SOUTHERN PHOTOGRAPHIC FEDERATION
Minutes of Meeting No. 165 held 15 th February 2006 At Peter Symonds College, Winchester.

1.  APOLOGIES . Ian Bigg, David Kessel, Alton CC, Bognor Regis CC, Boscombe CC, Haslemere CC, Isle of Wight DIG, Petersfield PS, Steyning CC and Woolston CC.

2. PRESENT . ASIPS, Basingstoke CC,  Bournemouth PS, Burghfield CC, Chichester CC, Disabled PS, E. Berks PS, Fareham & Portchester CC, Farnborough CC, Fordingbridge CC, GEMS, Gibraltar PS, Gosport CC, Havant CC, Hayling CC, Horndean CC, Locksheath & Sarisbury CC, Lordshill CC, Newbury CC, Ordnance Survey PS, Overton PC,  Poole & Dist. CC,  Portsmouth IC, Prism PC,   Salisbury CC, Southampton CC, Southern E. S&SC PS, S.Reading CC, Spectrum, Viewfinders of Romsey CC, Wimborne CC, Winchester PS, Wonston & Worthys CC, Yateley CC.

3. MINUTES OF MEETING 164 held 5th Dec. 2005 approved & signed - proposed Laurie Jenkins seconded George Walsh.

4. MATTERS ARISING .   An enquiry raised regarding date booked for SPF Slide Championship shown under item 10, to be held at Copythorne in 2007.  Advised no club yet volunteered to host event, so booking not yet made.

5. PRESIDENT'S REPORT .  Jack welcomed Lordshill CC to the Federation.
He had been very impressed by Exhibition of advanced members' work held by Chichester CC. and smooth running of Digital Challenge Competition run by GEMS.
He thanked everyone involved with SPF Exhibition for help.  Detailed report later.
He would have liked to have seen more people supporting the recently held SPF Print Championshipionship Ordnance Survey PS and Southampton CC actually tied on scores, but under the rules on a count back Southampton CC became the winners.  Both clubs will however represent the Federation at the PAGB Print Championship in October 2006.  He thanked everyone involved for his or her help both before and on the day.
A recent incident showed the importance of all clubs knowing the Post Code of their meeting place. He advised all clubs to obtain this information and ensure that it was prominently displayed for all to see.  Details should be available from various websites.

6. SECRETARY'S REPORT   Recent VAN literature received included one on 'Displays & Exhibitions for Voluntary Arts Organisations'.  Website for further information www.voluntaryarts.org or email info@voluntaryarts.org .
An updated Diary listing for 2006 SPF events now available.  Copy for collection with other literature at end of meeting or to be sent.  Also printed in Newsletter. 
Sec. had been approached by Digital Camera Magazine for contacts for all camera clubs to enable magazine to find out about club activities and to make offers.

7. TREASURER'S REPORT .  Cash in Hand £88.85, Current a/c £299.43, Deposit a/c £4589.12.   All 70 Clubs now paid subs.    PAGB subs. of £24 per club now paid.
Only 53 clubs (with one other showing alternative insurance.) have so far paid PAGB P/L insurance.  All other clubs will be reminded shortly of necessity of having PAGB P/L insurance. Alternatively, showing they have made alternative arrangements.  
Treasurer confirmed S. Reading did have PAGB insurance, although not shown as such in Handbook.
Jon asked whether meeting had any objection to Liz Whitemore continuing as the Fed.'s auditor as she was now SPF Sec.  No one else volunteered for position, so as there were no objections, she will continue as auditor.
Jon advised meeting he had job description details there for anyone volunteering to take over as treasurer as he was standing down at AGM in May. 

8. EXHIBITION SECRETARY'S REPORT .  Everything had gone smoothly and prints/slides used in Exhibition ready for collection by club reps. Further copies of the catalogues had become known.  Some comments from visitors book read out. The trophy for the winner of 'People's Choice' competition was presented to Maureen Toft for her print 'Winter, New Forest'.  Of 23 votes cast, winner was Don Bradshaw of Winchester PS, who will receive a Jessops voucher. 
Bill thanked everyone who had helped with Exhibition   Entry forms were available for clubs wishing to enter next years' Exhibition   Although Geoff Kelland was willing to undertake most of the work, he did not wish to become a Council member, so for the time being George Walsh's name was appearing as the contact, until a new sec. was found.   Geoff did however wish all mail to be electronic as this saved considerable time and avoided mistakes from misspellings arising from badly written names/titles etc.
The make up of print entries by clubs discussed - panel or selection of best work or showing of any members work. Southampton CC had motion to bring up under AOB on Exhibition judging. Full report under A.O.B.
Jack thanked Bill for all the work he had done as Exhibition Sec. over the past few years.

9. LEAGUE COMPETITION SECRETARY'S REPORT .  Present leagues running well - website updated as results received.   Details will be shown when known of highest individual prints/slides from each club, ready for participation at Finals Day.
Chichester CC asked whether Trophy won by them last year had been located and returned. Dave advised he was still chasing.
2006/7 fixture list on website.
Dave reminded meeting he was also retiring at the AGM and a replacement was needed to run next winter's competitions.
Jack thanked Dave for all the work done on behalf of the Federation.

10. PRINT CHAMPIONSHIPIONSHIP SECRETARY'S REPORT .  19 clubs had participated in SPF's second Print Championshipionship.  The three judges felt event compared favourably with other similar ones they had judged.  Ian thanked everyone for their help, particularly his own club members, Farnborough CC, Anne and Jack. 
His observations made on the running of the event were that perhaps the SPF Council should consider the purchase of a laptop with Windows XP and ensuring that the software is regularly updated.  He also suggested pre-printed Federation labels for all club entries.
Normally print out of results handed to participating clubs - unable to because of computer breakdown. Can results be sent?   Ian now abroad so Jack undertook to do this.

11. PAGB EXHIBITION SECRETARY'S REPORT.   Any remaining prints from 2005 PAGB Exhibition have been put into club's boxes from SPF Exhibition    Letters will be sent out in March asking for prints to be sent in to be considered for next PAGB Exhibition   Must be in by AGM in May, ready for selection as PAGB judging on 15 th June.
This Exhibition will be on display at Salisbury Library in September 2006.  Volunteers needed for putting up on hopefully 1 st Sept. and taking down on 25 th Sept.
Slides will need to be in for Sept. 2006 for selection for next PAGB Slide Exhibition, which will be in this area from 23 rd April until 6 th May 2007.  List open for bookings by clubs to show them. Afterwards they will go to Channel Islands. 
It will be the turn of the SPF to organise the 2007 PAGB Slide Exhibition in Sept/Oct. 2007. Volunteers needed to help - especially a good typist, although Anne trying to persuade PAGB to use electronic entry forms, as again this will avoid problems with bad handwriting.
Planned date for judging - Sun. 14 th Sept. 2007, but to be confirmed by SPF Council.

12. HANDBOOK SECRETARY'S REPORT.  Few changes notified. All in Exposure.  Ernie commented that with Digital Comps. becoming more popular some clubs have two Competition secs., as this does involve considerably more time and work.
Closing date for information for 2006 SPF Handbook will be 9 th July.

13. PUBLICITY SECRETARY'S REPORT.   Details given of sponsors for 2006  and progress made in obtaining new sponsors. 
To assist general publicity, an article is in Exposure on need to support sponsors.  A poster (plus a copy in Exposure) now being distributed to all clubs urging fuller involvement by member clubs in SPF events/activities.

14. NEWSLETTER EDITOR'S REPORT.    February issue now available.   Each one takes about one week to put together, printing at present is not costing Fed. anything, but.this may not continue.  To have some coloured pages as at present, each copy would cost about £1.50 to print, so cutbacks may be necessary.
Trevor thanked everyone who had sent in articles for publication.  Awaiting now items for next issue - the earlier sent in the better as most leave it until last minute, but deadline for May issue will be 8 th April.  Jack thanked Trevor for all his efforts in producing 'Exposure'.

15. PAGB EXECUTIVE MEMBER'S REPORT.   Following meeting in London over weekend of 4/5 th Feb. following reported:
Awards for J S Lancaster Medal still to be decided.  Four nominations for APAGB awards - none from this Fed. for either award.
PAGB Distinctions . Next will be in Selby in Yorkshire on 29/30 th April. Closing date end of Feb. Still places - contact Leo immediately if interested.  Following asst. will be near Maidstone, Kent on 25/26 th November.  Anyone interested in participating then should get entry in a.s.a.p. after April.
SPF will be running this event on behalf of PAGB in APRIL 2008. 
FIAP Nature Biennial will be in Croatia this year.  May be call for slides to enter later this year.
FIAP Patronage Lists.  Available from Leo on receipt of A5 S.A.E. or can be downloaded from FIAP website.
PAGB Handbooks.  Many club Programme Secs are using out of date PAGB Handbooks - this causes distress when approaches made to judges/lecturers who have since died.  The up to date Handbook should be with Programme Sec.  NOT Club Sec.  Extra copies can be purchased at a cost of £6 each to cover postage.
Slide Championshipionship. Admission will be £6 each. Tickets available soon.
PAGB Patronage.   Clubs celebrating anniversaries could use this as cost effective way of supplying medals ribbons/awards to winners for Exhibition  run to celebrate.
Insurance.  Rates for clubs with over 100 members who elect to have £5 million indemnity insurance shown incorrectly.  Small refund will be due to those already paid at this rate.
Technical Sub Committee. They will not advise on specific products - only on specifications and facilities needed. Some laptops coming on to market do not   have all necessary facilities.
Information received by Committee is far greater than anticipated, so report has had to be delayed until Exec. Meeting in April, after AGM.
Warning, issued by SPF with their report on time needed for projector shutdown after use, not now so relevant with newer equipment.
Leo recommended looking at Photographic Soc. of America and Photographic Society of South Africa websites re digital comps.
PAGB Newsletter.  Articles and pictures (will be printed as B & W) welcomed, but not lists of results.   Copy deadline for next issue  - early June.
Subscriptions.   Proposed increase of £1.50 per club to £25.50 still to include levy of £2 each for transfer to FIAP Biennial account.  Although benefiting from sponsorship, number of clubs has dropped  from over 1000 to approx. 950 mainly from mergers and this trend is likely to continue.

16. ROLL OF HONOUR/RECORDS OFFICER'S REPORT.   Two further awards presented. Tony Cook of Southampton CC  and Pat Verge (now a member of Woolston CC) for her work with Solent for the Handicapped CC, which has now been disbanded.

17. JUDGES' SECRETARY'S REPORT.    The Judging Workshop will be on Sun. March 19 th at Copythorne Hall, Southampton CC's meeting place.  Information sheets and entry forms available at end of meeting for all clubs. It is planned to deal with Digital work as well that day.  Everyone welcome.  Anyone planning to attend must let Leo know. Please let all members know of this event.  Anyone wishing to be assessed for inclusion on the SPF Judging Panels, to let Leo know.

18. WEBSITE.   Various statistics given by Peter.  Trevor Muston then reported on work done in designing new website.  After attempting to overcome problems with initial design, this had been scrapped and the design started again.  Now working successfully, with Council members having been sent planned layout/pages for comment/approval.   Site should be up and running within two weeks with limited info and remainder to follow as quickly as possible.
Jack thanked Peter and Trevor for work done to bring this about.

19. ANY OTHER BUSINESS .
A motion was raised by Southampton CC, for the Exh to have a panel of three judges, as in their opinion, for about past five years, Exhibition results had not been balanced.  We used only one judge whereas other Federations used three for their Exhs.  It was pointed out that most other Federations did not run theirs on the same lines as ours - judges there were looking at individual's work, whereas with ours the judge was being asked to choose the best panel from those submitted by all clubs that had entered. The use of the word 'Panel' was discussed.  This suggested work should be on a 'theme' and therefore 'hang sympathetically together'.  This makes for a better exhibition, but causes problems for small clubs with a limited number of members from whom to choose work, whereas the larger clubs have a bigger choice. The use of three judges, who would all need to be from outside of this Federation (all local judges are too familiar with most club's work) would increase costs considerably resulting in a substantial rise in the entry fee.  Leo mentioned that originally requirements referred to club 'Entries' not 'Panels'. Change had probably come about because of the need for each club's chosen work to fit onto a 4 x 4 board.  The competitive element seems now becoming more prominent.  Hanging requirements now different so reconsideration needed.
After some discussion, the matter was referred back to Council to consider and decide on future plans.
Print box orders to Jennie Pearson by 31 st March, for delivery at AGM.
The banning on the use of tripods for photography in London was raised.  Leo said PAGB are aware of situation - a sympathetic MP has agreed to follow it up.   RPS also aware.
Liz advised that following decision to bring forward date of December meeting to November to facilitate Exhibition  plans, amendments necessary to Constitution.  All clubs will be sent details with agenda for AGM.  Other changes to rules will appear in 2006 Handbook to be effective from Sept. 2006.

Meeting closed at 9.50pm.

Liz Whitemore.  16.2.06