14-11-2013
7.30 pm Alltwen Community HallAttendees:
Lynne Davies: Chair
Daniel Mahers: Events Organiser
Kim Hopkins: Secretary
Heather Thomas
Jess Maguire
Dave Reading
Dan Davey
Nick Roberts
Glen Hawthorne
Stephen Hanbury (Treasurer) was represented by Lynne Davies due to absence.
Apologies for Absence:
Andy Horobin
Cath Davies
Peter Duncan
Ross Kelly
Stephen Hanbury
Stephen Hanbury (Treasurer) was represented by Lynne Davies due to absence.
Apologies for Absence:
Andy Horobin
Cath Davies
Peter Duncan
Ross Kelly
Stephen Hanbury
1. Round up of the past year. What we did right and what we did wrong.
Workshops - A discussion was held about the type and frequency of when workshops were run. The members present were happy with the style of the workshops, but felt it would be best to limit them to every other week as suggested by Daniel and Dan. This will allow people to practice what they learned before going onto the next workshop. It was also agreed that workshop leaders should not pay the weekly fee on the day they teach, as suggested by Daniel. Lynne asked if the skill swap games we have played in the past should be classed as a workshop, to which members agreed they should.
Events - this year we didn't do many events partly due to the Pontardawe parades being cancelled and partly because we did not arrange any.. Lynne suggested that next year we could attend local circus shows, attend circus festivals and look for other local parades to join depending on PLI.
Focus Hour -Daniel pointed out that once a month unicycle hour has ceased to be run, and asked if we should reinstate it. Kim suggested taking a vote the week before to decide what skill to focus on during the first hour of that week, Nick suggested the last hour instead as many members are unable to turn up at 7 due to other commitments. It was agreed that once a month we will offer 1 hour of time in the hall to a nominated and voted for skill and that the hour will be from 9-10 pm.
Lynne asked if any members were interested in playing unicycle hockey, Daniel is going to canvas members and make arrangements if there is enough interest.
Focus Hour -Daniel pointed out that once a month unicycle hour has ceased to be run, and asked if we should reinstate it. Kim suggested taking a vote the week before to decide what skill to focus on during the first hour of that week, Nick suggested the last hour instead as many members are unable to turn up at 7 due to other commitments. It was agreed that once a month we will offer 1 hour of time in the hall to a nominated and voted for skill and that the hour will be from 9-10 pm.
Lynne asked if any members were interested in playing unicycle hockey, Daniel is going to canvas members and make arrangements if there is enough interest.
Games Book -Stephen feels that as a club we play games well, and suggested collating a book of games to keep in the club cupboard, so we have a reference book for rules as a warm up for workshops. It was agreed we will do this. Action to be taken by the committee.
Health and Safety -Lynne felt that the way the club deals with accidents needs to be more organised, and explained that due to one recent incident it was apparent that people weren't sure how to act in an emergency. She felt we must be more organised. (Please see point 11 for more information)
The topic of home made props, and the risks they pose, was broached and it was decided that as long as the owner of the prop made any members wishing to use said prop aware they were using it at their own risk, that it was ok to bring them to the club. It was also decided that extra vigilance and spotters were needed for some of the props. The user is responsible for making sure they have that in place when using these props.
Communication - Lynne and Stephen felt that as a committee our biggest problem was communication, both within the committee and between the committee and club members, and any mistakes from this year should be learnt from. (Please see Point 9)
2. Number of Committee members - Stephen and Lynne proposed that the committee should have an odd number of members so that committee votes could not end up with a hung vote. As Daniel had previously decided to step down as event organiser it was agreed by members present to remove the event organise position from the committee.
3. Accounts - If you wish to see an up to date total or to inspect the accounts, please contact Stephen on his return from down under to arrange that.
4. Outstanding Fees - Stephen asked members to agree a way that reminders for outstanding fees should be done.
Options put forward:-
7. Suggestions of events for 2014 - Lynne would like us to set up a one day Circus Convention, possibly run at the leisure centre in Pontardawe or a venue in Swansea. We would invite people interested in circus skills to join us for a small door fee. It would involve a day of workshops & games and an evening show.
It was also suggested that we could do more club meet ups out side the Thursday evening, in the summer, in places such as Aberavon or Swansea Beach, Knoll Park.
Another suggestion was that interested parties could go to the Play Festival 6th - 10thAugust in North Wales.
8. Monthly newsletter and Mailing lists -Lynne is starting a monthly newsletter, via mailchimp, to go out the last week of the month. It will contain club updates, any news members wants to share etc. Daniel reminded members to check junk mail folder as some email accounts are set up to only deliver authorised mail to the inbox. If you have any news you wish to be included in the email please forward it to Lynne before the last week of the month.
Having an emailing list makes it quick and easy for the committee to contact everyone, as the mailchimp account lets them know who has or hasn't read the email. People that don't have email accounts will not be excluded. The committee will contact them by phone if they provided a number on the club sign up form.
9. Regular monthly committee meetings - It was noted that the committee felt that communication has been slipping lately, so have decided to reinstate once monthly short meetings of the committee to discuss any issues/problems and for making plans for the club. After the meeting, anything needing to be brought forward to the club members will be discussed in a short club meeting in the hall. We aim to get access to the small room at the end of the building on the last Thursday of the month for this committee meeting. If any members have something they wish to bring forward to the committee they can come to the room to do that.
The topic of home made props, and the risks they pose, was broached and it was decided that as long as the owner of the prop made any members wishing to use said prop aware they were using it at their own risk, that it was ok to bring them to the club. It was also decided that extra vigilance and spotters were needed for some of the props. The user is responsible for making sure they have that in place when using these props.
Communication - Lynne and Stephen felt that as a committee our biggest problem was communication, both within the committee and between the committee and club members, and any mistakes from this year should be learnt from. (Please see Point 9)
2. Number of Committee members - Stephen and Lynne proposed that the committee should have an odd number of members so that committee votes could not end up with a hung vote. As Daniel had previously decided to step down as event organiser it was agreed by members present to remove the event organise position from the committee.
4. Outstanding Fees - Stephen asked members to agree a way that reminders for outstanding fees should be done.
Options put forward:-
- Email sent out once a month
- Face to face verbal reminder.
There were various views on which to choose as some members don't have or use email, and some members might feel uncomfortable with a face to face meeting. It was decided to send out an email reminder to those with email addresses, and if that was unsuccessful then a committee member would approach any members regarding overdue fees.
5. Attracting new members - Suggestions were playing in public places such as parks and beaches, advertising posters/fliers in shops/theatres etc and taking part in local events.
6. Organisational changes to setting up Events - It was decided that if a member has an idea for an event, they should take it to the committee, who would put it forward to the club members. A vote would then be taken by members present at that week's club meeting, and if successful the member suggesting the event will assemble a team containing at least one committee member, and they will research venues and costs together. Once the details are collected, the committee member would put it forward for the club members to vote on whether or not to proceed with the event.
- Face to face verbal reminder.
There were various views on which to choose as some members don't have or use email, and some members might feel uncomfortable with a face to face meeting. It was decided to send out an email reminder to those with email addresses, and if that was unsuccessful then a committee member would approach any members regarding overdue fees.
5. Attracting new members - Suggestions were playing in public places such as parks and beaches, advertising posters/fliers in shops/theatres etc and taking part in local events.
6. Organisational changes to setting up Events - It was decided that if a member has an idea for an event, they should take it to the committee, who would put it forward to the club members. A vote would then be taken by members present at that week's club meeting, and if successful the member suggesting the event will assemble a team containing at least one committee member, and they will research venues and costs together. Once the details are collected, the committee member would put it forward for the club members to vote on whether or not to proceed with the event.
7. Suggestions of events for 2014 - Lynne would like us to set up a one day Circus Convention, possibly run at the leisure centre in Pontardawe or a venue in Swansea. We would invite people interested in circus skills to join us for a small door fee. It would involve a day of workshops & games and an evening show.
It was also suggested that we could do more club meet ups out side the Thursday evening, in the summer, in places such as Aberavon or Swansea Beach, Knoll Park.
Another suggestion was that interested parties could go to the Play Festival 6th - 10thAugust in North Wales.
8. Monthly newsletter and Mailing lists -Lynne is starting a monthly newsletter, via mailchimp, to go out the last week of the month. It will contain club updates, any news members wants to share etc. Daniel reminded members to check junk mail folder as some email accounts are set up to only deliver authorised mail to the inbox. If you have any news you wish to be included in the email please forward it to Lynne before the last week of the month.
Having an emailing list makes it quick and easy for the committee to contact everyone, as the mailchimp account lets them know who has or hasn't read the email. People that don't have email accounts will not be excluded. The committee will contact them by phone if they provided a number on the club sign up form.
9. Regular monthly committee meetings - It was noted that the committee felt that communication has been slipping lately, so have decided to reinstate once monthly short meetings of the committee to discuss any issues/problems and for making plans for the club. After the meeting, anything needing to be brought forward to the club members will be discussed in a short club meeting in the hall. We aim to get access to the small room at the end of the building on the last Thursday of the month for this committee meeting. If any members have something they wish to bring forward to the committee they can come to the room to do that.
10.Opening time, should it stay at 7pm?- Lynne has noticed, when opening up the hall on a Thursday evening, that there are regularly no members arriving for the first half hour of the club. She suggested that from December 2013 opening time should be 7.30pm during the winter months. The majority of members present agreed to this. It was noted that occasionally some members do arrive by bus at 7pm, so would be grateful not to have to stand out in the cold until 7.30pm. Lynne agreed that if given advanced warning she would be happy to arrive at 7pm to unlock on those nights.
11. First aid, health and safety -We now have a first aid box in the cupboard. If anything is used from the box the committee is to be informed.
If a member notices anything dangerous inside or outside the building they are to inform the committee who will then contact the relevant person to fix the problem. If a member damages the building or building property they are to inform the committee.
We will be compiling a list of first aiders and a first aid file containing their certificates to be stored in the cupboard (to be carried out by the Secretary). We will have a form that members can fill out, if they wish, to inform first aiders if they have medical issues that could impact on how the first aiders treat them in the event of an accident.
12.Other business -No other business
Committee stood down.
Treasurer - Stephen stands, unanimous vote
Secretary - Cath Davies and Kim stand, Kim abstains Cath wins 6-2
Chair - Lynne and Kim stand, kim abstains, Lynne wins 5-3
The committee would like to thank Daniel Mahers and Kim Hopkins for their time as Committee members and would like to welcome Cath Davies as the new Secretary. We would also like to thank all the members that took the time to run workshops, bring milk for the tea, collect equipment, offer other members lifts to and from weekly meetings and generally brought smiles and fun to the club. Let's build on what we have to make 2014 even better than 2013.
The committee would like to thank Daniel Mahers and Kim Hopkins for their time as Committee members and would like to welcome Cath Davies as the new Secretary. We would also like to thank all the members that took the time to run workshops, bring milk for the tea, collect equipment, offer other members lifts to and from weekly meetings and generally brought smiles and fun to the club. Let's build on what we have to make 2014 even better than 2013.
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