Minutes of the Gander AGM, 24th March 2010, 7.30pm.
Present: Mike Gathercole. Mark Russell, Jane Arnott, John Noton, Jeff Teasdale
Apologies for absence had been received from Nicola Jones
Meeting of the previous years AGM where agreed as a true record by JN and MG with the exception of an omission regarding Auditing the accounts. MG stated it had been raised by a member of the public that the accounts should be audited. He had previously discussed this with JN who had researched the accounts over the last 10 years and could find no record of the accounts being audited. It was unanimously therefore agreed that the accounts will not be audited since it was felt this was an additional cost on the Gander, and that it was simply a case of invoicing advertisers banking the monies received and paying out four times per year for printing. No public money was involved.
MG as the Coordinator gave a short report stating that only 12 months previously the Gander was in dire trouble for members and that Adam Ellis had given notice that he intended to resign, both JN and MG intended to continue but urgently needed new members, as such a recruiting campaign was launched but after a two month gap no one had come forward. MG and JN still wanted to continue and gave a final push to attract new recruits. It was therefore pleasing to note that at the 11th hour Jeff Teasdale, Mark Russell, and Nicola Jones had come forward. At a quickly arranged meeting it was decided the best way forward was Jeff to take on the editorial role, Mark to recruit advertisers and Nicola to Invoice and assist with advertising, John to continue his role as Treasurer and myself to coordinate and generally assist as required. Mike was therefore pleased to report the rest is history and here we are today. He thanked everyone for there efforts and continued success.
Jeff Teasdale as new editor reported as follows.
He was pleased to take on the role and had settled into the position being able to use his professional knowledge to bring the editorial position to the fore. He reported the transition from Adam to himself was smooth with Adam assisting with the handover package. He had kept the format as it was but was able to improve on the printing resolution together with photographs since his PC was of a higher quality than that of the Gander equipment. He had liaised with Newtons the printers and believed the final print version was now of a sharper quality and more pleasing on the eye. In relation to Newtons Jeff advised we should for the present time keep the printing with Newtons but should be mindful that should prices rise we should keep an open mind about looking for other printers.
John Noton did raise the point that we had in fact investigated this possibility but other quotes had been higher and since Newtons where local, did a good job, and we had a good working relationship with them we should remain with them.
Jeff then went on to report that the Web page did appear to be out of date and we should as a matter of urgency look to having it updated on a regular basis.
Mark Russell welcomed the challenge and volunteered himself after training to do the Web pages in future. Jeff then stated he had met nearly all the distributors with the agreed survey and was pleased to report he had a 72% return rate. Of those returned, felt the Gander fulfilled its role and of importance agreed a delivery upon receipt of their allocation of up to maximum of a week was achievable. All persons present therefore felt we had achieved our objective of a turnaround from print to delivery of 1 week. Jeff also questioned the accuracy of the print run of 1050 to 1100 since our last numbers fell short by around 30. It was therefore agreed to accurately collate the numbers required so future print runs did not fall short. The question of the village map reprint was discussed and Jeff agreed to walk the village noting any new builds with a view to collating a new village map. However MG raised the issue of costs since he seemed to record that the original map had been sponsored by two advertisers and did not feel the Gander could afford from its own funds to reprint. JN stated that our funds where healthy could as a last resort stand such a print. It was therefore agreed we should discuss this further at a future Gander meeting. Jeff stated that whilst advertisers were increasing our editorial content was short, he reported the usual content of Schools report, Off the Hoof, Village Tales Church issues. Parish Council report but requested more material along the lines of Gardening issues, allotments, Childrens stories, more events news, possibly births marriages and deaths, crime issues and the like. All members agreed to investigate new sources.
John Noton than gave his report in relation to finances as per the attached sheet which showed a healthy cash surplus of £1901.45 an increase of approx 25% on the previous year. MG raised the issue that the accounts did not show any expenses incurred by any members particularly in relation to sundry items for printing etc. JN reported simply that no one had submitted and requests. MG reiterated that it is easy for volunteers to be somewhat shy about claiming but insisted that if members incurred costs they should be submitting claims as required, this is particular in relation to Jeff using his professionally purchased PC and printers and an element of wear and tear and laser cartridges should be claimed. Jeff agreed to monitor his use and claim where he felt necessary.
Mark Russell then gave a short address in relation to advertisers stating he had settled into his role well, advertising was on the increase and his close relationship re invoicing with Nicola was working well and he had mastered the role. He reiterated he wanted to take on the role of Web Master.
The meeting was then concluded by the draw for the Questionaire which was won by Jane. Her prize as agreed was a £25 gift voucher.
There being no other issues the meeting was concluded at 2030hrs