The Hoplite Association – Minutes of the AGM – 27/10/2007
In attendance: Stephan, Paul, Steve, Ian, Janine, Elaine, Andy, Mark, Matthew, Syreeta, Ash, Kelly, Hywel, Stuart, Karin, Raven.
1. Welcome.
Andy extended a warm welcome to everyone.
Steve was voted as Chairperson for this AGM.
Ash took the minutes.
2. Minutes of last AGM.
The minutes of the 2006 AGM were agreed.
3. Report on events over 2007.
As a member of the Exec, Andy reviewed this year’s events:
Cosmeston – Terrible weather but our arena event looked very professional. The camp looked good. Group attitude and resolve summed up, during the unending rain, by the phrase ‘Sod it! I’ve bought a new saw and I’m going to use it!’
Colchester – Yet more rain. The camp continued to improve. Group spirit was great and as the weather improved, so did opportunities to interact with the crowd. A very professional show.
Military Odyssey – Our best camp to date. Organisation ran very smoothly. Bronze casting was a hit with us and the public. We showed that with just 3 people we can entertain a crowd. Ash & Pat’s proposal finished off the event in style.
Cliveden – An even better camp thanks to Steve’s monumental erection, although it took seven to help him get it up on the day! Group dynamics were very positive. A feature of the evening was Grymm and Tooms’ ‘Battle of Snickers’ which was well received.
Middlesbrough – a small event but a great crowd. It was frustrating that we were unable to do an arena event.
In summary – This year was a period of change but was one of our strongest despite the weather. As an association we have demonstrated confidence, authenticity and enthusiasm.
As Event’s Co-ordinator, Steve summarised his review of the year:
The best year since Steve has been in the group. Displays have been great despite the weather. He extended his thanks to the membership of the Association for their energy and dedication.
Steve has attended two non-Association events that were organised through Paul Allen. He reported that the Hoplite Association was recognised for its input at these events.
Paul – Reported his enjoyment of this year’s events. Felt that our interaction with the public was very professional.
Syreeta – Enjoyed the ‘family feel’ that was evident throughout the year.
Mark – Thoroughly enjoyed the year.
Elaine – ‘Had a blast this year!’ Suggested that we should be careful not to rest on our laurels.
Janine – Thanked everyone for their warm welcome into the Association.
Ian – Found the events ‘An eye-opener’ and had thoroughly enjoyed his time with us. Appreciated the professionalism within the group.
Stuart – Impressed with the look of the camp and the tents.
Paul – Impressed with how freely everyone gave their time to help others.
4. Financial Review for 2007
Andy reported that Association finances are healthier than ever although it took a while to sort out the finances after the hand-over. As no records were passed on he was unable to do an audit on previous accounts.
In summary: The Association finished the year with £1756.98, (revised to £1760.84) with a further £425 still to come from events. Net credit is therefore £2181.98 (revised to £2185.84).
Insurance is paid up until July 2008. The website is paid up until April so about £1800 is available for allocation to projects.
Association assets: Marquee, 2 archery targets and stands, 50 spikes, and the original main tent. There is also a gas fridge.
Accounts as of 27th October 2007 will be posted on the website.
Steve – expressed confidence in the rigour of the current bookkeeping.
5. Events for 2008
Steve – 4 events currently confirmed for 2008: Cosmeston (25-6 May), Odyssey (23-5 Aug), Clivedon (6-7 Sept) and Middlesbrough 13-14 Sept (note that following the success this year, it is to be a 2-day event in 2008. Also not that this is an UPDATED date since the AGM).
Confirmation is pending on ‘Conquest’ (mid July), The British Museum Tour in Luton (March), Ash & Pat’s wedding in West Sussex (28th June), Spain – potentially 2 events (May or June). These events could be supported by some Association members driving out together to transport kit. Other members may be able to fly out. Potentially there could be up to 50 hoplites from Spain, France and the UK.
Colchester is not running for 2008 as the brigade will be moving out but there is the possibility that an alternative event may be arranged for this site and date.
Mark – Requested that members look in their local area for possible events for the future.
Kelly – Requested that we pursue details for Middlesbrough to ensure adequate security and facilities for a two-day event.
Steve – In regard to the late Paul Allen’s ‘International Ancient Greek Festival’ that ran in 2006 and again in 2007, it was felt that it was a sound idea despite setbacks. Steve would like the Hoplite Association to continue this event in light of raising our profile for 2012. Steve and Paul Houston (of Spartan World) will take the event plans forward, possibly at existing events at Odyssey or Lunt Fort.
6. Executive Appointments for 2008
Steve – Outlined the current constitution which has 4 lifetime members and 1 annual members representative. Proposed changes for 2008 are that the Executive Committee consists of 3 members who hold their posts for 3 years. Consequently all current members of the Executive resigned at this meeting and 3 members put themselves forward for election, and were unanimously voted in. They are:
Andy Cropper Finances and Secretary
Steve Senior Events Organiser
Mark Littlewood Members’ Representative
It was agreed that the Executive Committee would ask individual members to take on temporary responsibility for particular projects that they have shown an interest in. Accordingly the following have volunteered their services:
Elaine Cropper Membership Secretary
Christy Website Manager
Mark – Reminded members that we all have a responsibility for mentoring new members.
7. Review of Constitution
Steve – Explained that the old Constitution and ‘Terms and Conditions’ was now out of date following the changes to the Executive Committee.
Andy – Raised the proposal that a draft, updated Constitution and ‘Terms and Conditions’ is forwarded to all members with comments to be received by 15th November 2007. The Executive will then ratify the revised documentation.
Steve – Proposed that non-response was taken as agreement.
These proposals were unanimously agreed.
8. Use of Hoplite Association funds
Andy – Reported that he had tracked down the manufacturer of shields at about £125 (although they will need about £50 of work to bring them up to HA standards). Proposed that he purchase 10 basic shields to hold for new members to buy. From the same source he can purchase brass helmets made to our specification at £60 each.
Steve – In summary, these purchases will consume our finances but this will be replaced as new members purchase them.
Andy – The next project is to source aichmes and sarouters.
Mark – Raised the issue that members capable of working with metal could be assisted to make aichmes and sarouters.
Andy – Suggested that this could be a project for interested members.
Steve – Will order a new aichme and sarouter from an existing source that could be modified as a pattern.
Matthew – Reported that IKEA have stopped selling linen and suggested that it may be worth the Association bulk buying linen from a trader for new members.
Steve – Agreed that the Executive would consider these proposals.
Kelly – Requested that the Executive give some consideration to storage of these proposed purchases so that no one is unduly inconvenienced.
Paul – Requested the Executive consider making a payment to Steve on lieu of members making use of his tent (I couldn’t write ‘erection’ in this context).
Steve – Politely declined the idea and explained that it would set a precedent and that members should seek to be autonomous so that money goes into society funds.
9. Issues raised at Agoras during the year
Elaine – Requested that we consider how we can communicate better between events.
Mark – Requested that material is passed on promptly so that the website can be updated frequently.
Steve – Reminded members to respond to requests to give attendance for events. A ‘no’ is not offensive but gives an accurate picture of numbers which will affect setting out the camp and plans for the day.
Elaine – Suggested that members keep an ‘Authenticity’ file which references their kit – this allows members to support new members in turning research into kit, provides provenance when kit is photographed for publication, and acts as an internal, self-regulating Authenticity officer.
Andy & Elaine – Requested that members consider ‘texture’ for the camp as they have provided much in the past and are running out of room – members could bring tripods to support their aspidese, linothorax and kranoi. Wooden supports for skins etc are also needed.
Steve – Reported that a successful and accurate tripod could be made from dowels looped together so that they can fit inside the bowl of the aspis with a little ‘push’.
Steve – Requested that for safety reasons, our risk assessment states that dories will not be stacked within 9 feet of the crowd safety line as this avoids the danger of them tipping towards the crowd. Can members also consider using tripods to support aspidese as using the dory for this purpose can cause the dory to fall within camp. We have had close shaves with this in the past.
Elaine – Suggested that the phrase ‘Small but perfectly formed’ summed up the Association. We want people to see the Hoplite Association as exemplars.
Andy – Reported that the Hoplite Association are represented in a number of books now. Major publishers look towards us for authenticity.
Elaine – Suggested that members engage in ‘Experimental Archaeology’ and type up their findings for publication on the website as this adds academic rigour to the Association. A suggested topic in the first instance would be the different grips used on dories (over or under arm). Ideas and discussions could be circulated via email so that everyone can have an input.
Elaine – Suggested that members consider various contexts for members to withdraw from the crowd line for a break whilst still adding ‘texture’ to the camp, e.g. if you wish to sunbath for a while, perhaps an empty wine vase would suggest a drunken stupor! A hemp tent is another discussion point – it all adds colour and discussion points whilst allowing people their own space.
10. Any Other Business
Steve – Suggested that the old association tent and the new marquee could be sold off as they are now surplus to requirements. He will readvertise for sale and will deliver to the buyer.
Andy – Proposed that we do not hold out for profits as opposed to a quick sale to clear storage space.
Steve – Proposed that the kiddie drill, which has always been very popular, could be adapted to continue to build quality – possibly it could be advertised in advance and still run after our arena event, but limited to 3 sessions with 10 children who will be dressed in child-sized linothorax and kranoi. The drill could be ‘formalised’ with the presentation of named certificates which would also contain the association website. Photographs of these activities appearing on the website would attract visitors to the website.
There being no other business, the Hoplite Association AGM of 2007 closed at 5.18pm.