UK Gift Card & Voucher Association

Executive Meeting Minutes

Thursday 17th September 2009

Present: Rachelle Smith (chair), Kevin Lake, Caroline Watson, Bill Alexander, Helen Child, Denise Porter, Wayne Harrington, Andrew Johnson

Apologies: Yvonne West

1. / Secretariat
·  Results of the Member Questionnaire
·  Revive Contract
Exec confirmed that Revive to be offered new contract for 3 years from September 2009. RS to confirm all paperwork.
Task list for secretariat to have DG or admin allocated to each task.
2. / Budget Review
·  Proposed Budget 2009/2010
Company accounts presented by AJ. AJ highlighted cash flow could become an issue in early 2010. We need to ensure that all members pay subs soon. In 2008 a £12k loss was carried over; in 2009 £5k loss.
Agreed that conference and main budget were to be put together. Agreed there was no further need for VPSL so this is to be closed down and all transactions and accounts to take place through UKGCVA main account only. AJ to discuss with accountant. AJ to reissue updated cash flow and give list of those members who have left in this financial year.
3. / Member Recruitment Plan
·  Plan from DP & CW
DP has been very proactive in inviting potential members to next full members meeting on 061009. Each guest to be buddied with a current member, proposed:
Guest / Buddy
Laura Ashley / Jo p&mm
Harvey Nichols / Wayne
Corporate Rewards / Park group
Silvercross / Denise
Inconnections / Tbc
Fresh Rewards / Mark Singer or Chris Grace
Counterpoint / Terry Harvey
Gourmet Society / Pam Matthews
Carlson Marketing / Rachelle
Babee card / Denise
Edward Finley / Caroline
SayShopping / Kevin
ToysRUs / SVS
Loyalty TV / Denise
Morrissions / Blackhawk
VIVOmiles / Helen Child
–
All company names to be listed in the welcome at meeting but not guests names.
All guest to be given application form and summary leaflet to take away
4. / Long Term Strategy
·  Feedback from Strategy Meeting
·  Exec communications
·  Best practice
Exec agreed to go ahead with the project groups as presented as a result of the strategy group meeting. Exec member to sponsor each group (but not chair), exec member responsible for giving feedback to whole executive and bidding on behalf of the group for any budget required by each group. The groups and their sponsors are:
Research – Caroline
Regulation – Helen
Internal Comms – Denise
External PR – Kevin
Membership – Wayne
Conference – Rachelle
EY figures – Bill
Full presentation at the members meeting on 061009 where members will be asked to ‘sign up’ for groups. Minimum of 5 people per group, less than 5 group does not go ahead. Minutes must be taken at each meeting and approved by YW or RS.
4. / Conference 2010
·  Working group - update
·  Revive Fee Proposal
RS confirmed the conference as one of the project groups, first meeting to be held on the 061009. Delegate fees accepted by the executive as detailed on the conference budget – attached.
AJ presented proposed CEO keynote speaker list. Agreed that secretariat to contact the members whose CEO we are approaching to speak before we make the approach.
RS confirmed that Revive’s proposed fee structure has been accepted. RS to sign contract.
5. / Constitution & Election
·  Competition Law
·  Future elections paper from CW
AJ highlighted points in the constitution which have been amended, to be presented to the members on 061009. CW posed the issue of steeping down from the executive following two terms in office. The proposal was rejected by a majority vote.
Constitution, once ratified by the membership, needs to be checked by competition lawyer.
KL to draw up draft ‘best practice’ on dealing with a complaint from one member about another member.
6. / PIF/UKGCVA Open Loop Workshop
·  Next Steps
PIF to discuss this at their AGM 30 Sept and come back to UKGCVA.
7. / Member Meeting 6th Oct
·  Agenda
Agenda compiled during the exec meeting from points raised.
8. / Ernst & Young Data
·  YW, AG & AJ to agree next steps
·  Q3 collection & BRC report
AJ confirmed meeting to take place with EY on 23rd September to review first 6 months. Yvonne West and Wayne Harrington to attend with Andrew Johnson.
7. / Any Other Business
·  Agree dates for exec meetings to end of 2009
To be discussed further
·  Agree dates for Member meetings in 2010
To be discussed further
·  New executive member to replace Arun
Following the procedure in the constitution the person who polled the next highest vote in the last election and still a member was Pam Matthews from InComm.
·  ISP Awards
Agreed to support the awards by distributing information to members.
Other Business
DP questioned AJ on the procedure for passing on leads. DP had met with a potential client and found out AJ had previously met him as DG of UKGCVA. DP asked why the lead was not passed to members. AJ explained that the client has requested information about the industry which AJ had given, client had gone away to think about what services he required then come back to AJ for list of members. AJ also pointed client to UKGCVA website. AJ had seen the meeting as an opportunity to recruit a new member.
Agreed that in future all leads to the office would be recorded along with actions taken. Leads to be presented at the exec meetings.
Agreed that all members to be asked which services they offer e.g. voucher printer, gift card processor etc. Each member to have their categories and their web description written up on sheets to be printed and mailed or email to answer these leads.