AGM Minutes

Lord Moray’s Feuars AGM

This site contains the minutes of the previous AGM

LORD MORAY’S FEU AGM 2026

Wednesday, 17th June at 6:00 pm in EIS – Moray Place

Owners are invited to attend the Lord Moray’s Feu Annual General Meeting to be held in EIUS building 46 Moray Place Weds 17th June at 6pm.

RSVP sthomson@whitelawwells.co.uk

Nominations for election to the committee, and any resolutions for consideration at the meeting, should be lodged with the secretaries at least two weeks before the meeting when they will be posted on FACEBOOK and the notice board in Moray Place Gardens. Anyone wishing to vote on behalf of an owner should provide written authority to the secretaries at the start of the meeting:

Whitelaw Wells,
Secretaries,
9 Ainslie Place.
Tel: 226 5822

In advance of the AGM, our summer newsletter, AGM agenda and Garden Committee election details will arrive by post or into your email inbox . If you would like to help us lessen our carbon footprint and reduce the running costs, please opt for email communication by emailing Sandra at sthomson@whitelawwells.co.uk before 30th May.

DRAFT MINUTES 2025

Moray Feu Garden Committee May 2026

Draft minutes of of the 2025 AGM are available below.

Minutes of the AGM of Lord Moray’s Feuars held at 6pm on 18 June 2025 at the EIS offices, 46-48 Moray Place, Edinburgh

  1. Present: Mr Andrew Dixon, Acting Chair
- Frances Dobson, Ewan Jeffrey, Ken Dixon, Gregor Henderson, Robert Young, Ros Davis and 40 owners. Apologies Mike Moir, Michael Baynham, Kevin Cattanagh, Gillian Raab.
  2.  
  3. Presentation by the Chair

Andrew Dixon spoke to his presentation providing a report on the gardens, the gardeners and the Committee.

Fifteen new owners were welcomed during the year.  The Chair encouraged residents to let him know when properties changed hands.  A welcome pack is available from the Gardens Committee and Residents Association for new owners.

Mr Dixon listed the members of the Gardens Committee and the nominees proposed for election later in the meeting.

Particular thanks are due to Gregor Henderson, who will be leaving the Committee, for all of his work on significant infrastructure projects over the last several years, including the new paths, seating, railings maintenance and new BBQs.

Thanks were expressed to our gardeners John and Melvyn and an update provided about previous staff and students. Sarah is now working at the Royal Botanical Gardens and Emma is taking up a position working at the Oxford Arboretum.  Our new summer student is Meghan.  

Thanks were also expressed to the staff of Whitelaw Wells.

In relation to the gardens, it was reported that 4 major trees were lost to disease during the year.  More than 15 new trees and over 100 new shrubs were planted.  Wildflower seeds have been sown in Randolph Garden and the Doune Terrace strip.  New beds have been planted in Ainslie and Moray gardens.  In the autumn, leaf collection results in over 200 bags of leaves being composted for future use in the gardens. 

Over the year, works carried out included repainting of a section of the Moray railings, metal lawn edging in Moray, path edging in Randolph, Ainslie and Bank, bothy roof repairs, more bird boxes installed, seat repairs and the preparation of a large bed in Moray for new planting.  In addition, a major piece of work was the changing of garden keys.  This also allowed the database of owners to be improved.

The on-going monitoring of the arches in Bank garden was also reported.  While the arches are stable, works are planned to pointing and stonework.

The open gardens in May 2025 attracted over 450 visitors, with a large number entering through the Water of Leith gate which was opened for the first time.  Over £3,000 was raised for charity.  The 30 plus volunteers who helped with the open gardens were thanked.

Owners were encouraged to book the awning and hold their own events in the gardens.

A governance review was carried out this year for the committee by Vanessa Glynn.  The committee contribute a significant amount of time in executive roles.  Consideration should be given to alternative models.  The key findings were that:

  • There is a need to succession plan for the committee, staff and Whitelaw Wells role
  • There is an over-reliance on volunteer time from the committee
  • The committee has too many executive roles including HR, line management, budget management, events, contractor access, dog related issues, managing the website, secretarial duties
  • Consideration could be given to the possibility of a part-time business manager

Mr Dixon then outlined plans for 2025/26 to include painting the final section of Moray railings, path improvements in Moray and Bank, more seating repairs,further tree planting, a new website that is easier and cheaper to operate and further work on the bicentenary legacy.

Longer term we need to keep an eye on external factors affecting the gardens such as the impact of the LEZ, climate change, sustainability and accessibility.  Consideration to be given to legacies, gifts and endowments.  Future governance models will be considered in more detail following this year’s review and, as a legacy of the bicentenary, the feasibility of a meeting place in Moray gardens examined in further detail.

Questions following the Chair’s presentations included:

  • Considering repairs to the paths in Ainslie as well, as there is damage occurring due to tree roots
  • The use of a risk register was raised and the committee confirmed that this is in place and is regularly reviewed.  It was suggested that this be shared as part of future reports to an AGM.
  • It was recognised that the Governance Review had highlighted the significant amount of work put in by the Committee
  • A question was raised about whether someone in a wheelchair could use the gates, given the height of the locks.  It was acknowledged that this could be difficult if a wheelchair user was unaccompanied.  Pea gravel is also difficult for wheelchairs and walkers. As a start, accessibility signage might be considered.
  • Apologies 

Apologies were received from Kevin Cattanach (Whitelaw Wells), Gillian Raab, 

  • Minutes of previous AGM 

The minutes of the AGM of 19 June 2024 were approved, proposed by Alan Dickson (Glenfinlas Street) and seconded by Ewan Jeffrey (Ainslie Place). 

  • Treasurer’s Report 

Frances Dobson referred to the accounts appended to the summer newsletter. The results for the year reported a surplus. This was due to income being slightly higher than expected due to bank interest and income from the key exchange and expenditure being slightly lower than expected as bothy repairs came in under budget and employer national insurance contributions were lower than expected.

Some infrastructure projects that could not be carried out this year will be carried forward to 2025/26.

We are on course to meet our reserves target of 9 months’ income, by 2027/28.  The budget for 2025/26 was presented and projects rolled over and new projects were listed.

The proposed assessment increase is 3%.

It was commented that it may be beneficial to hear more during the year about the extensive amount of work being undertaken. It was also commented that given the amenity offered by our gardens, our subscriptions represented good value.

The accounts and assessment rates for 2025/26 were adopted, proposed by Claire Smith (Moray Place) and seconded by Jean Keeling (Forres Street). 

  • Nominations for the Gardens Management Committee

Committee members standing for re-election were Ken Dixon, Ewan Jeffrey and Navraj Ghaleigh. 

Three new members were proposed, Malcolm McGregor, Mike Moir and Robert Young.

It was proposed by the Chair that these were considered en bloc.

All appointments were approved. Proposed by Ruth McIntyre (Moray Place). Seconded by Grace Durham (Forres Street).

  • Re-appointment of Secretaries and Treasurers 

Re-appointment of Whitelaw Wells was proposed by Simon Murphy (Darnaway Street), seconded by Vanessa Glynn (Moray Place) and approved by all. 

  • Any other business


It was proposed that the minutes record the passing of Sir Geoff Palmer on 12th June 2025.  A significant figure in human rights, Sir Geoff had delivered a memorable talk during the Moray Feu bicentenary.

Feuars were reminded that the dogs on leash in Moray gardens policy would be in place again during July and August, 10am to 8pm every day.

The AGM for Randolph proprietors will take place in the Autumn.

The Residents Association has a new Chair, Andrew Dobson. Owners who have not already done so are encouraged to join.  The RA is running a workshop to discuss concerns about traffic in our neighbourhood.  It will take place on Wednesday, 25 June 2025, 6.30-8pm at St John’s Church.

  1. Close of meeting

The Chair thanked attendees and closed the meeting at 7pm.  Attendees were invited to drinks in Moray Place garden.

AGM 2026 – Resolution to adopt the attached draft constitution

OWNERS OF THE MORAY FEU GARDENS

Ainslie Place, Moray Place and Bank Gardens

CONSTITUTION

Owners

Owners are proprietors of properties in the Moray Feu who, as owners in common of one or more of the gardens in Moray Place, Ainslie Place and the Bank Garden (“the Gardens”) are obliged, in terms of their property title, to pay a share of the costs of conserving, upholding and maintaining the gardens.

Purpose

To conserve, maintain and uphold the Gardens.  The Committee may recommend rules to be observed by Owners using the Gardens and initiatives that will enhance the environmental sustainability of the gardens, improve the facilities available to Owners or such other measures that are considered to be beneficial.  Any such  matters recommended will be considered by and determined by Owners at the Annual General Meeting.

[Members]

[Members are the Owners who have rights in and responsibilities to maintain the Gardens.]

Committee

A Gardens Management Committee shall be appointed by the Owners in Annual General Meeting.  The Committee shall select one of their members to act as Chair.  The Chair shall hold office for a maximum period of 5 years.  Each Committee member shall hold office for a period of 3 years and shall demit office at the conclusion of the Annual General Meeting coinciding with the end of his / her term of office, but shall be eligible to stand for re-election provided members shall be entitled to serve on the Committee for a maximum of 9 years in total.  Any vacancies arising in Committee may be filled by the Committee co-opting an Owner to hold office until the next AGM.

The Committee shall appoint a professional Secretary and Treasurer.

Meetings of Owners

The Committee shall convene an Annual General Meeting (“AGM”) each year in June, if practical, at such time and place as may be determined by the Committee:  All Meetings of the Owners other than an AGM will be called an Extraordinary General Meeting (“EGM”).  Meetings will be convened on not less than twenty-one days’ notice.  The Quorum for a general meeting will be 10 or more Owners present in person or by proxy and entitled to vote.  The Committee may convene an EGM at any time and 50 or more Feuars entitled to vote shall be entitled to request the Committee to convene an EGM by notice in writing.

Finance

To ensure that there are adequate funds, including appropriate reserves, to meet the costs of maintaining the gardens, the Committee will prepare a budget which will determine the annual assessment payable by Owners which assessments will be presented to and approved by Owners at the Annual General Meeting.  The Treasurers will hold funds on behalf of the Owners and accounts of the gardens management transactions will be prepared and presented to the AGM.