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Approved EC NOTES of the Committee Meeting
held on 19th April 2007

1.   Reports :  Mr Tarling had resigned from the Executive Committee.  Mrs Wilson and a team had transcribed the locomotive works staff registers from 1902-34 and a CD has been produced for sale at £10 each.

The Treasurer went through an extended spreadsheet covering 12 months.  Final Accounts will be presented at the next EC meeting.

2.  2007 Financial Budgets and Reserves Policy Review:  Mr Staniforth and Mr Vessey had put proposals together similar to last year to comply with Charity Commissioners Rulings and recommendations in The Statement of Recommended Practices (2005).  They had been gone through and adjusted according to last year’s figures.  The Budgets and Reserves Policy was discussed and approved by the EC. 

3.  Open Day 17 and 18 March :  Plans for the Open Day displays were discussed.  The Archives will also have a display and there will be guided tours of the Archives on the Saturday.  Mrs Jennings will do the bookstall if required.  To be advertised in the Free Press.  Posters to be displayed.

4.  Spring Fair 28th April :  Discussed.  There will not be any restaurant facilities on site.  The Society will have use of the kitchen for refreshments.  Mr Jagger can source 38 tables.  Availability of tables from school to be checked.  A list of bookings for tables was produced. 

5.  Training Courses :    A list of training courses for 2007 was produced.  An extra course on how to use the Research Centre has been included.

6.  Publicity :    Someone is needed to help with media publicity.

7.  Notice/Banner :   The Archives has had a new sign erected.  It was agreed that a new sign be erected on the Archives toilet block pointing the way to the Research Centre.  Researchers often go to the Archives by mistake and vice versa.  It was also agreed to have a banner on the School for the Deaf railings to advertise events there. Council permission may be required.  

8.  Cemetery Registers :  Rose Hill have actioned 6 cemeteries to be digitised.  It was agreed that the Society will embark on a joint venture to digitise the registers, which have been withdrawn because of their poor condition, to make them available for public use.  The Society has a responsibility to preserve records. Mrs Jennings will discuss with Rose Hill matching funding in partnership with Doncaster & District Family History Society.  The situation will be reviewed each time another batch is done.  To be added on to the Budget. 

9.   Archive CD Books :  Mr Jagger had looked at what was available.  There are special offers on at the moment not covered by the standing order.  It was agreed to purchase a compendium of London Church registers – baptisms, marriages and burials covering 34 parishes.