MINUTES OF THE ANNUAL GENERAL MEETING
HELD ON 11th May 2017 AT PARKWAY CINEMA
Committee Members Present: Cally Barker (Membership Secretary); Jan Simpson (Treasurer); Toni Mundel; (Chair) Bev Richmond (Publicity Officer); Peter Woods (Venue Liaison); Pippa Nixon; Nadia Chelbi and Chris Jordison (Committee Secretary).
Members Present: Christine Mundel; Ron Wild; Keith & Monica Brown; Keith & Hilary Bardon; Simon Davey; Anna Gerke; Jennifer & David Taylor; Gill Goldenberg; Stephen Baker; Judith Judge.
- Apologies and Welcome
Apologies had been received from committee members Mark Culling, Andy Smith and Peter Woods and member Victoria Ballinger. The Chair welcomed all those present to the AGM.
- Chair’s Report for 2016-2017
The Chair presented his report for the tenth season of the society:
We are in our tenth season already and apart from having another successful year of world cinema our biggest challenge was to manage the move from the Masonic Hall to Parkway Cinema without losing members and affecting the “feel” of our close-knit society. I have to thank the Masonic Hall for hosting us for all six years and the Cinema for making the transition with all its new administrative tasks fairly smooth. Special thanks to the individual committee members involved.
We are now in new surroundings, watching films in comfort and it seems our members have not deserted us. So, thanks to them always.
During the season we were again asked to show films at the Folk Festival with disappointing audiences but better ones at the Literature festival.
After this season there will be changes in the committee and I thank Nadia and Mark for their valuable contribution and especially Cally who is moving to pastures new. I am also standing down as Chair and would like to thank all committee members for their help during my two years in office.
The final task of the season is to plan films for the coming year and again we have an exciting g selection from which to choose.
The Chair’s report was accepted.
- Treasurer’s Report for 2016-17
The Treasurer’s Report was accepted.
- Membership Secretary’s Report
The Membership Secretary circulated and presented her report for the 2016-17 season.
The main points were:
By 1 May 2017 we had 120 paid-up members. This is much better than at the same time last season when the membership stood at 94 in May 2016.
Arrangements for Members
The way we arrange our membership fees changed this year. Instead of charging £30 in advance for 10 films (and allowing people to pay a proportional rate if joining during the season), we charged an upfront fee of £15 for those who joined between September and January. From February onwards, the membership fee dropped to £7.50 for the rest of the season. Having paid their membership fee, members were then able to purchase tickets directly from Parkway Cinema at a special Members’ price of £3 per film. This system has worked on a “trust basis” as it would be difficult for Parkway to check whether people who are booking online (or even at the Box Office) are paid-up members. However, we have continued to ask members to sign in as they arrive, for three reasons:
- So we know for our own records how many members are attending and to be able to inform film distributors about audience numbers.
- So we can cross-check our records against the box office returns provided by Parkway.
- So we can welcome members and make sure that members feel they are attending a Film Society screening and not just a normal Parkway film.
Arrangements for Members’ Guests and Casual Drop-ins
Because of the change in the way our films have been licensed this season, we no longer had to ask guests and drop-ins to make a donation (of £4.50). Instead, they were charged a special Film Society Guest/Drop-in rate of £6.50 per film. This is actually cheaper than Parkway’s charges for an ordinary film which is open to the general public. Parkway charges from £6.80 to £9.25 per film. Guests and drop-ins purchased their tickets from Parkway, either online or at the Box Office on the night.
By April, 66 individual guests had attended 8 screenings for a total of 87 visits, an average of 10.87 per screening. To date, 5 have attended twice, 8 have attended 3 times and 53 have attended only once. So far, Sweet Bean (Dec) has attracted the most guests (14). In comparison in 2015-16 there were fewer individual guests (64) but they each attended more screenings as guests.
Attendance and Feedback on Films
The average overall attendance has been 68 people (members + guests) per film compared with 66 during the previous season. Attendance has ranged between 53 people for Whiplash in January and 80 people for Sweet Bean in December and Slow West in March.
Scores on the Doors
Once again we have shown a diverse range of films. Most popular was the light-hearted Populaire and least popular were Force Majeure and Slow West.
Scores For the 2016-17 Season Films
Thanks to Peter and Elaine Woods for collating the scores on the doors and to Chris Jordison for supplying the stats on guest and drop-in attendance
We are currently conducting a mini survey with our members and ex-members to see whether we would attract more people to join/re-join if we screen our films on the first Thursday of the month instead of the second Thursday. We lost a few loyal members who cannot attend on the second Thursday since this clashes with the monthly meetings of the Beverley Civic Society.
New Membership Secretary for 2017
I am delighted that Peter Woods has agreed to take over from me as Membership Secretary. He has already improved the communication with members by using Mailchimp, a long held ambition of mine that I never managed to accomplish! I am confident to leave the Membership Secretary role in his safe hands and wish the Film Society all the best for the future.
The Membership Secretary’s report was accepted.
- Election of the Committee for 2017-18
As the Chair had already reported, Nadia Chelbi and Mark Culling would be stepping down from the committee after five years due to now having other commitments, and the society would also be sad to lose Cally Barker, one of the original founding members of the Society, later in the year. Cally had, however, agreed to remain on the committee in a non-specific role until she and her husband moved. The seven remaining members of the current committee had expressed a wish to continue for the 2017-18 season, but at least five more new committee members would be needed. Toni nominated Keith and Hilary Bardon and Cally nominated Victoria Ballinger and Simon Davey all of whom accepted the nominations. During a discussion which followed about the possible need for a new committee member with website expertise, Stephen Baker, a member present at the meeting, offered to help with this. Chris Jordison, therefore, nominated him to join the committee, which he accepted.
Pippa Nixon agreed to take over as Chair for the new season; Peter Woods had accepted the Membership Secretary role and Simon Davey said he would provide Facebook support. Treasurer, Publicity Officer and Committee Secretary/Guest Co-ordinator roles remained unchanged. The important role of Film Licence Co-ordinator remained unfilled at this time.
- Any Other Business
There were no other specific items of business; it was difficult to have further discussion as the bar area at Parkway, where the meeting was held was too noisy and it was agreed that it was not really suitable for such meetings in future.
The meeting closed at 7.00 pm.