AGM Q&A

A number of members have submitted questions for the AGM. Many of these are not relevant to the business of the meeting but we have attempted to answer them all.

Why has the AGM not been held in October for the last two years?

The delays were to allow for the completion of the new constitution and to recruit suitable independent NED's. The new constitution was adopted in February 2022 at the last AGM. This meeting is less than 15 months from the last one and therefore complies with our statutory requirements.  The next AGM is planned for October. Its unfortunate that this meeting is one day before the Nottingham County Show but we expect the next meeting to be in October after the show season has finished.

Why are the accounts so late and is the BPA financially viable?

This AGM on 12 May 2023 is later than usual and reflects the Financial results for 31st December 2021, whilst later than usual, it remains wholly consistent with Corporate legislative requirements. Our audited accounts are submitted to Companies House and published on the Charity Commission website in September each year as required by law. The financial accounts for the year ending 31 December 2022, will be concluded in September 2023 and we hope to revert to an October AGM.

The accounts are the most recent audited figures available for the year ending 31st December 2021. The external accountant is required to give a going concern statement, which he has, confirming the viability of the BPA.

As we set out in our financial presentation last year, your board reviews expenditure and has strict Cost Control. Trustees have a financial obligation to all the members, a responsibility they take extremely seriously. This level of financial control coupled with the diversification of income initiatives underway is aimed at ensuring the long term viability of the BPA and growth in its membership.

Are BPA trophies classed as assets or do they still belong to the original donors?

The BPA trophies belong to the Association but for the accounts are not currently included in the fixed assets of the Association. Work is being undertaken to catalogue and value these to arrange for a balance sheet adjustment but this will take some time.

Why were the elections for new board members delayed and why were pedigree breeders not eligible to stand this time

Members may recall that a revised Constitution was put to the entire membership following extensive consultation and approved at last year's AGM which would enable the BPA to modernise, become more inclusive and to seek a broader Membership base. Subsequent to the AGM your Trustee Board started the process of change to deliver against its objectives.

Change does not happen overnight, nor does it happen without some bumps along the road and more importantly without the commitment and dedication of those driving the change.

Change can be uncomfortable, that is understandable but without change organisations tend to wither and disappear.

Applications for election to the Board are welcome from any member. However, the balance of the Board must comply with the Constitution, which distinguishes between active pedigree breeders and non- executive directors. This division is an important step to ensure diversity of views to meet the Charity Objectives for the benefit of the whole.

The first elections for Non-Executive Directors initially sought applications towards the end of 2022. Disappointingly, at first we did not attract applicants from the broader membership with the skills we sought and whilst we had applications from active pedigree breeders, this would not have met the Constitutional requirements. Consequently, we extended the application deadline to enable us to promote the positions more broadly with good results such that we have been able to secure the services of two highly experienced businessmen who are enthusiastic to help us on the pathway to change and long-term opportunities for the membership.

The applications that were received from Active Pedigree Breeders that met our qualifying criteria are being carried forward to the next elections later this year.

Are judges still required to command the respect of their peers.

This is not part of the AGM Business for the day. There is a process for the appointment of Judges and one of the criteria is that they are "an experienced exhibitor and breeder of pedigree pigs who commands the respect of other pedigree pig exhibitors and breeders". There is also a process for complaints in relation to the actions of judges. We would ask that should members wish to raise an official complaint, that the relevant process is followed.

Did the board consider alternatives to the closure of the office.

Whilst not a matter relating to the business of the AGM, as we have indicated, your Board exercises strict cost control and a thorough review of the benefits both in terms of service to members and costs was undertaken prior to agreement by the Trustees. The BPA is aware of all its legal obligations in relation to employees and other matters.

What are the plans for the safe storage of the Associations historical archive materials and trophies

Whilst not a matter relating to the business of the AGM, a working group will be established to make recommendations to the Board . The office will be vacated in September 2023.

Why do questions have to be submitted in advance

The process under Hybrid meetings is now well established in the Corporate and Charity sectors. All members have the opportunity of raising issues and all issues will be addressed and posted on the website to ensure no unfair selection due to time constraints

When will the new conservation and pork committees start work

Immediately after the AGM on 12th May 2023, the Board will elect its Chair, Vice Chair and Treasurer. It will also appoint a Chair to each of the BPA Conservation Committee and The BPA Sustainable Pork Committee. A schedule of meetings for the remainder of the 2023 year will also be agreed.

Whilst the existing Committees have continued to meet and progress their work since the last AGM, when elected, the Chairs of the Conservation and Sustainable Pork Committees will seek member contribution in the work being undertaken and the opportunity for your participation will be sought.

What sort of expertise do the new Non-Executive Directors bring to the Board

As you will see from their biographies, both have extensive business management experience with specific experience in Distribution, Marketing and Promotional activities.

Who are the Board Members as the website has only Council Members?

The website will be updated after the AGM and details of the new board will be published in Practical Pigs

When are we going to vote for one third of the Board Members?

The Board will meet after the AGM and set out a timetable for elections with a view to having new board members elected in time for an AGM in October.

Does the Association maintain a register of interests for Board Members

Whilst not a matter for the business of the AGM, the BPA maintains a register of interests, which will be updated at the Trustees meeting immediately after the AGM. In addition we have a conflict of interests protocol.

Does Practical Pigs Magazine still represent good value for money

As stated, cost control is a key Trustee responsibility. The communications team will continue to develop the Associations communications strategy and the Board will review all expenditure and associated benefit.

Why are registered gilts in your herd counted as breeding females at membership renewal time when they have not bred or birth notified a litter? The phrase 'breeding females' is ambiguous and this is mis-selling and this has been raised by a number of members.

Whilst not a business matter for the AGM, the BPA does not use the term "breeding females" we use "registered females".

Members with specific complaints about the level of service they have received should address these complaints in writing to the Chief Executive or the Chair of the Board of Trustees