OxVeg Committee Meeting 19 February 2009

Place: Barristers Room, Oxford Town Hall

Agenda:

Update from last meeting

Treasurer position

Major Decisions – committee discussion required (PH)

Bank Mandate – signing instructions on bank account (e.g. cheques)

Monthly raffle

Hen Rehomers – link on website?

Newsletter deadline

Members’ questionnaire

Next events

AOB

Next meeting

 

Attendees: Paul Appleby (PA), Heather Shepherd (HS), Rachel Foster (RF) (late arrival), Pam Hopcraft (PH), David Huish (DH),Paul Freestone (PF)

Apologies: Sue Tibbles (ST), Eileen Burton (EB),

1.     Update from last meeting:

• HS reported she will wait for EB to email membership database to check compatibility with website mailing function. She has not yet purchased books as mentioned last meeting. Obtained free chocolate samples from Nibchoc for Valentine’s day stall, and wrote news article for website. The OARC is a small, lounge-like room, not suitable for cookery workshops. DOC had 9 people in January. February meal arranged for 27^th at Pink Giraffe.
• PA prepared OxVeg Diary for Jan-Apr ‘09 for 'offline' members. Compiled and circulated OxVeg Online News, dated 7/2/09.
• EB reported 4 new members, and several renewals. Cheques for £67 sent to DH. EB regrets that she is standing down from the committee due to other commitments. HS will assume the membership role, and EB will handover mid-March.
• DH advised Alliance & Leicester account closed, and new account opened at HSBC. Cheques have been paid in, but unable to write cheques until mandate completed. Invoice outstanding from EB.
• PF has replied to email enquiry from student magazine on economics of being veggie. HS requested a copy to post on the website. Sentence on SPEAK member, Mel Broughton discussed, and it was agreed that OxVeg must remain separate as a dietary group, though many of our members may individually support SPEAK.
• RF organised free food stall in Oxford on Valentines Day, 11-3pm, assisted by DH, HS and Albert (non-member). She designed a board for the event “Love animals – then don’t eat themâ€Â. Positive response from public.
• PH has received several wholesale lists from publishers. Witney Green Fair booked (18/4). Leveller’s day booking form in the post. Also had letter published in Oxford Mail, now linked on website.

 

2.     Treasurer Position

ST has decided to hand over responsibilities for treasurer to DH. She has offered to become a “liaison officer†between OxVeg and the council, but advised she could only commit to 6-8 meeting/year. HS raised point that this could potentially block a committee position for someone able to commit more time. However, it was unanimously agreed that this is not an issue, and ST is a valued committee member due to her knowledge, and also keeps in touch via updates and minutes.

 

3.     Major Decisions – committee discussion required (PH)

PH raised concerns that decisions were being made outside of committee meetings, in particular the new bank account and mandate. HS explained that she had cheques to pay in from December and had been unable to get in touch with ST. As it was suggested in October to switch the account to HSBC, HS opened an account in January. HS drafted mandate according to her prior experience with charity accounts in order to get account functioning as soon as possible, but DH requested this be discussed at today’s meeting.

 

4.     Bank Mandate – signing instructions on bank account (e.g. cheques)

HS raised concerns that having one signatory on cheques allowed possibility of unauthorised payments (suggested two signatories for amounts >£100). However, it was agreed that this risk is negligible given low balance on account, and inconvenience of obtaining second signature.

It was decided one signatory on cheques and other instructions to the bank. Signatories will be DH, HS and PH.

5.     Monthly raffle

HS suggested requesting prize donation each month (e.g. recipe book) to raffle to members, either as part of membership fee, or for additional fee. PH advised she has done similar in past and it is very time consuming, and would possibly require a dedicated committee member. It was agreed to leave this idea at present as no-one was available to take on the additional work.

 

6.     Hen Rehomers – link on website?

In January newsletter, PA mentioned Hen Rehomers, a charity who rehome chickens from farms, and who have recently been to an Oxford farm. HS advised that they request £1 donation/chicken, some of which goes to pay the farmer to compensate for the loss of income from slaughter. It was decided not to promote the charity on the website.

 

7.     Newsletter deadline

Following difficulties co-ordinating submissions, it was decided that OVNews will be emailed on the first Sunday for the month. PA will continue to compile, and send to HS to send out to the current members. HS to request current email list from EB for 1/3.

(Amendment 23/2: flexibility may be required due to holiday commitments, etc. Newsletter editor to give notice in each case)

8.     Members’ questionnaire

EB had suggested compiling a questionnaire to encourage more participation from members. PA advised a questionnaire was sent out in 2003 (50 replies received) with prize draw. Questions along the lines of “How often do you use the society?â€Â; “What do you want from the societyâ€Â; and “What help can you offer?â€Â. PH and DH volunteered to draft a questionnaire which can be sent out to members either as part of newsletter or renewal notice. They will endeavour to email a draft version in time for discussion at next meeting, but it was held that this was a lower priority.

 

9.     Next events

Pancake Day (24^th Feb)

RF to find out about gas stoves. 11-3pm. PF will take pictures. HS to set up, RF to arrive from 12pm, DH may also be able to help. HS will speak to Nibchoc about free chocolate sauce samples.

 

Cooking workshop (28^th  Feb)

RF is still investigating locations – Wesleyan Memorial Hall unavailable, so looking at St Michael in Northgate.

PF offered to do demo – scrambled tofu and juicing. HS will do cupcakes, and RF will do Chocolate bisuit cake. Recipes to be emailed to HS for recipe leaflet, or individuals to produce own.

We will produce schedule, two sessions of each, catering for 8 people at a time.

PF will contact Redwoods for samples

PF will arrange media coverage

HS will produce flyers (in time to hand out on Pancake Day. Printed by Greenprint?), and RF will produce advertising board for outside venue.

Donations requested on the table.

Recipe books to be offered for sale (HS to obtain from PA),RF to obtain more Animal Aid recipe booklets, HS to obtain Veg Soc 2007 recipe booklet (A6 in size)

 

Raw Chocolate workshop (10^th April)

HS is unavailable in the afternoon, so this will be 10-1. PH to assist. RF will book venue.

We will judge footfall on cookery workshop. Details to discuss at next meeting.

 

Lambing season

There was less enthusiasm for this idea. Alternatives suggested included PF doing cookery demo at Oxford Animal Protection Meting (29^th March), and free food stall on Cornmarket Street on Mother’s Day (aimed at egg and milk industries – “The Hardest Working Mothersâ€Â), which RF advises Jane from Oxford Active Vegans may help with. RF to liaise with PF and Jane.

 

Brighton Vegan Fayre 21^st March

Heather asked if anyone was planning on going to this, with the possibility of a coach trip. RF may be. HS has linked to it on the website.

 

10. AOB

DOC

HS suggested it was good to have the committee represented at the DOC meetings, but that she couldn’t attend each month, and requested other members consider also taking part.

Meeting day and time

PH requested bring meeting forward to 7pm, however HS is unable to arrive before 7.30pm due to family commitments. It was also suggested to hold a meeting on Tuesdays, but DH and HS are unavailable on this evening.

Jeffrey Masson book launch

PA has been advised by Vanessa Clarke (international co-ordinator for Vegan Society) that Jeffrey Masson is publishing a new book in June called “Face on your plate†and will be available Sunday or Monday 21^st/22nd to visit Oxford (he will also be visiting London and Bristol). Possibility of joining with VERO, and holding event at Friends Meeting House. Concerns were raised about level of attendance, and whether we can hold the meeting in the centre to encourage drop-ins. HS suggested local bookshop, and will speak with Vanessa to see what type of event they are holding in London.

(Amendment 23/2: PA emails – “Since the meeting I have contacted Sharon Howe of VERO and Vanessa Clarke, as a result of which Sharon is to book the Garden Room & Kitchen at Oxford Friends Meeting House for an informal talk by Jeffrey Masson on the afternoon of Sunday 21 June, probably 2-4pm.  The meeting will be free of charge with donations requested from the audience. VERO have agreed to cover the cost of room hire and Jeffrey & Vanessa will bring some copies of "The Face on Your Plate" with them for resale.  The publishers are also looking into the possibility of arranging a book signing at Borders/Waterstone's for the same day.  (JM is a patron of VERO, a vegan and the author of umpteen books including "When Elephants Weep" and "The Pig Who Sang to the Moon".)â€Â

 

11. Next Meeting

19^th March in Judges Room, Town Hall