MINUTES OF THE AGM
Held on Thursday 19 January 2012
At the East Grinstead Rugby Club
18.00-20.00
Present:
Stuart Scholes, CEO / Richard Blackburn, Chris Wall CreativeRoger Martell, Treasurer / Philip de Jong, Pertinax Partnership
Kate Bennett, Business Manager / Margaret de Jong, Pertinax Partnership
Caroll Everest Administrator / Richard Lynes, Honorary Member
Mike Knibbs, No Letting Go / Malcolm Gellatly, TMS Systems Ltd
Matt Cole, Cole’s Estate Agents / Julian Marks, TMS Systems Ltd
Carly Wright, The Cake Hole / Wendy Rye, Burt Brill & Cardens Solicitors
Darren Charteris, Thermofisher Scientific / Margaret Martell, Martell’s
Charmaine Hallmark, Hallmark Travel / Steven Rogers, Pennyfarthing
Elaine McGloin, Elaine McGloin / Martin Robinson, Blackland Farm
Laurence Deakins, QVH / Elaine Dorrington, Frontline
Carmen Schmidt, Utilities Warehouse / Bob Mainstone, EGTC & MSDC
Derek Evans, Ashley Law / Pru Oliver, Paella Fella
James McLaren-Rowe, Amadeus / Kevin Lynch, Standen NT
David & Ann Bridle, Bullfrog Music / Paul Winkley, Eden River Press
Alistair Rustemeyer, Burt Brill & Cardens / Jacquie Pinney, Blond McIndoe Research
Richard Allin, Blond McIndoe Re / Michael Randall, Viking Law
Jackie Huggett, EG Sports Club / John Storey-Tennant, EG Sports Club
Claire Dorrington, Frontline / Alan Staples, Manningtons
Amanda Staples, Manningtons / Rex Whittaker, EG Rugby Club
Apologies: Nicholas Soames MP, Chairman; Simon Kerr, EG Tourism Manager
The CEO, Stuart Scholes, welcomed the large turnout to the meeting, which was much appreciated.
1. Review of 2011
Stuart Scholes said that everyone had already been sent details of the activities for 2011 (with the invoices for membership renewal) in mid December. So most of this should not be new. Items included:
Networking meetings: we had held 12 Drink & Meet at La Farola and the December event was extended to be the Christmas Party, which went very well. There are usually between 35-30 attending each event, although they are not always the same people attending.
We held 9 Buzz Meetings at members premises to showcase members business which allows them to expand on their activities and show what they do and/or provide a presentation. They also provide refreshments, so they are all now self-funding – and we have moved away from funding ourselves.
Newsletter: These now go out monthly and the cost of sending out by emails is mainly covered by the sponsorship for each one, which costs only £10.00 and there are usually three sponsors for each newsletter.
If anyone has any ideas for inclusion in the newsletter, not blatant advertising, but information on their products/services, new products or anything that they feel may be of interest – could they please let us know.
Website: This was updated and is now crisp and more professional with new features added recently like the members directory, and member2member promotions. All the events are also listed there.
Have also been in discussion with the Town Council about a new website: Visit East Grinstead. Will be owned by the Council, but we will have input. It is hoped this will have details of the town, the retailers, maps etc. Also, introduced a Member2Member promotion section. Have now a number of members that are offering promotions to other members. Another benefit of joining.
Promotional Material: new leaflets have been introduced and printed, providing information about the Association and membership application form. This has recently been re-done and re-printed to remove the fee, so that it does not need to be updated each year.
Membership: This has grown from 92 to 140 over last year.
Also raised the membership fee (which has been at the same rate for at least 4 years from £55 to £84 (still only £7.00 per month). The take-up has been good and more people have been paying within the given time than before, which is encouraging. Only 2 people opted to leave: and one of those was enticed to re-join – which we are delighted about.
Retailers: We have made efforts to establish relationships with the Retailers which had previously decided it was not of much use to them and had left. We now have several members from that sector, as we wish to not only represent businesses but also the High Street and retail businesses which are vital to EG.
Council Relationships
Working closely with the Town and District Councils. SS said he had not had experience of this before so had not been aware previously how they worked. Has established a good relationship now with them.
Also met recently with the Chairman, Nicholas Soames MP to discuss the town and issues with. He was very interested and impressed with what we had achieved. He was full of enthusiasm and will endeavour to assist wherever he is able.
We are also working closely with local media, both the Courier & Observer, Meridian FM and Sussex Living to help improve awareness of businesses and members.
Stuart Scholes has also spoken at a number of events, about the EGBA, including the Council for Voluntary Services and the Rotary Club to raise awareness about the EGBA.
Social Media:
At the beginning of the year we had a forum on the website, but it was not used and was ineffective. There has been a huge growth in Social media and we therefore employed an Intern to look at this. She did a very good report and it was decided to discontinue with the forum and instead to use LinkedIn. Therefore a ‘members only; Group was set up and about 65 of the EGBA members have joined this and many are active. Later, we will also look at Facebook and Twitter. SS encouraged everyone to embrace the new technology and have a look at them all.
Town Plan
Have contributed comments to the Town Council about the Town Plan. Have put business views forward about what we believe should be happening and this will now go to the District Council.
Conclusion
Stuart Scholes expressed his thanks to Roger Martell (Treasurer) – volunteer, for his guidance and experience and contribution.
Also thanks to Kate Bennett (Business Manager), who is doing sterling work attracting new members and encouraging membership and building relationships.
Also, to Caroll Everest (Administrator).
2. Adoption of Accounts
By Roger Martell, Treasurer.
This year ended with a loss of £3,781.55 – although less than anticipated.
Expenses have gone up due to employing a Business Manager. We have received Grants from the District and Town Council. And funding from sponsorship for the newsletter.
Happy with the increase in subscriptions and that the loss will therefore be reduced. But there will still be a loss unless the membership increases.
The current balance is £9484.46.
The Accounts have been checked by an Independent Auditor.
The year end is 31st December. The AGM was moved this year so that a full accounting year could take place and be reported on at the AGM (it was previously in November).
Approved: James McLaren-Rowe, Amadeus; Seconded: Rex Whittaker, EG Town Council
3. Election of two new Committee Members
The EGBA Executive Committee consists of 6 members, and are the steering group of the organisation with 2 members stepping down each year. This year Charmaine Hallmark (serving 3 yrs) and Darren Charteris (serving 2 yrs) step down. SS expressed his thanks to both of them for their support and contribution to the EGBA and Charmaine for standing for 3 years due to the transition period from the merger of the Chamber and the Business Association.
We received two nominations for the Committee:
Pru Oliver, Paella Fella, and
Paul Winkley, Eden River Press
Both were elected and approved.
4. Reappointment of Officers
Roger Martell – treasuer (volunteer)
Stuart Scholes – CEO (volunteer)
Both agreed to continue.
Both were reappointed and approved.
Philip De Jong thanked them both for their sterling work and expressed eveyone’s appreciation for the work they have done.
5. Honorary Life Members
We already have 3 Honorary Life members, including Richard Lynes (attending) and would like to appoint 2 new ones, these are:
Chris Parker – the previous CEO who set up the organisation and got it going – Agreed.
Harry Townsend, set up Myfanwy Research Charity and has raised vast amounts for this.
He has been a member, but is not so active and decided not to renew this year.
We would like to offer him also Life Honorary Membership.
Both were agreed.
6. Plans for 2012
Concerned at the low level of footfall that are doing business in EG. SS has various ideas to try and improve this situation.
The aim is to run the Association funded by its members, but would like any Grants received for special projects in the town. We already make a few small donations, but are limited in what we can do.
Keen to build better relationship between town and the 2 main schools.
Young Epilepsy Group – takes money – maybe next year???????????
Will continue with two networking meetings.
La Farola will be held on the 2nd Monday of every month (unless a Bank Holiday)
Buzz Meetings – almost have rest of the year sorted and details are on the website.
Will be held usually during the last week of the month. And will have a few lunchtime and/or breakfast meetings as well as evening meetings.
Newsletter: send information about business that could be of interest and members can use the Group on LinkedIn.
Visit EG Website
This is progressing and should be up shortly. It is to promote facilities, tourist attractions and retail outlets. To also be promoted through the TC website.
Heritage Signs – should also be put up shortly. To cover Sackville College, Bluebell Railway, Medieval High Street etc.
Roadsigns: Town Clerk conducted a survey of road signs as thought they were too many. Found over 800 in EG alone. Will ask a professional company to look at the issue to reduce and improve the signage.
I Love EG Campaign
To look into this.
Media
To start a weekly programme on Meridian FM radio. With business programme – open to
any business – and encouraging members to take part.
Seminars – Teach-Ins
Important to run some Teach-Ins, to provide assistance in certain areas ie
a) Social Media Teach-In and the benefits of it and to reduce the fear. Richard Blackburn of Chris Wall Creative is planning to run one for the EGBA shortly.
Car Parking
Continuing to work with the TC and District Council and to try and find a better method of funding car parking. SS believes there has to be a better way, but understands it is a very emotive subject, but he is pursuing this.
Other items
SS is working on several other items – behind the scenes – to the benefit of the town – but is not in a position to provide further details just yet.
David Bridle offered a vote of thanks for the hard work done.
7. Any Other Business
Open Discussion:
SS asked what else the EGBA should be doing for its members.
SS said members should put any thoughts on paper and submit.
Had a meeting with Nicky….. the Editor of the Courier & Observer and Sales Manager. Had informed the paper the we believe the EG news reported should be more positive. Its all fairly negative most of the time. Should try and get more interesting articles and should approach various companies about what they are doing. Have invited them to be a member – but still awaiting to hear from them. Also invited them to several meetings and to the AGM and to have a photographer – but to date no-one has managed to turned up. Believe it would be beneficial for them and its members for them to attend to hear what is happening in and around the town.
They have approached SS a few more times for ‘comments’ on articles due to appear in the paper. This week his comments on the possible closing of Peacocks was mentioned but he was misquoted. It seems common that people who do make comments are misquoted and/or out of context.
Talked about a campaign about using Meridian Radio.
And lined up some business to give some money for the town.
Steven Rogers: The town is frequented and used by those living in it. Suggested we should try and inform and promote it outside of EG ie to Tunbridge Wells, Crawley.
SS agreed. Said he hoped some of the plans we have would help towards this ie the
‘I Love East Grinstead’ campaign. Need more tourists. Often people travel along A22 and down Beeching Way and don’t see or visit the town.
Hopes that the Heritage signs will also help and the new road and car park signs that are planned.
Also roundabouts – perhaps to have promotion of Bluebell Railway.
Problem is that the attractive part is at the wrong end of the town.
Old buses to run to town.
And to beautify London Road – one way system.
All are possible suggestions that may help improve the footfall and visitors to the area.
Also need to fill the offices. Over 40% are now empty. If full this would increase footfall in the town.
Caffyns site: Will be a hotel and a Wilkinson store, which is a Homeware shop.
M&S have showed some interest in new Queen’s walk development and Martells’s have tried very hard to get one of the larger retailers in. But not easy to find one.
Then could attract peple into town. They also need better parking facilities. Lots of options.