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Members take their seats at the meeting. More pictures of the AGM can be seen here.

Our AGM this year took place at The Stag Theatre in Sevenoaks. Committee members gave their annual reports and took questions from the floor at the end of the meeting.  Afterwards, everyone joined invited guests for a Pimms reception with tapas and cheese refreshments.

MINUTES OF SOUTH EAST OPEN STUDIOS ANNUAL GENERAL MEETING

held at The Stag, London Road Sevenoaks on Thursday 29th July 2010 at 7.00

In attendance
Committee:
Rod McIntosh (Chairman), Dominique Morgan, Hazel Addley, Paul Williams, Felicity Flutter, Sue Evans, Charlotte Rice, Liz Garnett, Sue Evans.

Members:
List available on request.


1 Welcome
Rod welcomed the members

2 Apologies
Were received from Terry Ayling and Kiira Halinen.

3 Signing of the minutes of the 2009 AGM
The minutes were agreed and signed.

4 Proposed changes to the constitution
Rod referred to the distributed document outlining the changes.
Section 4  - he explained the difference between individual, joint members and friends. There were no comments and the meeting agreed to the proposed changes.
Section 7.1.6 – he explained that corporate and commercial partnership members will have 1 vote per organisation.  The meeting agreed the proposed change.
Section 5 – he explained the difference between type A and B officers.  The posts would demand the same commitment but type B officers would not need to attend all meetings.
The floor questioned the need for differentiation and it was explained that it would enable those who could not commit to all meetings to undertake SEOS responsibilities. 
Rod explained the likelihood of several vacant committee member posts, after the elections this evening. Rod proposed that these be filled by co-opting officers to committee until such time as an EGM or next years AGM. Rose Bridgland-Colbridge suggested co-opted members should attend at least two meetings.  This was agreed as a future action point and the meeting agreed the change.
 
5 Chairman’s report
Rod said that the report had been posted on the website for prior reading to allow a more effective use of time at the AGM.
He thanked the committee for their support and noted that sales projections were up on last year which was good news as other organisations had been badly affected by cuts.  99% of visitors reported a good or very good experience.

6 Treasurer’s report
The finance sheet distributed was in draft form as it had not yet been examined by the accountant.

7 ACO report
Flic said that problems at the application stage had been resolved.  A meeting of ACO’s is to be proposed to exchange ideas.  Rod welcomed this as a reinvestment in ACO support mechanisms was needed so ACO’s could see the benefits of their role. Tish Tunstall asked that anyone interested in ACO vacancies get in contact.

8 Website officer’s report
We are able to see from the website where interest is coming from and Rod pointed out posters detailing the countdown to 2011.  Member’s opinions are to be requested by e-mail for the redevelopment of the site this coming year

9 Publicity officer’s report
Social networking is being embraced.  This could enable the membership to participate in marketing and develop shared responsibility.
Liz was thanked for her work during her tenure as publicity officer.

10 Database officer’s report
Dom recommended that applicants carefully read all instructions sent on how to apply and all messages that follow. Online applications and emails are our preferred method of communication to save time and money.

11 Guide production report
The membership is to be asked to interpret the SEOS logo in ways relevant to their practice. 
An appeal was made for a Guide advertising officer who would receive an addition to their honorarium for increased sales.

12 Guide distribution report
Rod emphasised that the guide was the first course of action for visitors and had a 12 month shelf life.

13 OSN representative’s report
In the global recession many art organisations that rely on local authority funding were moving towards an artist led structure.  The growth of SEOS was a credit to its artists and management.
Graphs were available in the room to show the visitor feedback to this year’s event.

14 Nominations and Elections
Rod explained that committee members who had served two years needed committee approval to stand again.  This year the rule applied to Hazel, Dom, Terry, Flic and Paul whose candidacy had been supported by the committee unanimously.

Chairman – Rod was proposed by Mary Sampson, seconded by Mike Tedder and elected by the meeting.
Treasurer – Hazel was proposed by Chris Furse, seconded by Franny Swann and elected by the meeting.
ACO Co-ordinator – Flic was proposed by Victoria Fontaine-Wolf, seconded by Mark Fisher and elected by the meeting.
Guide Editor – Terry was proposed by Rose Bridgland-Colebridge, seconded by Tish Tunstall and elected by the meeting.
Database officer – Dom was proposed by Vikky Furse, seconded by Louisa Crispin and elected by the meeting.
Website officer – Paul was proposed by Victoria Fontaine-Wolf, seconded by Vikky Furse and elected by the meeting.
Guide Distribution officer – Charlotte was proposed by Tish Tunstall and seconded by Vikky Furse.
Publicity officer – Liz is stepping down and there were no applications.  A committee member will be co-opted to this vacant post.
Advertising officer – there were no applications and a committee member will be co-opted to this vacant post.
Development officer - there were no applications and a committee member will be co-opted to this vacant post.
Minute secretary – Sue is stepping down.  Mike Tedder was proposed by Franny Swann, seconded by Chris Furse and elected by the meeting.
Evaluation officer – Louisa Crispin applied, was proposed by Katie Brinsley, seconded by Mary Sampson and elected by the meeting.

15 Questions from the floor
Chris Furse asked if there was any gain from being a member of the Open Studios Network.
Rod explained that Helen Mayer is our co-opted member to the OSN.  The annual conference allows us to see how other events are funded and organised as well as generating informal conversation.  Paul mentioned he has received advice from Helen on Data-Protection. However, this year the OSN has lost funding and its operation is uncertain after April 2011,

Hildegard Pax asked if it was necessary to have to commit to the event 6 months in advance as this was felt to be too early.
Paul explained that the dates were dependant on printers’ deadlines.  The beginning of March is the final date but this does not allow any leeway for changes if the guide production deadline is to be met.  Flic said that other open studios have similar lead times.

Vincent Matthews pointed out that visitors to a nearby farm shop knew nothing of the SEOS event and suggested that participants make use of other outlets for publicity and point them out to ACO’s.
Flic said there were pubs and restaurants on the trails this year and Rod said he had used fathers’ day to promote a discount in local pubs.

Franny Swann suggested that associate membership could be allowed to run on for more than one year to let the artist keep up the association.
Paul pointed out that it does run on at present and enables a web presence, access to newsletter and bulletins.  The September committee meeting will address the new associate member fees and whether associate membership can be taken out without prior participation.

Louisa Crispin said that Brighton Open Houses allow many artists in a house for the initial fee.
Rod said this was a model to be considered.

Vikki Furse asked how many people took out extended pages, offering more images and text.
Paul said that he did not have the numbers at hand.

Tish Tunstall asked if all information was sent to those members without an e-mail address.  If not, was it the ACO’s responsibility to ensure it was received?
Paul confirmed they do not get the bulletin or newsletter.  Rod reported that an organisation which had abandoned postal applications had experienced no drop off in membership. SEOS is not considering this at present but it was to be discussed at the September meeting and access for those without the internet is to be reviewed.  Caroline Wetton pointed out that access to the internet was free at libraries 

Tim Constable reported there was no advertising in ‘Craft’ magazine this year. 
This, and the prestige of the magazine, was noted.  Costs will be researched for next year.

Rod advised the meeting that there were graffiti sheets available for members to write further suggestions and comments.

16 AOB
Caroline Wetton proposed a vote of thanks to the committee.

It was noted with sadness that Joan Jacobson had died before this year’s event which had been noted on her web page.

17 Prize Draw
Tim Constable drew the name of Jane Tregellas.  Hazel will contact her.

18 Date for Open Studios 2011
The meeting passed the suggestion of 3rd to 19th June 2011 in this year’s format.

The meeting closed at 8.29 and was followed by a Pimms and tapas reception.