Minutes of LVG committee meeting The Knight's Templar, Holborn, 25th July 2006 19.00

Meeting Minutes:

Chair of the meeting: Martin Small
Note Taker: Rebecca Summers
Attendees: Darren Powell Martin Small Nancy Schumann Mick Smith Rebecca Summers

1 Events 1.1 Requiem Events Planned that the next Requiem will be 21st October. This will be a masquerade ball and will have Burlesque & Thespian forms of entertainment. Next year, it is proposed that there will be 4 Requiem-style events - February, Easter, Halloween and Christmas.
1. A Darren to organise venue, entertainment, decorations (with a team of helpers…?) Darren 21/10/06 2. If Penderels Oak, Darren to negotiate later closing time Darren 21/10/06 3. Mick to provide smoke machine / lighting Mick 21/10/06 4. Emma Tooth to be artist on display Darren 21/10/06 5. Darren to liaise with photographers for events Darren ongoing
1.2 Other Events Summer event, i.e. trip to theme park, castle or stately home to be discussed at picnic on the 19th August. Suggested that we get a group together to go along to the October Nosferatu film event. Proposed that the LVG organises a 'Dracula' or Ghost walk with Gwilym in October, to be followed by meal / drinks. Suggested that we run AGM same day - early afternoon and make it a Saturday - potentially 15th October. 6. Discuss dates / walks with Gwilym Games Mick 30/08/06 7. Investigate meal / catering / drinks Nancy 15/09/06 8. Organise AGM same day as walk and drinks Rebecca 30/09/06
1.3 Ben Crouch Meetings In October at the AGM, we will take a motion on moving venues for the monthly meetings. We will be looking for a venue that allows us to hold talks, films, quizzes, music and also a separate 'chat' area. This will allow us to offer more to members, make us more appealing to new members and allow us to charge for non-members. If we decide on a new venue in October we expect to be able to move in November. Suggestions so far - Devereux, Devonshire Arms 9. Request suggestions for possible venues from members / egroup Rebecca 31/0706 10. Contact venues to discuss Committee 20/08/06 11. Organise Pub crawl to selected venues (for early Sept) Rebecca 15/09/06 12. Include motion on Venue in AGM Agenda Rebecca 01/10/06
2 The Chronicles Refer to Chronicles & Vampyre Enterprises report (Mick). General consensus is that we want LVG members to be more involved in the magazine (the majority of the current issue has been written by non-members). We still want it to be a 'London Vampyre Group' magazine, focusing on the London scene, but with sections for other scenes. We also need to promote this mag at events and meetings Next Chronicles to go out in August, then next in November. Material for the November version still needed 13. Concerns / ideas to be put into email and shared with LVG egroup / members. To then be further discussed at Editorial meeting in August Mick 11/08/06 14. Can we identify anybody to write scripts for cartoons? Klif very good for artwork (if agreeable) Mick 15. Bulletin to go out separately to members (as mag not yet ready). Mick to send address labels to Rebecca Rebecca / Mick 31/07/06
3 The Literary Supplement There is enough material to produce the next literary supplement, but before we can do this we need to know state of finances. Material still required for next issue 16. Check with Duncan on Finances Rebecca 31/07/06
4 Membership Refer to Membership Update report from Louisa. We need to ensure that we get all membership renewals in. Plan is to have membership renewals once a year. From July to end of year membership should be half price - leaflets / website to reflect this. New membership cards to be issued in January. Discounts to be given to those who pay full amount after July to bring them in line with others and so we can charge people full year membership in January.
LVG was mentioned in Time Out London Issue 1873 (July 12 -19 2006) with the suggestion that the Ben Crouch meeting was something to do on a hot summers evening! We have had some enquiries forllowing this, so suggest we make more of an effort for the next BC meeting in August. Committee people to be there, with membership forms and mags. 17. Attend August BC meeting! Reb bring leaflets, Mick to bring mags, provide some photos of events, promote the group Committee & members 10/08/06 18. Design new leaflets (DP) - A5, A6 . New wording (RS) and LVG 'Bat' logo to be incorporated. Costs (MS) to be investigated. Awaiting further discussion following input on venue change for monthly meetings. Mick Smith / Rebecca Summers / Darren Powell To be discussed further at next meeting 19. New Leaflets for membership @£7.50 etc to be produced Rebecca 31/07/06 20. Membership area on website to reflect membership costs throughout year Mick 31/07/06
5 LVG Websites Mick is looking to close the website and forward all traffic to Revamped. Recommended that we keep both Yahoo groups going. Endeavour to post more! 21. Links to be added to Rebecca's part of the site Rebecca 14/08/06 22. Links to be removed from Mick's part of the Revamped site Mick 23. Vein to be closed Mick 24. Key Chronicles articles to be put into forums for discussions Martin 31/08/06
6 Merchandise To be discussed at next meeting, once we are aware of the LVG's financial status. Need to decide what merch we want to sell. Badges and T-shirts considered out of date. What are the alternatives …?
7 PO Box / Mail Collection 25. Check that Dave / Derek (?) is still happy to do this Dave Ludkin / Derek Langan 31/07/06 8 AOB 26. Build up bank of high res photos of LVG members and events for press / publicity etc Rebecca Ongoing 27. Check that Duncan wants to continue with role of treasurer Rebecca 31/07/06