Oxen Park Cinema Club               Meeting 29.11.06     The Manor House, Oxen Park

 

Minutes

Present: David Baxter (DB) (Chair), Colin Barr (CB), Jenny Helme (JH), Mandy Lane (ML), Roger Layfield (RL), Carol McNeill (CM), Iain Smith-Ward (ISW).

Apologies: Fiona Baxter

 

Min

 

Action

1.

Minutes of 1.11.06 approved

 

2.

Matters arising:

  • BFFS AGM – apologies sent
  • Child Protection – CM to update Jan Benefield with meeting dates.
  • Sound Training fixed for 6th December. 10- 12
  • OPCC is now entered in the register of Data Protection.  Membership secretary to be asked to check that acceptance of use of data is incorporated in the membership form.
  • A diary has been set up to allow checking of annual reviews and procedures etc
  • Insurance – list of film making equipment to be included. CM to provide costs of additional equipment to CB.  CB to check insurance for accidental damage through ‘dropping’.

 

 

CM

 

CM.FB

 

 

 

 

CM.CB.

3.

Secretary’s report (CM)

BFFS Awards 2006 – 3.03.07 in London. FB to be asked to complete entries for community and other appropriate sections.

 

CM.FB

4.

Treasurer/Finance (CB)

  • Present balance £6,125
  • All but 2 adverts and sponsorship money in.
  • CB reported that issues with tax and co-op status had been sorted. Any references to employment are stopped and expenses paid to committee members are not liable to tax.
  • A savings account – ‘Community Reserve’, has been opened giving 2.5%.  £6,000 has been transferred.

 

5.

Website (ML) – It was agreed that general OPCC data should be included on the website so everyone could find information such as ‘organisers  rota’.  ML to check where it could be held located discreetly.

 

 

ML

6.

Membership – It was suggested that the share certificate should be A5 to fit in small/standard envelope. ML to design. CM.DB.FB still to meet.

ML

CM/DB/FB

7.

Film Making Unit (RL).

  • RL & CM attended the Cumbria Community Foundation AGM.
  • RL, CM, attended 2 film making workshops at the Kendal Mountain Film Festival. With Tim Fleming and Ross Baxter a team of 4 entered the 48 hour film marathon. – lots learnt, lots of fun, no prizes.

Advertisers/Sponsors discussion: –

  • CB reported that films had only been promised to 4 out of 13. N. Forum is the only film outstanding.
  • Advertising in programme – agreed that A5 size was best giving room for 8 advertisers.  The secretary would keep a reserves list for including in the programme when there is space.

Film Sponsors – criteria for making films for sponsors should encompass an even-handed approach to all sponsors.  CB suggested and it was agreed that :  

Letters to sponsors would include -

  • Sponsorship would be acknowledged in billing, in credits and linked to promotional material.
  • Sponsors could bring their own literature to distribute on their film night.
  • A film advert was not a right but could be made through discussion with the film making unit.

 

 

 

 

 

 

 

 

 

CM

 

 

 

CB

 

8.

 

Carthouse sub group reports:

Lease – whole committee (without CM) met with Angus Adams. CB reported.

KEY actions: 1. CB to speak to the architect about Business rates and

2. CB to organise a further meeting once CB and Angus Adams had collected information as agreed. 

Fund raising – funding applications for fitting out are being processed.

Fitting out – quotes from the architects plan have been asked for.  Details of second fix to be gathered and put to a committee meeting.

It was agreed that the fitting out sub-committee would revisit the commitments made by the club to local residents (by letter).

News sheet – in hand (CB)

 

 

 

CB

CB

 

 

JH

 

 

 

CB

9.

Film Shows:

  • Robots and launch of A4A Saturday Film Club series was successful. 46 came including Tim Farron MP and family.

DB read out a letter of support from Tim Farron MP  CM to reply.

  • Constant Gardener – disappointing turnout. No obvious reason..
  • Pierrepoint – in hand. RL in charge.
  • Pride & Prejudice – January 2nd . CM organiser.
  • Trailers – agreed to show a DVD with 2 trailers and a pre show silent presentation. DB to organise.

 

 

 

CM

 

 

CM

 

DB

10.

Health & Safety Policy (JH). It was agreed that electrical check would be made every three years. The revised version with amendments was adopted.  Discussion with village hall personnel to be tackled next. JH.FB.

DB thanked the sub group for their efforts.

JH/FB

11.

Fund Raising: it was agreed that a sub group should be formed run by someone outwith the committee but the committee represented.

Volunteers to be invited at Pierrepoint.  Further discussion at next meeting.

Trailquest 7th January – CB to discuss quiz with CM.  JH offered to help on Sat 6th.

 

 

 

CB. CM.JH

12.

It was decided to register with Community Transport South Lakes to enable OPCC to hire a mini bus for outings.

 

CB

13.

Date of Next Meeting is Wednesday 24th January