Doncaster Family History Society
Open Weekend 2006/2007 : This had been very successful. 150 attended over 2 days and 40 memberships had been taken. Some are still coming in. Numbers on courses increased as a result. It was agreed to have an Open Weekend next year.
Policies and Procedures : The annual risk assessment had been done at the PRC. There is a Health & Safety Notice and First Aid Box in the cupboard. Strengthening of the metal chair legs by the addition of cross bars was agreed. Three had started to bend in caused by tilting and pushing back on the legs.
Annual Financial Review : In accordance with Charity Commission guidelines, the Chairman produced budgets based on income and expenditure over the last two years to be agreed by the trustees (EC). In time the Archives will be moving. It was recommended that the Society have 3 years realistic rent in the bank + heating, with a surplus to enable replacement of equipment or fixtures and fittings if required and provisions for refurbishment of any new premises should the need arise. If membership numbers fall and sales do not increase, payments would be greater than receipts, causing a deficit. It was agreed that the budget forecast was very fair and realistic and the reserves policy was unanimously accepted.
Speakers for 2007 : Speakers for members' meetings booked including some for 2008. Costs were reviewed.
Training Courses : Arranged up to January 2007. Dates on web site.
Offering Membership payments with Credit Cards : Payment is often requested by credit card for UK members. Barclaycard Merchant Services charge £250 set up fee, £15 per month for a PDQ machine to enable Society to take cards, 3-4% charge per card + dedicated phone line. Internet version has the same set up charges and percentage + £25 per month. It was decided to use Genfair for the UK credit card service - Senior £7.50; Individual £9 and Family £12. To go on web site.
Spring Fair 2007 : The idea of holding a Spring Fair was put forward. This was discussed and quotes for the hire of a venue will be obtained.
Projects : Volunteers to be asked to come forward at members' meeting to help record monumental inscriptions at Edlington cemetery
A.O.B. There had been a request for longer periods to be filled in Diary at PRC as volunteers do not know when they are on duty: It was felt that this was not necessary. Regular volunteers have a set day, apart from holidays when cover is arranged. Mr Staniforth sent out an email after the AGM saying he did not intend changing that. There had been objections when a wall rota was introduced.