AGNV Management Committee
Minutes 13/10/10 Achnasheen Hall 7.30pm
Present: Jim Curry (JC), Laura Gauna (LG), Harry Grainge (Harry G), Helen Grainge (Helen G), Moira Harris (MH), Pam Morrison (PM), Gill Ross (GR), Jackie West(JW).
Apologies: Debbie Peters (DP).
Chairperson Harry Grainge.
Minutes of the previous meeting, 18/08/10, approved: proposed, Helen Grainge, seconded Gill Ross.
Constitution meeting, 29/09/10, Achnasheen Village Hall, at which the final draft was discussed and approved. Present: JC, LG, Harry G, Helen G, MH, DP, JW.
Constitution adopted 05/10/10, certified as a true copy by Harry G and MH.
1. Matters arising
Report on AGNV Constitution presentation to GDCC committee meeting,05/10/10.
MH informed the GDCC that the AGNV Management Committee had approved and adopted a Constitution. Ross-shire Voluntary Action, Dingwall, had been consulted regarding content and structure of the Constitution. MH requested an agreement, in principle, that GDCC would transfer all funds raised by the AGNV and held in the CC account to an AGNV account.
The following office bearers have been appointed: Chairperson, Harry Grainge, Vice-Chairperson, Gill Ross, Treasurer, Debbie Peters, Secretary, Moira Harris. The GDCC councillors were presented with the Aims and Objectives of the Constitution, illustrating that the AGNV will continue to be a self-funded newsletter, delivered free to every community household. Several councillors appeared to agree that the AGNV should be an independent organisation. The GDCC requested to see a copy of the Constitution before funds could be transferred. This was made available at the meeting. The GDCC understood that the Constitution did not need its approval as it had been approved and adopted by the AGNV Management Committee.
MH and JW requested that if the councillors had any issues regarding the above that needed clarification, they should contact us before the next CC meeting. They agreed to do so.
Matter to be resolved at next CC meeting, 02/11/10.
Following discussion, the Management Committee agreed an AGNV bank account should be set up.
ACTION: DP to look into setting up account and signatories.
2. Plans for November newsletter
School. Headmaster Robert Quigley has agreed to submit items from Strathgarve Primary.
AGREED: Anyone from the community wishing to contribute anything relating to the school’s activities will need to liaise with Mr. Quigley.
ACTION: JW to liaise with RQ regarding input for Nov. issue.
There are approximately 24 articles for the Nov. issue, excluding advertising and ‘About this newsletter’. Separate list made available to Committee members for reference.
AGREED: Colour cover and back page for the November ‘Christmas’ issue.
28 page maximum for November issue.
ACTION: Helen G to provide header artwork for Christmas issue.
3. AOB
ACTION: Harry G to contact SNH to establish whether they would like to do anymore ‘wrap arounds’ in 2011.
ACTION: MH to contact Lawrence Gunner to establish whether Contin wants its newsletter pages printed by AGNV.
Some subscribers have not received their issues. Their names are not on the current subscriber list received from Jean Bailey.
ACTION: MH to contact Jean Bailey to see if she has additional names in order to cross check for any missing ones. Otherwise we may have to wait for subscribers to contact us to say they’ve received nothing.
AGREED: In future, renewal notices will be sent out to prompt payment along with a free copy of the AGNV.
ACTION: Helen G to draw up a list of subscription billing addresses.
- Printer jobs. All print jobs are being invoiced.
- Lochcarron Garage has proposed an AGNV download option from its website. This probably would not be practical because of the average size of the AGNV. A reciprocal link to the AGNV website was proposed. ACTION: JW to contact Lochcarron Garage.
- 3 adverts were missing from the September issue. The advertisers will be given ads the next size up from their usual in the November issue plus a written apology.
- AOB carried over to next meeting
Review of advertising rates, postal subscriptions, premium price for colour and receipt of free newsletter for advertisers.
4. Future production of newsletter
JW proposed some options which will enable more of the newsletter production team to be involved in producing the newsletter, thus spreading the workload. JW will show the team how to do this at a working session on Thursday 21st October, 2.30 – 5.30 at the Ledgowan Hotel. The hotel has kindly let the AGNV have a room for the afternoon without cost.
JW has also recommended that in the near future the Committee will need to start a database which will require continuous updating as well as register with the Information Commission re Data Protection.
Date of next meeting: Tuesday 9th November, 7.30pm, Achnasheen Village Hall.
The meeting closed at 9.30pm.
near future the Committee will need to start a database which will require continuous updating as well as register with the Information Commission re Data Protection.
Date of next meeting: Tuesday 9th November, 7.30pm, Achnasheen Village Hall.
The meeting closed at 9.30pm.
AGNV Management Committee
Draft Minutes 9/11/10
Achnasheen Hall 7.30pm
Present: Jim Curry (JC), Laura Gauna (LG), Harry Grainge (Harry G), Helen Grainge (Helen G),
Moira Harris (MH), Gill Ross (GR), Jackie West (JW).
Apologies: Debbie Peters (DP).
Chairperson Harry Grainge.
Minutes of the previous meeting, 13/10/10, approved: proposed, Jim Curry, seconded Gill Ross.
1. Matters arising
Report on progress re: AGNV Constitution
Upon receipt of a copy of the AGNV Constitution at the CC meeting 05/10/10, the community councillors forwarded a number of issues to the AGNV as requested. The AGNV provided the CC with a carefully considered and comprehensive series of responses to these issues. Several councillors agreed with the formalisation of the AGNV. Other issues raised by the CC included (1) ownership of the printer, (2) accounting, (3) changing the name of the newsletter so it’s no longer associated with the CC, (4) questioning whether the AGNV team would publish the CC agendas and minutes in full and free of charge and (5) the AGNV team undertaking other business activities. At the CC meeting, 02/11/10, Chairman stated that in principle the CC agreed with the transfer of funds and assets to the AGNV and with its independence. Highland Council (HC) also advised that the Constitution would need public endorsement if AGNV wished to apply for public funding and the membership needed clarification. HC agreed it would be a good idea for a community paper to be formalised. AGNV informed CC and HC that they had followed the advice of Ross-shire Voluntary Action regarding the content of the Constitution.
AGNV disagree with the CC’s claim that the printer belongs to the CC as the AGNV team raised all the money to buy the printer. There was no trade in on the previous printer as it was not fit for use. Jean Bailey stated at the CC meeting, 02/11/10, that the invoice for the printer bears the CC’s name and that the CC insures the printer. AGNV believes the insurance should come out of AGNV funds.
(1) AGREED: to resolve this situation, AGNV will accept the CC’s offer of selling the printer to the AGNV for a nominal amount so that there is an invoice and receipt.
ACTION: MH contact CC to inform them of this.
(2) AGREED: AGNV has clearly stated how it will organise its finances in the Constitution.
(3) AGREED: The readership of the AGNV should decide on name.
ACTION: AGNV to consult readership in the New Year.
(4) AGNV stated in its written reply to CC issues that it would continue to publish CC minutes unedited and free of charge. This was reiterated at the CC meeting, 02/11/10
(5) AGNV stated in its written reply to CC issues that the Constitution does not allow the AGNV to undertake any activity other than producing the newsletter as set forth in the Objectives. This was reiterated at the CC meeting, 02/11/10.
AGNV stated that it was disappointed by comments (4) and (5) as it gave the impression that the CC did not trust the AGNV team. CC denied this.
ACTION AGREED at the CC meeting: AGNV will publish the Constitution in the Christmas newsletter and give notice of a public meeting on Tuesday 11th January 2011 at 6.30pm in Achnasheen Village Hall. The meeting, to endorse the Constitution and to hand over to the Management Committee, will be chaired by HC. The CC Chair confirmed that the assets and funds would be handed over to the AGNV once public endorsement had been attained.
ACTION: Helen G to invite representative from RVA to public meeting and to provide RVA with a copy of AGNV Constitution.
MH has already sent copy of re-worked Constitution, clarifying membership, and RVA template to Robbie Bain, requesting HC chair public meeting.
2. Editorial update
AGNV has received lots of varied and interesting copy for a bumper December issue. The template we were hoping to use for December isn’t really suitable for some of the copy we receive and JW will be adjusting this accordingly.
AGREED: Editorial team to learn to use Publisher in the New Year.
AGREED: 4 colour pages, front and back and centre page spread.
3. Advertising
2011 deadlines for advertising (and editorial) are:
February/March:
Deadline: 15 January
Publication: 15 February
April/May:
Deadline: 15 March
Publication: 15 April
June/July:
Deadline: 15 May
Publication: 15 June
Aug/Sept:
Deadline: 15 July
Publication: 15 August
Oct/Nov:
Deadline: 15 Sept
Publication: 15 October
Dec (Christmas issue):
Deadline: 1 Nov
Publication: 1 December
AGREED: In the New Year the team will review rates, have an advertising drive and investigate sales outlets.
There’s been an approach from Contin for a quote to print its newsletter.
ACTION: JW to email contact, confirm request and provide quote.
4. Distribution
AGREED: AGNV will organise an afternoon tea to say thank you to all its volunteer distributors. This will be on Wednesday 8th December 2011, 3.00pm, at Achnasheen Village Hall. GR and LG to organise food. MH to write invitation and email to Helen G for distribution.
Another distributor is needed for part of the Garve area.
ACTION: MH to email Blair Millen to see if he would like to be involved and will give him Helen G email address.
5. AOB
Subscription list has not been determined and there seem to be invoices outstanding.
ACTION: Team to put queries to Jean Bailey.
Date of next meeting: Wednesday 8th December 2010, Achnasheen Village Hall, after the AGNV Distributors’ afternoon tea.
Meeting closed at 10.00pm
NOTE: meeting on the 8th December was postponed due to adverse weather conditions.
Meeting was rescheduled for Monday 13th December.
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