2008
TEXEL SHEEP SOCIETY AGM BOOKLET 2008
CONTENTS Page No. 1.
Itinerary for AGM & Flock Visits
ii
2.
Copy of Notice and Agenda for 2008 Annual General Meeting
iii
3.
Chairman’s Annual Report (01.04.07 – 31.03.08)
iv
4.
List of Directors’ Attendance Record (01.10.07 – 30.09.08)
vi
5.
Chief Executive’s Annual Report (01.04.07 – 31.03.08)
vii
6.
Minutes of the 34th Annual General Meeting held on Saturday, 3rd November 2007
ix
7.
Accounts for the period ending 31st March 2008 -
xiii
i)
Report of Trustees
1–4
xv
ii)
Report of the Independent Auditors
5–6
xix
iii)
Statement of Financial Activities
7
xxi
v)
Balance Sheet
8–9
xxii
vi)
Notes to the Financial Statements
10 - 16
xxiv
vii)
Detailed Statement of Financial Activities
17
xxxi
8.
Proxy Voting Form
TEXEL SHEEP SOCIETY 2008 ANNUAL GENERAL MEETING
Inside Back Cover
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ITINERARY for ANNUAL GENERAL MEETING followed by FLOCK VISITS Saturday, 15th November 2008 Saturday, 15th November: 10.00 a.m.
Annual General Meeting in the Crystal Suite
11.30 a.m.
Coach departs Hotel for visit to Peacehay Flock
12 noon
Arrive at Peacehay Flock
2.00 p.m.
Depart Peacehay Flock
3.00 p.m.
Arrive Loosebeare Flock
5.00p.m.
Depart Loosebeare Flock
6.00 p.m.
Arrive at Hotel
7.30 p.m.
Dinner Dance – followed by Flock Competition Awards, After Dinner Speaker and dancing to ‘Baracuda’
Sunday, 16th November 10.00 a.m.
Depart Hotel
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AGM 2008 NOTICE NOTICE IS HEREBY GIVEN that the Thirty-Fifth Annual General Meeting of The British Texel Sheep Society Limited will be held at The Tiverton Hotel, Blundells Road, Tiverton, Devon EX16 4DR on Saturday, 15 th November 2008 at 10.00 a.m. 1.
A148/08 To Receive Apologies for Absence
2.
A149/08 RESOLUTION: To Approve the Minutes of the ThirtyFourth Annual General Meeting held at The Clarion Hotel, 75 Belfast Road, Carrickfergus, Co Antrim, Northern Ireland on Saturday, 3 rd November 2008
3.
A150/08 To Receive the Chairman’s Report on the Society for the Year Ending 31st March 2008
4.
A151/08 To Receive the Chief Executive’s Report on the Society for the Year Ending 31st March 2008
5.
A152/08 RESOLUTION: To Receive and Adopt the Statement for Accounts and Balance Sheet for the Society for the Year Ended 31st March 2008
6.
A153/08 RESOLUTION: To Re-appoint Dafferns LLP of Leamington Spa as Auditors of The Society
7.
A154/08 RESOLUTION: To Approve an Increase in the Adult Annual Subscription from £30.00 to £45.00 (VAT inclusive) and the Junior Annual Subscription from £15.00 to £22.50 (VAT inclusive) with effect from 1st October 2009, as previously approved by the Board of Directors
8.
A155/08 To Be Informed of the Results of the Election of Directors for Areas 2, 6, 11 and 12
BY ORDER OF THE BOARD John Yates Chief Executive & Company Secretary DATE: Friday, 10th October 2008 NOTE: A member entitled to attend and vote at the Meeting is entitled to appoint a Proxy to attend and vote in his or her place. A Proxy need not be a member of the Company. TEXEL SHEEP SOCIETY 2008 ANNUAL GENERAL MEETING
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CHAIRMAN’S REPORT ON THE PERIOD FROM 1ST APRIL 2007 TO 31ST MARCH 2008 BY TIM HEALY Very few of us escaped the effects of the fiasco of last year’s FMD outbreak, not least the Society. While memories begin to fade the consequences are clear for us all to see in the Statement of Accounts. A decline in birth notifications and registrations, some 10% over the last 3 years, by itself is not too much cause for concern, but coupled with the collapse of revenues from either abandoned or restricted sales and the attendant extra costs of dealing with the situation led us to the first significant loss in a number of years. Fortunately, our cash reserves more than adequately covered these losses and there has been no necessity to increase revenues in the short term. But there is a lesson to be learned. The Society’s income is predominantly from birth notifications, registrations and sales. These revenues are variable, which makes us vulnerable in a contracting industry as our costs are, for the most part, fixed. To safeguard the long term viability of the Society the Board proposes to increase the adult annual membership fee from £30.00 to £45.00 (inclusive of VAT) from 1st October 2009. This year began with widespread fears over the threat of Bluetongue and the consequences for our sales. Thanks to the good planning by DEFRA and the common sense shown by the vast majority of sheep farmers in vaccinating their stock, this year’s sales season has been more successful than any of us dared hope. In September we said ‘goodbye’ to Steven McLean, our Chief Executive for some 13 years. Steven played a huge part in the achievements of our breed in those years. He helped to create a strong image for us, understanding the importance of imaging even in sheep farming! For that and so much else, on behalf of all our Members, I thank him. On a personal note, I would like to take the opportunity of thanking Steven for seeing me through my first year as Chairman, his help and advice have been invaluable (as no doubt many of my predecessors can attest to). When I took over from Victor in November last year, the FMD crisis was nearly over. Unluckily for Victor he had to deal with the worst of it, luckily for us he did so in such a calm and measured way. So my thanks to him and all the staff at Stoneleigh for all the extra effort they put in.
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We are very fortunate in acquiring the services of John Yates as our new Chief Executive. Along with the Board, John is committed to improving the services to Society members of providing value for money. There is no questioning the superiority of our breed it is up to all of us to make sure we continue to maintain that position. With best wishes,
Tim Healy Chairman
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LIST OF DIRECTORS’ ATTENDANCE AT BOARD MEETINGS OVER 2-YEAR PERIOD 1st October 2006 to 30th September 2007 BOARD MEETINGS
1st October 2007 to 30th September 2008 BOARD MEETINGS
Tim Healy
7/7
6/6
Gordon Gray
6/7
6/6
Bruce Mair
4/7
5/6
Aubrey Andrews
7/7
6/6
Robert Cartledge
7/7
5/6
Victor Chestnutt
7/7
6/6
Alan Clark
N/A
4/6
Roy Hughes
5/5
2/6
Tommy MacTaggart
7/7
5/6
Eirwyn Morgan
7/7
6/6
Alwyn Phillips
6/7
6/6
Sylvia Rawlings
6/7
6/6
Steve Richardson
7/7
5/6
Nick Tavernor
7/7
6/6
Mr Keith Campbell
7/7
1/1
DIRECTOR
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CHIEF EXECUTIVE’S REPORT ON THE PERIOD FROM 1ST APRIL 2007 TO 31ST MARCH 2008 BY JOHN YATES When asked to complete the Chief Executive’s Report for the year ending 31st March 2008, I must admit I had to question what I could in fact add to the comments from our Chairman. As I obviously had not experienced the pressure and strain at the Society during 2008. I felt it would be difficult to respond in a report of this nature...... but here goes! The Industry had an extremely challenging year, this without doubt reflected in the significant loss reported on the Society accounts for Year ending March 2008. This, by many will be seen as extremely worrying and perhaps some may feel it is down to poor decision making. This I will refute completely, the team at the Office as well as the previous Chief Executive are extremely dedicated and loyal to delivering quality services to our membership. The Board of Trustees are appointed to ensure strict governance which has been evident throughout, with eyes to the future for long term planning and strategy development as a crucial element to their role. As the new Chief Executive, I very much look forward to working with the Trustees to ensure the correct strategies are adopted to ensure financial longevity under-pinned with a growing membership that are offered the needed and quality services. The Society has come a long way, over the last decade in particular, and the strength of the breed has followed. I have been pleased to pass back many messages of thanks to the Office team from many members, who have been grateful for all the on-going support received during those challenging times. I look forward to working with such a well respected and loyal team at the office and a dedicated membership. The resilience of our membership is without doubt the primary strength of our Society. It is in fact the membership that I know are our real asset and I will be ensuring that I gain a firm understanding of their opinions and guidance to ensure we make the Texel breed and the Society more popular in the future, helping to maintain our status as the largest Pedigree Sheep Society in the UK. In addition, it is essential that I look to the future, evolve our administration in a cost effective manner without reducing the quality of services. The membership views are important to me, good or bad, as I must ensure the Society continues to develop services at reasonable cost for our members. I’m aware that the challenges experienced in 2008 slowed this valuable TEXEL SHEEP SOCIETY 2008 ANNUAL GENERAL MEETING
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work, whilst reactive measures and short term planning were adopted, essential to ensure the members were supported through the challenges of the effect of two major disease outbreaks. It is my responsibility, under direction from the Chairman and the Board of Trustees, to re-focus our attentions to add member value, grow the membership and assist members to promote the breed to those commercial sectors of the industry that have already realised the benefit that the Texel breed can offer in many ways, to improve the productiveness of commercial sheep enterprises. This strength has ensured that we have had the resources to move through those extremely challenging times. The Society must evolve and reform constantly to ensure the financial stability of the Society is maintained for the future on behalf of the membership to the benefit of the membership. I thank you on behalf of the Society for your resilience and support during 2008 and I assure you of my attention and ambition in making the Society a success for all its members. With best wishes,
John Yates Chief Executive & Company Secretary
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Minutes of the 34th Annual General Meeting of The British Texel Sheep Society held at The Clarion Hotel, Carrickfergus, Co Antrim, Northern Ireland on Saturday, 3rd November 2007
Present:
43
In Attendance:
Mrs J Stanley (Secretary to Chief Executive - Minute Taker)
The Chairman welcomed members to Northern Ireland, thanked them for attending the Annual General Meeting and wished everyone a very enjoyable evening to follow. A141/07
To Receive Apologies for Absence Apologies for absence were received from - Mr & Mrs J Blakemore; Mrs Gail Brownsett; Mr R G Coleman; Mr D Corfield; Mr S Farmer; Mrs M Hill; Mr R Hughes; Mrs M Johnson; Mr G Jones; Mr D Nesbitt; Ms S Petkovic; Mr D Uffold; Mr N Warnock; Mr R Warnock; Ms D Woods
A142/07
RESOLUTION: To Approve the Minutes of the ThirtyThird Annual General Meeting held at The Easy-Care Sheep Breeder Farm Restaurant, Glantraeth, Bodorgan, Anglesey on Friday, 3rd November 2006 The Minutes of the above Meeting had been circulated prior to the Meeting and the Chairman invited comments. No comments were received, Mr N Tavernor proposed, Mr S Richardson seconded and all present agreed the Minutes to be a true and accurate record of the Meeting held on Friday, 3rd November 2006.
A143/07
TO RECEIVE the Chairman’s Report on the Society for the Year Ended 31st March 2007 The Chairman asked members to ensure they took time to read his Report in the light of the outbreak in both Foot & Mouth and Bluetongue diseases with the resulting movement restrictions in place having made the current year a particularly frustrating one for members. He invited questions on his Report or any item within the AGM Booklet but none were raised.
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Mr K Campbell then proposed the adoption of the Chairman’s Report, Mr G Gray seconded and the proposal was agreed by all present. A144/07
TO RECEIVE the Chief Executive’s Report on the Society for the Year Ended 31st March 2007 The Chairman again requested that members took the time to read the Chief Executive’s Report contained within the AGM Booklet and explained that a lot of time had been taken to keep members up-to-date with regard to the extraordinary circumstances due to the enforced restrictions as a result of the current diseases. The Chief Executive commenced by thanking the Northern Ireland Club Members for their generous welcome extended to everyone over the weekend. He then presented charts showing the changes in birth notifications, registrations, transfers and cataloguing. He explained – • birth notifications - the second highest in the history of the Society; • female registrations showed the only significant drop; • transfers continued to increase; • the cataloguing service continued to expand; • membership continued to increase. He invited questions on his Report, none were raised. Mr T MacTaggart then proposed the adoption of the Chief Executive’s Report, Mr A Andrews seconded the proposal and all present agreed.
A145/07
RESOLUTION: To Receive and Adopt the Statement of Accounts and Balance Sheet for the Society for the Year Ended 31st March 2007 The Chairman thanked the Hon Treasurer, Mr E Morgan, for his assistance with the Accounts over the year and stated it had been a pleasure to work to him. He then asked the Chief Executive to present the Accounts who explained each page in great detail by breaking down costs and invited questions throughout the presentation. No questions were forthcoming. At the end of his presentation the Chief Executive requested special thanks be passed to the Society Office Staff with regard to the recent need for redundancies. He expressed
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his appreciation of the support he had received during the recent difficult time. The Chairman thanked the Chief Executive for the very thorough presentation of the breakdown of the Accounts and again invited questions. With no questions being asked Mr T Healy then proposed the adoption of the Statement of Accounts and Balance Sheet, Mr MacTaggart seconded the proposal and all present agreed. A146/07
RESOLUTION: To Re-appoint Dafferns LLP of Leamington Spa as Auditors of The Society The Chairman requested nominations to appoint Auditors to The Society for the coming year, none were received. Mr E Morgan then proposed the re-appointment of Dafferns LLP of Leamington Spa for the forthcoming year, Mr A Andrews seconded the proposal and all present agreed.
A147/07
TO BE INFORMED of the Results of the Election for Directors for Areas 3, 5 & 8 and the Results of the Bye-Election for Area 2 The Chairman informed members of the result of the Election for Directors to the following areas – Area 3 Area 5 Area 8
Gordon Gray Stephen Richardson Tim Healy
Bye-Election for – Area 2 Keith Campbell
Re-elected Re-elected Re-elected
Unopposed Unopposed Unopposed
Standing Down
One Nominee Alan Clark
Elected
Unopposed
The Chairman welcomed Mr Alan Clark to the Board of Directors and hoped he would enjoy many years of service to the Board. The Chairman expressed his sincere thanks to Mr K Campbell for 14 years devoted service to the Board. He praised his constant enthusiasm and dedication to the Texel Society and congratulated him on the example he had set to all Board members. The Chairman then presented Mr Campbell with an engraved ice bucket as a token of The Society’s appreciation for all his hard work over the years. TEXEL SHEEP SOCIETY 2008 ANNUAL GENERAL MEETING
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Mrs Sue Andrews spoke on behalf of the Gloucester & Border Counties Club and expressed the Club’s thanks and appreciation to the Chief Executive for all his hard work and efforts during the particularly busy period in keeping members updated on the current situation with regard to restrictions, movements, etc relating to the Foot and Mouth and Bluetongue diseases. She stated that Club members had found the Texel website kept them up to date on the latest issues and had proved to be very informative. The Chief Executive thanked the Club. The Chief Executive invited the Chairman-Elect, Mr Tim Healy, to speak. Mr Healy thanked the out-going Chairman, Mr Victor Chestnutt, for having invited him to be the Society’s Vice Chairman over the past two years, congratulated him on all his hard work and efforts, stating he been a credit to the Society. He now looked forwarded to his time in office. The out-going Chairman, Mr V Chestnutt, expressed his thanks and appreciation to members for having been given the opportunity to represent them. He stated he had greatly enjoyed meeting so many people as the Society’s President & Chairman over the past two years. He also thanked the Board, Chief Executive and Office Staff for their support during his time in office. With no further business to discuss the Chairman thanked everyone for attending and closed the Meeting at 5.45 p.m. A general discussion followed.
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