A.G.M
Society of Caithness Artists Annual General Meeting
Monday 25th March 2019 Pentland Hotel
1. Welcome & apologies.
Present – Committee members: Ian Pearson, William Wallace, Jean Mackay, Elizabeth Lay, Sheila Butler, Liz O’Donnell, Ann Ross, Jackie Newton, Euan Ferrier.
Others – Valerie Barker, Penny Irvine, Stephen Lay, Ali Cameron, Don Clarke, David Kinghorn, Debbie Lee, Aileen Paton, Rodric Pola, Amber Collet.
Apologies – Elaine Rapson Grant, Lexie Wallace, John Luckie and Mary Luckie.
2. Minutes of the last Annual General Meeting 2018.
Chairman Ian Pearson welcomed every one and distributed copies of tonight’s Agenda, Minutes of the last Annual General meeting 2018, Treasurer’s Report and Chairman’s report 2018-2019. He said that he would be referring to these documents throughout the meeting.
The 2018 A.G.M minutes were scrutinised page by page and matters arising discussed before adoption. Proposed – Jean Mackay, seconded – Jackie Newton.
Matters arising 2018 Minutes.
Although the Society has never been aware of any theft it had been agreed that the Society should investigate the purchase of a securable lockable glass cabinet with lights. It was felt that this would prevent any problems in the future and could encourage more artists to exhibit jewellery and small items. Stephen Lay had researched this and provided the Chairman and those present with printed details. He explained that the cabinet company did not usually supply to commercial business so their prices were lower, more in line with domestic furniture prices. It was agreed that the Chairman would look into obtaining the largest of the cabinets, he would also check if postage would be greater than the advertised £29.99 as we have a Highland and Island post code which often puts the cost up.
The Chairman thanked Euan Ferrier for making a time lapse film of the setting up of the 2018 Annual Exhibition. Euan explained that it had not been too much trouble to set up and was happy to do the same this year but possibly from a different angle.
The Chairman thanked John Newton for stepping in and playing the guitar on preview night The feedback from his performance had been very good and it was hoped that he would agree to perform again this year.
Finally the Chairman drew our attention to the Societies Archive of Photographs which has been curated by Barbara Myatt. Sheila Butler explained that there are too many names to print beneath each photograph so the Chairman will produce an index instead to go in the album. The album will then be given to Stephen Lay for restoration and repair.
3. Chairman’s Report.
The Chairman explained that the committee meets twice a year usually in June to plan the forthcoming exhibition and then in October to review it.
The 2018 exhibition produced more sales than the previous year but less was made as prices for works sold were lower.
For the first time we had an artist Jackie Newton periodically painting live throughout the 2018 exhibition. The Chairman thanked Jackie Newton as this had been a great success and it is hoped it will be repeated this year.
Also recorded music had been played for the first time throughout the exhibition. Ian received one or two complaints concerning volume and appropriateness but overall feedback had been good.
Closing for the first time on Friday evening worked well leaving plenty of time on Saturday for buyers to collect sold work, artists to collect unsold items and for the dismantling of screens etc. However, Ian asked for more volunteers to assist this year so that the screens can be dismantled within two hours. He thanked all the volunteers who work behind the scenes saying that the exhibition would not run so smoothly without their help. He reminded us that you do not have to be on the Committee to be involved.
Ian reported on the “Journeys” exhibition currently running in the Thurso Library Gallery saying feedback has been very positive and that there had been good review in the local paper. He explained that Highlife Highland had made the request that the exhibition be very different from our previous ones. Exhibitors were limited to past and present committee members each of whom nominated two other artists who had exhibited previously in annual exhibitions. All nominees were emailed an invitation by the Chairman but not all replied. The number of work submitted by each artist was limited due to space and the Society had no control over what was hung and how it was presented. The Chairman pointed out that whilst it took two people two days to set up the Journeys exhibition the Society has only a few hours to hang up to 400 pieces of work at the annual exhibition as the catalogue has to be typed the next day ready for printing and then the preview on Monday. The curators of the Journeys Exhibition hope that we will exhibit again next year.
Ian informed about Increases in fees by Highland High life for the ten day hire of the High School Hall. The Highland Council has had cuts to its funding and is now attempting to accrue funds through a new Lets department based in Inverness. Please see the copy of the Chairman’s Report AGM 25/3/2019.
Last year the Society was charged £920 for the hire of the School Hall but this year Ian has been presented with an invoice for £3,057. After appealing against this figure it was reduced to £1470 but only for this year. Over the years the High School has proven to be a good venue being easily accessible to the public, the Janitors have always been very supportive and our screens are stored nearby. Moving to a new venue would be problematical. Ian said it was difficult communicating with the Lets Department as their emails never have the sender’s name on them and he thinks they may have miscalculated the fees by making their charge based on the square footage of three to four badminton courts (£40per hour) instead of one to two badminton courts (£20 per hour) which is the size of the School Hall after he measured it! However, the offer of a 50% reduction on the larger size hall measurement, he found this charge is less than if they had calculated their charges on a 1-2 size hall without a discount. Ian has decided not draw it to their attention just yet. In the meantime the Society will continue looking for other suitable venues.
Sheila Butler asked if the Chairman had contacted our Member of Parliament about this and Ian agreed he would contact Jamie Stone MP. Ian has also been in contact with local councillors Karl Rosie and Ian Sinclair but nothing had come of this as yet.
Jackie Newton suggested exhibiting in people’s houses rather like having open studios. Ian felt that it might be ok for a group of several artists to get together to do this but it would not be practical and too time consuming to arrange for the Society’s Annual Exhibition. The Mill House Theatre Group is renovating their theatre upstairs and although it is smaller than the current venue this could be a possibility for the future as it does have disabled access. Ian said that he would make enquiries.
Obtaining funding from windfarms was also suggested but Ian advised their funding is only made available to rural communities and the current venue of the High School would not qualify as it is in the town of Thurso.
Ian has previously discussed the increase in fees with Jean Mackay treasurer and she made the suggestion to increase the sales commission from 10% to 15%. This is still low compared to other galleries; Thurso Gallery take 35% and Nortlands Glass take 38% in sales commission. She also suggested that increasing membership fees from £8 to £10 based on last year’s membership numbers would raise an extra £700. Elizabeth Lay expressed concern about pricing people out of the exhibition who were on low income Universal credit etc. However, it was pointed out that reducing fees for this would not be practical in the current circumstances. The proposed increases were put to the meeting and passed unanimously.
Ian said that after the A.G.M. he would put out a Press Release concerning these changes and also update the Societies Face Book and Web site.
Ian again thanked everyone for their help and support.
Treasurer’s Report – 2018 Annual Exhibition.
Jean Mackay provided the meeting with copies of the Societies income and expenditure statement for the period 1st March 2018 to 28th February 2019.
She explained that we only made £90 profit this time for the sale of catalogues; the Society had made £200 the previous year.
Darren the Janitor had been given £100 for all his help.
Reframing – Using cello tape rather than low tack tape damaged a frame and had cost the Society £55 to repair. Ian explained that it was important at the Annual Exhibition artists details such as title, price and medium etc. should be placed on the front of work as this made it easier to remove when compiling the catalogue, however, he would ensure that in future only low tack tape would be available on handing in day to avoid a reoccurrence.
All outstanding bills for advertising in the catalogue had been paid except for one which Jean will follow up.
The Societies net profit for this financial period 1st March 2018 to 28th February 2019 was £1,014.24. This figure includes £243.00 which is still outstanding due to a banking error but should soon be resolved and back in the Societies Account.
It was unanimously agreed to increase the auditor Margaret’s fee from £60 to £70.
Debbie Lee asked should we increase our membership fees considering the Society does have £11,881.46 in the bank and this may not look good as we are a voluntary organization. Ian explained that we do use the money to buy equipment such as plinths which cost over £1000. Replacing the brass hanging hooks cost £5 each so the Society had to pay out £400 last time some replacements were bought.
Valerie Barker asked about investing the money. Jean said that interest payments are so low at the moment and we cannot afford to tie up money for long periods to get a small amount of interest. Ian estimates that if Council fees continue to rise the Society has only enough to cover the next four years. He said it would be extremely sad to lose the Artists Annual Exhibition with all its values and contribution to the county.
5. Secretary’s Report/correspondence.
Nothing to report.
6. Election of Committee Members followed by election of Office Bearers.
All current Office Bearers and Committee Members agreed to remain in their posts.
Chairman – Ian Pearson
Vice Chairman – William Wallace
Treasurer – Jean Mackay
Secretary – Elizabeth Lay
Current Committee Members – Sheila Butler, Liz O’Donnell, Elaine Rapson- Grant, Lexie Wallace, Jackie Newton, Ann Ross, Euan Ferrier.
In addition it was agreed to appoint more members to the Committee (numbers had previously been reduced to seven because of a lack of willing volunteers). Valerie Barker, Penny Irvine, Debbie Lee and Don Clarke all agreed to go on the Committee. They were all officially proposed by Jackie Newton and seconded by Sheila Butler.
7. 2019 Annual Exhibition.
It was agreed to hold this year’s Annual Exhibition at the High School as usual.
Handing in Day – Saturday 27th July 2019 (10.00hrs-14.00 hrs).
Preview Night – Monday 29th July (18.30hrs-20.00 hrs). Raffle winners will be given an opportunity to choose their prize prior to opening.
Exhibition Open to the Public – Tuesday 30th July (14.00hrs-17.00hrs) and (18.30hrs-21.00 hrs).
Exhibition Closes to the public – Friday 9th August 21.00 hrs.
Sold work is to be collected on Saturday 10th August from 10.00 hrs-12.00 noon.
All unsold work to be collected by artists from 13.00hrs-15.00hrs.
Elizabeth lay will manage the rota.
Euan Ferrier will repeat the display of pallets but in a horse shoe shape this year.
Ian Pearson will write to Clarence House inviting the Duke of Rothesay to submit paintings to the exhibition.
Sheila Butler will contact the Floral Art Club concerning their floral display.
Liz O’Donnell asked if we would be having any retrospective exhibition to commemorate the work of any recently deceased local artist. Ian said that he had been in contact with the family of Ian Mackenzie and Ian was not sure if all his family would be interested. Debbie Lee said that she does know his family so will contact them on behalf of the Society. Ian asked Debbie to advise that we could display six of the artist’s work on the stage and would appreciate a short synopsis of the artist life from his family.
8. Any Other Business. None.
The Chairman thanked everyone for attending the AGM and the meeting closed 20.20 hrs.
Minutes submitted by –
Elizabeth Lay (Secretary).