Minutes – October 10th, 2024 – Portsmouth Beekeepers

October 11, 2024/Minutes

PORTSMOUTH & DISTRICT BEEKEEPERS ASSOCIATION

Minutes of the Committee Meeting held at Lakeside on Thursday 10th Oct 2024 at 7.30 pm

Attendees:

Mick Cotton (Chair) MC Mark Page (Bee Health Advisor) MP

Donia Hodgson (Treasurer) DH Andrea Smith (Show Secretary) AS

Wendy Gilbert (Secretary) WG Glenys Jones (Show Co-Secretary) GJ )

1.Apologies

Sally Northeast (Social Secretary SN Sara Fitzgerald (Membership Secretary) SF

Emily Evans (Social Secretary) EE

2. Minutes of the last meeting Proposed by GJ and 2^nd by SF (subject to typographical amendment)

3. Matters Arising None

4. Treasurer’s Report

· This report will show the income and expenditure for the present month compared to the same month from the previous year

· The Marriot store size needs to be reviewed: a list of contents to be taken and checked that they list are actually used. Action: AS to take an inventory of the contents
· A list of unnecessary equipment to be made
· Rowans Hospice to be contacted to see if they could use the chairs Action: AS to contact Rowans
· Unnecessary equipment to be sold at Speaker’s meetings
· Avril Tillman to be contacted to see if any surplus to requirements material can be of use to her.

Action: WG to contact AT regarding unwanted equipment

5.Renewal of Projector + discussion of re-vamped PA System

· Discussion took place on the condition/effectiveness of the projector due to its ‘old age’. It has been widely used for a variety of PDBKA events and activities. In order to purchase the correct one GJ is to bring a possible one to the next speaker’s meeting in order to check the resolution. We can then decide whether to make the necessary purchase.
· The PA system has had an overhaul -thanks to David Neild- who has worked hard to improve its performance/. This will be trialled at the next speaker’s meeting. The committee thanked David for his hard work

6. Allotment Apiaries Update & Agreement

· WG is undertaking a complete renewal of the beekeepers who have their hives on Allotments on Portsmouth. She stated that PDBKA is working closely with Steve Uden, the recently appointed Allotment officer, to ensure that the records are correct and up to date. Details needed will be: Member’s name, contact details, number and model of hives, membership number, date the pA A lot was first occupied (if possible). These dates will be annually checked to see if beekeepers are still occupying them. This will result in offering sites where Beekeepers have moved on for whatever reason. There is no charge for Beekeepers using allotment plots.
· The update is hoped to be completed by the end of the year. Action: GJ to send Agreement to Steve Uden

7. Governance Documents.

· The Draft Annual Report was shown on the Zoom Screen. GJ stated that the AGM will be very different this year as it must follow the directives of the Charities Commission and our constitution. As it is the first reporting period under our new CIO status it will report on the period from June 2023 – October 2024. When submitted to the Charities Commission it will be known as the Trustees Annual Report and will contain a report on activities and financial reports.
· On future committee meeting agendas there must be a standing agenda item on Declaration of Interests.
· The developing Trustee Report was presented by GJ and discussed in detail so a common understanding was achieved and outstanding information clarified.
· A copy of the Annual Trustee Report will be sent to all committee members so they can study in further detail and provide additional content.
· MC gave a vote of thanks to Glenys Jones for the huge amount of work she has undertaken to produce an in-depth, concise Report which will ensure the safe continuance of PDBKA. This was endorsed by attending committee members.

The AGM will be held on Tuesday 26^th November 7.30pm instead of a speaker.

8. New location of Sustainability Out Apiary

· MC stated that he was in the process of meeting with Christine of The Sustainability Centre to find a more suitable site for Training sessions. Further discussions will be arranged.
· A volunteer schedule needs to be organised to help at the training sessions and we need to look to the membership to help. The more who offer assistance, will make the task so much easier.

9. AGM procedure

· At the next Speaker’s meeting on October 22^nd the detail of the few available vacant roles will be announced. The committee as a whole discussed that these roles are ‘co-ordinator’ roles and are a are not time consuming; the greater number of volunteers makes for a more successful association. We cannot continue and develop into a highly organised, effective and productive association with so much work being done by so few members.

10.Fondant Bulk order update

· GJ informed the committee that a large amount of interest had been shown regarding the bulk purchase of fondant with this totalling interest 79 X 12.5kg boxes of fondant. GJ stated that she would be prepared to purchase the number of boxes of fondant and an e-mail has already been sent to interested members to request payment to be made to PDBKA by a certain date. Following this date the number of boxes paid for will be ordered.

Action:GJ to send an e-mail to members explaining the process of ordering

· Half boxes (6,25 kg) would be available as the smallest amount with Wendy offering to halve the boxes when collected.

Action:WG to cut the relevant number of boxes in half when delivered

AOB

Sugar Donations

· A PDBKA member has approached a local supermarket regarding sugar donations and an offer has been made to aid this with the hope of receiving donations of sugar which could be used for feeding the bees at the training apiary. The PDBKA beekeeper has stated that he is happy to give his details to act at the collection/donation point. This was agreed and the member thanked.
· MC made a proposal for John Perry to become the tutor of the Winter Tutor Training course. This was passed unanimously.

The meeting closed at 9.30 pm

The next meeting will be at Lakeside on Thursday 12^thNovember at 7.30pm