SOUTHERN PHOTOGRAPHIC FEDERATION
Minutes of Meeting No. 163 held 16th September 2005 at Peter Symonds College , Winchester .

1 •  APOLOGIES . E. Fullbrook, D. Kessel, L. Lambeth, D. Rigg, P. Read, Bognor Regis CC, Bournemouth CC, GEMS PS, Gibraltar PS, Lymington CC, Ordnance Survey CC, Overton CC, Petersfield PS, Prism PC, Ringwood CC, Solent CC, S. Reading CC, Sway CC.

2 •  PRESENT . Alton CC, ASIPS, Basingstoke CC, Beaulieu CG, Bracknell CC, Chichester CC, Disables Phot. Soc., East Berks PS, Fareham & Portchester CC, Farnborough CC, Fordingbridge CC, Gosport CC, Havant CC, Hayling CC, Highcliffe & Infinity CC, Horndean CC, Jersey CC, Locksheath & Sarisbury CC, Newbury CC, , Poole & Dist. CC, Portsmouth IG, Salisbury CC, So'ton CC, S.Electric S & SC PS, Spectrum, Steyning CC, Viewfinders of Romsey CC, Wimborne CC, Winchester PS, Woolston CC. Yateley CC.

3 •  MINUTES OF MEETING 162 held 5 th May 2005 amended to include under item 20 (Election of Officers) - Bill Flood as SPF Exh. Sec and Anne Mahany as PAGB Exh. Sec. They were then approved and signed.

4 •  MATTERS ARISING. None.

5 •  PRESIDENT'S REPORT . Jack welcomed Mike Jones - the southern area organiser for the RPS - to the meeting & hoped that there would be closer liason between the two organisations. He congratulated everyone involved in our success in the PAGB Print Exh. (Details under item 11). He extended thanks to Laurie Jenkins of So'ton CC who has retired after 25 years as a judge. Mention was also made that some other regular names had also disappeared from the list of judges - so a thank you to those who had also retired. The President had attended the opening of Farnborough CC's Exh., a club with a local library, willing & able to display their work.
The President then presented Ron Fowler and Jim Gaines both of Farnborough CC with their Roll of Honour certificates in recognition of their dedication & hard work to their club.

He thanked Ernie Fullbrook for the tireless work he had put in on the production of the new SPF Handbook, now available for distribution to the clubs at the meeting. He also thanked other Council members who had been involved with checking etc. The Digital Sub Committee appointed by the SPF had produced a very comprehensive report, but it had been decided not to publish until Leo had attended the PAGB Executive meeting early in October, as there would be info. to add from their Tech. Standards Sub. Comm. report as well. The President congratulated Soton CC on coming 4 th in the PAGB Slide Championship held at Warwick in the summer.

6 •  SECRETARY'S REPORT. She apologised to anyone, having sent e.mails using her 'alias' as until two days earlier they would not have been delivered. The webmaster had not dealt with the change in her provider & also senders were receiving an automated message indicating their messages had been received (when they had not) & a reply would be sent. She asked if anyone using her 'alias' had not had a reply to contact her again.

An innovation with the new Handbooks was a list of diary dates at the rear. These would be updated on the web and published quarterly in Exposure (available on the website as well). One date which has had to be changed is that for the February Quarterly - it will now be a week later on WED. FEB. 15 TH 2006.

7 •  TREASURER'S REPORT . Cash in hand £23.30, Current a/c £312.02, Deposit a/c £6458.38. So far 55 out of total of 68 clubs have paid subs. He reminded remaining clubs that subs. needed to be paid by 31 st October to avoid the payment of a levy. Clubs were warned that they should be prepared, following the rapid increase in fuel costs, for lecturers/judges to increase their charge as bookings would have been made possibly more that a year ahead. PAGB rates at present are 22p per mile plus the cost of fuel. Leo had done a calculation (he had been made aware that some were charging an excessively high rate) & this showed, allowing for fuel costs, no judge should be charging more than 36p per mile. NB. Lecturers can increase their charge to cover other expenses.

8 •  EXHIBITION SECRETARY'S REPORT. The judge will be Ann Smith of the Surrey Fed. Maximum number (39) of print entries received - oversubscribed by two clubs. They will be first choice should any drop out. Slide entries 33 so far, but willing to accept others up to 31 st October - closing date for details of titles. As 2/3rds of clubs opted for email corres. all clubs will prepare own labels for back of prints (size approx. 2.5 x 1.5 inches). As February Quarterly put back to 15th , another week available for any clubs wishing to show slides - contact Bill. In reply to a question, he advised max. print size was 20 x 16 inches. PAGB now use metric scale of 500 x 400, so it was felt SPF should do likewise. To be followed up by Council. Action - SPF Council .

On make up of panels, Clubs advised it was not possible to predict judges' preferences.
Bill reminded meeting that he would be retiring at the AGM, so a successor would be needed.

9 •  LEAGUE COMPETITION SECRETARY'S REPORT. In his absence it was reported that all title/author details for 2005/6 should be in by 6th Oct. Forms available for clubs wishing to participate in league for 2006/7. Rules for league competitions in Handbook.
The meeting was also reminded that Dave would be retiring at the AGM also, so again a successor was needed.
Clubs were reminded that with no secretaries to deal with the admin. there would be no league or exhib. in 2006/7.

10 •  PRINT CHAMPIONSHIP SECRETARY'S REPORT. So far 12 clubs applied toenter. Closing date was 6 th October & spare entry forms available for any needing them. Entrance on the day would be £4.

11 •  PAGB EXHIBITION SECRETARYS' REPORT We had more acceptances this year - 6 colour & 8 mono. We came 2nd in mono & 8 th in colour with Lancashire & Cheshire winning both sections. Few showings around UK but one now recently arranged at Weymouth Library from 5 th to 23 rd Dec. (Mon - Fri 10 - 4 & Sat. am only).
Selection of slides for PAGB Slide Exh. will take place on 22 nd Sept. Anne willing to accept slides up to that date.
SAE if prompt return required, otherwise Dec. Quarterly. Details of Clubs showing PAGB slides in Exposure.
Anne thanked everyone who had sent in work from which selections made.

12 •  ROLL OF HONOUR/RECORDS OFFICER'S REPORT. Since the AGM four nominations received for Roll of Honour. All approved by Council. Two, Jim Gaines & Ron Fowler were presented with theirs earlier in the evening & the others will be presented at their own clubs later in Sept. Because of various problems, it has been decided that all future presentations will be made at recipients own club in front of own club members. Four further requests received. The meeting was advised that to be nominated a person needed to have given service to their club over a period of at least 10 years. The recommendation needed a proposer/seconder & two referees. At present the referees are not required to sign the nomination form, but to avoid confusion it was felt they should, as they would then be aware of what was happening. There are many members of camera clubs deserving of this honour, so it was up to club committees to put forward nominations. Forms can easily be sent.

13 •  NEWSLETTER EDITOR'S REPORT. September issue of 6 pages now available. Copies available by e.mail. If individuals would like copy emailed direct, please contact Trevor. Images can now be included - in this month is the image that won Tony Cook, of So'ton CC, a Selector's Medal at the PAGB Slide Championship in July.

14 . HANDBOOK SECRETARY'S REPORT. The new Handbooks -three SPF & one PAGB for each club - available for collection. Error occurred in SPF Handbook because of electrically storm during printing. Affected pages have been reprinted & been inserted into Handbooks. Few spare copies of both for sale. Complaints have been received from some lecturers/judges who previously had appeared more than once in previous PAGB Handbooks with different Federations. This time PAGB ruled there could only be one entry. As in previous years, some judges, lecturers and one club did not respond to enquiries for details, but they had all been shown. Any amendments/ changes will be shown on web and in Exposure. Secretary appealed to everyone to notify SPF of any changes, including email addresses as promptly as possible.

15. PUBLICITY SECRETARY'S REPORT . A considerable amount of time has been spent chasing o/s accounts, chasing repeat adverts. & sourcing new business. All o/s acs. from last year now paid. Fuji have given money & goods (drinking mugs) to be sold. Available at end of meeting for £2 each. (NB. Still some available) . New adverts. In Handbook. Now working on advertising for Exh. Catalogue.
The President thanked David for excellent work done in raising revenue for the Federation.

16 •  JUDGES SECRETARY'S REPORT. One new prelim. judge - Mike Penrith from I.O.W. Leo appealed to clubs near ferry ports to consider using him. The Council will be running another Workshop in March. Location will probably be in south of region unless anyone in northern parts can come up with a suitable venue for a Sunday with an extra room that can be blacked out to use for slides. It was asked from the floor whether the Workshop would tackle the judging of digitally projected images. Leo advised Council will look into this, but did not think it would happen at next Workshop. Various points were made regarding digitally projected images, but with so many variables at present within the PSA, RPS, PAGB & other national organisations, progress was not easy. Leo advised he has already received some info. from the report of the Technical Sub. Committee set up by the PAGB & further details will be available at the Oct. Executive meeting, after which the SPF will publish the report commissioned from our own digital sub committee.

17 •  PAGB EXECUTIVE MEMBER'S REPORT. Little to report until after October meeting of Executive Council. A comprehensive review is being undertaken on the running of the PAGB print Exhibition. The SPF guidelines for those seeking PAGB Distinctions have been updated and are in the new Handbook. The Chilterns Federation will be holding an awards workshop on 16 th Oct. It would be possible for SPF members to go along to observe. The SPF has its greatest number yet entering the Nov. assessment weekend. It is still open for applicants, but would need to move quickly. If interested an A5 SAE to Leo please.

18 •  WEBMASTER REPORT. In his absence the President reported that the site was in some areas very out of date and for some, not easy to navigate. He appealed for anyone with website design experience to come forward to assist in the redesigning of the site.

19 •  ANY OTHER BUSINESS. Literature on various photographic events being promoted by clubs in the Federation & the PAGB Print Championship at Connahs Quay available. George Walsh appealed for anyone who could take other clubs Handbooks to do so to avoid the cost of postage.

The meeting closed at 9.20pm.

Liz Whitemore. 17th September 2005.

Secretary.