British Westerners Association

Minutes of the AGM Committee Meeting held at Anglia Motel Cabins

In September2009

 

Minutes of the Annual General Meeting of the British Westerners Association 2009 held at Anglia Motel Cabins, Fleet.

 

Committee Members Present: - Mark Gaden, John Woollard, Mark Neal, Ron Trott, Keith Robinson, Tracey Hoey, Ray Hoey, Mark Smith and Dave Smithson.

Apologises: - Chrissy Woollard

CHAIRMAN OPENED THE MEETING AT 11:11AM

Drifter read the minutes of the last AGM and these were proposed as a true and accurate record by Fred Beecham and seconded by Momo Duck.

MATTERS ARISING

Drifter raised the question about promotional material and Ringo and Mark said they were to sort this out as soon as possible. Regarding the t-shirts and polo shirts Drifter had been given some prices on gold coloured tops with the BWA logo, anyone requiring a t-shirt or polo shirt should ring Drifter with sizes. Josey Wales suggested a cheque to be made with any order.

Caladonion said that the trophies were not looking very good this year and also that they are not up to date. Drifter said that he would sort this.

Trooper Smith told us that Keeper had been on the local radio and that they had promoted the BWA for a month. Lacy Lady asked about the promotional packs for members who were visiting other festivals and Mark and Ringo said they would sort them with Trooper Smith.

Cresent Moon suggested having posters as we used to have them before and felt it would be a good way of advertising, Mark said that he would look into this. Caladonion suggested that Area Deputies should have a list of past members so that they could visit them and try regaining interest, Ringo told us that letters had been sent out to all members whose membership had lapsed but unfortunately the database would not go back that far. Sheriff also suggested that we send out leaflets to all associate clubs. Mark reminded us that in the 36 years there had always been “ups and downs” and also was there any mileage in advertising in local music clubs? Dusty told us that there were a number of new members he had met at another festival and that they had had a good time and even won at some events. Summing up mark told us that the fall roundup and spring had been very good but the summer roundup had been poor – Caladonion told us that he found that we were not very friendly and that perhaps we should try harder to welcome everybody. Bronco told us that some people were calling the BWA and that we should try to bring back the old times.

Blue asked what we were going to do about the summer roundup. Doc explained that with the Brewery Boys being younger sometimes they got bored at fleet, as when we were at sacrewell mill they could go to the farm to keep entertained. He also asked if we could make the tug of war a regular event as he felt that this made the weekend and also the shoot outs and the raids that used to take place around the camps. Mark told us that we have to keep tight control what with the VCR and the public liability insurance we simply can’t afford to relax the rules especially with it being an open site. Trooper Smith said that most of the committee were tied for most of the day with sorting events and scores etc. Doc said that he did appreciate what the committee did and mark said that any suggestions would be considered. After a lot of discussion it was agreed that the summer roundup would be held at fleet in June.

Josey Wales suggested that we try other events and Seneca run on a Sunday also with the trophy presentation as he felt that this would help to make more of the weekend. Texas Marigold said that she preferred the trophy presentation being on the Saturday night while everybody was in western dress, Cresent moon said that this was the first time she had attended a meeting not in western dress. Mark said that he would look into holding some events on the Sunday and encourage all members to get involved.

Josey Wales suggested that perhaps any show team have shoot outs to keep us entertained, it was suggested that an arena should be put in the bottom field. Cresent moon said that if there was going to be any gunfire could they make people with animals aware before so.

Momo duck asked that if the children were bored could we organise leather work or bead work etc. Cresent moon told us that her grandchildren had been doing some bead work over the weekend. Texas Marigold said we need to keep children occupied as they are our future.

 

TREASURES REPORT

The profits from the last three roundups was only the same as the spring roundup last year, also alot of money has been spent on a good pa system and some money has been used to help refurbish the trailer. Blue told us that he had spent more money getting larger bands to play and that for next year he will try to get a few single artists.

 Josey wales suggested that we have one large band a year. Dusty told us that although we have been having larger bands a large number of members head back to camp after the raffle has taken place. English suggested that we try to do the raffle a little earlier and take the chance that members will stay – Mark agreed that we should try this.

 

ANY OTHER BUSINESS

Regarding summer roundups being held at new venues we have found that over the last three years these have not been at all successful. What do u as members suggest?

Josey Wales asked if we could hold the summer roundup earlier in June. Blue told us that he had found an alternative venue for summer, Caladonion also had a new venue (the prospect farm, brigsley) - Bronco suggested we stay at fleet. Mark RE ILLTERATED that every time we have moved to new venues we are not given the support. After a lot of discussion it was agreed we hold the summer roundup at fleet in June!

Drifter reminded members about Harold’s invitation on the 10^th of October to say thank you for all the help regarding the war heroes / veterans that took place in the summer. BWA to present a plaque in recognition, Drifter to organise this. Caladonion suggested that we try to get the papers involved.

Zak said that a small complaint had been made about some caravans being moved to suit other members without permission.... private property should not be moved!

Josey wales suggested that we move the arena to the back field so that authentic camps can be protected by the trees – this was agreed.

Lacy lady has now put more recipes on the website plus some civil war era, Cresant moon said that she would also give some recipes.

Dusty proposed we thank Sheriff for organising the roundup.

 

RE-ELECTION OF OFFICERS

Trooper Smith and Sheriff were proposed for three years ........................ this was carried.

 

Mark thanked everybody including the committee and area deputy.

 

CLOSED MEETING 12.49PM