Agenda Item Attention Of: the Chairman Welcomed Everyone to the Meeting
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Minutes of the Executive Committee Meeting held on Thursday 14 th September 2017, 7.30pm at Brecknock YFC Office, Hay & Brecon Farmers, Brecon, Powys Agenda Item Attention of: The Chairman welcomed everyone to the meeting. Attendance – 27 as per attendance book 1. Apologies for absence were received from: Anwen Price, Mar & John Robinson, Mared Lewis, Vicky Price, Liz Rees, Owen Watkins and Rebecca Powell 2. To confirm minutes : The minutes of the last meeting were read confirmed and signed as a correct record. 3. Matters Arising : EP a) Grand Raffle – a final balance was unable to be confirmed to date due to money still being received. 4. To receive Correspondence : a) Royal Welsh Show – a letter of thanks had been received from Liz Rees of Wales YFC for the support of the Federation during the Royal Welsh Show. Feedback on the events was asked for. b) Wales YFC – Arwel Jones, Wales YFC Chair sent a letter of thanks for support from Counties during the show, especially with regards to the incident. c) Wales YFC Vice President – form had been received. It was agreed to nominate Mr Tom Evans. d) Growing Powys – a free breakfast to promote the Urdd will be held at the Castle Hotel with Kirsty Williams. No one from the committee wished to attend. e) Wales YFC Vice Chair – three letters had been received one from Dewi Parry, Clwyd YFC, one from Dafydd Jones, Mieronydd YFC and one from Gareth Williams, Montgomery YFC. The three letters were asking for the Counties vote in the up and coming Wales YFC AGM. The chairman read the three letters and it was agreed to support Dafydd Jones, Mieronydd. 5. De velopment Manager report – was given by Claire Price a) Competitions – the website is currently being updated with the rules and entry forms. b) Website – this has now gone live. c) Chairman’s Do – everyone was asked to give one last final push on promoting and selling tickets for this event. d) Membership – Brecknock YFC have had a dip in membership at the end of August 2017, with 73 less members. Recruitment will be key over the next 12 months. Display boards have been done and went to the Coleg Powys Fresher Fair. Contact has been made with local schools and other public places to explore ideas with promotion. e) National YFC Week – various posts via social media and the website will be completed over the course of the week and a press release has been sent to the B&R. Clubs have been asked to get on board by posting. f) The Curve – enquires have been made to National regarding the Curve. Basically, any qualified teacher can deliver the Curve. If they are keen to support a club with delivering a curve course, then National will send them the course details two weeks before the course date and then the course can be run within club. 6. Annual F & E Committee report – was given by the Chairman Mr Raiff Devlin and adopted. Arising a) Website – some concerns were raised regarding the new logo on the website. After a lengthy RD discussion it was agreed to take back to Fundraising & Events for further discussion. 7. Annual Competitions Committee report – was given by the Chairman Mr Niall Evans and adopted. Arising a) Stanley Bligh – a thank you letter and donation of £200 had been received for the work a small group MP of members and helpers did to clean up the grave of the late Stanley Bligh. It was agreed that the grave is visited during the summer each year to make sure it does not get in the same state again. 8. Welsh Development Officer Report – no report was given as no officers were present. 9. Strate gic Plan – the Development Manager reported that the information had been collated and she was in the CP process of complying the plan . 10. Board of Management Report – was given by Miss Shan Evans and adopted. Arising a) Chair – Miss Shan Evans had been nominated as the new Board chair for the next 2 years. b) Office Support – Mrs Christine Skyrme has been appointed as the new office support for 10 hours per week, working on a Monday morning and all-day Wednesday. c) Terms of Reference – were read and approved . 11. Election of members onto Wales YFC Committees was made as follows: - 1 International – Sian Healey - 1 Events & Marketing Raiff Devlin - 1 Training –Mark Powell - 2 Youth Forum – Angharad Rees & Libby Davies - 2 Rural Affairs – Rebecca Prothero & Alex Whitrow - 2 Competitions – Niall Evans & Rhian Jones - 3 Wales YFC Council (Directors of Wales YFC) – Mark Powell, John Price & Niall Evans - 3 Wales YFC Council Reserves – Raiff Devlin, Rebecca Prothero & Rhian Jones 12. To elect a National YFC Council Member – Sioned Davies w as elected. 13. To elect a National YFC Deputy Council Member –Mark Powell w as elected. 14. To finalise arrangements and receive nominations for Federation AGM a) Date – Thursday 12 th October 2017 CP b) Venue – The Wellington Hotel, Brecon c) Meeting 1 – will adopt the last set of accounts and close the current charity down. This meeting is to be conducted by County President. d) Meeting 2 – will open the new charity and elect the officers. This meeting will be conducted by the chairman. e) President – nomination of Mr Peter Hope, proposed by Builth Wells and seconded by Llandefalle f) Deputy President – nomination of Mr Roger Williams, proposed by Sennybridge YFC and seconded by Pontfaen YFC g) Honorary Vice Presidents – nominated Mr Elfed Hamer & Mrs Christine Skyrme. h) Treasurer – nominated Miss Eirlys Pugh i) Auditors – nominated W J James & Co j) Chairman – Mark Powell k) Vice Chairman - nomination John Price, proposed by Sennybridge YFC and seconded by Pontfaen YFC - nomination Marc Williams, proposed by Trecastle YFC and seconded by Builth Wells YFC l) Annual Report – this year a report to be given by each of the Committee Chairmen 15. To discuss any resolutions for the Federation AGM – none had been received. 16 To discuss Safeguarding procedures f or the County - it was agreed that all club leaders have until the 31 st CP & CLUBS October 2017 to complete their DBS checks and they were encouraged to sign up for the update service. 17. To adopt the new social media code of conduct – it was agreed to adopt the new social media code of conduct. th 18 . To confirm date of next meeting - Thursday 16 November , Brecknock YFC Office 21. Any other Business : a) Oak Trees – Marc Williams reported that he had attended a meeting with NRW and it had been agreed to plant the remaining oak trees near to Talybont-on-Usk and create a YFC woodland. More information will follow. Volunteers will be needed, and he will also contact Wales YFC. Marc was thanked for the work he had done for this. b) Rural Affairs – it was felt that the Club rota system was not working and more needed to be done as far as rural affairs goes. It was agreed to put on the next Fundraising & Events agenda. RD Invitees and attendees of this meeting should be aware that the minutes of this meeting, inclusive of names, may be made publicly available under the Freedom of Information Act 2000, the Environmental Information Regulations 2004, or the Data Protection Act 1998. There being no further business the meeting was declared closed at 9.37pm Signed: Dated: .