MINUTES OF THE MEETING WITH THE WSVA, HORTICULTURAL SOCIETY AND SHOW COMMITTEE
Present from WSVA: Bob McShee, Rev. Andrew Bryant, Caroline Mankelow, Alison Johnson, Janet Sutton, Ann Brown, Vivien Leslie, Richard Day (Joint Treasurer)
Present from Horticultural Society: David Hypher (Chairman) Hilary Barker, Richard Day (joint Treasurer)
Present from Show Committee: Irene Chester (representing Bill Chester), Joanna Handley, Claire Sykes
Reason for meeting:
The meeting had been arranged in order for the members of the WSVA committee to meet members of their new show committee and be updated on the success of the show and to discuss the way forward proposals for next year’s show. As the Horticultural Society organise the events in the marquee they were also represented.
Background information:
Following the first joint meeting between the Horticultural Society and the new Show Committee, it became obvious that they had inadequate background knowledge about how the Village Show is run and organised by two very separate committees – the Horticultural Society who manage the marquee events and the WSVA “show committee” (sub-committee of WSVA) who manage the events on The Green and report back to the WSVA.
David Hypher, Chairman of Hort Soc, took the opportunity to pay tribute to the past show committtee members for all they had done over many year’s service and went on to congratulate the new show committee for taking up the reins and doing a fantastic job in organising and running a wonderful show this year despite the wet weather conditions.
Irene Chester – speaking on behalf of Bill Chester who was unable to be there, put forward Bill’s ” proposals” on behalf of the show committee for next year’s show.
David Hypher reported that these “proposals” had been discussed in full with the Hort Soc committtee who were unanimously in favour of them being adopted should the WSVA also be in favour.
It was felt by the new Show Committee that whilst the show was once again a great success, there is some room for improvement especially in the communication between the various committees involved.
This could be helpful in recruitment and retention of committee members, fund raising, and dealing with issues of risk assessment and insurance.
Bill reported that organisations such as ourselves would be facing increasing legislation with risk assessments in the future which may well put people off wanting to volunteer and organise events.
Proposals:
That we should continue to have one committee that organises the Show and Barn Dance, and one committee that organises the Horticultural Show - The 'organising committees'
That the objectives for these two committees should be set by a new “steering committee”, which would meet early in the year -January to decide the following:-
The organising committees would then work within the guidelines set by the steering committee.
It is thought that the “steering committee” might need three meetings in the year. One in January to set things up for the year, one in May/June to review progress and a wash up meeting in September.
The membership of the committee would be made up from members of the Hort Soc, WSVA and Show Committee and any other members of the village whose input would be useful. It will need to be a more formal committee than the liason group which exists at present.
Irene Chester reported on behalf of Bill “ that the show does not make more money simply because they are not asked to make more money.”
Caroline replied that it has never been the intention of the village show to be commercial and make lots of money, simply to cover their costs for the day and to have some reserve funds available in case of the dreaded “rainy day” washout.
Hilary disagreed and felt that it was increasingly important to set our sights on raising more revenue if at all possible because the Hort Soc / marquee generated very little income on show day and with the hefty cost of marquee and security continued to run at an annual loss of over £1000.
*****Not mentioned at the meeting: In order to cover this loss the Hort Soc committee are obliged to organise and run several fundraising events throughout the year – Christmas party, wine tasting, talks and demonstrations etc. They are also reliant on and extremely grateful for the various donations generously given to help cover these losses - such as Robert Grimmond for security and Royden Kemp and Andrea Crane for the Plant Sale in May.
Richard Day, was thanked by Bob McShee for taking over as joint Treasurer and it was agreed that this was of great benefit to all three committees as it would ultimately provide us with a clearer breakdown of income and expenditure on Show Day. It was appreciated that this was a lot of work for one person.
Richard agreed with Bill Chester’s proposal for a “steering committee”.
He confirmed that by adopting the “steering committee” this would mean that each committee (Hort Soc and WSVA) would continue to operate as separate and distinct entities maintaining its own bank account and rules of association/constitution.
As far as the finances were concerned the steering committee would agree the financial aspects of revenue and cost sharing ((profits and losses from both committees) and documenting these for future reference.
He reported that it would probably be necessary to open a “show account” with an agreed amount paid in from both bank accounts (Hort Soc and WSVA) as a starter fund to cover pre-show expenditure such as deposits and advertising etc.
The WSVA committee adopted the proposal for a “Steering Committee” to be formed.
The following agreed to join the “Steering Committee”
David Hypher – Hort Soc representative and note taker
Hilary Barker- Hort Soc representative
Richard Day- Joint Treasurer/ finance representative
Bill Chester - Show Committee representative - risk assessment
Claire Sykes – Show Committee representative
Hilary suggested that it would be of value to have a representative from the WSVA committee - preferably one who has had past experience of organising the show. They would then be in a position to report back to the WSVA meetings.
It was also agreed that Hilary will ask one more member from the Hort Soc with past experience to join - Sian or Karen and to ask Rod Stone who has experience of all 3 committees.
It was agreed that a Chairman would be elected at the first Steering Committee meeting in January.
Proposed date for first meeting: Thursday January 24th at
8 pm - venue to be decided
Please let Hilary know if you cannot make this date