AGM minutes

Minutes of Scribblers AGM  held on Tuesday 3 November 2015

Present:  Dave, Dick, Richard, Mairead, Jeanette, Liliane, Jane, Tony, Beryl, Gerry, Carolyn, Caz, Cathy.

Apologies: Hayley

AGM

1. Secretary’s report – Cathy began by thanking Dave for all the hard work he does as Chairman. She reported that attendance at meetings has between eight and thirteen, with      an average of ten – far better perhaps than had been thought. The three new group members who joined after seeing the Scribblers at the Felixstowe Book Festival (FBF) were officially welcomed, and farewells to Suzy and Barry were reiterated.
2. Treasurer’s report – Beryl noted that the group has incurred a small loss this year due mainly to the purchase of our display boards and laminating costs for the Felixstowe Book Festival (FBF). Currently we are able to retain subscription fees at the 2015 level.
3. Chairman’s report – reproduced below in its entirety.

I’d like to start by thanking our members for their support over the past year (and it’s been much longer than that for some of us...!). Thank you too for the support of the committee for, although not much seems to happen on the face of things, they are always working in the background.

Our journey has been quite difficult in recent times.

Sadly we had to bid farewell to our Les when he passed away earlier in the year. He had been a rock, a genuinely warm and friendly person with a wicked sense of humour. We all miss him so much.

Having seen other reliable and talented members move on for personal reasons, including Barry who stepped back to concentrate on a university course, we wish them well in their new directions. Attendances suffered and for a while it looked as if we were on a downward spiral. We needed new blood and thankfully some very talented writers joined following the 2015 Felixstowe Book Festival.

Hopefully we will consolidate our attendances and progress!

There are many things that personally stand out this year (so far) such as the three winners of theBill Budner Trophy, Richard, Jane and Jeanette. Amazingly there have been eighteen different winners of the trophy so far!

I was honoured to win theJack Wilkinson Memorial Trophyand pleased to hand it over to Cathy who succeeded in the second staging this year.

The highlight of the year was our success at theBook Festival and I dearly hope we maintain our connection with this wonderful annual literary gem. In my opinion the purchase and use of the display boards helped draw attention to our group.

Following this we were delighted to host an evening withRuth Dugdall- and what a superb evening it was! Let’s hope that when she returns to the Felixstowe area she will be able to spend a few nights with her writers’ group once again.

Our Committee underwent some changes this year with Caz stepping down as secretary and Cathy taking over the important role. Dick also stepped down as a committee member whilst we lost poor Les too. Through all this I have to thank them all for their support and dedication whilst also thanking Cathy for her meeting reports and Beryl for keeping an eye on the accounts.

Before closing my comments, I must record my sincerest thanks to Liliane for collecting the Library key in all sorts of weather, to Barry for continuing to update the Scribblers Facebook page, to Tony for enabling us to have our stories read out on both Felixstowe and Ipswich Community Radio stations. My thanks extend to everyone who has brought in ‘goodies’ and supplies for our refreshment breaks.

4. Ratification of existing committee and/or election of new officers – the current committee was reinstated. Dave as Chairman, Beryl as Treasurer, Cathy as Secretary, Caz as committee member.

5. Weblog report – 24,236 visits were made to the weblog – up 1615 up on 2014.

6. Introduction of a membership list – Dave suggested that up to date details of each member’s name, address, phone number and email addresses be held by the secretary, such information not to be shared outside the group. Agreed by all present. Cathy to email all members requesting the information.

7. Structure of meetings was discussed as follows

          Alterations to frequency of Bill Budner trophy – to be reduced from three per year to two

          Renaming creative writing exercises ‘flash fiction’ – agreed. Jane suggested that on

          20 December (Christmas party) members bring a 250 word piece to read, rather than                 spend time writing on the night – agreed

8. Selection of homework themes – ideas

•  
1. Use the first line from a book as a stimulus for work, rather than a member choosing topic
2. Ensure we choose a local theme to produce for the FBF
3. Jane suggested that all members bring along topic, put in hat, then select at each meeting
4. History and geographical homework – Dick to provide a selection of historical eras for members to make ‘blind selection’; all members to bring along a ‘place’ selection to put in hat – just one to be chosen for all members to work from
5. Other suggestions –

     Writing to a specific genre – Dick to bring along genre options.

          Richard said he would like the opportunity to read as well as hear other members’ work. Group agreed this is difficult to do in practice – no real resolution reached.

     Jane’s coaching sessions – she doesn’t feel that her one-to-one sessions would translate well to a group setting, but would be happy to talk about some of the topics she covers with her clients

9. Planning for the future:

    FBF – committee to meet and discuss this

    Publicity – suggestions were

    Release programme to website – Caz will investigate this

    Produce a triple fold information leaflet

    Create a ‘festival site’ attached to the FBF site (if we’re part of the FBF)

    Writeathon – online – not enough interest within the group to do this

    Stories for Suzy’s planned ‘reading out’ in St Ives – Suzy would like some of our stories –   anyone interested in sharing can let Dave know, and he’ll liaise with Suzy

   Social events – Caz will organise a meal on 26 January, probably at The Orwell – members to pay a deposit when agreeing to attend.

10. Any other business –  general agreement that providing synopsis of work is good for us, so secretary to remind members at each meeting that they are needed for minutes. Jane thanked the committee for the work they do on the group’s behalf.

AGM ended at 9.20pm.

As there was insufficient time (or energy!) left to do any writing, Dave closed the meeting.

Next meeting:   17 November. 1000 words with a spooky Halloween or Ghost theme.