Felixstowe Chamber of Trade & Commerce

EGM Meeting Minutes

16^th May 2005

I.      Call to order

Harvey Smith called to order the EGM meeting of the Felixstowe Chamber of Trade and Commerce at 6.35pm on 16^th May 2005 in Froffee Coffee, Hamilton Road.

II.      Register

Louise Berrill took a register. The following persons were present:

Mr. H. Smith                            Mr. S. Ashworth

Mrs. L. Berrill                           Mr. M. Collins

Mr. J. Brinkley                          Mr. G. Newman

Mrs. S. Simmonds                  Mr. R. Hewitt

Mr. S Harris                             Mr. C. Manning

Mr. J. Kapitan                          Mr. D. Calvesburt – Suffolk Chamber of Commerce

Mr. B. Williment                       Mrs. C Simes

III.      Open issues

a)      Purpose of meeting

·         Felixstowe Chamber of Trade and Commerce has a current membership of 52 (paid to date).  They need to:

o        Attract additional members

o        Recruit new members to stand on the executive committee.  Immediate posts required for a Vice Chairman and Chairman

o        Improve and promote benefits of membership to existing members

b)     About the executive committee

·         Meet 9 times a year

·         Represent members on;

o        Resort regeneration

o        Town centre management

o        Weather station

o        Radio link

o        Christmas shopping

o        Produce Christmas cards

o        Provide a band in the summer on the triangle

o        Supporters of the ‘Sea Britain’ festival

c)      Future Plans & Ideas

·         Organise regular networking events with topical speakers – Citizens advice bureau, district council, police constabulary, local businesses etc.

·         Develop a website to promote local events, current campaigns, local businesses, be a central point of information, create awareness, provide support.

·         Become affiliated to the Suffolk Chamber.

·         Organise Social Events –theatre trips for example.

d)     The way forward

·         Membership

o        Felixstowe Chamber would like to double its membership numbers over the next year.

·         Networking

o        Harvey Smith (Chairman) & Louise Berrill (Secretary) will arrange a date, venue (The Elizabeth Orwell, The Brook) & speakers (Chief of Police & Suffolk Chamber) for an evening networking meeting for mid July 2005 (a Wednesday evening if possible). 

o        Details will be finalised at the next Chamber meeting on June 20^th.

o        For this initial meeting a charge of £5 per person was agreed for both non-members and members.  The Felixstowe Chamber agreed to pay any balance.

o        Charles Manning to investigate sponsorship opportunities from The Elizabeth Orwell Hotel.

o        Future events will be alternated between venues, times and organiser.

o        The secretary will liaise with relevant media sources to gain as much publicity on the events as possible.  Stuart Ashworth from Felixstowe Flyer agreed to provide an article about this first event free of charge.

o        Dick Calvesburt from Suffolk Chamber agreed to invite some of the Suffolk Chamber executive committee members along to assist with any questions.

·         Affiliation with Suffolk Chamber

o        Felixstowe Chamber decided to become affiliated with the Suffolk Chamber.  The decision was proposed by Harvey Smith & seconded by Stephanie Simmonds.  Louise Berrill will raise an invoice for Suffolk Chamber for membership subscription of the Felixstowe Chamber.

o        Benefits affiliation to the Felixstowe Chamber:

§         Access to the Suffolk Chamber helpline (through a named contact) – 24-hour employment helpline

§         Monthly subscription to Suffolk Business Magazine

§         Desk diary, business wallet and wall planner

§         Attendance at two chamber lunches at member rates

§         Access to information manager (via named contact) for credit checking, access to databases etc.

§         Access to the Suffolk Business directory (through named contact).

§         All full Suffolk Chamber members will get their subscriptions to Felixstowe Chamber paid for.

§         Membership of Felixstowe Chamber will be promoted by the Suffolk Chamber

§         Felixstowe Chamber to have a webpage on the Suffolk Chamber site

§         Suffolk Chamber membership manager to attend Felixstowe Chamber meetings in whatever capacity required.

·         Website

o        Louise Berrill to investigate into design prices and running costs before the next committee meeting.

·         Trade Promotions Officer

o        Felixstowe Chamber talked about the possibility of employing a trade promotions officer for 40 days p.a, to promote the chamber and carry out chamber business.  No decision was finalised.

·         Current financial situation

Lloyds TSB Current A/C         =          £1796.35

Lloyds Instant Access A/C      =          £7615.87

Natwest A/C                            =          £  100.00

Commitments:-

Sea Britain Funding                =          £2000.00

Suffolk Chamber membership=         £  150.00

Event insurance                      =          TBC

·  Other

A big thank you to Caron Simes for her kind hospitality and coffee for the evening - all provided free of charge.

IV.      Normal Chamber Business

e)      Christmas Cards

o        Stephanie Simmonds to liaise with Graham Newman regarding card designs for 2005/6.  3 designs suggested – to include photograph designs which Harvey Smith will look into.

f)        New executive committee members

o        Caron Simes, the owner of Froffee Coffee was elected to join the executive committee – proposed by Charles Manning & Stanley Harris.

o        Louise Berrill will raise an election form for Caron Simes.

o        The chamber would like to ask Graham Newman to join the executive committee. Roger Hewitt agreed to contact him to discuss.

g)      Sea Britain

o        The chamber are concerned that there has been little promotion of this festival in July.

o        It was agreed that the Chamber would contribute an additional £500 towards the fireworks – to light the pier and produce a ‘Felixstowe Chamber’ light display.  This was proposed by Harvey Smith and Seconded by Stephanie Simmonds. 

o        It was thought that the firework display should be videoed – it is likely to better and longer than the display provided for the Queens jubilee celebrations.

o        Firework costs:-

1.      £1,000 – donated from Mr. B. Williment.  (Louise Berrill to raise an invoice)

2.      £150 – Felixstowe Chamber of Trade and Commerce (John Brinkley to transfer to the current account)

o        Roger Hewitt agreed to finalise the firework layout etc. with the firework manufacturer.

o        Louise Berrill agreed to design a simple flyer to promote the Chamber’s Sea Britain events – to be distributed at the Suffolk Show by Dick Calvesburt (FOC).

o        Harvey Smith received a quotation for the insurance for the fireworks at £525.  Harvey Smith agreed to discuss a ‘top up’ insurance on the whole event which may be cheaper.

h)      Ladies Indulgence Evening

o        Suffolk Chamber of Commerce has agreed to distribute Felixstowe Chamber application forms at the Ladies Indulgence evening on Wednesday 18^th May.  Louise Berrill will provide new membership forms which provide an overview of membership benefits and future intentions on the reverse.

i)        Next meeting

o        John Brinkley gave his apologies for the next committee meeting which is being held on 20^th June 2005 at 7.30pm at the Bowls Club.

V.      Adjournment

Harvey Smith adjourned the meeting at 8.30pm.

Minutes submitted by:  Louise Berrill

Minutes approved by: