CLAYPORT FILM CLUB

Minutes of Annual General Meeting Thursday 31th January 2008 at 7 p.m. Durham Clayport Library

Attenders:. Pete Kelly, John Atkinson, Pat Atkinson, Geoff Pratt, Irene Orton, Linda Curtis, Cam Swift, David Williams, Andrew Hay, Marie-Therese Pinder, Ann Squires.

1. Welcome & Introductions: In the absence of the Chair, it was agreed that Geoff Pratt chair the meeting.

2. Apologies: Apologies were received from Chris Milner, Carole Reeves, Fred Johnson, Jeffrey Rackham, Annette Poulson, Judi Drummond and Fiona Jennifer.

3. Officers Reports

Treasurer :The Treasurer presented the accounts for the year (attached as an annex 1to these minutes). It was reported that film hire costs around £100 per film but we seldom take that at the door. The suggestion was made to look at which films brought in higher numbers, and a discussion was held relating to the balance between the artistic aims of the club and the need to attract an audience. The point was made that we are still with a healthy credit and a combination of publicity and good films should fill the library. Much of the current surplus relates to un-invoiced films from Filmbank. It was suggested that these monies were placed in a higher interest account until required.

Programmer :Andrew Hay reported he has attended screening festivals, giving him the opportunity to see films before they become available to film clubs. The evaluation slips have been a useful pointer to the popularity of the films, and figures are available and show both a good average score and a wide range with each film so far having both a ten out of ten and a one out of ten slip returned. Getting hold of the films we want is not an easy task, and there is quite a delay after release before they can be shown by film clubs. Having the BFI account helps as they have a huge catalogue of older films plus new ones from certain studios. The report was followed by a short discussion on audience response to the more disturbing films shown. There was general agreement that there is a place for films that challenge the audience. Andrew Hay and Carole Reeves were thanked for their work as programmers.

Projection & Technical :John Atkinson reported that he was happy in his role. There is a need for a volunteer to be trained up to stand in for John and Jeffrey when necessary, and John agreed to try to track one down. It was further reported that following the successful funding bid to Northern Film & Media we are utilising all new equipment. John Atkinson and Jeffrey Rackham were thanked for their work as projectionist.

Publicity & Promotions: Thanks were given to Irene Orton and the library staff involved with the production and distribution of the promotional posters.

Membership Secretary :Thanks were given to Ann Squires for her work as Website Coordinator and Membership Secretary. It was reported that membership from last year plus this is around 140.

4 Election of officials :The following posts, duly proposed and seconded were agreed by the meeting :-

Chairman: Andrew Hay

Deputy Chair: David Williams

Library Liaison Officer: Geoff Pratt

Treasurer: Irene Orton

Assistant Treasurer: Fred Johnson

Secretary: Pete Kelly

Programmer: Carole Reeves

Co-Programmers: Linda Curtis, Andrew Hay

Education: Pat Atkinson

Publicity & Promotion: Cam Swift

Projection & Technical: John Atkinson (and Jeffrey Rackham)

Membership Secretary: Ann Squires

Website co-ordinator: Ann Squires

5. Motions or other film club business raised by members

i) DVD checking and care. The secretary had previously requested advice from the membership on how best to ensure avoidance of technical problems at the film club. An outline of the responses (as attached annex 2) was presented to the meeting for discussion. It was the view of the meeting that playing the film before film club was impractical. It was agreed that technical matters could be looked at. It was reported that projectionist courses are held through BFFS and John Atkinson would be happy to attend one. The matter of a spare film was left to finding a film from downstairs should the need arise. The projectionist already has a small torch. It was agreed to buy a disk cleaner.

ii) BFFS. Our membership of The British Federation of Film Societies is due for renewal. The secretary outlined some of the advantages of membership and it was agreed to pay the £60 subscription.

iii) Future meeting dates. Suggested future branch meeting dates were given as 17th April 2008, 10 July 2008 and 2 October 2008 (or the first non-film club Thursday in October). Ann Squires proposed that a Committee Meeting be held the week before the next AGM, and the AGM which should then take no more than 30 minutes be held before a film is shown. This was agreed, with a branch meeting scheduled for the last non-film showing Thursday of January 2009 ,the AGM to follow the week after.

6. Any Other Business

i) Geoff Pratt read out the comments passed to him by a film club member about the films shown by the club, arguing for older films from the "classic era of cinema". A brief discussion followed.

ii) Geoff Pratt raised the question of our response to the World Cinema shown at the Gala and the development of a discussion group to be held on the last Thursday of each month. There was general disappointment that we had not been consulted and that a clash with the Thursday film showing was not good for either body. Geoff agreed to contact the Gala to raise these issues.

iii) The meeting agreed to pass their thanks to the Library staff for their cooperation on film nights, reorganising the furniture the morning after film nights and the production of much of the clubs advertising materials.

The AGM closed at 8:50.

Annex 1- Treasurer's Report Clayport Film Club - Treasurer's report for 2007

The club has successfully move its main film supplier to the slightly cheaper British Film Institute (BFI) and has improved overall income from members so that we have covered our film costs from total takings by an average of about £10 per showing over the last year. The notes to the accounts point out that despite several prompts from us, one of our suppliers has not invoiced us for many films we have shown. We have funds to cover these costs and will continue to press them to invoice us for the outstanding amounts. The other feature of the year has been the grant of £2000 (with the possibility of another £500) from Northern Film and Media to help us upgrade our equipment and thus improve the film making experience for club members and others who use the equipment.

Notes:

1. Because of administrative problems at Filmbank Ltd - one of our main providers of films in 2007 - we have not yet been invoiced for 24 films shown at the club. We therefore have outstanding liabilities of about £2160 for film hire not shown in these cash accounts.
2. Payment to Blockbuster plc when supplier failed to deliver on time.
3. Payment associated with films shown in support of Black History Month.
4. Grant received August 2007 for new equipment and outreach purposes and subject to audit by Northern Film and Media.

Annex 2 - DVD checking and care To be added

Committee meeting: Thursday, 5th October 2006

Present: Geoff Pratt (Vice Chair), Pete Kelly (Secretary), Fred Johnson (Treasurer), Andrew Hay (Programme), Marie-Therese Pinder, Caro;e Reeves, Chris Milner, David Wi;;iams, Doreen Johnson, Jane Corrigan.

In the absence of the club chair , the meeting was chaired by Geoff Pratt.

1. Minutes of the previous meeting and Matters arising

Any matters arising were covered in the present meeting agenda.

The minutes of the meeting held on 20 April 2006 were agreed

2. Officers Reports

The Treasurer gave a short informal repor. It was estimated that once the outstanding bills have cleared yhe club balance would be around £1200. Membership has risen since the last meeting, and as reported in April a loss estimated at £40 is made on each film shown. It was also reported by the Programmer that a change in the arrangement of sourcing films would reduce the level of loss.

There were no other reports.

3. Discussion Paper on Licence and Funding

Geoff outlined the ideas from the discussion paper distributed previously.

(i) The club has received information from Filmbank, the source of films shown, that as our films are shown under a non-theatrical film club licence, there should be no money taken at the door and individual films should not be advertised. It was proposed to show films on a Commercial licence. Costs would be between £60 to£75 or 35% of takings and bring us within the rules under which the films are shown.

Among the points raised in the discussion there was agreement that the idea of "membership" should continue, we were free to source films from other than Filmbank but they seem to be acting as point of contact for most film producers, there may be minor changes to the club constitution

It was agreed :

• to change to a commercial licence to come into force from 25th October
• to send out a statement to mmebrs by email and at film showing outlining the changes
• to lookat the constitution and see is any change is needed at the AGM

(ii) The Projector and Sound System used at the film club need replacing, and the possibility exists to apply for a grant to enoable this. Two bodies who give grants are Northern Film and Media, and Awards for All from the National Lottery. The Northern Film and Media would consider an immediate bid up to £3000. Geoff has spoken to Neil Hillier who is Arts Development Manager for the DCC who is willing to act as an independent referee for a bid to Awards for All, and is interested in "widening out the bid".

Areas discussed in relation to this were:

• whether we should apply for a grant, and whether it is an appropriate use of tax resources
• a "widened out" bid through DCC Arts Development would allow development work, one of the ambitions of the fim club, the equipment could be used by other groups - films shown in villages across Durham or outside the DLI
• the independence of the Film Club from the DCC and its role in taking film to the wider county. Concerns over the bid being "swallowed up" in the DCC bid and the timescale involved
• the possibility of a Durham Film Festival along the lines of the current Literary Festival. David Williams and Geoff are to meet someone from the City Council regarding this.

It was agreed : to write to Neil Hillier asking him to take the bid forward on the lines suggested as well as to liaise with Lorna Partington of Northern Film and Media.

The meeting thanked Geoff for his preparation work on these matters

Minutes of Annual General Meeting

Thursday 11th January 2007 at 7 p.m. Durham Clayport Library

Attenders: Fred Johnson, Doreen Johnson, Marie-Therese Pinder, Jeffrey Rackham, Pete Kelly, Andrew Hay, Geoff Pratt, Irene Orton, Ann Squires and Chris Milner.

1 Welcome & Introductions

In the absence of the Chair, it was agreed that Geoff Pratt chair the meeting. Ian Packer, the Chair had written to confirm he did not wish to continue in that role. The Vice-Chairman opened the meeting by thanking Ian for his work as Chair, and also thanking all retiring officers of the club.

2. Apologies Apologies were received from Carole Reeves.

3. Officers Reports

Treasurer

The Treasurer presented the accounts for the year (attached as an annex to these minutes).

Takings and the club bank balance are slightly down, with some outstanding invoices not shown in the accounts. It was estimated the true level of club balances would be around £700, with a typical loss per film shown being £25. For the last few films numbers have been up slightly, and coupled with reduced film costs due to new sourcing methods it would not take much for films to break even. Ann Squires (membership secretary) stated that the 2006 membership was 118 people. Fred Johnson and Doreen Johnson were thanked for their work taking money at the door and looking after the club finances.

Programmer

Andrew Hay stressed the need for a "cluster" of members to choose the films - with a meeting in March to start work on the next programme. There is need for a BFI account to access their excellent library. Andrew Hay, plus his team were thanked, plus the club members whose suggestions had produced the excellent series of films over the past year.

Secretary

There was no Secretary's report this year. Pete Kelly was thanked for his work as club secretary.

Publicity & Promotions

Thanks were given to Irene Orton and the library staff involved with the production and distribution of the promotional posters.

Web Site

Thanks were given to Ann Squires for setting up the website, something good for the profile of the club.

Vice Chair/Library Liaison

Geoff Pratt reported the positive feedback he has received in relation to the film club, and reminded the meeting of the successful nature of the club. It was Agreed that the secretary write to the Head of Service at the County Council to thank them for their support with the venue etc. Thanks were given to Geoff for his work carried out on behalf of the club.

Geoffrey Rackham was thanked for his work as projectionist, and Marie-Therese Pinder for her work for the club which includes the return of hired films.

4 Election of officials

The following posts, duly proposed and seconded were agreed by the meeting :-

Chairman: Chris Milner.

Deputy Chair, Council/Library Liaison Officer: Geoff Pratt.

Treasurer: Irene Orton.

Assistant Treasurer: Fred Johnson.

Secretary: Pete Kelly.

Programmer: Andrew Hay.

Co-Programmer/Education: Carole Reeves

Publicity & Promotion: Sophia Albery

Projection & Technical: Jeffrey Rackham. It was noted that it would be beneficial if one or more club members who are able to get to the library for 7pm are shown how to set up and operate the projector. Volunteers will be requested at the next film showing.

Membership Secretary/Website co-ordinator: Ann Squires

5 Motions or other film club business raised by members

i) Film prices. Andrew Hay noted that the price to attend a film had not been increased for the last two years, and the £3/£2(concessions) was less than anywhere else. It was proposed that the rates be increased to £4/£3(concessions). The matter was discussed by the meeting and the decision to raise prices deferred. It was agreed to tell the membership of the possible need to raise prices, and ask for their feedback and ideas, and to look at the issue again in 6 months.

ii) Grants. Geoff reported that the proposed grant involving the County Council Arts section had fallen through, and he intends to take forward a solo bid with the help of other members of the film club.

iii) Next AGM. Ann Squires proposed that a Committee Meeting be held the week before the next AGM, and the AGM which should then take no more than 30 minutes be held before a film is shown. This was agreed.

6 Any Other Business

Next meeting to be held in 2 weeks time specifically to take the proposed grant bid forward. (Secretary's note - the present agreed position is for four committee meetings per year, at three monthly intervals form the AGM in January. It was also agreed at the AGM that a programmers meeting would be held during March. )

The AGM closed at 8:25.