SOUTHERN PHOTOGRAPHIC FEDERATION
Minutes of Meeting No. 171 held 14h September 2007 at Peter Symonds College, Winchester

1 Apologies
Ernie Fulbrook, , Chris Whiting, Dave Isaacs, North Hants PS,Beaulieu, Lymington, Southern Electric

2 Present
Aldershot & Farnham, Alton CC, ASIPS, Basingstoke ,Bognor Regis, Bournemouth CC, Bracknell CC, Burghfield, Chichester CC, Fareham & Portchester CC, Farnborough CC, Fordingbridge CC, Havant CC, Hayling CC, Highcliffe & Infinity CC,  Horndean, Jersey PC, Locksheath & Sarisbury CC,  Marwell, New Forest CC, Ordnance Survey PS, Petersfield,  Poole CC, Salisbury, Southampton CC, Spectrum, Steyning CC, Viewfinders of Romsey CC, Wimborne,  Winchester PS, Wokingham & E.Berks, Woolston CC, Yateley CC 

3 Minutes of Meeting 170
Meeting held on the12 Feb were agreed and approved.  Proposed by Jack Whitemore and seconded by Laurie Jenkins, Southampton CC.

4 Matters Arising
Lynn stated 2 amendments to note, the number should read 170 and not 198 and item 3 date should read 12 Feb.

5 Presidents Report
Ian reported Council had been busy during the summer break as you can see by the new handbook.  More information is now contained in this and extra copies available at £4 each.  Ian gave thanks to Dave Isaacs for his hard work on this.  Ian also gave his thanks to all members of the Council. We are hosting the PAGB Inter-Federation Slide Championships in October and this has put extra burden on an under subscribed council.  Good news Peter Bamforth ARPS was welcomed onto the Council last week but we are still looking for more people.  Check out the vacancies in this Exposure.  Ian was delighted to be able to announce that Chichester CC had agreed to run the Print Championship in 2008 and gave his thanks to them for volunteering.  This event will be held in the east of the region so it is hoped more clubs will support this event.

6 Secretary’s Report
Lynn reported 2 dates for next year’s diary: 17th February 08 Print Championships to be held in the East of the region and 6th April 08 Digital Championships to be held in Newbury.
Dates for next year’s meetings have been confirmed since the meeting and are: Monday 28th January, Friday 16th May, Monday 15th September and Thursday 13th November.  Please note the change of venue for 2008, details at end of minutes.

7 Treasurers Report
Roy reported that all but 7 clubs have paid their subscriptions, so a reminder will be sent out to those clubs.
Current account balance £2932.30, Community Instant Reserve account £4131.26, cash £18.45

8 Exhibition Secretary’s Report
George reported the numbers are now 39 clubs registered to take part in prints; this is the same as last year and 29 in slides.  Showing of the exhibition is still 14 clubs; these details will be included in the catalogue. 
The exhibition numbers are ready for collection; titles must be submitted no later than 31st October 2007.

9 League Secretary’s Report
All clubs should now have their entry forms to be returned to Chris by 2nd November 2007. Completed labels will be sent out by 11th November 2007.  Some clubs reported they had not received entry forms, advised to contact Chris direct.

10 Print Championships Report
As reported earlier Chichester will now be running this event and information will be circulated in the near future.

11 PAGB Exhibition Secretary
Nothing to report on the exhibition as there is no secretary.  Ian however informed the meeting that the PAGB Inter-Fed Slide selection would be hosted by the SPF and would take place on 14th October.  Ian gave thanks to those clubs who had submitted work for consideration and the SPF entry would be selected before 1st October.

12 Handbook Secretary’s Report
Dave I sent his thanks to all clubs and members for their support over the last year in helping him with the information to produce handbook.  Thanks were again given to Jill Keornich from Viewfinders who helped with the design and layout of the handbook, Dave K for his dedication in selling advertising space.  It is hoped this will be well received and Dave is happy to receive any feedback on this and answer any questions.
Farnborough CC raised the question of having the handbook on the web, thereby saving the costs of printing.  This had been raised in the past and clubs were not keen.  It was suggested that Council ask Trevor Muston to prepare a paper for the November meeting to show exactly how it would work and what the securities would be.  Club reps would then be able to take back to their committees for discussion.  Action TM

13 Publicity Secretary’s Report
Total income for the Handbook for 2006/7 - £283 all outstanding invoices now paid.
PAGB catalogue for Inter-Fed Slide Championships, charges for advertising space now set, with several positive replies now received.

14 Newsletter Editor & Webmaster Report
No report received.  One query raised, the diary events show the meeting time as 7.30pm and not 7.45pm.  Action LL to inform TM to change

15 PAGB Executive Member’s Report
Leo reported that the SPF will be organising the PAGB Awards for Photographic Merit (previously known as distinctions) to be held on 24/25 April 2008.  This will be at the venue of Southampton CC, Colbury Hall, Windsor, Nr Cadnam.  Previous evidence shows the largest number of entrants usually come from the region of the Federation that is hosting.  It has therefore been decided to hold an Advisory Day on the 4th November, full details on the website and in this copy of Exposure.  Please ensure you let your club members know. Action all club reps

16 Roll of Honour
Requests are starting to come in again, 2 this evening and 2 nominations in the post.  A reminder to let your club members know they can send in requests.

17 AOB
Ian gave thanks to Jenny for her work in continuing to order Print boxes.  Look for details in Exposure.

Advertising
Terry Jamieson suggested we use Southern Federation name when contacting advertisers so they know where we come from rather than SPF as these abbreviations are used by others.

Insurance
Discussions took place regarding Insurance and what clubs are covered for.  Problems with putting up advertising banners etc in the street for events as this requires extra insurance, the benefits do not justify the extra cost. Roy clarified events within the normal annual calendar are covered and clubs should send a copy of their programme as soon as they are available.  Any one off events or any outside events such as treasure hunts or those events where the public are invited, the onus is on the clubs to let the Insurers know direct.

Care of Prints
Ann Mahany made a plea for clubs to use gloves when handling prints so as to limit any damage.  Prints in events such as the league are handled many times.
George also took the opportunity to remind clubs to purchase boxes to send their work in to these events as this provides more protection.

Rules
There were queries raised on the rules for Championships, particularly with reference to general rule 4.  Council clarified that this meant any work that has been shown in any previous SPF Championship would not be eligible.  There was also discussion about the wording of rule 7 and the definition of natural history.  The question was whether animals in zoos would be eligible.  These do not fall into the definition of ‘untamed animals in their natural habitat and therefore cannot be classed as natural history.

Plagiarism
Leo outlined a Bann given by the PAGB of a photographer that was using another photographer’s work as his own.  Any clubs holding exhibitions must decide if they would uphold the PAGB Bann or not.  Both Winchester and Southampton had taken this decision to uphold the Bann.  The person in question is Mr Peter J Watson of Yateley.
Leo explained this is the reason for the SPF requesting a change to the constitution.

Next Years Meetings
Please note change of venue for 2008 to Littleton Millennium Memorial Hall, Littleton, Nr Winchester SO22 6QL
Dates agreed since meeting:
Monday 28th January, Friday 16th May, Monday 15th September and Thursday 13th November