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Minutes of Annual General Meeting
27th Jan 2012

Present: Martin Calvert (Chair), Adrian Coltman, Joan & Mervyn Clayton, Adam & Carol Bull, Paul Ellis, Dorothy Carter, Mike & Penny Betteridge, Peter Foulston, Steve Clavering, Claire Standage, Trevor & Diane Kitto, Steven Johns, Christine Spink, Jean & Frank O'Gorman, Robert Jones, James & Hayley Byrne, Mr & Mrs Robertson.

  1. Apologies for Absence
  2. Minutes of the last AGM 04-02-2011
  3. Matters Arising
  4. Chair's Report 2011
  5. Treasurer's Report 2011
  1. Merchandise Sales & Web Site Report 2011
  2. Election of Officers
  3. Constitution Amendments
  4. AOB
  5. Dates of Next Meetings

1. Apologies for Absence

Councillor Mohammed Rafique.

2. Minutes of the last AGM 04-02-2011

Agreed as a true record.

3. Matters Arising


4. Chair's Report 2011 (Martin Calvert)

Firstly a big thank you to everybody for supporting the Group's activities and a special thanks to the Core Group, who all bring different strengths to FGVW, for continuing the sterling work.

Feb 13: Work continues to restore the carriageway.

Mar 19: 16 lengths of edging are used to create a junction of paths and a raised bed next to the car park bridge.
The Brackenwoods Entrances application passes stage 1 of the process and proceeds to stage 2.

Apr 3: Sundar arrives back in Mumbai.

Apr 10: 2 benches installed and the raised bed is filled with carriageway soil.
Steve Buckley from Potternewton Park arranges for their tractor to finish excavating the carriageway.
The carriageway is now accessible to vehicles for the first time in many years.
Brackenwoods Entrances project still going through stage 2 which involves site meetings, meetings in Café Nero and obtaining letters of support from local residents and local groups.

Apr 16: Adam and Carol attend St Matthews Easter Fair. Start thinking about making a secret pond.

May 22: The vehicle turning area is completed and more squares are dug out in the meadow in readiness for a midweek planting session with Woodcraft children.

Jun 11: The FunDay. A very busy day with a record attendance we think and the day goes according to plan although quite a few running repairs are needed to the marquees due to wind damage. Many thanks to the army of FunDay helpers. The event cannot take place without you.

Jun 18: Roundhay Live. A very successful community event, supported by us, attended by Joan and Mervyn.
The Brackenwoods entrances project passes stage 2.
Wildflower turf is laid round the edge of Sundars pond to prevent the pond sides from slipping in to the water.

Jul 15: Work starts on the path at the top of the newly excavated carriageway. 15m is completed.

Aug 19: Bat walk with lots of bats showing well.
New Christmas cards arrive for packing by Adam and Carol.

Aug 21: Work continues on the top path with 4 tonnes of stone.

Sep 3: Bath House receives its annual clean up. Thank you to Avril for her water and leccy.

Sep 11: The Bath House opens its doors to 250 visitors who buy lots of merchandise and cakes.

Oct 1: More path work on the top path with 4 more tonnes of stone and the secret pond's excavation begins. Hence all volunteers sworn to secrecy about it. What pond? Brackenwoods entrances pre start meeting takes place. Work is due to start in November.

Oct 30: Joan and Mervyn attend Farmers Market at the Hulats.

Nov 13: More of the same as the top path extends with 4 more tonnes and the secret pond excavation is completed.

Nov 19: Oakwood Farmers Market Joan Mervyn Trevor and Dianne are let loose on the unsuspecting public.
Lots of people asking about the secret pond. Think we might need to re-name it.

Nov 26: St Matthews Christmas Fair. Adam and Carol fly the FGVW flag.

Dec 11: the path in front of the flats on Gledhow Wood Road is repaired using left over piles of stone after the Mones wagon comes to a grinding halt on trying to climb the carriageway and after 3 valiant attempts, has to return to base with its load intact. The not so secret pond is layered, lined and wildflower turf laid round the perimeter. Just need lots of rain now.

Dec: John Mudd is contracted to trim the overhanging branches on the top path and sprays the chippings to form a temporary path extension.
The pond is slowly filling up. Every time it's rained I'm down there seeing if it's full yet.
Much of the Brackenwoods entrances work is completed. Just the handrails on site 1, planting, seeding and the info boards and benches to do.
Getting questions about whether we are installing steps up to everybody's favourite pond. Might as well put a picnic table up there.

Jan 8: Lots of path maintenance at the Allerton Grange end of the woods. Chicken wire is laid on the wooden sections of the paths and mountains of rubbish are dragged from the woods. It's reminiscent of the early years of the group when litter picking was our main pastime.
The pond is nearly full. Just need another couple of monsoons to fill it.

Finally a big thank you to everybody for supporting the group's activities and a special thank you to the Core Group who all bring different strengths to FGVW.

5. Treasurer's Report 2011 (Paul Ellis)

Balance at 31-12-2011 = £ 6,403
Balance at 31-12-2010 = £ 8,486

Total receipts for year 01-Jan-2011 to 31-Dec-2011 = £5,694
Total payments for year 01-Jan-2011 to 31-Dec-2011 = £7,777

6. Merchandise Sales & Web Site Report 2011 (Adam Bull)

Web Site Report for 2011

Web Site Visitors For the year from 01-Jan-2011 to 31-Dec-2011:

Total number of web site visits = 6,194 (approx. 17 per day)
Total number of unique web site visitors = 5,011
Total number of web pages viewed = 21,079
Average time spent on the site per visit = 1 min 43 secs

Although most visits were from the UK, the site had visitors from 82 countries/territories around the world. Search engines were the source of 67% of visits, with 17% from referring sites and 16% direct traffic.

Interestingly, 438 visits (7%) were from mobile devices - mostly iPhones (211 visits) and iPads (93 visits).

Web Site Statistics
Total number of pages in the web site (HTML) = 336
Total number of images used (JPEG & GIF) = 1,743
Total number of 360 degree QuickTime panoramas (MOV) = 19
Total number of audio files (MP3) = 2
Total number of miscellaneous files = 21
Total number of files = 2,121
Total file size (MB) = 117

E-Mail Mailing List
Number of people on the e-mail mailing list = 343 (Up 12 from last year).

Merchandise Report for 2011

Total income during 2011 = £1,740.00

Total income to date = £7,763.10
Total development costs to date = £52.93
Total production costs to date = £4,489.41
Total profit to date = £3,220.76

7. Election of Officers

No new nominations were received so the Group agreed to waive the 3 year restriction on length of time in the role.

The following officers were re-elected:

  • Chair - Martin Calvert
  • Vice Chair - Adrian Coltman
  • Treasurer - Paul Ellis
  • Secretary - Carol Bull

8. Constitution Amendments

The following changes to the Constitution were proposed and agreed by the Group:

  • Section 3: Year End - the year end was changed from 31st March to 31st December.
  • Section 5: Membership Fee or Subscription: Reference to clause 9 was amended to clause 7.
  • Section 6: Meetings - Minutes and notice of any meetings shall be made available on the FGVW website rather than noticeboards and shop windows.
  • Section 8: Officers - an additional note has been added to state that no person shall be elected as Chair for more than 3 consecutive years unless authorised by a vote at the AGM.
  • Section 9: Core Group - reference to a quorum defined as at least four committee members has been amended to refer to at least four Core Group members.
  • Section 10: Finance - The Treasurer will produce an annual report specifically for the AGM rather than just annually. Also the reference made to funds being transferred at the discretion of the Chair if the Group is dissolved has been removed.
  • Section 11: Changes to the Constitution - Any resolution to a change the Constitution shall now be displayed on the FGVW website rather than being circulated to members.
  • Section 12: Dissolution - More detail has been added on what will happen in the event of FGVW being wound-up.
The Constitution also needs to be signed and dated by both the Chair and the Vice Chair.

9. AOB

  • Renovating the Old Woodcutter's House
    Mr and Mrs Bryne have bought the old woodcutters house on Gledhow Valley Road. It needs extensive renovations however, despite putting in planning permission to renovate the house based on a traditional design, it has been rejected by the Council. The Group pledged their support to help Mr and Mrs Bryne to obtain planning permission as there is a danger that the house will just be left to dereliction. The Group agreed for letters to be sent to the Council supporting the plans both as a Group and as individuals.

  • Leeds City Council "Thank You"
    Steve Clavering thanked the Group on behalf of Leeds City Council. He was full of praise for the Group and hoped all the effort and hard work to continue throughout 2012.

  • Volunteer Report
    Joan provided statistics on the number of volunteers that had attended throughout the year. Saturdays are usually poorly attended compared to Sundays however this year the average for a Saturday was 21 and for Sundays it was 23. 260-270 volunteers attended Action Mornings throughout the year. This figure excludes the 50 or so volunteers needed for the FunDay alone.

  • Thank You to Volunteers
    A huge thank you to all our volunteers for their work throughout the year, to the ladies who provide all the home baking for our events and to Frank and Jean who go litter picking in the woods on a daily basis.

  • Yorkshire Gardens
    The lady from Yorkshire Gardens has been in contact with the Group again. She is now communicating with Steve who is arranging for a Council tour of the area combined with a visit to the Bath House and information on the woods to be provided by a FGVW volunteer. They are interested in looking at large houses that originally had extensive gardens and how that has changed since the Council has taken over.

  • Tailwaggers Dog Display Team
    Dorothy asked if the Tailwaggers Dog Display Team will be attending the FunDay as she had been approached by one of the members. Adam agreed to investigate.

  • Roundhay Live
    The Group agreed to attend the Roundhay Live Event again this year. Consideration to be given to what activities we can do and if it should be something different to last year. There is a Facebook page on the event which provides up to date details.

  • St Edmund's Church Event
    Paul asked the Group for permission to put up FGVW display boards in St Edmund's Church in Roundhay for an event. The Group agreed.

  • St Matthew's Easter Fair
    The Group has been invited to attend St Matthew's Easter Fair which will be held on 31st March.

10. Dates of Next Meetings

  • Action Morning - Sun 05 Feb 2012
  • Core Group Meeting - Mon 06 Feb 2012 (Gledhow Sports & Social Club)
  • Action Morning - Sun 04 Mar 2012
  • Core Group Meeting - Mon 05 Mar 2012 (Gledhow Sports & Social Club)
  • Action Morning - Sat 14 Apr 2012
  • Action Morning - Sun 13 May 2012
  • Family FunDay - Sat 09 Jun 2012
  • Action Morning - Sun 08 Jul 2012
  • Action Morning - Sun 05 Aug 2012
  • Action Morning - Sun 02 Sep 2012

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