahead of the meeting. She asked it to be noted that she had only received the minutes on the Wednesday three days before the AGM and it had taken time to put them into the agenda format. Former chairman Mr M. Kesans stated the secretary should have given all paperwork over immediately on resigning the position and Mrs M. Greatorex vouched that Mrs Peters had requested the minutes well in advance of the AGM.
4. Matters arising from the Minutes
There were none.
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5. Treasurer’s Report
Ms A. Say explained that the accounts showed a substantial loss and funding shortfall due to lack of additional funding from the main BDS. In 2013 area grants were reduced and the allowances for the treasurer, secretary and chair were not paid, but in 2014 they were.
Ms Say went through the accounts and said she welcomed questions wanting complete transparency with all the finances.
Proposed: Gwenda Kesans, Seconded: Emily Ham
6. Matters Arising From the Treasurer’s Report
Mrs W Morris queried whether the secretary’s allowance was paid in full although only in post for 6 months. Mrs Peters replied that the secretary had offered to pay it back and she would chase it up.
Mr M Kesans agreed that expenses had been pared down as much as possible and asked if
Mrs Sixsmith could comment. Mrs Sixsmith stated she felt very sympathetic, that the allowances paid to all areas of the BDS would be scrutinised by the Finance Committee and that although the same grants had been agreed for this year she would see if something better could be sorted for Wales later in the year, if not then next year. She explained the committee wanted to base the funding on detailed information after in depth discussion.
The Finance committee might propose a new scheme for Council to vote on. Mrs Sixsmith informed members that each BDS Wales area could apply for a £100 business grant and
£100 rosette grant from head office.
Mrs Peters explained that as an interim measure each area would have the £200 paid by
BDS Wales assuming they each received the additional £100 business grant from Head
Office. In the meantime by asking areas to apply for the grant BDS Wales saves £600. Ms
Say said that money in dormant areas with no AC could come back into the main account until the areas became active.
Ms Say explained that there had been a banking error regarding signatories. When she asked to be added as a signatory to the account the bank realised that their records were 10 years out of date, this meant that cheques could not be issued. Ms Say wished it to be noted how supportive outgoing treasurer Mr S. Evans had been over the previous 12 months sorting out this issue. BDS Wales has incurred costs (letters sent) and inconvenience as a result of the error. Amanda thanked the BDS Wales committee for their understanding and support which ensured that essential bills were prioritised. She intends to write to the bank for compensation.
The new signatories are: The Chair Mrs M. Peters, Vice Chair Mrs M. Greatorex, and Ms
Amanda Say treasurer.
Mr M Kesans asked if the tannoy system could go in part exchange for its replacement to reduce costs. Mrs Peters explained the tannoy was not being replaced as M. Greatorex had kindly offered all BDS Wales areas the use of her personal system free of charge. This would save costs.
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7. Written Proposals
1.
That all Junior members of BDS Wales (aged under 18 years old) be required to wear a safety helmet at all BDS events with immediate effect.
Proposed By Ms J. Williams Seconded by Ms P. Dutson
There was much debate by members on this subject with strong views for and against. To summarise, some argued that the duty of care meant that all juniors under 18 should have the protection of hard hats, others that Wales should not make changes out of line with the other BDS regions and in showing classes, this would cause problems at Addington and elsewhere. It was felt that in the show ring for traditional private driving classes judges would need it to be a rule and written into the show schedule to avoid marking down juniors for incorrect attire. The policing of the rule was a concern along with the implications if a rule was in place but not complied with – especially if an accident occurred. Mrs Sixsmith advised that the wording of the proposal was very important and Mrs Peters asked members to consider voting against the proposal if they felt that the wording was in any way inadequate. Also that in 2016 the hat standard is changing so putting a better worded proposal in place for consideration at the next AGM might be sensible.
Those in favour of the proposal with the current wording – 0
Against :32 Abstained :16
The proposal was rejected but Mrs Peters asked it to be noted the idea was not rejected but the wording of the proposed rule. Mrs Sixsmith offered to take the wording to the main BDS
Safety Committee to bring about a better worded resolution and this was agreed.
2.
That the timing of the AGM is moved to the end of the year to match the main BDS
AGM and other branch AGMs with immediate effect.
Proposed by Mr M. Kesans and Seconded by Mr M. King.
Mr M Kesans had been asked by two main council members to bring the BDS Wales AGM into line with the main BDS. Mrs Peters pointed out that the present March/ April date means the officers in the year book are incorrect.
Ms Say pointed out that if adopted for the next AGM it would be necessary to choose whether to have the AGM in November 2015 incurring the costs of 2 AGMs in the one year or November 2016. Interim accounts could be produced.
Mrs Peters was asked why BDS Wales held their AGM in March not January and it was explained by Mr M Kesans that historically it was November, but changed to April. If it moved back to November the year book details for Wales would be correct.
It was asked when the main BDS AGM took place and Mrs Peters said the 31 st October. It was confirmed that with the Wales AGM in November there would be time for relevant information to be passed on from the main BDS AGM.
It was also asked whether it be better to have our AGM ahead of the main BDS so matters arising as in the hat change, could go to council for decisions.
Mrs Peters urged all BDS Wales members to approach their ACs and they would always raise their concerns at the council meetings taking place 4 times a year.
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Mrs Peters read the wording of the proposal and it was carried
In favour – 41 Abstaining - 4
There followed a very long discussion regarding whether to hold the next AGM in November
2015 or November 2016. Ms Say said she was happy as treasurer to produce relevant financial reports for either option. Pros and cons were then discussed at considerable length. It was agreed to hold the next AGM in November 2015 so that the main BDS year book would have the correct details for 2016 for the membership.
In favour of: 2015 29 members,
2016: 13 members, Abstaining 6
8. Date, time and Venue of the next meeting
November 2015 at the Royal Lantra Building, Builth Wells 12 noon.
9. AOB
Mr M Kesans requested that the BDS Wales Committee look at the 2008 copy of the constitution and put out the amended version so it is available to all members.
The meeting closed at 2.05pm.
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