SOUTHERN PHOTOGRAPHIC FEDERATION
Minutes of Meeting No. 169 held 12th February 2007 at Peter Symonds College , Winchester

1.   Apologies
Ian Bigg, Trevor Muston, Ernie Fulbrook, , Anne Mahany, Leo Rich, George Walsh,, Bognor Regis CC, Haslemere CC, Havant CC, Lordshill CC, NEWDIG, Ordnance Survey PS, Southern Electric, Steyning CC, Wimborne CC

2.   Present
Jack Whitemore, Lynn Lambeth, Roy Lambeth, Dave Kessell, Dave Isaacs, Chris Whiting, Alton CC, ASIPS, Basingstoke, Beaulieu CC, , Bracknell CC, Burghfield CC, Chichester CC, Disabled PS, Fareham & Portchester CC, Farnborough CC, Fordingbridge CC, Horndean CC, Locksheath & Sarisbury CC, Newbury CC, New Forest CC, Overton PC, Poole & District CC, Prism PC, Salisbury CC, Southampton CC, S.Reading CC, Spectrum, , Viewfinders of Romsey CC, , Winchester PS, Wokingham & E.Berks, Wonston & Worthys CC, Woolston CC , Yateley CC , Mike Jones RPS rep.

3.    Minutes of Meeting 168
Minutes 168 were agreed and approved. Proposed by Viewfinders and seconded by Dave Isaacs

4.    Matters Arising
Item 18 – Photographing children at public events. Dave Kessel has been in touch with the police who have agreed a Liaison Officer will work with the Council to get guidance and clarity about what we can and cannot do, what to do if challenged. It is hoped the officer will attend council meeting on 1st March. Leo in an email to the secretary had asked the Council to make it clear to all clubs that no one should make up their own badge, particularly using the PAGB name as it is the clubs that are affiliated not the individual. Secretary stressed the need to show caution and Dave Kessel agreed once we had met the liaison officer he would send out guidance. Also read the PAGB Exec report attached.

5.   Presidents Report
In Ian’s absence Jack Whitemore led the meeting and read Ian’s report.
This year we have had another very successful annual print and slide exhibition at Salisbury, with many people taking the time to write and thank us for the very high quality. Ian’s gave grateful thanks to both George Walsh and Geoff Kelland for the tremendous amount of work they put into getting the whole thing together and making it a great success. The bi-annual slide championships was held at Basingstoke this year, hosted by Newdig with 15 member clubs entering. The 3 judges although appeared to mark low were consistent. Chichester CC won the plate and Basingstoke the glass goblet, this is a new trophy presented by Newdig.
The next competition is the Digital Projection Championships and urges clubs to sign up and enter. This is being held at Newbury CC venue. Our sister federations have held successful competitions and we hope to make our 1st a success also.
We are the only federation in the south to allow members of multiple clubs to enter work with more than one club. Perhaps we should follow others in only allowing a member to represent 1 club and ask members to elect at the start of the year which club they will represent in external competitions. This issue will be discussed at Council and hope to bring to the AGM a recommendation.
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6.   Secretary's Report
A plea to enter the Digital Competition, paper copies of rules and entry forms on table for collection.
North & East Midlands Photographic Federation are running a weekend event – leaflets on the table for collection. Will ask Trevor to put details on website

7.   Treasurers Report
Current account £1672.58 Deposit account £3535.14 Cash £49.08
Council have agreed to move the date the levy for late payment for subscriptions to 30 September instead of end of October. The reason behind this decision is to move the dates away from when the Public Liability Insurance becomes due. This change of date is shown on the form. Form also now includes clarification of the number of members as stated in the handbook and as a reminder to treasurers. Subscription is calculated on the number of members as at the clubs previous AGM.
Council also agreed a £5 levy for late payment of the PL insurance for payments not made by the deadline of 14 January. Forms will be given out to club reps at the AGM and posted to clubs not attending but in order to improve communication the form will also be available on the website. It is hoped these actions will prevent unnecessary expense to the SPF.
Some felt the change of date would be problematic for clubs as many were only closed from end of May until September but as the information will be on the website there is no reason payments cannot be made.
Suggestion that these dates be added to the diary list and put in the handbook. Action Roy to advice Trevor Muston and Dave Isaacs of dates

8.    Exhibition Secretary's Report
George reiterated Ian’s remarks about the success of the event. There were approximately 80 members who attended the opening evening. Having the 2 galleries greatly improved the exhibition. Thanks were given to all those members who gave their time to steward on all but 2 days. We had in excess of 1230 visitors during this period with 355 recorded votes by the public for their favourite photo. The winner drawn this evening by Jack will receive a £20 Jessops voucher. The successful person is RW Court of Portsmouth. The successful exhibitor was Louis Rumis with his photo of giraffe drinking at waterhole.
Special thanks go to both Geoff Kelland and Dave Kessell for their tremendous effort and time given to the catalogue and sponsorship. The slides travelled the circuit for an additional week this year.
Changes will be made to 2009 exhibition in the way the prints are marked. This will be in line with the slides whereby all work will be marked individually. It is hoped this will meet with everyone’s approval.

9.    League Secretary's Report
There was a need to rethink the make up of the leagues and instead of all leagues having 9 clubs they are now 7. This means all clubs only have to host one round. It will mean clubs need to consult when arranging dates to ensure no double booking. The dates for return of entries and start of the leagues is now 2 weeks later. Useful to send email to Chris with dates when known. Website has latest league tables and club contacts have also been informed. It is hoped to update the league tables on the website weekly during next year’s league

10.   Slide Championships
Chichester and Southampton will represent Warwick on 21 July 2007. Action Lynn to inform PAGB.
The event was not without problems, the entries got off to a slow start. Although it was recognised there had been a communication problem with this we did in the end have 15 clubs taking part. There were problems with the identification on the slides and forms. Jack stressed the need to take care when preparing slides. It is better to use indelible pen and not labels as if labels come off whilst projecting it causes problems. Suggestion to write this into the rules as a recommendation.
The finger buffet midway through the proceedings was much appreciated by all in attendance. Thanks given to Newdig for organising this event.

11.   PAGB Exhibition
Jack highlighted the need for someone to take over this position as work needs to start soon on the collection of work for the Print exhibition. Prints usually collected during April and May. If anyone in your club is interested in taking this role on then please contact one of the Council.

12.   Handbook Secretary's Report
Dave asked clubs to ensure their programme secretary’s are aware of the death of Bob Elliott as his wife has received many phone calls recently asking for Bob to judge. This obviously is very upsetting for her.
Dave also circulated forms for the handbook update.
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13.   Publicity Secretary's Report
Salisbury exhibition catalogue, at last minute 2 complete set of 4 pages were filled with 8 adverts. Additional pages were filled with information on the Digital Championship, Slide Championship and information about the SPF. New advertisers this time were Sigma and SpeedGraphic. SpeedGraphic had been suggested by Colin Thornhill, any more such suggestions would be appreciated.
Although the income from the handbook and exhibition catalogue is £445 Dave made a proposal to increase the advertising charges by £2.
All advertisers were listed at the exhibition as well as shown on the web.
Dave asked for any constructive comments or suggestions on improving the catalogue.

14.   Newsletter Editor & Webmaster Report
Newsletter now in larger print as requested by members. This is ready on the website for members to download. There is an html version for those people still on dial-up. There is always room for information on your club. Are you running a competition out of the ordinary? If so then let others know about it. Thank you to the contributors for this issue. Club members will be able to register on the website so they will receive an automatic e copy to their email address. Print box information received too late to include but details are on website.
Deadline for information for next issue is April 15th.

There has been increased interest in the website recently. Although the online competition was viewed extensively there were not many entrants. The competition was judged by Bryan Powell and the successful entrants were: 1st and 3rd John Graney, IOW Digital Imaging Group, 2nd place Terry Jamieson, Viewfinders of Romsey. The new competition has been up and running since 1 January and has a new look this year. To date there are only 2 entrants please encourage your members to enter.
If there is something you want added to the diary page then please send it to Trevor. Also any suggestions to Trevor. Work is being done to make it easier to navigate around the website and to be able to move easily back to the index page.

15.   PAGB Executive Member's Report
Apologies from Lynn who stated there was no report. It had infact been sent to her the previous week so full report attached to minutes.

16.    Roll of Honour
Since the last Club reps meeting a roll of honour has been presented to Gillian Birbeck CPAGB, Basingstoke Camera Club.
There is 1 soon to be presented and 4 in the pipeline. Please remember to promote this within your club should you have anyone you feel worthy of their special award.

17.   Digital Championships
Jack gave another plea for entries to this event.

18.   Communication Issues
Dave Kessel has written a report regarding the issues around communication and went through this. Everyone was given or posted a copy of this report; it is also available on the website.
Some of the comments made from the floor were: subject line needs to be added, make it clear what the email is about and who it is for, some servers will not accept attachments therefore it may be better to use links when possible. Roger Simms asked for something that would draw peoples attention to make them read the information

19.   Any other business
Print boxes and slides from the exhibition are available for collection. A plea for everyone to send prints in a suitable box, these prints are handled in excess of 16 times during sorting and if in a plastic bag the prints risk getting damaged.
Closing date to purchase print boxes is 24 March.
Revised rules and entry forms for collection or posting for clubs not in attendance. Please ensure you read the revised rules.
RPS event – Sparsholt Village Hall 4 March, print lecture by Leigh Preston FRPS and Tony Worobiec FRPS entry £12
RPS newsletter and registration forms available for collection, anyone interested in copies but not at meeting please contact Mike Jones, RPS.
Mike gave thanks to Ian Bigg for supporting the regional event in Jersey during April.

Meeting closed at 8.56pm