Committee Meeting 30-Oct-2025 Minutes
On Zoom – Thursday 30th October 2025 at 7pm
- Present: Chris Huck, Liz Ashcroft, Henry Curry, Violet Rook, Vanessa Lester, Gary Carr, Kevin Machin, Louise Courtney, Ellie Stevenson.
- Apologies: Jennifer Margrave, Susan Cartright Smith, John Grieve, Gill Scholey.
Before the meeting, the secretary asked Henry Curry (who had provided the Zoom link) to record the meeting. This he commenced on the start of the meeting.
(There was an audio/visual technical fault regarding the Zoom reception of the Secretary. This occurred twice. This was corrected. The recording progressed during the meeting without problems).
- Minutes of the previous meeting: The secretary checked the minutes with the members. There were no corrections other than the spelling of the name of Ellie Stevenson.
- Matters arising: All items were on the agenda.
- Chairman's report (Chris Huck): This was delayed. Chairman had an audio technical difficulty. This report was given later in the meeting.
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Treasurer's report (Liz Ashcroft): NatWest bank needed the minutes of the AGM to change the account to her name. She provided a printout from 1st July regarding the statement of finances.
22nd October, Balance: £1,530.50. The liquid manager 35 day and interest: £10,231.27.
Other Queries: Chasing a cheque sent in the post in June. No trace via Membership nor Treasurer. She had advised the member to pay by BACS. Secretary asked if there were any questions for Treasurer. No questions.
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Membership Secretary's report (Violet Rook): This report had been sent to the committee. It showed there were two new groups and an individual member from Canada who joined just days before the AGM. The database had been updated during the said time.
There had been discussion with the Treasurer (Designate) about membership groups supplying a list of their members. This was to identify individuals and payments during competitions.
Also becoming a Data Controller via the Office of Information Technology. This would cost £40 approximately but would safeguard the NAWG regarding concerns about data from members.
Comment from Vanessa Lester indicated that this should be delayed due to updating of the said organisations website. She had sent links after the previousmeeting. She had a query about her group and the database on the platform Dropbox. She also suggested that all of the committee should have access in case of ill health.
Liz Ashcroft indicated different individuals are authorized to use the database. Henry Curry advised that anyone on the committee could have access to the database, it is password protected. Violet Rook said she had experience of being a Data Controller and thanked Vanessa for her input and offer of assistance. Her legal knowledge would be very helpful to the NAWG.
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Festival 2026 f2f (report from Chris Huck, Gary Carr, Henry Curry): There was a technical problem with the audio line of the Secretary at this point. She went out of the Zoom call and returned within two minutes. This was done twice when it improved. During these intervals Chris Huck took the Chair until the Secretary was reconnected, and the audio was clear.
Chris Huck indicated that he agreed with the suggestion from Gary Carr regarding a sub committee to discuss festivals both local and national and that Henry Curry should also be involved. It was agreed that a Zoom meeting would be arranged. Louise Courtney also volunteered for the subcommittee.
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Competition reports – 2025/6 Members'/Open (Liz Ashcroft): It was indicated thirty-nine poems, thirty-nine short stories went to judges. The competition closed at the end of September. It made a loss. Not enough entrants. Some people supplied 3 poems paying £10.
In regard to 250 competition Halloween (Susan Cartwright Smith), an email report had been sent to committee members. She said "It was a good competition, with a variety of pieces. I was pleased that people had embraced horror/creepiness in many forms, so not just traditional campfire type horror story, but sci-fi, menace, and gore too!" Committee members were sent copies of the prize-winning stories.
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Secretary's report (Violet Rook): This report had been sent out to members who were asked if they had any questions.
Henry Curry asked what was the situation regarding Penny Ellis the previous Treasurer. It was indicated Penny would be very welcome as an observer on the committee. At the present time Liz Ashcroft was shadowing Penny until the bank transferred the status of Treasurer to her. She had no powers yet regarding the NAWG bank account. She said she wish to introduce a two or more-signature system for cheques. This was agreed.
The Secretary suggested there should be a schedule in regard to the changeover to encourage the bank to progress the change quickly. Ellie Stevenson asked when this might happen. Within the next month was suggested. Chris Huck and Henry Curry agreed to sign the minutes of the AGM for delivery to the bank.
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Web Technician's report (Kevin Machin): There were three main products to be updated; a new website, shop, plus joining up data. He advised the member database should be able to drive things like sending out newsletter semi automatically, and centralized things.
Ellie Stevenson asked about software. It was indicated that it would be better to have a third-party system to deal with shop details. Members approved of this idea in regard to the fear of scammers.
- Newsletter report (Violet Rook): The Newsletter was being set up for November. Gary Carr asked when the cutoff date for items was. This was said to be 7th November. The newsletter would be sent out the Monday thereafter if possible. Kevin Machin was asked for an item on his IT plans. Also, groups would be encouraged to provide details about events for Christmas.
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Editor's report (written by Steve Bowkett): Members were asked if they had read the report. Some indicated they had reacted to the request for submission of articles. Liz Ashcroft had provided an Obituary for a member of the Truro group.
Henry Curry indicated there had also been a problem with the Ionos software, which only maintained copies of items submitted for 90 days. This was about obtaining work submitted and changing to a new computer.
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Online events/courses 2025 (Henry Curry & Gary Carr): Gary Carr mentioned the spreadsheet he had circulated and about the need for a subcommittee which could also discuss and plan online events. These events should also consider being inclusive in regard to those with disability, and different languages. Charging a small fee would help to encourage members to attend.
The committee also discussed the use of social media including YouTube. Elle Stevenson suggested a marketing policy would help. Violet Rook said during wintertime many members might like joining an online event.
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Any other business: Liz Ashcroft suggested a new Patron. Lars Tharp who is regularly seen on the Antiques Road Show. He writes about antiques, and she knows him personally. This was discussed and the committee agreed to invite him to become a Patron.
Chris Huck said we need a contact list to ensure everyone knows each other details for emergencies. This was agreed. The secretary asked if all present would send their details to her.
A Christmas meeting on 19th December would be held from 8pm, 250 words was suggested by Vanessa Lester or just a story or poem. Gary Carr to provide five random words to be included. Meeting to be on Zoom.
Also agreed was a Christmas Quiz to be set by Liz Ashcroft. To be held on 30th December. At 7pm on Zoom.
- Date of next meeting: Next meeting to be held at 4pm on 6th December 2025.
Meeting closed at 8.45pm.