Executive Committee Meeting Minutes 23 July 2011 Opening: The regular meeting of the KCPA Committee was called to order at 14:00hrs on 23rd July 2011 in Detling Village Hall, Pilgrims Way, Detling, Maidstone, Kent by Mr. Mike Auger Treasurer of the KCPA in the President s absence. Present: Attendees: Clive Tanner (CT) from 14.20hr 16.00hr, Jane Puncher (JP), Gary Carter (GC), Bill Waring (BW), Sid Bone (SB), Peter Tulloch (PT), John Bowsher (JB), Mike Auger (MA), Mike Betts (MB), Melanie Chalk (MC), Alan Crotty (AC) Apologies received from: Alan Lomakin (AL), David Hall (DH), Brigitte Amey (BA), Su Flood (SF), Penny Lewington (PL) 1. Approval of Agenda: The agenda was unanimously approved as distributed. 2. Introductions to new EC Members As David Hall had given his apologies this was postponed until the next EC Meeting 3. Approval of Minutes: MA wished to correct the minutes as follows: Item 8 KCPA Mileage Expenses MA wished the mileage expenses to be accepted by the KCPA as the KCPA Rate, not as a result of the PAGB changes and he did not wish the KCPA rates to be tied to the PAGB rates. The minutes of the previous meeting on 21 st May 2011 were then unanimously approved and signed by MA. 3. Matters Arising from Executive Committee Meeting 21 st May 2011: MA stated that the Schedule of Insurance for the KCPA Regalia has still not been received, BW reported that the brokers only keep paper records for two years and have no records available now. BW has asked AL and others to create a list of regalia. BW stated that he does not normally manage the all risk s insurance but would be happy to do so in future, MA proposed that the EC accept this offer, carried unanimously. KCPA Committee Minutes 23 July 2011 1
Storage Facility for KCPA stands and boards long term solution remains outstanding. JP confirmed that the stands etc are currently at Storage King in Aylesford at a cost of approx 50/month. MA had suggested an alternative option at St Mary s on the Marsh in a container on a caravan storage site for 500/yr but the fee was negotiable, MA to investigate further and report back. 4. Treasurers Report: Treasurers Report was submitted in advance and is attached to the Agenda, MA reported one error on the report (Page 6, the statement accounts affiliation officer should read accounts verification officer ). MA issued a further statement which is attached to these minutes in its entirety. Annual Exhibition: The 2011 Annual Exhibition figures were: Exhibition costs 2600 Income 1750 Showing a Nett Loss of 850 for 2011. A number of proposals have been made for the 2012 Exhibition: Entries will be called for by 31st. December 2011 Entrants may submit up to 12 prints in total without specifying category; that will be decided by the Judges Cost will be 2.00 per print Each entrant will have one print minimum exhibited Judging will be at Detling early in February (I believe Alan has already booked the Hall) Judges have yet to be selected but to keep costs reasonable we should look to book judges from neighbouring Federations It is hoped that the Exhibition will be held in Maidstone Museum and CT will keep all informed about the progress of his discussions with Museum chiefs It is envisaged that the show will be on display for 8-10 weeks, possibly changing some prints if space does not allow all prints to be hung at one time The Museum space will not be free but costs should be reduced from those levied by KCC There will be further savings due to judging venue hopefully but we really do need to get more sponsorship/advertising revenue which Bill Wearing has offered to spearhead. However, CT would like us all to contribute where possible, give Bill any leads we may have and we will make a financial and artistic success of the Exhibition. Cost Headings: MA submitted a proposed list of heading (Pg 9 of Agenda), any additions or amendments are welcomed from EC members none suggested. Events other than Annual Exhibition: Budgets have been submitted to MA for the forthcoming events by the host clubs. MA proposes that that figures should be accepted and that the KCPA underwrite any losses providing the budgets are met and any substantial changes indicated to MA in advance. Suggestions have been made that perhaps Ross Cup and Annual Exhibition could be run in tandem. Other Matters: MC suggested that the KCPA should investigate sources of local funding for events, MC will report back on possible sources for the future. KCPA Committee Minutes 23 July 2011 2
MA to do all future invoicing on behalf of the KCPA MA was appointed as Treasurer by the EC and Tony Hill as Accounts Verification Officer, future verification officer support is being negotiated as Tony Hill s replacement. MA to send invoices to Associates based on the new Associate fees discussed at the AGM. GC pointed out that the fees printed in the yearbook are therefore incorrect as they show the previous figures. MB reminded MA that the Sussex Federation needed to be invoiced an Associate fee. PT asked if the KCPA financial year timings are satisfactory due to tight timescale between end of the financial year and AGM date. MA indicated that the end of the financial year should be moved to end of April with the AGM at end of June. This change was unanimously agreed by the EC. PT raised the issue of the KCPA underwriting any losses to Associates running KCPA events, felt that the matter was covered in the Yearbook on page50. 5. Executive Officer Reports & Points of Interest: Written reports were submitted in advance by the Publicity Officer, Treasurer, Web Manager, PAGB Delegate, Insurance Officer, copies of these are attached to Agenda (totaling 14 pages). Points of Interest: GC reported that Gallileo Solutions have taken an advert in the latest yearbook, as he has a spare page he gave a price of 30 per insertion but they have asked for a reduction if they take all four editions for the year. Was agreed that they should pay the appropriate rate Website advertising matter to be discussed at next EC meeting GC had received a request from a professional photographer who wished to be included in the yearbook as a lecturer, agreed that this should only be allowed if the individual is a member of one of the Associates. 6. PAGB Awards: MB reported that two persons still haven t received their PAGB certificates which have been sent to the Associate Secretaries and subsequently misplaced. MB will feedback via PAGB that this process doesn t work and request replacement certificates are now sent directly to the recipient. MB submitted correspondence from the Western Counties and the PAGB response. JB proposes that the KCPA should write back to Rod Whelans saying that the KCPA feels the criticisms are unfounded and that the KCPA supports the PAGB view. JB will liaise with CT to issue the response letter. 7. Queries following AGM Financial Report: No queries identified. KCPA Committee Minutes 23 July 2011 3
8. Delegate Expenses a Federation or Associate Expense?: It was proposed that the AGM delegates should have their expenses met by their Associate in future this now needs to be proposed to the 2012 AGM for approval. PAGB and EC expenses to remain a Federation expense. 9. Publication of Winners Names in Yearbook: Agreed that only the previous year s winners names should appear in the yearbook, and historic records be displayed on the website. Matter to be referred back to CT. 10. Rules for PDI/Projected Image Competition: To be referred back for CT s input at next EC Meeting but AC to advise. JP to respond to Sue Pounds-Longhurst regarding her query advising that this will be discussed at next EC meeting. 11. Projected Image Competition offer by Seaford: MA to write to Seaford confirming that KCPA will provide comfort according to their budget, request notification of any significant budget changes prior to the event and offer suggestions for making this a successful event eg presale of tickets. 12. Diamond Jubilee Competition offer by Bexhill: MA to write to Bexhill confirming that KCPA will provide comfort according to their budget, request notification of any significant budget changes prior to the event and offer suggestions for making this a successful event eg presale of tickets. 13. Judges Panel: CT reported that there had been no further meetings of the Judges panel since the AGM however there were reports to be made on the following points: Position of a Premier Judge discussed, agreed to wait until the start of the 2011/12 season and see if this Judge joined an Associate. To be discussed after October 2011. Promotion of an Accredited Judge to Premier Judge status, CT to confirm in writing to this person and publish the promotion in the next newsletter. CT reported that five new Provisional Judges have been added to the list following the training day. Accreditation Session is to be held shortly and six Judges have been invited to this, CT reminded the EC that Provisional Judges may also apply for Accreditation. Mentoring scheme planned and organized by Paul Adams successful. 14. Other Matters carried over from last EC Meeting not on Agenda : None. KCPA Committee Minutes 23 July 2011 4
15. Any Other Business: SBCC Competition rules distributed by JP to EC members, agreed this could now be distributed to Associates. MB discussed the matter of Kent Clubs being admitted to the Sussex Federation slide competition, MB will follow this up with the SF committee and report back to the EC. PT raised a number of corrections he felt necessary to the AGM draft minutes, will email these to JP. PT questioned whether the AGM had voted on the proposed changes to the Associate fee structure to be discussed at next EC meeting. 16. Adjournment: Meeting was adjourned at 17.30hrs by Mike Auger. The next Executive Committee Meeting will be at 14.00hrs on 17 September 2011 at Detling Village Hall, Pilgrims Way, Detling, Maidstone, ME14 3EY. Other Dates Agreed: AGM at 14.00hrs on 30th June 2012 Detling Village Hall, Detling, Kent. Delegate Meeting at 14.00hr on 3rd December 2011 venue tbc Other Dates Proposed: EC Meeting at 14.00hrs on 19th November 2011 venue tbc EC Meeting at 14.00hrs on 14 th January 2012 venue tbc EC Meeting at 14.00hrs on 17 th March 2012 venue tbc EC Meeting at 14.00hrs on 12 May 2012 venue tbc Minutes submitted by: Approved by: Jane Puncher Clive Tanner, President KCPA KCPA Committee Minutes 23 July 2011 5
Treasurers Comments for EC Meeting 23 July 2011 Present position shown is the worst and as I am unaware of outstanding income or expenses please keep me in the loop. I am new to the KCPA and EC and constructive advice is always welcome. No member past or present is to blame for the present position and I fully realize how much effort and time is put into KCPA by members. I do not wish to become involved in the day to day decisions and realize some expenditure in say running events must be made and the treasurer advised at a later stage. However, I propose to be a much more pro-active treasurer but in no way are any comments personal criticism of any members. The tasks you do, in no way could I carry out in such a constructive manner. It is only right and fair that all financial matters which should be brought to EC are at least advised to treasurer in advance so that he/she has time to consider them. Also comments to others that I am unwilling or unable to produce figures in future will not be accepted unless I have the opportunity to explain my decision first. A treasurer can make an organization financially perfect but can also ruin the objectives of the organization. This is not my intention, but to ensure that financial decisions taken, are fully thought through. Hopefully I will be able to produce projected cash flows in future. As KCPA ask for estimated budgets from Associates the treasurer should be prepared to do this for KCPA. It is the EC who makes the final decision on major financial matters such as fee levels etc. Possibly we need a five year plan, as has been suggested, showing our events and with this could be a five year financial plan. Once set up, the time taken in updating the financial figures should be reasonably easy Past financial figures are not always the best guide and a comparison of actual against budget does show why differences have taken place. Costs have increased for all of us. As treasurer I believe that we should all claim our expenses. There are two reasons for this. Firstly, we all give an enormous amount of time to KCPA and KCPA is not everyone s first priority and we should not financially be expected to subsidize KCPA. If it becomes the custom not to claim it could deter members and clubs from assisting. Also we are hiding the true cost of running an organization of 1500 member which long term could have severe financial implications. Mike Auger Treasurer, KCPA KCPA Committee Minutes 23 July 2011 6