Management meeting for the London Vampyre Group, Castle pub, Sunday 27 November 2005

Minutes:
Attending: Mick Smith, Lawrence Brightman, Derek Langan, Rebecca Summers, Darren Powell, Robert Bailey, Steve Robinson, Nicolette Ward, David Ludkin, Claire Morphett, Vix Long, Klif Fuller, Duncan Newham,
Apologies: J and Sue, Tara Daynes, Louisa Wright-Wastell, Ken and Xa Naylor
Taker of these minutes: Lawrence
Printed notes distributed: Suggested Agenda Overall Situation and Finances
Mick, as chairperson of the meeting discussed the proposed agenda, as per the printed notes distributed amongst those attending. He hoped that this is a reform and not a wind up of the Group. He is elected, and the agenda is adhered to as printed for the first few points:
The purpose of the meeting Meeting gives thanks to the retiring officers Chair gives a report on Group finances and future viability A vote is taken to carry on the meeting (and carried) Motion is made to adopt items as given in the proposals. At this point, it is decided by those in attendance that the 7 proposals as printed will not be taken as a whole, and that they will be taken individually, with amendments. The discussion did not follow the order as printed, as is instead in the order as reflected here.
A reading of the Overall Situation and Finances is given. Summarily, £619 was raised from the Auction & Raffle night last week. That was split between the LVG and VE accounts. With the totals as presented in the notes, there is an accumulated sum of £759.85 in the the 3 bank acounts: LVG, Vampyre Enterprises and Vampyre Travel, inclusive of the outstanding debt to Becky of £206 for Revelations. So we are solvent.
Duncan asks for a show of hands to see who wants the LVG to continue. It is unanimous in favour. Then Mick asks the same thing, but adhering to the order of the agenda, and the result is the same.
The chair discusses the current situation. The demographics are discussed, as is noted in the Overall Situation notes - basically out of 122 members, 31 live in a London postal district, 19 live within 15 miles, and 72 live outside that. Therefore most members live outside London.
A point is made out about having an ezine to replace a printed version, in order to reduce costs and offer more options than what is possible in a printed format. Most members, according to the Chair, don't have Internet access. The point is brought up that the LVG website should be more active. Derek notes that the Vampyre Connexion uses the Net successfully - there site is very active.
The LVG editorial team consists of Mick, Nicky and Steve. The next (and last) version of the Chronicles will be in February. Mick proposes that the annual membership starts in January. For recurring members, it will be £12, and for new members, £15. The point was made that this amount is for membership, not a subscription to a magazine, as per the printed proposal. Mick proposes a renaming of the magazine. After that, it will be changed substantially, and will no longer be known as the Chronicles - that name has outlived its usefulness.
Mick then proposes the renaming of the organisation.
Meeting s of the new organisation would be held in a pub, but not the Ben Crouch. There would be 10 meetings a year, excluding January and December, which are bad months because of seasonal and family commitments. These would be held in a hired room, like the Vampyre Connexion, but with a focus: a lecture, performance, DVD, video, or readings. These would not take up the entire meeting, but would take up some part of it to give some core around which the other activities could form.
Mick also suggested that we have events at set times of the year - not haphazard dates. All the membership would be informed well in advance, and this would give plenty of notice. Mick proposes a membership target of 160 in a year's time. Should we not reach that, then we would need to review it.
Mick proposes that the official meetings still be held on the 2nd Thursday of every month, at the new venue. Unofficial meetings would continue to be held at the Ben Crouch on the 1st Thursday of every month, for those that preferred that format. There are comments from some that 2 meetings a month are infeasible, especially for those that have to travel long distances - which would cut down on attendance at either meeting. Duncan says that informal meetings are liked by a lot of the members. A few comment that there needs to be a middle ground - a blend of the existing format and a new arrangement. Klif says that organised meetings will cause people to avoid events. Darren proposes to have quarterly events and 2 informal meetings between those events. Mick mentions the Penderal Oak as an example of an appropriate meeting place. Klif says that meeting there would mean it would have to be on a Saturday. Mick says the 2nd Thursday of every month would be retained for the informal, and could be also the day appropriate day for the quarterly meeting. Derek says the Knights Templar in Chancery Lane would be an appropriate new venue. Mick responds that it's the wrong shape (he later describes the separation of the rooms at the top of the pub as being of an inappropriate nature for mass presentations). Rebecca says that bimonthly formal meetings would be better than quarterly - quarterly are just too spread out. There is agreement with this from others. Mick amends the 5th item on meetings to make the formal meeting the 2nd Saturday of the month. This would start in February. It would be held bi-monthly. Darren says that needs to be tried first, to see if it works out. Also, it shouldn't conflict with Kryptorium, which he thinks could meet on the second Saturday of every month. Mick thinks it may not meet on every 2nd Saturday. Duncan says that the extra meetings are essentially events - they don't need approval to occur. Mick amends the 5th item to meeting formally 5 or 6 times a year, avoiding January and December. The informal meetings at the Ben Crouch remain, as long as it remains viable. The Ben Crouch may not be viable for much longer, as most the Eerie Pub chain has been sold to other companies, and they have been converted to yuppie bars. Already the BC doesn't use goth DJ's any more. The formal event meetings would, when possible and not conflicting with other events (e.g., Kryptorium), be held on the 2nd Saturday of every month. Item 5 is voted on: it is unanimously passed.
It is decided that all items are now to be taken and reviewed separately.
Item 1 is discussed: on renaming the LVG. Duncan is against changing the name of the LVG. Darren says no change is needed. Steve recommends the Greater London Vampyre Group, to include the Home Counties. Mick disagrees with that. Klif says that there should be affiliates to the LVG, without changing the name. Mick gives alternate names to the LVG: British Vampyre Society - there may be a legal problem with this. British Vampyre Club, or Vampyre Club - sounds more like a Victorian gentleman's association. Vampyre Federation - this is the recommended alternative, as it can encompass both the LVG and other groups as it isn't specifically London based. Duncan says this is a different matter. He says the Vampyre Federation (VF) could be a separate entity. He proposes the LVG be the same, and the VF be a separate entity. Duncan proposes an amendment that the VF is created, with the LVG as a founding member. Darren seconds it. The motion is passed, but for Mick. Mick objects, but as he is the chair, he can't vote.
The 2nd item, the printing of the literary supplement , is passed unanimously.
With the 3rd item, the printing of one more Chronicles asap in the new year, it is decided that the literary supplement would be included with that distribution. Then the format would all be changed with the new magazine.
Item 4 - on membership; £15 for new members, £12 for recurring members. This is for a membership, and not a subscription to a magazine. There would be 3 magazines a year; if we can do more we will. Members need to be able to pay by standing order. The membership money is used mainly to fund the club and its activities. The original point says that the remaining amounts owed from the previous subs would have to be calculated for each member in coming at what was due in January. Duncan says that we should all just start at £12 at the end of January: this motion is carried unanimously. Item 6 - on events. That we have 3 main events a year, which are regularized so that members have prior notice and can plan attendance accordingly. Passed unanimously.
Item 7 - on group size. From the present 120, we should target 160, and consider closing shop if we can't reach this . This is amended to say that 160 is a target only. Passed unanimously.
The next discussion is the election of the Committee.
The election decided these as follows:
Events: Darren Powell is elected, with Derek Langan and Rebecca Summers as helpers (aka minions)
Magazine and Distribution: Mick Smith, with the help of Steve Robinson and Nikki Ward
Secretary: Rebecca Summers
Membership Secretary: Louisa Wright-Wastell(not present) takes over next year; Mick serves in the interim
PR & Publicity: Adrian Howell, and with the go-ahead on revamping the website
Treasurer: LawrenceBrightman, with Duncan helping and taking over if Lawrence moves back to the States
It is noted that Dave Ludkin will be picking up from the club mailbox and redistributing post.
Discussion continues. Steve discusses point about the VF. Would membership dues go to the VF? Mick says no. But then how does the VF pay for mags? (Or how would the other affiliates pay for their copies, since the magazine would be a national affair?)
Mick appoints Lawrence to ask Becky for remaining back issues of the magazine, and to go and pick them up from her in Reading if necessary. Also to obtain what we can of the magazine that was prepared so far for the next issue from her. Also to obtain whatever has been prepared for the literary supplement by next week. Also to mention that £206 will be sent to her now that we are solvent.
Steve comes up with an idea to have a new members welcome on the new website. The VEIN website is to be made more active somehow. It needs refurbishment and input.
The membership is to be made aware of the date/venue scheduled for the next meeting of the committee. No date or venue is selected at this point.
The meeting closes.
A number of important points are discussed afterwards, but these are between individuals and not made in front of the committee as a whole, so are not discussed here.