MINUTES OF THE ANDOVER PHOTOGRAPHIC CLUB COMMITTEE MEETING

MONDAY 9 January 2023

AT THE LANDALE WILSON HALL ENHAM

In Attendance:

Will Delves

Steve Govan

John Randall

Esther Gallimore

Barry Rodker

Linda Gates

Gavin Fisher

Christina Marsh

Chaz Clark

• Item 1. Apologies: Steve Davies

• Item 2. Minutes of the Last Meeting and Matters Arising.
  • Item 2a WD has conducted some training for SG, recorded the training and distributed the link. Further training is required in specialist issues for LG. Action: WD, LG.
  • Item 2a. It was agreed that SG would type the minutes to the website. Action: SG.
  • Item 2c. The action currently remains with SD to provide an update on the Safeguarding Policy. Action: SD
  • Item 3c. WD undertook to circulate the survey soon. Action: WD.
  • Item 8. It was noted that GW had offered to continue to allow the Focus Group meetings to take place at his shop. After discussion CM offered to see if she could get surplus chairs from her school. WD stated that he would visit GW to ask if he would be prepared to keep the chairs at the shop. Action: WD. (Afternote: CM has confirmed that 10 chairs could be made available.)
  • Item 10c. The review of policies remains ongoing. Action: All.
  • All other actions had been completed or would be covered elsewhere in the agenda, it was agreed that the minutes were a true and fair record of the meeting.
• Item 3. Chair’s Report.
  • SG identified in his report 2 main issues to be addressed.
  • It was agreed that the format for the Christmas Function had been a success. It was suggested that for the next function suitable Opera Christmas music would be provided. It was agreed that the water droplet session had been successful and should be considered for future programmes.
  • SG confirmed that he intended to step down as chair at the end of the season, after 6 years in the role. This led to significant discussion and it was agreed that:
    • The committee would consider an alternative structure based on a progression from Vice-President, President and Past-President. It was suggested that if implemented a volunteer would commit to 2 years in each role. Action: All
    • Such a change would have to be agreed by an AGM or EGM.
    • BR would distribute the latest versions of the Role Descriptions, which  would need to be updated, completed and returned to BR, by mid-February.  Action: All (Afternote: BR has circulated the drafts)
    • This would need to be a separate agenda item for the next Committee Meeting. Action: SG
    • WD undertook to establish a Committee WhatsApp group. (Afternote: Completed.)
    • SG undertook to send out a reminder of outstanding actions 2 weeks prior to the next Committee Meeting. Action: SG
    • SG undertook to include previous minutes when sending out the Agenda. Action: SG
• Item 4. SCPF Representative. GF confirmed that he would take on the role of SCPF representative and JR undertook to notify SCPF. Action: GF and JR
• Item 5. Secretary/Competition Secretary.
  • JR commented that he would be absent on 2 February and EG volunteered to be the club’s independent marker at our SCPF PDI League Competition. Action: EG
  • JR confirmed that he had the SCPF Print League panel for 16 February, and would be in contact with the next hosting club to ensure that they collected it after our round. Action: JR.
  • JR confirmed that the club would need 30 prints (any size and format) for the Prints vs Paintings Competition on 4 May. It was agreed that LG would coordinate the APC panel, SG undertook to include in the newsletter. Action: LG, SG.
• Item 6. PDI Secretary. Following discussion, it was agreed that for all future competitions, the deadline for entries would be 2 am on the Monday morning, not the Wednesday morning. WD undertook to amend the website and SG undertook to include in the newsletter. Action: WD, SG
• Item 7. Programme Secretary.
  • SG agreed to contact Phill Fisher regarding his programmed session on 26 January. Action: SG (Afternote: Email has been sent.)
  • It was agreed that the 9 February session would be Timed Exposure, SG would announce in the newsletter. Action: SG, All.
  • The session ‘You’re The Judge’ on 19 January was discussed and it was agreed that JR would liaise with selected clubs to use a panel of their images. Action: JR
  • For the AV competition programmed for 2 March, WD would set up a dropbox and LG would project the AVs on the night. SG would advertise in the newsletter. Action: WD, SG, LG.
  • The programme shows a Practical Session for 23 March. Committee members are asked to offer any suitable ideas. Action: All.
  • EG commented that she was keen to start on the new programme, but this was dependent on the survey which had yet to be sent out.
• Item 8. Development Secretary.
  • WD confirmed that the Fireworks Session was still outstanding, but as it is weather-dependent we had to wait for a suitable opportunity. Action: WD
  • WD reported that he had had discussions with SF and agreed that the Focus Group sessions would involve some run by SF at his studio and some by WD. SG undertook to ask members if they had any requests for Focus Group sessions. Action: WD, SG
• Item 9. Treasurer. BR had circulated his report in advance, and there were no questions.
• Item 10. AOB.
  • EG commented that she had been to the SCPF exhibition opening in Salisbury, and had been impressed, but disappointed that the club had not contributed a panel.

• Item 11. Time and Place of next Meeting. 13 March 2023 at Enham.

Signed and Released:

S Govan

12 Jan 23

Action:

All Committee Members