2024-03-31-accounts

- FOW Minutes of AGM held 28/8/24

Those attending;

Trustees : Martin Follet (M.F.) / Steve Russell (S.R.) / Ian Walker (I.W.) / Simon Bell (S.B.) / Richard Kemp (R.K.) / Peter Winkley (P.W.) / John Adlington (J.A.) / Peter Newell (P.N.) / Graham Creasey (G.C.) / Nick Pritchard (N.P.) Kevin Crofts (K.C.) - see items 8 & 9 below

Non-trustees : Stephanie Szalalo, Orla Follett, Georgina Wheatley, Colin Whitehead

1. Welcome :

The Chair welcomed all those attending and thanked them for their interest.

1. Apologies :

Apologies had been received from Bob and Joyce Organ, also Maria Kemp

1. Approval of minutes :

There being no amendments or comments regarding the minutes from the last AGM (22/8/23) they were duly approved.

1. Chairs’ Report :

MF presented a report for last year (2023/24) I.e.

“Friends of Oakfrith Wood Chair's report 28th August 2024

It has been another busy year in the wood despite the weather.

I will leave it to John Adlington and Simon Bell to give you the good news in their reports. However I can say that we have some new people joining our teams and that turn out at the sessions has been very good. We have also benefited from the generosity of the Scarecrow Festival which has provided the funds to enable us to buy a new battery operated chainsaw. We are very grateful for their continued support.

Nick Prichard has continued with his regular articles in Redhorn News which raises our profile in the village and hopefully our sales of firewood.

We have enjoyed two barbecues this year, the first our traditional one in December when it was traditionally cold and another in July when it wasn't. Both were well supported and enjoyed by all who attended. We also had an excellent end of season dinner in the Lamb for the Tuesday group.

Nigel Field has been largely responsible for building our benches. We have completed and sold two large ones and two smaller ones and we have orders for one large one and

two small ones and, we hope, sufficient seasoned wood to complete them. One is installed in the picnic area in memory of Lyn Everson who worked with us in the wood and many will remember. It catches the afternoon and evening sun in the summer. The sales will contribute to our solvency.

Kevin Crofts and Bob Organ have both said they wish to step back from day-to-day responsibility and I would like to formally record our great thanks to both, particularly to Bob Organ who has for the last few years devoted enormous amounts of time to keeping the whole show on the road. Thank you to both. John Adlington has kindly stepped forward to run the Tuesday group and all that that entails. We are very grateful to him. Steve Russell has been battling illness for the last few months but we were delighted to see him and his family at the July barbeque and as always we are grateful to him for carrying out his safety inspection. Without his advice and support we could not operate

Martin Follet 28/8/24

5. Treasurers’ Report :

SB then presented a financial report outlining the position for the year ending Mar 2024. In so doing it was noted that costs and revenue are not always in step with year to which they apply.

Please see attached report.

SR queried the budget position for the coming year and although not guaranteed SB felt there was no reason to think the coming year would be markedly different, indeed there was potential for increased income.

At this point JA noted that Urchfont Motors had been particularly helpful and supportive in terms of providing the necessary servicing and MOT requirements for the pick-up and quad for which FOW are very grateful.

6. Woodland Co-Op report 2023 - 24 :

JA presented his report summarising activity as follows :

The season commenced on 10 Sep 23 with the first deliveries completed on 19 Sep 23. Whilst the weather was wet throughout the winter the volunteers still managed to get together on 17 occasions where the attendance was very good.

1. During the year we managed to deliver 43 loads, 29 to customers and 14 for the volunteers. The accounts may differ slightly from this figure but maybe only due to the cost paid by the volunteers where they had more than one load. Most of the tree felling was according to plan, taking down trees identified by Steve Russell following his inspections. There were a number of storm damage fells although this seemed to be less than last season.

2. We completed some CS32 training for four of the chainsaw operators who all successfully passed the assessment given by Dave Grafton. Dave continues to provide excellent support when requested and should be thanked.

3. The season ended in early Apr, later than planned due to the large amount of timber requiring recovery. The was partly due to the amount of felling completed during the training. The trees felled were mostly very large, as required by CS32, but proved hard work to recover. The woods have been particularly wet in the early months of 2024.

4. We had contractors in the woods to deal with a dangerous Poplar which had split at height. The tree is now safely on the ground and may be dealt with as appropriate. (It will be of no use as firewood). Thanks to Bob and Richard for their assistance during this work. It should be noted that the techniques used by the contractors (Albeit much younger than the volunteers) were identical to those used by the volunteers which confirmed our own safety procedures.

5. The truck was serviced by Urchfont Motors and passed its MOT on 20 Jun, it will need renewing by 13 Jul 25. There were a couple of advisories which do need to be addressed but not as a matter of urgency. (Wheel bearing slight play and corroded mounting near the wheel arch). The Quad was also inspected by Urchfont motors who provided assurance that it was in good working order. No change was made for the quad inspection. Thanks to Jason and Tracey for their continued support. The truck had travelled 528 miles since its last service! It should be noted that the truck has been used by the rights of way group and will be shortly by the parish council.

6. Equipment is in good order and is regularly cleaned and maintained by the volunteers. An electric chainsaw has been purchased following the provision of a grant from the scarecrow. The MSA300 is comparable to the MS261 petrol chainsaws and will be brought into use when the work commences. Safety training will be provided for all cutters on the use of this new saw as the procedures for use are similar but not identical to a petrol chain saw.

7. We currently already have orders for 12 loads of firewood. Work will commence on 10 Sep subject to the availability of volunteers.

8. Thanks must go to Pat Putland for allowing the truck and trailer to be stored on her drive, to Bob Ward for storing and maintaining the quad (including installing enhancements) and finally to Bob Organ for all his hard work and dedication not only in the last year but it many previous years.

At this point GC referred to more recent storm damage in terms of Health & Safety. JA noted that temporary safety measures had been taken but that further work would be required in the near future.

7. Working Party :

MF recorded that the summer Bar-B-Q was well attended despite changeable weather with 17 people attending.

8.& 9 Trustee changes :

JA has been elected to join the trustees, while KC has stepped down. RO has ‘stepped back’ from regular activity but currently maintains a keen interest in FOW.

10. Independent Auditor :

SB confirmed that the last set of accounts had been scrutinised and agreed by Gill Hill as the external auditor and FOW are grateful for her continued support in this regard.

11. Timing of future AGM :

A general discussion reviewed the timing of the AGM in future with regard to the relationship between this, practical woodland activity and the FOW financial year. It was generally felt that the AGM would be more appropriately held nearer the end of the financial year, accordingly it was agreed that the Aim for this year 2024 - 25 would be scheduled for mid-May.

12. External questions :

MF referred to a question from RO relating to details of any plan/program that might be considered by trustees for development of areas of the wood from which timber has been extracted. Discussion followed acknowledging the benefits of renewal, re-planting etc. and that a report some years ago by the Woodland Trust may still be relevant, SR concurred and supported the idea of taking positive action. GC asked whether the oak saplings at the school might be incorporated by way of re-planting. The trustees agreed to explore options at future meetings with the object of formulating a proposal.

13. A.O.B. :

PN drew attention to the 30th anniversary this year of the initial gathering of the volunteer group taking a specific interest in Oakfrith which has developed into the FOW and perhaps this should be marked in some way. Referring to item 12. It was suggested that replanting the saplings and marking the 30th anniversary might be combined. IW will investigate the number and condition of the saplings currently with a view towards having an ‘event’ late Nov/early Dec.

The AGM was then concluded allowing the trustee meeting to take place.

Friends of Oakfrith Wood Accounts for Period 1 Aprll 2023 to 31 March 2024 Income Chain saw salès 49.￿) Grants ndry and Bench sales Bird Plot Renl 500.tKJ 180.(M) Firewood Sale5- publ FireDod sales- w)hJnteers 2.815.Th) 277.50 4.621. ExpÈnd5ture Trust80 & Gonoral Insuranc 430.74 Fuel and ol 277.86 Safety Equipment Chainsaw R 8nd R 129.66 129_49 Vehwyes Tax #nd Ir6ur8rK 1.263.92 Vehth maintenan( 232.57 MateTols & t(x4s 75.95 TrauiN ess UPC gfant Printing and stat%)nèry s￿rt boards relurbi5hrrtent Sundry arKI Bench costs 508.54 3.488.73 1.132.77 Tradmg surplus Depreciation 13598 Traler 31.38 Tnx Chain saws 226.63 444.83 Operating sur￿lS 687. gJTpbJs brought for￿rd 21212.( knmuEatÈd 21.900. Repmsented by Cash in bank 19.785.08 2.676.14 1.223.86 Traler depreciation Inrtwl vthe lèss depre¢otsn 617.57 2,OC#).00 1.542.46 4,354.¢J) 4 202.91 282.43 Toyots 457.54 less depre￿I￿n 151.09 2 114.92 21,900.00