The Kew Society APPROVED Meeting Notes of the Annual General Meeting
The Kew Society
Meeting Notes of the Annual General Meeting
Date: Wednesday 14th October 2015
Time: 18.45– 19.30hrs
Venue: The National Archives, Kew TW9 4HF
Attendees from the current Executive Committee
Caroline Brock(Chair /Planning)
Martin Taylor(Planning)
Teresa Hartley(Membership)
Sue May(Webmaster/Events)
Janet Clark(Hon. Treasurer)
Avril Dalglish(Environment)
Mary Done(Hon. Secretary/Events/Environment)
Meeting notes recorded by
Mary Done (Hon.Secretary)
Apologies noted from
Baroness Tonge of Kew(Patron)
Sir Donald Insall CBE(Patron)
Suzanne Sheffer(Member)
Victor Hadrys(Member)
Sue Cole(Member)
- The Chair, Caroline Brock, the Hon. Treasurer, Janet Clark, the Hon. Secretary, Mary Done and Executive Committee Members were present at the meeting, together with David Blomfield, Patron of the Kew Society, members, and 2 guests: Cllr. David Linnette (Councillor for Kew Ward) and Cllr Stephen Speak (Councillor for North Richmond Ward). All were welcomed to the AGM and especially new members attending for the first time. The Chair thanked Paul Davies, the National ArchivesDeputy Chief Operating Officer, and his team for providing the venue and Paul Cox and his team from The Genuine Dining Company who were providing the food for those who had booked tickets for the talk followed by drinks and canapés after the AGM. This would provide a chance for members to meet one another and talk informally to the Committee.
1. / Minutes of the Annual General Meeting held on 15th October 2014
- Accepted as an accurate record.
2. /
To receive the Report of the Executive Committee presented by the Chair
•Presenting the report of the Executive Committee, the Chairpaid tribute to her Committee colleagues as well as members who helped the Committee informally.Objectives and Approach
•The Chair summarised the objectives of the Society, which were set out in the documentation for the meeting. They were to examine planning applications as well as comment on national and local government policy consultations affecting planning, to liaise with local Councillors and planning authorities, to provide a community network to promote understanding of Kew and its heritage, and to enable newcomers to meet other residents. More detail on the objectives of the Society wasin the Constitution of the Society which is on the website
•The Chair set out the approach the Executive Committee was taking to its work. As the Kew Society does not exercise power as such, it needed to maximise its influence by working constructively with decision makers. It also aimed to work in collaboration with other organisations in Kew with shared aims and to work efficiently by assigning areas of responsibility to 4 sub-committees reporting to the main committee. Thesub-committees covered planning, events, environment and marketing. It was important that the work of the Committee was transparent so that the Committeeremained accountable to its membership. The re-designed website, which was regularly updated, was a key tool to achieve this transparency. Ultimately, accountability was delivered through the election by members of the Committee. The Committee aimed to be evidence based in its approach to planning,only commenting on applications which had an impact on the community as a whole and in terms that Councils were able to action as set out in their Local Plan policies. The Society’s approach to planning was set out in its Planning Policy, which can be seen at The Committee was very active and it was important to prioritise the work, including how best to deal with new project initiatives or ideas. Overall the Committee felt it was delivering worthwhile activities for the communityand that these were both rewarding and enjoyable.
Planning
- Our approach is guided by the Kew Society’s planning policy. The geographical areas covered were Kew Ward and parts of North Richmond Ward as well as any plans in adjacent wards affecting Kew, notably at the moment the developments in neighbouring Hounslow with its major programme of regeneration.
- In accordance with the Kew Society’s planning policy, individual household planning applications are not considered unless there is a wider community impact. Applications which have been reviewed over the past year can be found on our website.
•The Kew Society also commented on the Hounslow Local Plan and spoke at the Public Inquiry which accepted many of the points made by the Society, Richmond Council and community groups in Hounslow, particularly on building heights.
•Wider issues arising from planning applications such as traffic and air pollution and community infrastructures were also considered. This included, for example, the proposals for development of Deer Park School at an inappropriate site near Manor Circus roundabout on the busy A316. Thanks were extended to Roger Mason for his help in measuring air pollution. Amy Smith had also helped in preparing evidence submitted by the Society to the House of Lords Select Committee on National Policy for the Built Environment, currently reviewing planning policy. The evidence drew on our experience of planning over the last couple of years to point to areas where changes might be needed. A copy of the evidence is on our website.
•Pre-application discussions with Taylor Wimpey on the development of the Old Inland Revenue site resulted in inclusion of new, expanded GP facilities in the approved plans. Thanks were extended to Teresa Hartley who noted that North Road surgery was looking for new premises as its current lease expired, enabling this to be raised in the pre-application discussions between community groups, including the Kew Society, with Taylor Wimpey, the developers of the site.The Kew Society was in regular touch with Richmond Council onprogress with signing the contract for the fit-out costs to be met by NHS England and the Richmond Clinical Commissioning Group for the GP surgery. The signing was expected to be completed soon.
•Thanks were extended to Martin Taylor, Caroline Brock, Roger Mason and Amy Smith for all their work over the past year.
Events
•The Chair described the approach to running events. They aimed to highlight for members the local architecture, environment, culture and history of the area,to attract new members and to provide opportunities for members to meet one another.
•During 2015, members have enjoyed 10 events,including parties, a picnic, talks, Hustings for the General Election, riverside and historic house tours and a wine tasting course.
•A photographic competition for local schoolchildren proved to be a great success and special thanks go to Jane Hogan for her help in the organisation, and to Krishnan Guru-Murthy who awarded prizes at the Kew Midsummer Fayre.
•Thanks were extended to Mary Done, Sue May and Jane Hogan for overseeing events.
Environment
•The Environment sub-committee aims to help members appreciate, protect and improve theKew environment, including its green spaces and river.
•Avril Dalglish sits on several local organisations which work to protect and improve the towpath and riverside: the Thames Landscape Strategy and West London River Group, working in consultation with the Port of London Authority (PLA) and Richmond Council.
•Teresa Hartley has represented the Kew Society on the Old Deer Park Group which islooking at the renewal of leases in 2016, including the lease for Pools on the Park. The Park was being considered as part of the Richmond Village Plan.
•The Society had talked with Richmond Council regarding the volume and speed of traffic on Sandycombe Road, which several members had raised at the last AGM. Councillor Stephen Speak reported that following an open consultation, plans had been approved including raised areas for traffic calming and improvements at the junction with Lichfield Road as a route to the Botanic Gardens from the station.
•A renewed visitors’way finding map had been unveiled at Kew Plaza – a project initiated and led by the Kew Society working with several other organisations. More work was needed to help visitors, particularly in finding their way to the Botanic Gardens. The Kew Society had made contact with the recently appointed Area Station Manager and was continuing to work with Richmond Council on improved signage.
•A great deal of work was being undertaken through the Kew Society’s membership of the Richmond Heathrow Campaign to oppose the expansion of Heathrow through a third runway. The community owed a great debt of gratitude to Peter Willan, Chair of the Richmond Heathrow Campaign, for the analysis done to present the evidence, contained in the Airports Commission report, which does not in fact support the conclusions reached by the Commission. Updates are available on the Society’s website.A decision is expected by the Government before the end of the year. Should the Government accept the Airports Commission recommendation for a third runway at Heathrow there were likely to be legal challenges.
•Several members had raised questions over the management of trees by the Council in open spaces and along roadsides. A meeting had now been arranged with Councillor David Linnette and Craig Ruddick, Arboriculture Manager at Richmond Council, for November 9th, aimed at getting a shared understanding of Richmond Council’s policies on tree maintenance and to see if abetter process of communication with the community could be established.
•Thanks were extended to Avril Dalglish, Mary Done, Teresa Hartley, Caroline Brock and Peter Willan for their work on the local environment.
Marketing
•Rebranding of the Kew Society’s marketing materials and website had been very successful. Our key communication toolsarenow the website and e-mail, overseen by Sue May, Paul Firby (website designer) and Nick Hutchings. These provided the quickest form of communication for members, with the website being updated every month. Those who had not yet provided an email address were encouraged to do so.
•People moving home in Kew were contacted by Susan Craig to welcome them to the area and invite them to join the Kew Society. Robert Smith and Hannah Walker had also helped us step further into the digital age through Facebook and Twitter.Work was underway to enable new members to join and pay for membership through the website. The Society also continues to publish a quarterly Newsletter edited by Nicholas Armour.
•The Kew Society has an annual presence with a stall at the Kew Market, Kew Fayre and the Kew Horticultural Society Show. It was very encouraging for Committee members to see members at these events for a chat and update on what’s happening. A busy stall also encouraged non-members to come and talk to us.
•Thanks were extended to Sue May, Nick Hutchings, Robert Smith, Nicholas Armour, Susan Craig, Hannah Walker and Paul Firby.
Conclusion
•The Chair thanked all the Kew Society Trustees and helpers, as well as Patrons – David Blomfield, Sir Donald Insall and Baroness Tonge.Whilst the Society was buoyant now,it could not function without key positions on the Committee continuing to be filled and remained fragile without more Trustees to ensure succession planning as current Trustees complete their terms of office.The Society needed a new Membership Secretary and Webmaster now, a Treasurer next year and more Trustees to share the workload and ensure renewal of the Committee. The Chair asked members to contact any of the Committee to discuss how they might get involvedor to suggest anyone else who might like to get involved.
•Patron David Blomfieldextended thanks and presented a bouquet of flowers to Teresa Hartley in recognition of all her work over the last 3-4 years on events, membership and representation on the Old Deer Park and Kew Bail Hostel groups. Teresa had also worked on projects such as the new map on Kew Plaza, and educated us all through her extensive local community knowledge. She is now standing down from the Committee on completion of her 3-year term.
•The Chair invited questions from the floor. Members commented on continuing problems for visitors with way finding, particularly to the Royal Botanic Gardens, some finding themselves at the Retail Park by mistake on local buses. The sign showing “Kew Gardens” above the tunnel at Kew Gardens station was also thought to be confusing and should read the Royal Botanic Gardens, Kew. The Chair commented that further work was continuing in discussion with Richmond Council and the recently appointed Station Manager.
3. / To receive the Accounts
- Janet Clark presented the accounts for the year ending 31st July 2015.
- Thanks were extended to Geoffrey Turner, Independent Examiner for the Accounts.
- Income this year was just over £8k, a small increase on 2014.
- The statement of financial activities shows a deficit for the year of £465 on the General Fund, decreasing the accumulated surplus to £24,397.
- Subscriptions received from members, donations, and interest receivable constitutes the bulk of The Kew Society’s income.
- The majority of accrued expenses cover consultancy and counsel fees relating to Brentford Football Stadium enabling developments and the costs of the photographic competition.
- Members were requested to switch to annual membership payment through a Standing Order where possible as this saved on administration costs.
- The Accounts as outlined by the Hon. Treasurer were approved.
4. / Election of Members to the Executive Committee
- Under the constitution, the Chair, Honorary Secretary and Treasurer require election or re-election to post annually. The importance of succession planning was noted with Trustees able to serve a maximum term of 6 years (3 years plus a 3 year renewable term for Trustees).
The Executive Committeehad proposed the following for Chair, Honorary Treasurer and Honorary Secretary
- Caroline Brock as Chair was seconded by Nicholas Armour and approved;
- Janet Clark asHonorary Treasurerwas seconded by Jane Hogan and approved;
- Mary Done as Honorary Secretary was seconded by John Moses and approved.
The Executive Committee hadproposed the following for re-election to the Executive Committee for a further 3 year term:
- Martin Taylor, seconded by Roger Mason and approved
- Caroline Brock seconded by Roger Mason and approved.
5. / Election of Mr G. L. Turner as Independent Examiner for Statement of financial activities for the year to July 31, 2016
- Formally proposed by Malcolm Welchman, seconded by Angela Dixon and approved.
6. / Any Other Business
- None.
Minutes The Kew Society AGM Draft Minutes 14th October 2015
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