Great Waltham Horticultural Society AGM

Wednesday 9th April 2025 at 7.30pm

Great Waltham Pavilion

 

Attendees: 13 people excluding the committee

Apologies: Peter Bradley, Marion Ward, Beryl Furley

 

Helen Willis (Chair) opened the meeting and welcomed everyone.

 

Minutes of the last meeting were reviewed and there were no matters arising.

Proposed:   Liz Bennion             Seconded: Gerald Smith

 

Chairmans Report

This report covers the period from April 30th 2024, to today.

 

In May we held our annual plant sale, which was once again well supported, providing an occasion to chat to other members and local residents. The plants supplied by Guy from Chelmsford market were of excellent quality and sold rapidly. On May 10th we will be holding this year’s plant sale outside the village hall.

 

The annual show was held in September. I would like to thank all those who entered. The standard and quality of entries was magnificent, although the number of entries was lower, reflecting a trend that has become evident over recent years although maybe as a consequence of difficult growing conditions. Nevertheless, it was lovely to see many of our members and residents of the surrounding villages at the show. We will be talking more about the future of the Show later on.

 

I’d like to thank those who supported and helped with the setting up and running of the show. We really relied on this, having a rather depleted committee. Thank you also to Great Waltham Twinning Association for running the refreshment stall.

 

In December we held a workshop to make Christmas Decorations. Those who attended had a good time and made some lovely decorations but interest in the event was low.

 

The Society’s hut on the allotment grounds has provided both a valuable service to the community and some income to the society throughout the year. Peter Bradley provided a very flexible service to members. Thank you, Peter, for all your hard work.

 

Treasurers Report – 1st August 2023 to 31st December 2024

The previous financial period covered 18 months due to the Society moving its financial year to a calendar year format.  The Society’s closing balance at the year-end was £2986.86.

The Society reported a surplus of £439.23 at the year-end which was mostly thanks to the Plant Sales held in May and September.  These were well attended and supported by members and non-members.  The basic running costs for the Society are in the region of £150 per year.  Profit and Loss on events last year looked like:-

  • Plant Sales, profit of 334.70
  • Annual Show, loss of £242.81
  • The Hut, profit of £44.68
  • Events, profit of £9

While the Society is ‘not for profit’ we must not lose sight of the loss reported at the Show of nearly £250.  Falling exhibitor numbers contribute in part to this as the show has some fixed costs (hire of school, judges, dahlia medals) which are payable whether 20 people or 120 people enter.  Fewer entries meant we only used part of the school this year although we paid for the full hire.  The cost associated with the printing of Schedules remains significant considering only a small number of those are used for show entries.  In previous years the Society has benefitted from income from the refreshments, however, the committee is now too small and too stretched to continue looking after refreshments and for the past two years these have been done by other community groups in the village – so no revenue for the Society.   

The Hut continued to turn a small profit of nearly £45.  Regular use of the Hut by members however is low with 80% of users last year only using it once or twice. 

A Christmas workshop was held but only two members outside of the committee attended.  While a £9 profit was made, it is difficult to warrant the time and effort put into arranging this event for this level of turnout. 

The Society held 265 shares in Lloyds Banking Group as at 31st December 2024.  These had an indicative value of £145.16 at that time (share price 54.78p).  These shares have since been sold and the Society is due to receive the sale proceeds totaling £162.19 (which is net of the £30 sale fee).   The shares sold for 72.5p per share.

The cost of membership is currently £6 per annum and we currently have 32 paid up members. 

Over the year, we have moved to a more automated system which in the main is proving more efficient for the Society and its members.

Finally, on behalf of the Society I would like to extend my thanks to Marion Ward, our Honorary Auditor, for her continued time and support with examining the accounts.  Marion has reviewed our accounts for the period ending 31st December and is satisfied with them. 

 

 

Show Secretary Report

Following on from the previous reports numbers of entrants were down on last year from 266 to 175 this is in contrast to entries in 2008 of 1054.  Over 100 people came to see the show and have some tea and cake provided by Great Waltham Twinning Association. Our thanks go to everyone who came to help on the day, provided entries and came to see the entries but our small committee is struggling to run the show with so few entrants especially from younger members of the Parish.

 

The main focus of the AGM this year was the future of the Society, The Show and the Hut and to gain members views.  As a committee we feel we have to make some decisions about the future of the Society, Annual Show and Hut.

 

In recent years we have noticed a substantial decline in membership participation in Society events.  In more recent time’s membership engagement with workshops, Hyde Hall trips, usage of the hut and participation at the annual show has substantially fallen away. Workshops are no longer deemed viable.

To run a successful organisation an active committee and engaged membership is needed and it has become increasingly difficult to find members willing to join the committee and take on an active role.  We realise that many of our supporters are getting older and we thank them for their continuing support.  The committee now has just 6 members (with 4 vacancies).  Preparing and organising the show is a substantial activity which requires committee members throughout the year.  Without additional support the Show will not be able to take place this year.  We do recognise the invaluable support that many of you provide in the week running up to the Show but unfortunately the committee as it currently stands is just too small to continue organising this event.   

The Hut on the allotment site is manned by volunteers. Without additional support its future is also at risk. 

 

Future of the Show

Without additional committee members we cannot continue to run the show.  The show has been running for many many years, and it would be sad to call it a day. But maybe that time has come. Entries were down. Many of the entries were by those who have always supported the show and so perhaps feel ‘obligated to enter’ to keep the show going and support their ‘friends and colleagues’ who run the show. For example, the children’s entries were down and communication with the schools could have been better, but we just do not have the time or manpower to do this.

After the show in Sept several of the committee members spoke to some of those involved in show organisation. It was concluded that maybe we are running the Show to keep it going. Is this what we really want or should be doing?

With an injection of enthusiastic committee members, we would be prepared to run this year’s show and re-evaluate afterwards. Without new committee members the committee has to consider whether we run a much reduced show this year and then consider our options. Or perhaps lasts years show was the final one.

 

Future of the Society

Without new committee members to run the Show and someone to run the Hut we have to consider the future of the Society.  If the annual show and hut are no longer viable the Society will entirely lose its purpose and will inevitably close.  No-one on the committee wants to see the Society close but the reasons for its existence seem to have diminished.


The committee recognises that times change and perhaps it is time to call it a day.  We will now break for refreshments for 20mins. Please be ready to contribute your input on your return.

 

 

Comments from the floor

 

Peter Bradley had shared some thoughts with the committee by email as he was unable to attend the AGM.  His email was read out at the meeting and is summarised below;

 

The Society has been in existence for well over 100 years and it would be a great shame if it was to cease to be now. I believe that the constitution of the society should be considered before any decision is taken.

 

I realise it is a committee of stalwarts who hold the whole thing together and it is a pity that there appears to be no young blood coming through and volunteering their time.

 

Before any decision is taken on the future of GWHS can I suggest an extensive advertising campaign takes place to try to encourage more interest via:-

  • Parish news
  • Social media
  • Word of mouth

 

The annual show – don’t feel we are appealing to the local entrants.  The schedule is far too professional and appeals only to a few who thankfully have supported the show over the years. However, they are getting older and fewer. The show needs to appeal to the local populace.  Can we reduce the number of classes and make them more ‘fun’ to appeal to non-professional locals?

 

With fewer classes the onerous duties on the show secretary would be reduced, the show would only need the village hall only and not the school. The show schedule could be printed on a couple of sheets of A4. Tables and show stands would be reduced. All in all a great show with reduced effort. Would professional judges be required?  Could we bring back the Not So Serious Dog Show?

 

One difficulty I perceived in a reduced show is the amount of silverware, cups and medals which will require a good deal of consideration as to how they are used.

 

I would be prepared to act as a non-committee member to try to encourage support for the show, for the society and to increase membership by preparing articles for the parish news and social media.

 

The Hut - I believe that year on year this makes a small profit for the society. I am wholly behind the continuation of this local service to the community. A drive for membership should be launched to seek greater use of the facility. I would be prepared to continue to take on the ordering of items for sale, with assistance for unloading.  The hut is in poor condition and requires some work. I believe an approach was made to the Parish Council but was not sure of the outcome.  I would be prepared to assist where possible with an approach. 

 

Lastly, monthly meetings always generated interest.  They also increased membership and were informative on all aspects of gardening. Ford End gardening club and Little Waltham gardening club are very successful. I would suggest that GWHS tries to join with either or both to promote greater local interest.

 

Other comments from the floor:-

 

 

Society

  • Evening meetings were suggested as this could attract members and then committee members.
  • Over recent years evening meetings have not proved viable as people have not attended and it has been expensive and embarrassing for speakers.
  • Mashbury hold a lot of speaker meetings and 15 people usually come also garden visits
  • Lack of interest in gardening around Times have changed
  • Older generation garden but not the younger generation
  • Could combine with another group e.g. Little Waltham
  • Flyer for every household with a questionnaire as to the future of the Society - it’s what they would get out of the society
  • Reinstate the Open Garden scheme to help publicise the society. Could be in the evening
  • The title ‘Horticulture Society’ puts people off change to a gardening club

 

 

 

 

Annual Show for refreshments and exhibits Go back to using the Village Hall - difficult to set up due to Friday lettings- stage could be used for refreshments

  • School allows more space
  • Dog Show not possible on school grounds. If at the Village Hall people might not then go to the show in the school
  • Garden Centres will put up notices for shows
  • Ford End gardening Club would be prepared to put in entries
  • Ideas for children to do in the summer and at Scouts, Cubs and Beavers
  • People are hesitant about entering the show
  • Schedule looks too professional and should be simpler. Could be putting people off

 

 

HUT

  • Compost is easier and cheaper via B&Q, Garden Centres and a day out
  • Push for people to pre-order particularly allotment holders
  • Keeping the Hut going was put to a vote. No-one put up their hand.

 

 

Plant Sale

  • Always successful
  • Special thanks to Beryl for the troughs outside of the Village Hall

 

 

Election of Officers & Committee members for 2025/26

Chairperson – Helen Willis

Secretary - Alison Bridge

Membership Secretary – Liz Bennion

Treasurer – Liz Bennion & Gerald Smith

Show Secretary - vacant

Publicity Secretary – Vacant

Plant Sales Organiser - Beryl Furley

Committee members: Chris Anderson,

Proposed: Gill M   Seconded: Gillie M

 

 

President and Vice President

Caroline Lee and Gillie Meacock have both confirmed that they would like to continue in their roles as President and Vice President respectively. Their ongoing support to the society is much appreciated.

 

 

Advert to go out for more committee members. This year will be a ‘test’.

 

 

Forthcoming Events

Saturday 10th May – Plant Sale, helpers welcome

Friday 6th June – visit to Hyde Hall (free to members)

Saturday 20th September - Annual Show

 

AOB

 

The meeting closed at 21.00