204 Reps’ Meeting and AGM

Southern Counties Photographic Federation

Club Reps’ Meeting no 204/AGM

Date: Sunday 08th May 2016 at 10.am

Venue: Millennium Hall, Hall Way, Littleton, Winchester, SO22 6QL

 

NOTES of Club Reps’ Meeting no 204/AGM

 

Present: President, Tony Oliver; Vice President, Peter Rocchiccioli; Past President, John Hodge; PAGB Executive Officer; League Secretary; Exhibition Secretary, Ray Acland; Secretary, Sue Teagle; Handbook Secretary, Eric Bennett; Publicity Secretary, Philip Acland; Webmaster, Jason Hyde; Chris Keene, co-opted member without portfolio; Aldershot & Farnham CC; Basingstoke CC; Bournemouth Electric with BPS; Bracknell CC; Chichester CC; Dorset Light; Fareham & Portchester CC; Farnborough CC; Fordingbridge CC; Gosport CC; Hayling Island CC; Highcliffe & Infinity CC; Hungerford CC; Locksheath & Sarisbury CC; Midhurst CC; New Forest CC; Newbury CC; Overton PC; Practical CC; Petersfield PS; Poole CC; Salisbury CC; Southampton CC; Steyning CC; Viewfinders of Romsey; Wareham CC; Wimborne CC; Winchester PS; Wokingham & E Berkshire CC; Woolston CC; Yateley CC.

 

Apologies: Graeme Sleeman, SCPF Treasurer, Leo Rich, PAGB Awards Officer; Ken Scott, Judging Advisor; Bill Flood, SCPD League Scorer; Anne Eckersley, Bracknell CC; Sheila Tester, Chichester CC; Paull Bradley, Niton & District CC; Barbara Beauchamp, Ordnance Survey PS; Sue Dunham, Beaulieu CG; Matthew White, Bishops’ Waltham PS; Richard Temlett, Salisbury; George Walsh, Records & Roll of Honour.

Minutes of Club Reps’ Meeting 200/AGM held 10th May 2015 – Approved at 8th September 2015 meeting: previously circulated

Matters arising: Since these had already been approved, there were no matters arising.

President’s Report: previously circulated, but read out by the President, Tony Oliver. No questions

Treasurer’s Report: previously circulated, but read out by the President, Tony Oliver. Mentioned email Council received about reserves being too large. Woolston CC still hadn’t received insurance cert. Q – Yateley: fees – will stay the same.

Constitution and Rules: changes and clarifications: Document in two parts- 4a) agreed, 2) Rules (as published) Q – Aldershot & Farnham: email address could be that of external/comp sec. Q – Farnborough: same/different. Constitution agreed: to be uploaded to website.

PAGB Awards Officer’s Report: previously circulated, but read out by the President, Tony Oliver. Noted that date at top of report should be May 2016. Tony presented Badges and Certificates for recent successful PAGB Awards to those present, remaining ones taken for distribution. Q – Farnborough: do images need to be re-sized prior to Jan 2018? Council to look at this.

PAGB Exec Member’s Report: previously circulated, but read out by Roy Lambeth. In response to a Q- from Ray Acland: the texture on images submitted with a texture (overlay) must have been taken by the photographer. Q- Fareham & Portchester: certain images in enews not opening, updates happening? Roy to email Rod re issue for him to resolve the matter. Q – Louis Rumis: Is size of projected image just a club issue? Roy said only for the PAGB. The PAGB cannot dictate what clubs use.

Judging Advisor’s Report: previously circulated, but read out by the President, Tony Oliver. No questions.

League Secretary’s Report:  read out by David Isaacs. Chris Keene to take over from Bill Flood as League Scorer. Q- Lymington CC: league structure, could be a sixth one. Tony requested that someone volunteer to take over the League Secretary’s job as David had previously said he was standing down.

Other Officers’ Reports:

Records & Roll of Honour: John Hodge read this out. Council awarded 10 in this past year.

Exhibition: John Hodge read this out. Gave details of dates for preview & judging, and name of judge. Encouraged clubs to participate in PDIs – no limit, but only space for 35 clubs’ print panels.

Webmaster: Jason Hyde read this out – electronic copy will be circulated.

Publicity: nothing to update

Directory & Handbook: Eric Bennett read this out. Request for changes in club secretaries’ emails to be sent to him. Plea for Club Reps to take away their ordered print boxes today.

Election of Council Officers: the following were elected unanimously by show of hands.

President Tony Oliver
Treasurer Graeme Sleeman
Secretary Sue Teagle
Vice President Peter Rocchiccioli
PAGB Executive Member Roy Lambeth
PAGB Awards Officer Leo Rich
Handbook Secretary Eric Bennett
Publicity Officer Philip Acland
League Secretary David Isaacs
Judging Adviser Ken Scott
Records & Roll of Honour George Walsh
Exhibition Secretary Ray Acland
Webmaster Jason Hyde
Council Member Chris Keene

This meeting was followed by Finals Day

 

NOTES of Meeting 204 AGM 8th May 2016

NOTES of Meeting 204 AGM 8th May 2016

202 Reps’ Minutes 10th Nov 2015

SOUTHERN COUNTIES PHOTOGRAPHIC FEDERATION

Minutes of No 202 SCPF Club Representatives’ Meeting/AGM
10th November 2015 at Littleton Memorial Hall, Hall Way, Littleton, Winchester SO22 6QL

PRESENT

Tony Oliver (President), Eric Bennett, John Hodge, Peter Rocchiccioli, George Walsh, , Aldershot & Farnham, Alton, Basingstoke, Beaulieu, Bournemouth Electric &BPS, Bracknell, Burghfield CC, Chichester CC, Fareham & Portchester CC, Farnborough, Fordingbridge CC, Gosport CC, Highcliffe & Infinity CC, Hungerford CC, Locksheath & Sarisbury CC, New Forest CC, Newbury CC, Ordnance Survey PS, Overton PC, Poole CC, Reading CC, Salisbury CC, Southampton CC, Viewfinders of Romsey CC, Wimborne CC, Wokingham & E Berks CC, Woolston CC, Yateley CC

1

APOLOGIES

Ken Scott, Graeme Sleeman (Treasurer), George Walsh, Ray Acland (Exhibition), Niton & District CC, Practical CC, Steyning CC, Wareham CC

2

MINUTES OF MEETING NO 200, 10th May 2015

The Minutes of the above meeting were accepted and signed by Tony Oliver as a true record.

3

MATTERS ARISING

There were no matters arising, not covered elsewhere on the Agenda.

4 4.1 4.2

4.3 4.4

PRESIDENT’S REPORT – Tony Oliver – previously circulated
Tony was very grateful for all the support he had received from Council and the SCPF membership
He still receives enquiries about how the federation related to the PAGB. He referred the membership to “What is the Southern Counties Federation” written by John Hodge.
With the advent of the annual Exhibition at Salisbury Library in January, he looked forward to seeing the work presented. He expressed the need for help in preparing for this, both putting up and taking down the prints. He urged for each club to commit to a half-day stewarding.
Tony asked clubs to look at their membership for potential Council members for some unfilled posts, and others which may become vacant at the AGM. He appealed for individuals willing to take on roles to approach him, or any other Council members.

5 5.1

5.2.1

5.2.2

5.2.3

5.3 5.4

5.5

TREASURER’S REPORT – GRAEME SLEEMAN – previously circulated
In the Treasurer’s absence, Tony picked out specific details. Graeme had reported that the annual renewal of club subscriptions to the SCPF had been completed. Wight Balance had not renewed.
The next matter for all clubs would be the renewal of the PAGB Insurance Scheme, of which most clubs are members. Graeme looked forward to clubs’ co-operation when the form is circulated by email in December.
Details of the premiums that clubs would need to pay, based on a Limit of Indemnity of £5,000,000, were listed depending on the numbers of members.
This policy covers club excursions within the UK. Royal & Sun Alliance will extend this for worldwide trips, subject to an additional premium.
Details of the current trading account were included.
The SCPF had maintained costs within usual acceptable levels, and was adequately funded. He foresaw no need for changes in the immediate future.
The question was raised about a figure expressed in brackets in the Expenses column will be directed back to the Treasurer.

6 6.1

6.1.2

6.2 6.2.1 6.2.2

PAGB AWARDS OFFICER REPORT – LEO RICH – previously circulated
November 2015 Adjudication – Neath (Port Talbot)
Entry packs and CDs had arrived and are being processed. There were still spaces for observers. Reception Secretaries experiencing difficulties with Entrants’ work not conforming to instructions issued in the advice given to each applicant on receipt of their application. This particularly applies with print workers not re-sizing the image, and using the incorrect colour space when compiling their images for the accompanying CD. He urged that when planning an Awards Workshop, clubs should include this issue in their “topical tips” section.
April 2016 Adjudication – Gateshead
The Credit Print section is anticipated as being full by the closing date.
There is still space for PDI entries at both Credit and Distinction levels.

1

6.2.3 6.3 6.3.1

6. 4 6.5

There have been two entries for Master Prints, but a minimum of five is needed to run the section.

May 2016 Adjudication in Audio Visual

No further applications had been received. As the planned two –day event may be reduced to a one very full day, Leo pleaded for more AV entries from the Federation.
The SCPF Webmaster, Jason Hyde, had included a page on the website outlining the procedure and requirements for individual club members to apply. Club secretaries were requested to re-direct any enquiry to the site, and also to the re-vamped PAGB website.

In answer to a question from Horndean CC about viewing successful AV Awards, Leo said that the PAGB system for this was in the process of being updated. CD/DVDs will be available after the next adjudication in May 2016.

7 7.1

7.1.2 7.1.3

7.14 7.1.5 7.2 7.2.1

7.3 7.3.1 7.3.2

7.3.3 7.4

PAGB EXEC MEMBER REPORT – ROY LAMBETH – previously circulated
PAGB Inter-Club Championships, October 2015, held at Ellsmere Port. Equal first, Dumfries and Stafford, runners up 3rd place Cannock, and equal 4th place Wigan 10 and Chorley.
The clubs representing the SCPF had been Southampton CC, a regular contender, and New Forest CC, a first time entrant (Rookie Club).
Winner of the Plate Competition was Smethwick. Southampton gained a provisional = 10th with five other clubs, and New forest a provisional =22nd also with five other clubs.
Best Rookie Club (new club) was Thurrock.
Venue for next year will be Ormskirk High School, on Sunday 23rd October 2016.
2015 Inter-Fed Competition and Exhibition.
Because some Federations had inadvertently submitted a duplicate image from the previous year’s entry, those images were removed and thus scored zero. The final position for SCPF was 9th in PDIs, and 7th in Colour Prints.
2018 Inter-Fed Competition and Exhibition.
The PAGB has asked if the SCPF could take on the hosting of this event.
Identification of a club willing to take this on will need to be known by early 2016 and, also at the same time, the name of an organizing Secretary (OS). Among other duties, the OS would be responsible for locating venues for the judging day, and the Exhibition.
This club would need to identify a print Receiving Secretary and Exhibition Secretary no later than early 2017.
A question from New Forest CC about duplication of images was answered by Tony. Council will be addressing the matter, and present a set of procedures to a future Reps’ Meeting for discussion.

8 8.1

8.2

JUDGING ADVISOR’S REPORT – KEN SCOTT

No report was presented, but Tony reported that Ken had attended the National Judging Conference, and that a report would be presented to Council, and then circulated to clubs.
In answer to a question from Lymington on feedback forms, Tony said these should be rolled out soon.

9 9.1 9.1.2 9.1.3

9.1.4 9.1.5 9.1.6

9.1.7 9.1.8 9.2 9.2.1

LEAGUE SECRETARY’S REPORT – DAVID ISAACS
League
He thanked the clubs for taking part in the competitions, and uploading had generally gone well.
He asked that clubs should pay careful attention to the size of the image being uploaded, and to the orientation of the image: a maximum of 1400 pixels in width, and 1050 pixels in height. Underscores in the titles should also be removed. These were the most common reasons for failure with uploads. The return email, following attempting upload, will inform a club for the reason for failure. Improvements for next season have already been identified. Dave acknowledged that he had given the wrong key code to some clubs.
Dave re stated that clubs should read the rules concerning the competition window: 1st November 2015 to 31st March 2016.
In response to a comment from Dave that the judge has to see all the prints prior to scoring, Petersfield PS said they had no space available to display the prints.
In response to a question on countback, Dave explained the principle of the number of 10s, then 9.5s, then 9.0, and that this would happen at the end of the season.
On another question about countback, Dave also explained about an = with the score.
Jason responded to a question about scores not being displayed by Di Centra.
The Championships
Venue 20th March, hosted by Highcliffe & Infinity CC

2

9.2.2 9.2.2.1 9.2.2.2 9.2.2.3 9.2.2.4 9.3

The rules and entry forms will be posted on the Championship webpage soon.
Each club can submit entries of 15 prints and or 15 PDIs.
Clubs will be encouraged to use the uploading system on the website.
A new key code will be provided for this event, along with a new label for the prints.
Dave responded to a question from Lymington CC about the need for a PDI when entering a print. Dave reminded the meeting that he would be standing down from the position of League Secretary at the AGM. He asked if there was anyone interested in taking over, because they could shadow him for the rest of the season.

10
10.1 10.1.1 10.1.2 10.2.3 10.1.3.1 10.2 10.2.1 10.3 10.3.1

10.4 10.4.1 10.5 10.5.1 10.5.2

10.2.3 10.2.4 10.2.5

OTHER OFFICERS’ REPORTS
Handbook Secretary – Eric Bennett
All PDIs for the Exhibition had come through correctly, bar one.
Print boxes were ready to collect. The next ones will be available at Finals Day
The Handbook is updated regularly.
Eric asked that all changes should go directly to him and not to the SCPF Secretary.
Roll of Honour – George Walsh
No report submitted
Exhibition 2016 – Ray Acland
In Ray’s absence, John Hodge appealed for clubs to email him about volunteering for the stewarding rota.
Publicity Secretary – Philip Acland
Peter stated that Southampton CC had invited him to explain about the SCPF to newer members. Webmaster – Jason Hyde
The site is maintained to his satisfaction.
The upload system for both PDIs and Prints has worked better this year. As noted in the League Secretary’s report, the main errors and failures were user errors. He suggested that perhaps an education session tagged on to the September Reps’ meeting would be prudent. Jason emphasized that he will provided significant support for technical issues to the new League Secretary. He is happy to supply further information to questions.
He gets requests for publicity for individual clubs. A Facebook group is awaiting approval from Council, and this would be the best place for this form of advertising.
A question was raised about the Calendar to ensure that dates remained consistent after the clock changes twice a year.
A question was raised on updating website documents. Tony appealed for clubs to update Council members with specific items.

11
11.1 11.1.2 11.1.2.1

11.1.2.2 11.1.3

11.2 11.3

ANY OTHER BUSINESS
Guidance on Minors attending club meetings
Following presentation of the issue by Locksheath & Sarisbury CC, various points were made. Images of nudes are viewed in art galleries, but images of other people, apart from nudes, are submitted at Locksheath & Sarisbury, such as people in distress.
It was suggested that there could be junior clubs.
Tony wound up the discussion by suggesting that clubs email Locksheath and Sarisbury directly with their own pertinent advice.
Bracknell CC promoted the Martin Parr talk, 25th April.
Tony thanked Lynn Lambeth for organizing the refreshments.

The meeting closed, and was followed by a presentation by Gerry from Tamron.

Feedback and suggestions are always welcome concerning content of Representatives’ Meetings – please contact SCPF Secretary : secretary@southerncountiespf.org.uk

Future meetings dates: Thursday 18th February, AGM & Finals Day, Sunday 8th May – all at Littleton Millennium Memorial Hall

Signed:

Date:

 

 

No 202 Reps’ Meeting Minutes 10th November 2015 Final

201 Reps’ Minutes 8th Sept 2015

SOUTHERN COUNTIES PHOTOGRAPHIC FEDERATION

Minutes of No 201 SCPF Club Representatives’ Meeting/AGM
8th September 2015 at Littleton Memorial Hall, Hall Way, Littleton, Winchester SO22 6QL

PRESENT

Tony Oliver (President), Eric Bennett, John Hodge, Peter Rocchiccioli, George Walsh, , Aldershot & Farnham, Alton, Basingstoke, Beaulieu, Bournemouth Electric &BPS, Bracknell, Burghfield CC, Chichester, Farnborough, Fordingbridge CC, Highcliffe & Infinity, Locksheath & Sarisbury CC, New Forest, Newbury, Overton PC, Practical CC, Poole, Reading CC, Salisbury CC, Southampton CC, Viewfinders of Romsey CC, Wimborne CC, Wokingham & E Berks CC, Woolston CC, Yateley CC

1

APOLOGIES

Dave Isaacs, Lynn & Roy Lambeth, Ken Scott, Graeme Sleeman (Treasurer), Leo Rich, Beaulieu CC, Bognor Regis CC, Dorset Light, Fareham & Portchester CC, Gosport CC, Hungerford CC, Niton & District, Ordnance Survey PS, Steyning CC, Thatcham PC, Wareham CC, Winchester PS,

2

MINUTES OF MEETING NO 200, 10th May 2015

The Minutes of the above meeting were accepted and signed by Tony Oliver as a true record. Proposed by the Bracknell rep, seconded by John Hodge.

3

MATTERS ARISING

Lymington CC had attended, but had not recorded such on the Roll Call.
8.1 The League results from 2014-15 were not yet on the website, but Bill Flood can send results if any club wants them. It was suggested that a link between Dave Isaacs and Jason Hyde was needed.

4 4.1

4.2 4.3

4.4

4.5

PRESIDENT’S REPORT – Tony Oliver
Tony thanked John Hodge for being able to write a few words in the Newsletter as he wanted to keep this line of communication with clubs and photographer open.
Tony explained how important it was for the September Reps’ Meeting to be one of a social nature to allow interaction between clubs and Council members.
In the light of the significant increase in clubs requesting the SCPF Secretary to circulate club events through the region, Tony asked that clubs create their own distribution lists and circulate their own material. He did stress that exhibitions and events would be publicized on the website as a general notice. The Secretary will send a list of club secretaries’ emails to all clubs, even though these are readily available in the Handbook on the website.
Tony reminded the meeting of the continued vacancy on the Council as PAGB Competition Rep, a post he had held prior to becoming President. He appealed for anyone present willing to take on that role to approach him, or any other Council member, that evening. He stressed that it was a good way to become involved, and that the workload was not onerous.
There were no questions raised.

5 5.1

5.1.2 5.1.3

TREASURER’S REPORT – GRAEME SLEEMAN
In his absence, his brief report was read out. Graeme reported that the only item for consideration was the state of play with club subscriptions.
Despite sending out a subscription notice to all clubs in July, and a further reminder, there is still a trickle of subs coming in after the deadline.
He listed the following clubs as having subs outstanding:
Blandford Forum CC
Disabled PS
Highcliffe & Infinity CC
Isle of Wight
Locksheath & Sarisbury CC
Lymington CC
Solent CC
Thatcham PC
Wight Balance Photography Plus
Woolston CC
Graeme said he would be grateful if attention could be drawn to this matter with any of the Reps from the above clubs.

1

5.1.4

The Rep from Lymington responded by saying they had not had the form or the reminder.

6

6.1

6.2 6.3

6. 4 6.4.1

6.4.2

6.5 6.6

PAGB EXEC MEMBER REPORT – ROY LAMBETH

In Roy’s absence, his report was read out.
The PAGB organized the FIAP 26th Colour Print Biennial Competition and Exhibition, co-hosted by the Scottish and Welsh Federations.
The Selectors were Herbert Gmeiner (FIAP), Rod Wheelans (Scotland), and Bpb Moore (England).
The World Cup was awarded to Argentina, with just one point between them and Great Britain. Great Britain took Gold Medal, with Scotland gaining Bronze.
The Exhibition was officially opened at Smethwick Club House, Saturday 5th September, by FIAP President Riccardo Busi.
He complimented Great Britain on their contributions to FIAP, and in particular to Dave Coates, the FIAP organiser in the UK, who made the exhibition so successful. Riccardo Busi was very impressed by the catalogues, saying they were the best he had ever seen at a FIAP Biennial.
Roy was pleased to see two SCPF officers, John Hodge and Sue Teagle, at the Exhibition opening. He urged others to see it this year as some of the best international work was on show.
Roy had a few catalogues for Reps to take away, just one per club.
The Exhibition dates and venues: The PAGB – West Midlands 5th-18th September; Welsh Photographic Federation – 5th -30th October, Newport; Scottish Federation – 7th-22nd November, Dumfries.

7 7.1

7.2 7.2.1

7.3 7.4

PAGB AWARDS OFFICER REPORT – LEO RICH

In Leo’s absence, his report was read out, mainly from the August Update.
August Adjudication – Ormskirk, hosted by sRGB Group: a successful event, but poor attendance on the Saturday, better on the Sunday. Leo urged all entrants to attend where possible to see the standards in operation. Observers were also welcomed.
November Adjudication – Neath (Port Talbot)
Entry packs issued 11th August, but 15% of entrants have failed to acknowledge receipt of their packs. Entrant withdrawls arriving frequently; they forfeit £25.00 admin fee; the whole fee after 28th August. April 2015 Adjudication – Gateshead
Take up slow, but pace expected to increase from September. Plenty of spaces at all levels.
May 2016 Adjudication in Audio Visual
A two –day event is planned and spaces are still available. Since an opportunity to achieve a Distinction or an Award in AV is rare, club reps are urged to publicise this to their members.

8 8.1

JUDGING ADVISOR’S REPORT – KEN SCOTT

In his absence his update was read out
He has been severely delayed on progressing anything to do with Judges’ feedback, but that he will commence it in the next fortnight with clubs, via the SCPF Secretary if he can. Also he had circulated to council his summary of our judging process as sent to PAGB for the seminar on 24th October.

9

9.1 9.2

9.3 9.4

9.5

9.6 9.7

9.8

LEAGUE SECRETARY’S REPORT – DAVID ISAACS

In his absence, Dave’s report was read out.
He welcomed the reps to a new season.
He assured those clubs who may be new to SCPF, that there was plenty of friendly advice available, and he was only a phone call away.
The new League tables are now ready, with most clubs having already submitted dated and judges. The upload system on the website is live, with the PDI system the same as last year. The Key Codes have gone out to participating clubs using the Club Competition Secretary’s information from last year. If details have changed, he will need to know as the PDI disc and print labels will be sent out shortly. There is a new upload system for print titles and photographers’ names. Clubs will need to use the key Codes supplied for this. In addition, a PDI (1400 x 1050) of each print will need to be uploaded to help sort out the images for Finals Day, PAGB competitions etc.
Give Dave a call to help to upload images, if needed, after 24th September.
He thanked John Wigley of Petersfield PS for his help in getting the print upload system tested; he was the first person to use both systems.
Keith Polwin, Basingstoke, raised a question as to why a PDI was needed for prints. Tony Oliver explained about holding on to an image for reference purposes for other competitions. John Hodge added about their usefulness when checking for duplication.

2

10 10.1 10.1.1

10.1.2 10.2.3 10.1.4

10.1.5

10.2 10.2.1 10.3 10.3.1 10.3.2 10.3.2.1

10.3.2.2 10.3.2.3 10.4 10.4.1 10.4.2

10.4.3

OTHER OFFICERS’ REPORTS
Handbook Secretary – Eric Bennett
A notice to all clubs had been sent out saying that print boxes should be ready for collection at the November Reps’ meeting.
All web directories had been updated at the beginning of the month.
Emails had been sent to clubs to verify their contact details.
New PAGB Handbooks were available – same cover, the only difference being the date. These were most useful for the club’s Programme Secretary. Judges and lecturers get one copy.
A question was raised as to the password for the directory on the website. Eric replied that the existing password was valid until about February.
Roll of Honour – George Walsh
George reported that there had only been one nomination.
Exhibition 2016 – George Walsh
The Salisbury Exhibition had closed on 31st August for entries.
Exhibition Secretary – Ray Acland
Deadline for PDIs and Print titles 19th October. Details of entries to go to Ray, but PDIs to be sent to Eric.
Ray had circulated a note of when he would be on holiday.
Ray handed out envelopes for club entries.
Publicity Secretary – Philip Acland
Philip had said that all was going well and that he had nothing further to report
Peter requested that the November Reps’ meeting start at 7.30 to allow for the featured Tamron display and talk.
There were only five copies of the SCPF 50th Anniversary Book left to sell, at the reduced price of £10.00.

11 11.1 11.1.2

ANY OTHER BUSINESS

There were Certificates from the PAGB Exhibition Acceptances to give out.
It was also recorded that there were Ribbons to award to Jason Hyde, Overton PC, and John Massey Wokingham & East Berkshire CC.

The meeting closed, and the Social Time with cheese & wine, and a quiz followed.

Feedback and suggestions are always welcome concerning content of Representatives’ Meetings – please contact SCPF Secretary : secretary@southerncountiespf.org.uk

Future meetings dates: Tuesday 10th November, Thursday 18th February – all at Littleton Millennium Memorial Hall

Signed:

Date:

3

 

No 201 Reps’ Meeting Minutes 8th September 2015 final

200 Reps’ Minutes 10th May 2015

SOUTHERN COUNTIES PHOTOGRAPHIC FEDERATION

Minutes of No 200 SCPF Club Representatives’ Meeting/AGM
10 May 2015 at Littleton Memorial Hall, The Hall Way, Littleton, Winchester SO22 6QL

PRESENT

John Hodge (President), Eric Bennett, George Walsh, Dave Isaacs, Lynn Lambeth, Roy Lambeth, Tony Oliver, Glyn Edmunds, Aldershot & Farnham, Alton, Andover Split Image, Basingstoke, Bournemouth Electric &BPS, Beaulieu, Bracknell, Chichester, Disabled Photographers, Dorset Light, Fareham & Portchester, Farnborough, Gosport, Haslemere, Highcliffe & Infinity, Horndean, Locksheath & Sarisbury, New Forest, Newbury, Ordnance Survey, Overton, Practical, Petersfield, Poole, Salisbury, Steyning, Viewfinders of Romsey, Wareham, Wimborne,Winchester, Wokingham & E Berks, Woolston, Yateley

1

APOLOGIES

Leo Rich, Ken Scott, Peter Rocchiccioli, Niton & District, George Marsh

2

MINUTES OF MEETING NO 199, 15 February 2015

Winchester PS noted that they had been in attendance at the February meeting but not shown as such on the minutes. The Minutes of the above meeting were accepted and signed by John Hodge as a true record. Proposed by Janet Barton, seconded by David Barton.

3

MATTERS ARISING

No matters arising.

4 4.1

4.2

PRESIDENT’S REPORT – JOHN HODGE
John had come to the end of his 2 years as president and gave a full report which is attached to the minutes. (append 1)
John said many thanks you’s to various people for the work they had undertaken, particularly to Council for their support. He gave special thanks to both Glyn Edmunds and Lynn Lambeth who were standing down from Council. Lynn has served Council for approximately 11 years and John presented a bouquet of flowers in appreciation for all the work she had undertaken.

5 5.1

5.2

5.2.1

5.3

5.4

TREASURER’S REPORT – GRAEME SLEEMAN
Graeme reported we have had another busy year with hosting the PAGB Awards adjudication and the SCPF Exhibition at Salisbury. The SCPF exhibition was again a considerable success both financially and in terms of publicity and public profile. Income generated from such events is important in keeping the Club’s subscriptions costs down.
The collection of monies for the PAGB PL insurance is likely to change at the end of this year. This is necessary for financial regulations. For Federations to continue to collect the money from clubs they would need to open a Client Money Account or Trust Fund; this is not easy to set up and is another account for the Federation Treasurers to deal with. Another option is that clubs deal direct with Darwin Clayton. This would be Graeme’s preferred method, although this may still present some difficulties. There were concerns raised by several reps present regarding passing on of clubs details; how to keep track of clubs with PLI, how would this be monitored. Graeme stated that this would be down to clubs to ensure they let him have a copy of their policy and reminded clubs that it is necessary to hold a current PL insurance otherwise they may find judges and lecturers may not want to visit and club committees could be personally liable in the event of any potential claim. Graeme asked for feedback on this from Club Treasurers.
Audited accounts were presented, with a small excess of income over expenditure due to increased subscriptions from new clubs joining the federation, the success of the Anniversary book and general cost control. Therefore there will be no increase in Club Subscriptions this year. (Accounts attached Append 2)
Acceptance of these accounts were proposed by Glyn Edmunds and seconded by Dave Barton.
Glyn Edmunds gave a vote of thanks to Graeme for all his hard work as treasurer.

6 6.1

6.1.2 6.2

PAGB EXEC MEMBER REPORT

At the PAGB AGM it was agreed there would be no increase in subscriptions this year, they will remain at £34.75 per club.
Each Federation is invited to give a report on the highlights of the year. Lynn attended and presented for the SCPF, talking about the successes of the Anniversary Book, the Judging Workshop and the APM Advisory Day.

Leo Rich has now completed his two years as the PAGB President and was thanked by Roy Thomas, the incoming President, for all his hard work during his Presidency, I’m sure we would all like to add our thanks to Leo for all his hard work not only as the PAGB President but also promoting the SCPF during

6.3

6.4 6.5

6.5.1 6.6

his time in office.
Inter-Club Championships 2015 – the PDI Championship will be held at Warwick University on the 11th July, tickets are £5 each. The Print Championships will be held this year at the University Church of England Academy, Ellesmere Port on 25th October, tickets are £10 each. These tickets are restricted to a limited number. Please also note this is a change of venue.
A reminder to go to the PAGB website for the most up to date information on event dates etc.
FIAP Awards – anyone going for FIAP awards need to keep up with the latest requirements as they are in a state of change with several new rules applying to the 2016 applications.
The PAGB has increased the MFIAP application to £110.
PAGB Advisory Documents regarding; Health and Safety; Data Protection and Child Protection including Vulnerable Adults. These can be found on the SCPF and the PAGB website. It is always best to go direct to PAGB website for the most up to date information.

7 7.1

7.1.1 7.2

JUDGING ADVISOR’S REPORT – KEN SCOTT

Ken reported it has been another successful and progressive year in the Judging Community within the SCPF. For full details read the attached report (append 3).
John read the full report to those present; a question was raised on the feedback form hoping it would be a 2 way process. It was confirmed that it would be 2 way, judges can feedback on clubs as well as clubs feedback on judges.

John gave a vote of thanks to all judges within the federation, thanking them for their commitment and the time they dedicate to this. It is much appreciated by all the Clubs.

8 8.1

8.1.1 8.2

8.2.1 8.3 8.4

8.5

LEAGUE SECRETARY’S REPORT – DAVID ISAACS

Dave reported that everything had worked well on this season’s league. He gave an outline of today’s Finals Day, saying it had been a fantastic year with incredible images and thanked all clubs for taking part.
It was noted that this year’s results are not on the web, Dave explained there had been a problem but this is now resolved and the results would be posted on web this week.

2015/2016 League – due to more clubs joining the federation and participating in the league there would be 8 clubs per division. There were some concerns about how we would deal with ever increasing numbers in the league as the changes for this coming season had been quite considerable. It was explained that any additional clubs joining the league would now mean adding another division and perhaps just changing numbers within the last 2 divisions.

The league tables are on the website and Dave urged all clubs to send in the dates and names of the judges booked as soon as possible when known. These will then be added to the website, this makes it easier for other clubs within each division to book judges.
A decision had been made by Council that they would like all clubs to host a round unless there was a very good reason (such as the difficulties for the Channel Islands). It was agreed to implement this for the 2016/17 season.
Point Scoring/Allocation – this had been raised at a previous Club Reps meeting and has subsequently been discussed in Council. Agreement reached that in future we would use the count back system for any places that have a tie. Explained in detail this meant, first you would count the number of 10’s each club received and the one with the largest number would be given the higher placing; moving on to 9.5, then 9’s as and when necessary. This would resolve the problem of any 2 clubs being allocated the same number of points.
‘B’ Teams in League – a paper had been circulated prior to the meeting and a general discussion took part on the viability of this, after which it was decided to drop this idea as there was no real enthusiasm for introducing it.

9 9.1

9.1.1 9.2

9.2.1

OTHER OFFICERS’ REPORTS
Roll of Honour – George Walsh
Since the February meeting 2 rolls of honour had been presented by John Hodge to Mrs Anne Streeter formerly of Alton CC and to Mr Gordon Gentles of Havant CC.
George urged everyone to look around their own club as there is more than likely someone in the background that works hard for the club and would be worthy of this honour. Forms can be found on the website.
Exhibition 2016 – George Walsh
George firstly gave thanks to Ray Acland of Chichester CC for stepping forward to take over from Geoff Kelland who for many years was a great help to this Exhibition. This help has been very much appreciated by Council.
So far only 4 entries for 2016 have been received, although the closing date is not until 31st August; do not leave until the last minute to enter, especially as the print entries are a limited number.

9.3

9.3.1

9.3.2

9.4

9.4.1 9.5

9.6

The forms are on the website; entry form; rules and regulations; and print plan. This last document is very important as it allows the club to choose how their prints will be displayed, it is also a great help to those people putting up and planning the exhibition space.
PAGB Competition Officer Report – Tony Oliver

2014 Inter-Fed Competition – the SCPF came in the following positions; Open prints 11th out of 15
Mono Prints 14th out of 15
Open PDI 6th out of 15

Nature PDI 7th out of 14
The number the SCPF entered in each section was 21 images and from this we had 15 acceptances with 3 PAGB ribbons being awarded to: Colin McIlroy (New Forest); Damian Morris (Overton); Ann McDondald (Chichester). The overall winning image in the Open prints was awarded to Jim Pascoe (Highcliffe & Infinity).
Tony thanked all clubs and individuals who submitted work for selection and congratulated those who had work accepted and those who won awards. The fairly strong position in the PDI’s is a reflection of the significant bank of work to select from (SCPF Leagues and Championships). The lower position in the prints is not a reflection on the quality of work but is more the fact that we do not have the same significant numbers of prints to choose from.
Handbook Secretary – Eric Bennett
Eric asked that all clubs let him know of changes that happen with their secretaries and competition secretaries as soon as possible so the directory can be kept up to date. There are still changes that do not get passed through.
Anyone wanting the password to the directory must follow the procedure of emailing Eric for this. Publicity
John gave a vote of thanks to Peter Rocchiccioli for the marvelous job he has done on publicity and the amount he has raised through sponsorship. Peter however was looking for someone to take this role over now and would like to work alongside someone this year. Peter would be taking over the role of Vice President. Anyone interested in this to contact Peter or one of the Council members.
Secretary
Lynn thanked Sue Teagle for coming forward to take on the role of secretary and said she had enjoyed her years on the Council and the different roles she had undertaken. Lynn said she would miss the involvement but had other interests she also wanted to pursue. Lynn also said she would still be coming to Club Reps to do the refreshments.

10 10.1

10.2

10.3 10.3.1

ELECTION OF OFFICERS

The following people were all elected into the nominated positions:
President – Tony Oliver; proposed by John Hodge; seconded by Lynn Lambeth
Vice President – Peter Rocchiccioli; proposed by John Hodge; seconded by Tony Oliver
Treasurer – Graeme Sleeman; proposed by Dave Isaacs; seconded by Lynn Lambeth
Secretary – Sue Teagle; proposed by John Hodge; seconded by Tony Oliver
PAGB Exec – Roy Lambeth; proposed by John Hodge; seconded by Graeme Sleeman
Judging Advisor – Ken Scott; proposed by Eric Bennett; seconded by Graeme Sleeman
Handbook Secretary – Eric Bennett; proposed by Graeme Sleeman; seconded by Lynn Lambeth
Roll of Honour and Exhibition Secretary – George Walsh; proposed by Lynn Lambeth; seconded by Roy Lambeth
League Competition Secretary – Dave Isaacs; proposed by Lynn Lambeth; seconded by John Hodge PAGB Awards Officer – Leo Rich; proposed by John Hodge; seconded by Sue Teagle.
Webmaster – John said that this position would be held by Jason Hyde as a non council member but Ken Scott would still have the overall responsibility.
John handed the meeting over to Tony Oliver, also congratulating him on achieving his ARPS.
Tony thanked everyone for voting him into the position of President and said it was a privilege to be in this position. Tony thanked John for the outstanding work he had done during his term of office, he also thanked Lynn and Glyn for their work over the years.
Tony finished by saying the AGM and Club Reps meetings were necessary but photography is supposed to be fun and we must hold onto that thought.

11 11.1

11.2

ANY OTHER BUSINESS

Chris Keene (Hungerford) raised a question about the suitability of one of their members for Roll of Honour, George advised him to complete the nomination and Council would take up the references before making a decision.
The September Club Reps meeting had been reintroduced and would be a social event. The date is Tuesday 8th September 2015. Further details will be sent nearer the time.

Badges will also be introduced for club reps as it will be easier to identify the clubs in attendance. A reminder that club reps do need to sign the roll call form to ensure they are recorded as present and as a safety measure in case of a fire.

Meeting closed at 10.50am

Feedback and suggestions are always welcome concerning content of Representatives’ Meetings – please contact SCPF Secretary : secretary@southerncountiespf.org.uk

Future meetings dates:; Tuesday 8th September; Tuesday 10th November – all at Littleton Millennium Memorial Hall

No 200 Minutes 10 May 2015

199 Reps’ Minutes 16th Feb 2015

SOUTHERN COUNTIES PHOTOGRAPHIC FEDERATION

Minutes of No 199 SCPF Club Representatives’ Meeting 16 February 2015 at Littleton Memorial Hall, The Hall Way, Littleton, Winchester SO22 6QL

PRESENT

John Hodge (President), Eric Bennett, George Walsh, Peter Rocchiccioli, Leo Rich, Dave Isaacs, Lynn Lambeth, Roy Lambeth, Aldershot ,Farnham & Fleet, Alton, Basingstoke, Beaulieu, Bishops Waltham, Bognor Regis, Bracknell CC, Chichester CC, Disabled Photographers, Fareham & Portchester CC, Farnborough CC, Gosport CC, Havant, Highcliffe & Infinity CC, Horndean, Ordnance Survey, Overton PC, Practical CC, Petersfield PS, Poole CC, Southampton, Spectrum, Viewfinders of Romsey CC, Wimborne CC, Wokingham & E Berks CC, Woolston CC, Yateley CC.

1

APOLOGIES

Tony Oliver (Vice President) Glyn Edmunds, Ken Scott, Burghfield, Lymington, New Forest, Salisbury,

2

MINUTES OF MEETING NO 198, 11 November 2014

The Minutes of the Meeting held on 11 November 2014 were accepted and signed by John Hodge as a true record. Proposed by Janet Barton, seconded by David Barton.

3 3.1

3.2

MATTERS ARISING

5.2 Lymington CC via email raised the matter of communication as it was their understanding that all matters regarding membership and insurance would be sent to secretaries and treasurers. Graeme felt that he now had an up to date list of treasurers so would only send information to secretaries if follow up emails to treasurers failed to get a response. This was accepted as a way forward.

12.1.6 Regarding a license for AV, there had been 1 reply from Ian Ross, Viewfinders CC, things are still felt to be confusing.

4 4.1

4.2

4.3 4.4

4.5

4.6

PRESIDENT’S REPORT – JOHN HODGE
John had presented Rolls of Honour to members of Bracknell CC at the club’s Diamond Jubilee celebrations in December.
The opening of the Exhibition in January saw another splendid show, even better than last year. John congratulated George on this success, also thanking the support of members who assist in the hanging and dismantling of the exhibition as well as giving their time to steward.
John is delighted to report that Highcliffe & Infinity will be hosting the 2016 Championships. Also during January 2 Rolls of Honour were presented at Basingstoke CC.
On communications John was pleased to report that Council had agreed to the development of a Facebook page. Jason Hyde is producing the initial restricted page for Council to agree before rolling out to all. It is hoped this will provide another easy communication route between the federation and the club members. Obviously we are concerned to ensure that it will be secure and not open to abuse. Finally John attended the Federation Judging Workshop; this was an all day event where 11 prospective new Level 1 judges participated. John said he was hugely impressed by the quality of the workshop which has moved on greatly in recent years. Thanks were given to Ken Scott for organizing this and to the 5 level 3 judges who assisted with the coaching; a big commitment which is hoped will pay dividends in the future.
2 presentations were made on the evening to Steve Woolcock for achieving his CPAGB and Damian Morris for achieving his DPAGB. John gave thanks to Steve Kirkby for taking photos of the presentation.

5 5.1

5.2 5.3 5.4

5.5

TREASURER’S REPORT – GRAEME SLEEMAN
Graeme reported this was a busy period with the Exhibition and the PAGB PL Insurance renewals but it passed without excess trauma.
The Anniversary Book project has been a remarkable achievement with the net cost of the project being just £87.27. There are still a few books for sale at the reduced cost of £10 which is hoped will reduce this cost to a breakeven point or a small profit.
PAGB PLI renewals have been a lot better than last year with most club treasurers keeping Graeme up to date with their contact details. Certificates are being distributed via emails this year and all clubs renewing through this scheme will receive their documents in due course.
There are 5 clubs who have either not renewed their insurance or informed Graeme of their own insurance arrangements. Graeme mentioned all 5 clubs and was able to make contact with most of these through the help of those present. Club reps that judge or lecture were concerned about this situation as all clubs should hold PLI to cover any unforeseen accidents.
Current balances are: Current account £4,196.27; Deposit account £8,300.88
Attached to the minutes is a Profit and Loss account report covering 1st April 2014 – 16th February 2015.

6 6.1

6.1.2 6.2

6.2.1 6.3

6.3.1

PAGB AWARDS OFFICER REPORT – LEO RICH

Ormskirk August 2015 – the university have suddenly decided not to let their premises to outside organization and a replacement venue is being arranged within the same locality.
Sunday 16th August – Credit and Masters day is already oversubscribed so the Credit PDI’s will be moved to Saturday (as per April 2015) to make more room for Credit Prints. Still spaces available for Distinction Print and PDI sections as well as Credit PDI.

Port Talbot November 2015 – there are still plenty of spaces available across all the sections.
April 2016 Adjudication – there will be no bookings at this event until both August and November events are full.
From April 2016 the PAGB have agreed an increase in fees, Credit level will remain the same; Distinction will increase from £75 to £90 and Masters will increase from £95 to £120.
Awards in AV – Because the Adjudication in May this year was oversubscribed within 72 hours, the PAGB Exec have agreed to underwrite another adjudication in the Spring of 2016. This is already 75% full with the applications held over from this year. Anyone looking to achieve an award in AV will need to be very speedy. The increased fees will also apply to this event.
An application form specific to AV for 2016 is available from Leo by sending A5 stamped addressed envelope. The declaration wording has been modified so the 2015 form will no longer be accepted.

7 7.1

7.2 7.3

7.4

7.5 7.5.1

7.5.2 7.6

7.7 7.8

7.9 7.9.1

PAGB EXECUTIVE’S REPORT – ROY LAMBETH

2015 PAGB Print Championship will now be held at the University of England at Elsmere Port. Ticket prices will be £10 per person. The date and venue is yet to be confirmed.
The PAGB PDI Championships will continue to be held at Warwick, tickets will remain at £5 per person.

PAGB will be publishing the following Advisory documents on their website soon, these are: Advice for Clubs on Children, Young People and Vulnerable Adults attending Club Meetings; Health and Safety and Data Protection.
FIAP 26th Colour Biennial is being organized by PAGB this year. Please look at the SCPF website or e- news to see how to enter the PAGB competition to select the England entry. Closing date is 27th March 2015. The theme for the PAGB’s entry will be ‘People in their Environment’.

FIAP Rules are in a period of change. Anyone applying for an award should keep up to date on how any changes to the rules may affect them.
The current changes are applicable to applications from January 2016 and can be found on e-news issue 132 where Dave Coates PAGB FIAP Liaison Officer has written a summary of the situation.

It is advisable for everyone to sign up to e-news to receive all the latest news.
Banned Photographers – All federations will be informed of all banned photographers not only on the FIAP red list but those banned by the PAGB. Any club running an exhibition can request this information from the Federation Secretary.
Travel expenses for judges and lecturers remain unchanged at 30p per mile plus fuel.
Photography Show at NEC Birmingham is being held 21 – 24 March 2015. Entrance fee is £18 at door or £13.95 if you pre-book. Pre book and quote the PAGB code PAGBTPS15 will reduce the ticket price to £10.95, a very good saving. Further details in e-news.
Awards Adjudication April 2015 – this is being hosted by the SCPF and held at Richard Taunton 6th Form College on 25th and 26th April. Tickets for entrants and their guests will be sent out by the Print and PDI Receiving Secretaries.
Observer only tickets will be on sale from 27th March £6 per ticket. Application forms will be on the SCPF website, tickets available from Roy, email pagbexec@southerncountiespf.org.uk

8 8.1

JUDGING ADVISOR’S REPORT – KEN SCOTT

A newsletter has been circulated to all the current judges for feedback, when this has been received and any amendments made the Newsletter will be circulated to all club members.

9 9.1

9.1.2 9.2

9.2.1

LEAGUE SECRETARY’S REPORT – DAVID ISAACS

A request had been received that a change be made to the scoring system for the league when 2 clubs tie for a place, particularly the top 2 clubs. The reason for this is it is felt to be unfair on the club in second place. After a brief discussion with the Club Reps it was felt there should be a proposal put together explaining exactly what the change would be and why before anyone could be expected to vote on the request.

It was agreed Council would look at this and put it on the Agenda for the AGM/Club Reps meeting. Dave urged all clubs to look at the rules on the website as they have been updated and reworded to make things clearer. There is now more time to enter images, date moved from 6th October to the 16th October.
The league window for the individual rounds will be 1st November to 31st March.

9.2.2

9.3 9.4

9.5

9.6

9.7

Rules now state that your images must be in SRGB and 1400 (horizontal) x 1050 (vertical). There is no longer any need to provide in both sizes as the software will resize to 1028 x 768. This has worked this year with no problem.
The 2nd phase of the upload system will be introduced for the next season; this will be for you to add print titles and photographers names.

For the next season you will need to compile an A4 sheet with thumbnails of all your prints, this will be kept on record. It will be easier to keep track of images that have been previously entered. Clubs can request a copy of their images at any time.
It looks likely that there will be another 3 clubs joining the league making a total of 40 clubs in the Print league; therefore the number of clubs within each league will need to be adjusted. The fairest way to deal with this is to have 8 clubs in each division. There was a short discussion with most people agreeing it was likely to have little effect on the actual evenings judging.

Dave asked the reps how they would feel on the introduction of a B team for the larger clubs, thus allowing more members work to be used. There was very mixed feelings on this. Dave said it would have to be introduced in 2017 at the earliest and requested that Club Reps talk to their committees and come back with some thoughts on this to him. This will be included on the Club Reps/AGM Agenda. Basingstoke has had problems this year with the transportation of prints. Some clubs had not sent a representative at the correct match to move the prints on. On the whole this process works, Dave urged clubs to talk to each other about this.

10 10.1

10.2

10.2.1 10.2.2

10.2.3 10.2.4

10.3

10.4 10.5

10.6

10.6.1 10.6.2

OTHER OFFICERS’ REPORTS
Roll of Honour Since the last meeting in November there have been 7 presentations that have taken place. At Bracknell CC, Chris and Debbie Bradley, Ron Gafney and Ruari Cumming; and at Basingstoke CC; Mike and Cath Farrow were all presented their Rolls of Honour by John Hodge, President. At Chichester CC Glyn Edmunds Past President presented a Roll of Honour to Peter Rocchiccioli. At the present time we have 1 more awaiting presentation.
Exhibition 2015 George gave thanks to Council and Club Members for the help and time they gave to make this exhibition a great success, resulting in an almost full list for stewarding. Many visitors came from various parts of the country and the comments put in the book were of a high standard.
We sold more catalogues which is always a help in keeping the costs down.
The Opening evening again proved a great success with over 80 people attending. Thanks to Tony Oliver and his team for the catering arrangements. Special thanks to Richard for the showing of the PDI’s, which were also shown throughout the exhibition.
This year we received over 437 votes in the Best Print Voting box, with the winning image receiving 24 votes. John Hodge draw a name out of the hat of those who voted, the lucky winner was Mrs Boyle of Havant, receiving a £20 cash prize. The winning print was No 21 Flying Percherons by Alan Price of Beaulieu CC.
The judge for next year will be Brian Swinyard FRPS DPAGB EFIAP/b from Midlands Counties Photographic Federation.
Handbook Secretary The password has changed and as usual it is sent to the secretaries, anyone wanting this to send an email to Eric who will respond with the password. The password for the Judges directory will be changed by Ken Scott, this should be done in the next week or so.
Print Boxes The next order will be mid March – mid April, a note will be sent to all Club Secretaries as well as a note on the website.
Publicity The advertisers in our catalogue have supported us for the last 5 years. Peter requested that anyone using these please let them know they are members of the Federation. This helps with their continued support.
Secretary There is a lot of information sent to the secretary from various clubs for circulation. Lynn made a plea for this information to be checked before being sent to her. It is not the Federation secretary’s role to proof read these requests and often there is vital information missing such as dates/times/venues. It is also worth ensuring the spelling and grammar are correct, this is very easy to do in this age of computing.
Please also ensure any information being circulated is sent in PDF as many people no longer work in Word.
Lynn reported that after some 10+ years she will be standing down and said it had been her choice to remain on the Council that long, it was not because she felt she had to. Lynn had enjoyed this time on Council. This means there will be a vacancy for secretary and urged people to give this some consideration, even if they felt they can only commit to 1 or 2 years it would be of help. Lynn stressed that whilst the secretary’s role is not a difficult one it is an important one and if no one took on this role it would mean that information would not get circulated as often as it should.

11

ANY OTHER BUSINESS

No items had been previously notified

Second half of meeting On Line Paper Co presented their products.

Feedback and suggestions are always welcome concerning content of Representatives’ Meetings – please contact SCPF Secretary : secretary@southerncountiespf.org.uk

Future meetings dates: Sunday 10th May; Tuesday 10th November – all at Littleton Millennium Memorial Hall

No 199 Minutes 16 February 2015

198 Reps Minutes Nov 2014

SOUTHERN COUNTIES PHOTOGRAPHIC FEDERATION

Minutes of No 198 SCPF Club Representatives’ Meeting 11 November 2014 at Littleton Memorial Hall, The Hall Way, Littleton, Winchester SO22 6QL

PRESENT

John Hodge (President), Eric Bennett, George Walsh, Peter Rocchiccioli, Leo Rich, Bracknell CC, Chichester CC, Fareham & Portchester CC, Farnborough CC, Fordingbridge CC, Gosport CC, Highcliffe & Infinity CC, Horndean, Locksheath & Sarisbury (Bill Flood), CC, Lymington CC, New Forest CC, Overton PC, Practical CC, Petersfield PS, Poole CC, Salisbury CC, Southampton,CC, Viewfinders of Romsey CC, Wokingham & E Berks CC, Woolston CC, Yateley CC.

1

APOLOGIES

Aldershot, Farnham & Fleet, Basingstoke CC, Steyning, Winchester PS, David Isaacs, Glyn Edmunds, Lynn Lambeth (Secretary), Roy Lambeth, Tony Oliver (Vice President), Graeme Sleeman (Treasurer), Ken Scott

2

MINUTES OF MEETING NO 197, 11 MAY 2014

The Minutes of the Meeting held on 11 May 2014 were accepted and signed by John Hodge as a true record.

3

MATTERS ARISING FROM MINUTES OF 11 MAY 2014

There was a reminder that someone, or two, need to take on the role of organizing the Salisbury Exhibition in 2016 as George Walsh and Geoff Kelland are definitely standing down.

4

PRESIDENT’S REPORT – JOHN HODGE John reported on activity since the AGM, including:

  1. PAGB Inter-Federation Competition / Exhibition, including the need to encourage more participation.
  2. Roll of Honour to Terry Jamieson of Viewfinders of Romsey
  3. Awards for Photographic Merit Advisory Day, organised by Roy Lambeth, which was verysuccessful
  4. AV Championships held in October
  5. New clubs joining the Federation: Blandford Forum CC, Dorset Light, the mergedBournemouth Electric CC and Bournemouth PS, and Bishops Waltham CC
  6. Important issues in recent communications : New definitions for Nature photography, and clarification of the PAGB Public Liability Insurance cover for clubs, judges and speakers.

5

5.1 5.2

5.3 5.4

5.5

TREASURER’S REPORT – GRAEME SLEEMAN
In his absence, Graeme’s report was circulated.
Final accounts for year ended 31st March were attached to the report.
On-going problems of communication with some club treasurers for insurance and subscriptions. Up-to- date contact details need to be submitted.
The Anniversary Book was a success, both for promotion and financially; the costs for the whole project to the SCPF amount to £87.37. A few books are still available.
Generally, costs have been maintained within usual levels. More accurate analysis is available with current system. The small excess of expenditure over income is not a concern. SCPF is adequately funded and no immediate changes are needed.
In answer to a question on the treasurer’s email, it was stated that every effort would be made to get treasury matters passed on.

6 6.1

6.1.2 6.1.3

PRESENTATION OF VERIFIED ACCOUNTS: YEAR END 2013/14

The president noted that there was a variation of about £400 from those of the AGM. There had been a very tight timescale in which to get all the figures together.
Zaid Merherali asked about the difference in assets.
The report and accounts were proposed for acceptance by Rebecca Hitchcock and seconded by Richard Temlett.

7 7.1

7.2

PAGB AWARDS OFFICER REPORT – LEO RICH

The PAGB is working on a revised AV qualification. The scheduled date is now over-subscribed, but they will try for another one later in 2015.
There are vacancies for the Awards Adjudication in Ormskirk & November 2015 in Port Talbot, South Wales, but the Credit applications are getting filled up quickly.

8 8.1

PAGB EXECUTIVE’S REPORT – ROY LAMBETH
In his absence, Roy’s report was circulated.
NWPA club complains Exhibition Entry Fee was taken under false pretences.

8.1.1

8.1.2 8.1.3

8.1.4 8.2

8.2.1

8.2.2

8.2.3 8.2.4

One of the exhibiting clubs at the North Wales Photographic Association complained that because the NWPA couldn’t show the PDIs as a continuous projection, their money was taken fraudulently. Despite images being shown at the opening, and being made available on DVD free of charge to each club and entrants, Trading Standards agreed that the images had not been exhibited.

NWPA will be re-writing their rules to state that continuous projection of PDIs cannot be guaranteed. It is not unusual for exhibition organisers to be unable to exhibit all prints and continuously project PDIs. Clubs should look at their exhibition rules and consider the decision taken by Trading Standards in this case.

A question was raised following this report about the wording of the SCPF Exhibition rules and whether it has continuous projection.
PAGB definition of a Camera Club or Photographic Society
A definition of a club for insurance purposes has been agreed by the PAGB and their insurers. The published definition has been adopted immediately, even though the wording of the contract cannot be applied until the policy is renewed.

“A camera club, photographic society, photographic club or photographic group with a published constitution and a published programme of events, united by a common interest in photography, meeting in person for mutual co-operation, education, entertainment or competition and conducted solely from a physical location within Great Britain, Northern Ireland, and the Channel Islands or the Isle of Man”

Clubs must fall within this definition to be able to be insured, from renewal, under the PAGB agreed policies and only such clubs will be able to compete in PAGB competitions from that date. Federations are free to accept clubs who do not meet the PAGB definition as members, and allow them to participate in federation competitions. Images from these clubs will not be valid in PAGB competitions, including the Inter-Federation competition.
All current SCPF clubs comply with the definition. Clubs and the SCPF should be aware of this definition before accepting membership from virtual clubs or sub-groups based on-line with a separate membership.
Answering a question from Steve Kirkby, Alton, on how Wigan 10 meet this criteria, Leo Rich replied that it had a published programme on their website.
It was stated that for the Southampton 2015 PAGB Awards for Photographic Merit, the Observers’ ticket will be advertised at £6.00 in PAGB e-news.

9 9.1 9.1.2

JUDGING ADVISOR’S REPORT – KEN SCOTT

In his absence, the report was read out by the President.
There is a judges’ newsletter in draft format, which will be issued to all clubs once it has been examined by the judging community. It will also be available on the judging section of the website.
The next judging workshop, there are four bookings already in. This is a practical judging session, not come and find out one.
Graeme Sleeman wants to be added to the list.

10 10.1

10.2 10.3 10.4

10.5 10.6

10.6.1

10.6.2 10.6.3

LEAGUE SECRETARY’S REPORT – DAVID ISAACS
Upload system – working well: almost 90%successful first time entries. Only a few clubs had problems with key codes.
The first results – entered on new scoring system, and working well.
Attention –postal address and phone contact details needed as well as email, for labels and PDI discs In the future – looking for a system to upload print titles and actual PDIs so clubs can burn their own discs, but security issues are important. Printing own labels may be possible from on-line, making clubs more responsible for their entries, and saving time and money
Finals Day Sunday 10th May 2015 – invitations will be sent to top clubs in each Division. Medals will be awarded for the highest scoring images, print and PDI.
Dates for next season – possibility of the dates being moved forward, eg 16th October 2015 as closing date for entries, it will be essential that the images be loaded before then. All clubs would gain an extra ten days for selection. Suggestion for the League window to be 1st November 2015 to 31st March 2016. A question from Dawn Evans, Wokingham about the difficulty in downloading the score sheets had replies of several offers of help.
Bill Flood requested that the bottom part of the score sheet be filled in. but leave the last column blank. Chris Keane, Hungerford, made a request that all documents be sent out be in PDF format, as he does not use Word.

11 11.1

OTHER OFFICERS’ REPORTS

Handbook Secretary – Eric Bennett PAGB Handbooks available at £3.00.
Print boxes – this had been a larger than usual order of 75. They are not yet available, but hopes for next

11.1.2 11.1.3 11.3

11.3.1

11.3.2 11.3.3 11.3.4

11.4 11.4.1

week. He appealed for volunteers to help collect them.
In answer to a question of timing for the next order of print boxes, it was stated that they would be ready for collection at the AGM in May.
The SCPF Handbook has one mistake. The password will change after Christmas, but there will be an overlap in the time between the old and the new one. Passwords always come via email.
SCPF Exhibition 2015 – George Walsh He thanked clubs for prints already received. Because of the limited space, there was a maximum of 35 print panels to be displayed. There would be a refund to Aldershot, Farnham & Fleet CC for their print panel fee.
Judging will take place Sunday 16th November by Clive Tanner FRPS, from Kent County PA. Notification of awards will be announced and be available on the website.
Posters advertising the Exhibition were available.
He thanked all those volunteers who helped with stewarding the previous Exhibition; the Exhibition was covered every day. He appealed for help with stewarding for the Exhibition in January 2015.
The showing of the PDIs each day at the Exhibition had been a great success. He thanked Richard Temlett for his help.
Peter Rocchiccioli was thanked for production of the excellent catalogue.
Eric Bennett was thanked for all his help with the PDIs.
George recommended that clubs buy the CD of the 2015 PDI entries when it becomes available as it would be entertaining viewing and a useful programme fallback.
SCPF Roll of Honour – George Walsh – This was presented to Terence Jamieson of Viewfinders of Romsey CC on 30th September by the President, John Hodge.
There are seven candidates awaiting presentation.

12 12.1

12.1.2

12.1.3 12.1.4

12.1.5 12.1.6

AV CHAMPIONSHIPS – THE FUTURE

The President, John Hodge, introduced this item by saying that the SCPF was not getting enough entries, and that it was not worth running an event for only four clubs. The SCPF Council needs ideas from the representatives.
Richard Temlett responded that obtaining a licence was a problem, and that something needed to be published on the website on how to get one. It was stated that clubs can get a licence.
It was also added that a hall’s performing licence should also cover the showing of an AV.
25% of SCPF clubs have an AV component to the club.
It was stated from the Hungerford rep that the percentage content of video and other sources is limited; the PAGB has a definition covering this.
Portchester has two categories in their AV group, the 2nd for more than one person working together. Leo’s PAGB response was that he wasn’t too sure about that.
Hayling Island asked if there could be a licence for all SCPF clubs.
There was an appeal for comments on the help available and for these to be shared within the SCPF.

13 13.1

13.1.2 13.1.3

MEETINGS FOR 2015: PROPOSAL TO IMPROVE COMMUNICATION AND NETWORKING OF CLUBS TO RE-INSTATE A MEETING IN SEPTEMBER AS A SOCIAL MEETING
The President opened up the discussion by saying that because there was a six-month gap between the AGM in May, and the first Reps’ meeting in November, there was a problem in returning prints and therefore proposed to re-instate a meeting in September.
A respondent said it also meant that handing in prints for the new league was near the deadline.
There was agreement to the proposal. The date will need to be set by the Council subject to available hall bookings.
It was also suggested that the additional meeting could be in August instead of September as previous meetings had been.

14 14.1 14.2

14.3

ANY OTHER BUSINESS

No items had been previously notified.
There was a question as to why the agendas and minutes were no longer on the website. It was suggested that this may have resulted following the changeover of the website.
A question was raised as to Wimborne CC’s absence from the first print round of Division 2. It was noted that the calendar of events was not so good and that the spreadsheet was better.

The second half of meeting Aperture Books presented their products.

Feedback and suggestions are always welcome concerning content of Representatives’ Meetings – please contact SCPF Secretary: secretary@southerncountiespf.org.uk

Future meetings dates: Monday 16th February; Sunday 10th May; Tuesday 10th November – all at Littleton Millennium Memorial Hall

e

198-reps-minutes-201411