Minutes of the Southern Photographic Federation
Quarterly Meeting No. 154 (AGM)
1st May 2003
Peter Symonds College Winchester

1. Apologies
   Stan Webb, Bryan Powell, Havant CC, Chichester CC, Steyning CC, Disabled Photographers Soc.
   
   
2. Present
   Representatives of the following clubs: Alton CC, Andover SIPS, Bognor Regis CC, Bournemouth CC, Burghfield CC, Farnborough CC, Fordingbridge CC, GEMS PS, Gibraltar PS, Gosport CC, Highcliffe and Infinity CC, Horndean CC, Locks Heath & Sarisbury CC, Marwell Zoo PG, Ordinance Survey PS, Petersfield PS, Portsmouth IC, Prism PC, Salisbury CC, Southampton CC, Southern DI Group, South Reading CC, Spectrum, Viewfinders of Romsey CC, Winchester PS, Wonston and Worthys CC, Woolston CC.
   
   
3. Minutes of Meeting 153
   The minutes were accepted as correct and signed by the President.
   
   
4. Matters Arising
   
   See section 13 in minutes of meeting no. 153: About three clubs meet SDIG in the league. Since a large number of SDIG members are also judges this makes it difficult to get judges for the league. It would make judge selection simpler if judges declared in the handbook all of the clubs that they belong to. Can this be done?
   
   The Council has looked at this and found that judges already show all the clubs they belong to in the handbook. No further action.
   
   
5. President's Report
   
   This was Bill's last meeting as President. There had been many problems during his two years in office, and the loss of Pat Christiansen particularly, given the circumstances, had been very distressing. Several Council members had had to leave, and more were leaving at this AGM making a loss of 8 in all. There have been no nominations for the new Council, which was very disappointing. Luckily there have been a few people who have come forward and offered help in non-executive roles for which he was indebted.
   
   All the northern Council members (Caroline Colegate, Bryan Powell, Andrew Wilson) will not be rejoining the Council. We do want more representation from this area. Travelling time/distance may be considered a problem but it is no further than some of the Council already travel from the west and east of the region. Winchester is central to the SPF. We can amend meeting start times, or put time limits on meetings for anyone who would consider joining the Council. Bill appealed for people to come forward tonight - particularly a minute secretary. We do not want to put more work on fewer people and possibly end up with a cessation of the SPF as has happened to several clubs recently due to lack of volunteers.
   
   On a positive note Bill reported that he had been to many excellent exhibitions and seen some outstanding work. He had enjoyed representing the SPF during his two years in office.
   
   
6. Secretary's Report
   
   1. A calendar of PAGB events for 2004 is now available, which has been posted to clubs and put on the website.
   2. We have also received draft guidelines for holding digital exhibitions. These have been posted to clubs and put on the website.
   3. Notification of the National Audio Visual Championships to be held at Buxton has been received.  For more details see also www.navc.org.uk
   4. A rota for the PAGB annual competitions and exhibitions up to 2008 is also available. This has been posted to clubs and put on the website.
   5. Notice has been received of the 8th National Exhibition of Monochrome Photography Cotswold Salon 2003 at Blackfriars Priory, Gloucester. This has been posted to clubs and put on the website.
   6. Details of NEMPF's Photographic weekend and conference is also on the website.
   
   
7. Treasurer's Report.
   
   Those present were given a copy of the end of year balance sheet. John thanked Liz Whitemore for auditing these.
   
   The SPF is in a financially sound position with a net 'profit' of £842.48.
   
   Laurie Jenkins proposed that the balance sheet be accepted and this was seconded by Pauline Thornhill. The meeting voted to accept the balance sheet.
   
   It is proposed that next year's SPF subscriptions be increased in line with the agreed formula for inflation. Allowing for rounding they would now be:
   
   

   Clubs with	up to 25 members	£39.50
   	26 to 50	£52.50
   	51 to 75	£67.00
   	more than 76	£81.00

   
   These increases were proposed by Jon Mitchell and seconded by Bill Flood at the last Council meeting, they now need approval at this AGM. A vote was taken and the increase approved unanimously.
   
   New SPF membership forms were distributed at the meeting. To reduce confusion these only require payment of the subscription. Costs for entry to competitions etc. will be required separately.
   
   A levy for late subscription payment is dealt with under item 15.
   
   
   
8. Competition Secretary's Report
   8.1 League
   As requested changes have been made to move some clubs to other sections. However this has also caused some complaints. In the south and east sections there 7 clubs per section, most other sections have 8 clubs, and in one case, because of a late entry, there are 9 clubs.
   
   Some rule changes are expected which will be put in the new handbook and on the website. Two venues are needed in 2004. One will be in Basingstoke, but another is needed for April - suggestions please to Dave Rigg.
   
   8.2 Slide/Print Championships
   
   The next championships are scheduled for 25th January 2004 which will be for prints this time. Maureen and David Toft have volunteered to organise the event and have devised a set of rules that the Council will be considering.
   
   
9. Exhibition Secretary's Report
   
   Bill Flood reported that entry forms were now ready for distribution. The hanging date is likely to be 8th January 2004, preview on 9th January, and taken down on 2nd February. It will be restricted to 37 clubs. Each club will be able to submit 6 prints (preferably 16x20). Forty clubs will be able to submit 8 slides each. The entry fee will be unchanged. The Council is very grateful for Geoff Kelland's (Winchester CC) offer of help.
   
   
10. PAGB Exhibition Secretary's Report
    
    Once again Anne appealed for the Federation's best work for consideration. There is a lot of good work within the SPF that could be used but which is not always made available, consequently our results are not as good as they could be.
    
    Entries will be selected with the help of Bob Elliott on 22nd May. Anne will accept entries up until that day.
    
    The SPF was able to send last year's slides to the Channel Islands in December.
    


11. Publicity Secretary's Report
    
    No report.
    
    
12. Newsletter Editor's Report
    
    No report.
    
    
13. PAGB Executive Member's Report - PAGB AGM 2003 & Executive Meeting.
    
    Compared with previous years, when the AGM lasted for about 30 minutes, this year's was an epic that continued for one and a half hours.
    
    The salient points from the meeting are as follows.
    
    Peter Brown was elected President and replaces Mrs Jane Black, having completed her term of office.
    
    Finances: PAGB currently holds £17,306 in the Natwest and £17,967 in Bank of Ireland. Much of this money is already allocated to various future activities.
    
    J S Lancaster Medal - the highest PAGB award for meritorious service to photography. There were two recipients this year:
    
    Sir George Pollock - for his work in advancing the boundaries of AV work and his sterling efforts for the RPS. Sir George, in an acceptance address made a very forthright speech imploring the RPS and PAGB to work more in harmony. This was even more pertinent as the President Elect of RPS - Roger Reynolds was at the meeting.
    
    Ian Platt for his services to member clubs, Federations, the PAGB, the RPS and, most importantly, being the UK link to FIAP.
    
    In both cases the citations read out really did bring home the debt we owe to both for giving so much of their time to photography.
    
    The other matters that extended the normal AGM time were:
    
    1. A response from Roger Reynolds confirming, if he is elected, a greater liaison between RPS and PAGB, with a wish to promote joint events more, and close co-operation between the RPS regions and Federations - the boundaries of which are very similar in most instances. A move to London and second a possible central location using Smethwick club's facilities.
    
    2. The subscription rate was confirmed at £21, which is £1 more than last year.
    
    3. A request from the floor that the PAGB Distinctions are held at one central venue in the country rather than spread around the whole of the PAGB area (Birmingham was suggested). The Executive Committee asked Fed Reps to raise this. Logistically this does create great problems:
    
    
    a. Either Midland Counties would have to organise each event (they are not willing) or each Federation in turn would have to try and organise in a venue they do not know.
    
    b. Costs would escalate as Fed reps would have to be accommodated for at least two nights.
    
    c. Transportation of equipment or hire at the central location.
    
    d. A fall-off of entrants. There is a noticeable rise in entries from the area where the event is being held.
    
    e. PAGB held their meetings in Birmingham for a while, following a similar request and it was found that transportation costs rocketed.
    
    
    4. A request from the floor asking for all judges appointed to assess the Distinctions hold at least an MPAGB. This could not be supported as there are too few MPAGBs at present and many of those who are do not, and are not, prepared to judge. Rod Wheelans, Distinctions Chairman for Prints and Slides gave a robust explanation of the current situation.
    
    The provisional date for the next AGM has been fixed as Saturday 17th April 2004, venue to be confirmed.
    
    Other issues arising from the weekend:
    
    FIAP Distinctions. There have been changes to the qualifications for EFIAP. An additional requirement is that acceptances must have been achieved in at least five countries other than England, Scotland and Wales. Full details will be in the handbook promised for September. If anyone needs details earlier consult the PAGB website www.pagb-photography-uk.co.uk/fiap.htm
    
    Although Bryan Powell has already mentioned this, print workers please note that FIAP have changed the definition of Black and White (Monochrome) photography. Many toned pictures may well find themselves in the colour category. This definition will be adopted by PAGB with effect from 2004. The Print Championships. Details will be sent out in August. Few small changes to rules. Entries have to be a mixture of B & W and colour (min. 5 of each). Deeside re-booked for 2004.
    
    Award of APAGB. This is an award for meritorious service. Whilst normally granted to people who have given service to a Federation or the PAGB it is also open to club members who have provided exceptional service to their club(s). PAGB wish this to become the Absolute award and that the person nominated should have already been honoured by their club(s) and/or Federation(s).
    
    Five nominations have been successful in the April review but details are being withheld until suitable presentations have been made. None of the successful awards were from this Federation area.
    
    David Marsh who runs the Insurance Service needs to know of any change to Treasurer before 7th May.
    
    PAGB Judging Lists. Nominations must be in writing and in confidence. The nominated person must not be made aware that they are being put forward which has not always been the case in the past.
    
    
14. Election of Officers
    
    Bill thanked Council members for their help and support, a substantial number would not be serving again. The following were willing to continue on Council if so required: Bill Flood, Dave Rigg, Ernie Fullbrook, George Walsh, Jon Mitchell, Anne Mahany, Leo Rich.
    
    There being no candidates put forward, Anne Mahany agreed to stand as President, proposed by M Harrington and seconded by T Gelleburn (both of Fordingbridge CC). The meeting voted unanimously in favour.
    
    Bill Flood automatically fills the post of immediate past president. Bill will also act in an ad hoc way as the Exhibition Secretary with help from Geoff Kelland who does not wish to stand for Council.
    
    Vice President: no nominations.
    
    Secretary: no nominations.
    
    Treasurer: Jon Mitchell was proposed by Bill Flood and seconded by Sheila Read. The meeting voted unanimously in favour.
    
    League Competition Secretary: Dave Rigg will continue in this role. David and Maureen Toft have volunteered to run the Slide and Print Championships.
    
    Newsletter editor: Trevor Muston was proposed by Jack Whitemore and seconded by Anne Mahany. The meeting voted unanimously in favour.
    
    Publicity Secretary: David Kessel was proposed by Anne Mahany and seconded by John Mahany. The meeting voted unanimously in favour.
    
    Handbook Secretary: Ernie Fullbrook will continue in this role.
    
    Other Council Members: three other members are required. There being no nominations, the meeting agreed that the Council could co-opt members as required.
    
    At this point Bill handed over to Anne Mahany. Anne thanked Bill for his stalwart work during a difficult period during which there had been many changes. She was sorry that a long-standing member of the Council Stan Webb had been forced to stand down through ill health. Stan had given many years of service to the SPF. It was important to avoid a collapse of the Federation so more volunteers were urgently needed to ease the workload. Ladies in particular would be welcome! Communication with member clubs has been a real problem and the advent of the website has been a boon for communication.
    
    
15. Vote on an amendment to the constitution (handbook page 6 section 6).
    
    Subscriptions (proposed by Jon Mitchell and seconded by Bill Flood): 'Clubs whose subscriptions are outstanding on 31st October, may only be renewed by payment of a penalty to be determined by Council, plus their annual subscription'.
    
    This proposal, formulated by Council, was put to the meeting with a suggested penalty of £5. The meeting voted unanimously for acceptance.
    
    
16. AOB
    
    16.1 Farnborough CC has a new chairman and treasurer who would like a layman's guide to the insurance cover provided by the PAGB insurance. The handbook (page 25) does not make this at all clear. Jon Mitchell explained that we have for a long time been trying to get an understandable statement but without success. Leo Rich assured the meeting that the cover provided was the best that could be obtained, and short of clear negligence, would cover all eventualities.
    
    16.2 Petersfield CC made a proposal to remove rule 15 subsections 3 and 4 from the rules of the SPF league competition. Their reasons were:
    
    1. No two judges are the same. Some like to mark low and give only one 10, others mark higher and give as many 10s as they feel appropriate on the night.
    2. If one of the joint clubs happen to have had a round against the lowest two clubs in the league, their marks could appear inflated.
    3. It cannot be often that two clubs tie on points overall and tie in their round against each other with exactly the same number of 9s and over. Why not let both go through to the semi-final?
    
    It was agreed that Council would consider this.         Action: Council
    
    16.3 . The point was made from the floor that there were low turnouts for league competitions - so why run them at all?
    
    16.4 Peter Read, the SPF Webmaster, gave the following for information. Use of the website was showing an increasing trend as shown by the following: