UK Gift Card & Voucher Association

Executive Meeting Minutes

Wednesday 11th September 2013, 2pm to 5pm

In attendance: Tony Rich, Steve Bradbery, Kevin Lake, Siobhan Moore, Juliette Savage, Tim Watkins, Eoin Whyte

Apologies: Stuart Lawrence, Joanne Peake, Wayne Harrington

1. / Election of Issuer & Service Chairs
Tony Rich & Steve Bradbery volunteered for the chair roles and were unopposed and were duly elected.
Current roles and confirmation of continuance of these ‘cabinet roles’
·  Legal & Regulation – Siobhan, Tony
·  Research & BDO figures – Eoin, Tim
·  Conference – Juliette, Steve
·  Website & PR – Juliette, Stuart
·  Finance & Constitution – Tony, Steve
·  Fraud – Tim, Stuart
·  Membership Development & Recruitment- Joanne, Juliette, Eoin
·  International Development – position no longer required
Vacant position on Exec
Agreed that an email would be sent to all Service members to ask if any member would like to put themselves forward for the vacant position. If no volunteers then the Exec will co-opt a member.
2. / Minutes from last meeting
·  VAT
·  BDO data collection
Next steps on VAT are unclear as the timetable from the EU has been delayed.
The planned workshops will give members an opportunity to discuss the data collection.
3. / Budget and Finance Review
·  Yearend forecast
·  Member status following invoice despatch
Papers for the last 2 months of the financial year were circulated prior to the meeting. AJ to give a summary of the end of year accounts to the exec prior to the AGM on the 25.09.13.
4. / Business, Innovation & Skills
·  update Farepak Group/Safeguard All Savings
·  Feedback from BIS and next actions
·  BDO, Mike Monk and other consultants
·  Wording send to members
·  September workshops
AJ explained that the feedback from the Heads of Finance at the BRC meeting was for a preference to include the wording in terms and conditions rather than pursue any insurance or bonding as this supports the BIS request for transparency. BRC have asked for the wording to be sent to them for distribution to Heads of Finance. Exec agreed to take a look at the wording and agree by the end of Friday 20th the words. Currently the words are: ‘The funds on this gift card/gift voucher are not covered by the Financial Services Compensation Scheme. In the unlikely event of the issuer of this product becoming insolvent some funds on this card/voucher may not be available to spend’. Part of the objective of sending the wording to all members is to establish who will include the terms and conditions and who won’t so that we can give feedback to BIS and also inform the Association in terms of next steps, i.e. the need to pursue the insurance and bonding schemes.
Exec agreed to pursue the insurance and bonding schemes with Mike Monk so we have an indication of costs which in term can be fed back to BIS.
5. / Social Events
·  Feedback from Gifties
·  Future Social Events
The Gifties were well received with overwhelming positive comments about the organisation of the event, the opportunity to network and the recognition to peers. Some negative comments about not including new members and awards going to ‘mates’. 50% of members attended which Exec agreed was a good number.
Exec agreed a similar event should be organised for June 2014. With a ‘free’ social event after one of the meetings (potentially Sept/Oct meeting 2014); this to be a free drink after the meeting event.
Exec agreed Christmas evening for Exec after the next meeting on 27th November.
6. / Conference
·  Contract with IIR
·  Contract for 2014
Exec confirmed on that Revive has been appointed to manage the 2014 conference.
7. / Christmas Competition
·  Results
Judging of the competition has been finalised and winners are being notified. Rostrum working on plan for PR in the run up to Christmas.
8. / Member Engagement & Meeting Format for 2014
·  Potential change to format of meetings
SM suggested that the member website should include a log of monthly activities so that members could have an up to date log of activities along with the history, this would show what good value for money membership offers.
Member meetings should include more opportunities for Issuer members to present on various topics, with a particular emphasis on retail. These may take the form of panels with several retailers included and may, for example, include best practice etc.; need to identify common issues that members would like help with.
Meetings should also include more ‘flipchart’ activities to engage members. Exec confirmed that a budget should be allocated for funding the attendance of speakers at meetings if appropriate. Potential new members should be invited to meetings where specific speakers have been secured.
9. / Constitution
·  Change re results of recent election
Exec agreed proposed wording in the constitution to be presented to the AGM on 25th September.
10. / Fraud Meeting
·  Plan and objectives
Agreed costs from BDO were too high. Identify ‘one man consultant’ who may be able to co-ordinate the data for the Fraud Group. AJ to engage with the Fraud Group.
AJ to try and engage with SOCA to confirm action required and also see if they have a speaker they can field to a meeting.
11. / Secretariat Contract
·  Update
Contact Tony or Steve for update. Exec committed to resolution by Christmas.
12. / Any Other Business
·  Honorary/Hall of Fame members represented on website & password access- agreed new section on website to be established and passwords issued.
·  Get costs for updating information sheets on the website – exec agreed to get costs for updating worksheets.

Future Meeting Dates: (all 2pm to 5pm) – 2013, 27 Nov