Minutes: Annual General Meeting

Wednesday 14 January 2004
held at Civic Offices

Present: Annette, Barrie, Christine, Helen, Jane, James, Jase, Jo, Julie, Keith, Lesley, Liz, Matthew, Nick, Paula, Robin, Sally, Sharon, Stella, Sue, Tony
Apologies: Doreen, Doug

Minutes From Previous Meeting

Jase was omitted as being present from November 5th minutes.

Christine welcomed new members to the Annual General Meeting and guest Barrie from the Evening Advertiser.

Annual Report

Matthew introduced the Annual Report. Members accepted the report.

Finance Report

Mathew distributed the Finance Report and summarised expenditure through the year. Out of the £2,000 budget, £952.23 has been spent leaving a balance of £1,047. Jase asked if this sum could be carried over? Sally replied that the council takes back any money not spent and stated that it was important that we identify how we could spend this money. We need to create a clear plan to justify expenditure.

Matthew suggested updating and republishing the poster. Jase felt it needed to be redesigned to make it more inviting. Jane suggested Graphics Department being employed. Paula suggested we have a brainstorm for ideas at the next meeting.

World Aids Day - 1st December

Christine was disappointed there were so few people at the service. Tony, however, felt the numbers were good, taking into consideration the short notice and it was an excellent platform for organising this year's event. Tony spoke to a member of the clergy who suggested letting the Churches know much sooner so they would have time to let congregations know.

Jane informed the group, World Aids Day was only discussed the month before and in a short length of time, a lot was organised and achieved.

Appointment of Officers

Paula suggested that we should not be electing people before we identify skills needed to enable us to get the best person for the job. It was agreed to move this to the last item.

Terms of Reference

This was discussed as it is out of date. Paula reminded the group that they must be based around our community and not the needs of the Council. To be discussed at next meeting.

Consulting the Community

The LGBT community is invisible and only a small number patronise the two pubs and one club. Ideas on how we could advertise were discussed. Barrie suggested we advertise in public buildings. Jane said this has been done with the posters last year but didn't know if they had been displayed. Paula asked the Link Workers if there had been any response from the public? There had not been any. Sharon said she read the poster at the Drove Centre, whilst on a training course.

Possibilities for publicity could be from Swindon News, The Star, and Evening Advertiser.

Jane suggested Barrie could take our Annual Report and adapt it for the Evening Advertiser readers.

Liz suggested we should have a theme each month to draw people's interest. Jane, Matthew and Sue had a brainstorming session previous week and typed up some ideas. This was distributed to members with the following ideas proposed:

Linkworkers to organise programme with Swindon Borough Council departments.

It was agreed we would develop a website on Swindon Borough Council's Website but we could also subscribe to a server and create our own site. Jase has experience of building a website and volunteered to help set one up and report to the February meeting. Sue asked who would manage the website and respond to emails. Paula suggested the Link Workers. It was agreed we would discuss this at our next meeting in February.

Coalitions Open Event - 24 March

Sally informed the group of the above event for all of the 5 coalitions. This will be aimed at the public and Councillors. Christine asked Matthew to help co-ordinate our own coalition's display.

National Advisory Group - 21st February

Christine and Helen have both attended before and Christine suggested someone else from the group attend for the London event.

Sue suggested anyone who is funded by the LGBT coalition group must write a report to share to the rest of the group. Paula concurred, highlighting Tracey from Pride Youth's excellent summary of the Conference in Manchester distributed to members last year.

LGBT Chair

Christine was happy to remain Chair. Sue suggested that we should give everyone an opportunity to get involved and be proactive. She suggested we organise a revolving Chair whereby the Link Workers will liaise each month with a designated Volunteer. Sally reminded members that it was very important to attend the Equalities Advisory Forum and meet Councillors and Lead Council Officers. Sue suggested the revolving Chair could also attend the Forum, if they were available during the day.

After a debate, it was agreed that we would give it a go. Helen volunteered to chair February's meeting. Sue will remain Vice Chair and will attend the next Equalities Advisory Forum. Jane will ensure a copy of the LGBT's expectations for the roles and responsibilities of Chair and Vice Chair will be sent to all members.

Any Other Business

Hate Crime Forum

Jase announced there is a danger of the Forum folding as so few people are attending. Helen suggested Jase share the minutes of the last meeting to our Coalition and the next date is: Tuesday 10th February at Civic Offices 12:00 noon.

International Women's Day

This event is being organised by the Women's Coalition and will be held at Broadgreen Centre on 6th March 2004. Leaflets are being produced and will be sent out to all members.

Sue gave a vote of thanks on behalf of the members to Christine.

Sally thanked the chair, vice chair, link workers and members for a successful first year.

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