Category Archives: Minutes / Notes

SMBA Executive Team Meeting Thursday 27 April 2017 – Notes

Executive Team Meeting 27th April 2017

Offices of David Walker at John Walker Insurance Ltd, 6 Broad St, South Molton EX36 3AB.

Present: Peter Bright, David Walker, Michael Buckingham, and Suzanne Brown

Guests: Michael O’Brien, Bon Bons – proposed member of Executive Team

  1. Apologies

Andrew Clarke

  1. Minutes of last meeting dated 16th March 2017 – accuracy and sign off

Agreed and signed by Chair

  1. Actions from last meeting

Completed actions:

  • SMBA Constitution posted on website

  • SMBA supported South Molton Neighbourhood Plan Public Consultation with developing and implementing an on-line survey

  • Peter Heaton-Jones event – report in both SMBA newsletter and Molton Monthly Magazine

  • SMBA newsletter – first spotlight on a member – Source for the Goose – well received

  1. Chairs report

Attended a South Molton Neighbourhood Plan Public Consultation meeting in April, the questionnaire process has come to an end at the end. On behalf of South Molton business Association I developed the on-line questionnaire which proved effective in getting responses from younger sections of our community.

We have been approached by Devon Chamber of Commerce to ‘get involved’ – further information required

  1. Financial update

David Walker reported that the bank account currently stands at just over £4000. All the Food Fest invoices and receipts have been banked.

Davisons have confirmed that the draft accounts for 2016/17 will be available in the coming week, for review by the Executive Team prior to the AGM.

  1. AGM preparation

This is members only event. The Oak Room at the Amory Centre has been booked for the 18th May with a start time for the AGM of 6:30pm.

All members to be emailed an invitation to the AGM, together with the agenda and nomination form by 3rd May 2017.

SMBA achievements to be collated for the AGM and then to form a document for all current and prospective members.

List of potential future events for members to indicate interest.

A report post AGM would also be submitted to the district and Parish Councils.

  1. Events:

Food Fest – 2nd April

30 stalls booked with 2 no shows on the day and small profit made. Feedback from the stall holders was that it was a worthwhile event. It is recognised that it will take some time for the momentum to pick up as this was the first Food Fest for a little while and needs to get re-established. The Committee agreed that another Food Fest would be run next year, with plans to bring in more people.

Quince Honey Farm – 8th June

Since the date had been agreed the General Election had been called. Post meeting note – P Wallace approached about changing date, but is happy to continue with 8th June as planned. Event now needs advertising.

Extraordinary Service – 5th July (TBA) T&D event

It was agreed that the one hour presentation/workshop on Customer Service – ‘Be extraordinary not ordinary’ would proceed led by Janet Philips Director of anew South West. Action: to secure a venue.

Events for September, October, November.

To be decided after the AGM

South Molton Open for Business

Carried forward

  1. SMBA Newsletter – Profiling the SMBA members

April profile of Source for the Goose, received a positive reception

May suggested Wiltshire Farm Foods

  1. Membership review and update

Anew South West are wishing to join SMBA, a membership form etc to be sent.

Membership drive planned for after the AGM.

Membership opportunities e.g. 10% discount with Molton Monthly to be publicised.

  1. SMBA Strategy

Action: SB

  1. AOB

North Devon Manufacturing Association have approached SMBA for a raffle prize for their Awards evening on 18th May. It was agreed that a hamper of goods from members would be sourced.basket

Shop Local, shop South Molton – Micheal O’Brien explained the rationale behind the group to increase footfall and business in the centre of the town and it was felt that there were clear synergies with SMBA. The idea to produce a South Molton map was discussed and the SMBA indicated their potential support in terms of some funding.

  1. Date of next Executive Team meeting

To be arranged post AGM

SMBA Executive Team Meeting Thursday 16 March 2017 – Notes

Executive Team Meeting Thursday 16th March 2017

Present: Peter Bright, David Walker, Michael Buckingham, Suzanne Brown and Andrew Clarke

Guests: David Goodman, SMTC and Marc Cornelius SMTC/Deputy Mayor


Minutes of last meeting dated 2nd February 2017 – Accuracy: Agreed (Note the planned meeting for 23rd February 2017 was cancelled).

Actions from last meeting: Completed actions:

  • All Winter Wonderland treasure trail supporters have been thanked personally.
  • SMBA on-line banking – enquiries made, but it is not easily possible to set up.
  • SMBA 2015/16 Accounts made available to members on request. No requests received to date.
  • Personal invitations sent to Town Council, Parish Councils, North Devon Manufacturing Association and Barnstaple Chamber of Commerce, for Peter Heaton Jones talk.
  • Food Fest – see below.
  • SMBA Strategy – see below.
  • SMBA Executive Team – 4 potential members of the Executive Team have been identified and subject to a conversation with each, it is proposed that they will be co-opted onto the Executive Team.

Carried forward actions:

  • SMBA Constitution to be posted on Website subject to suitable quality PDF being available.
  • SMBA email addresses, plus contact forms placed on website for both Membership Secretary and and Secretary.

Finance update

The SMBA bank account currently stands at just over £3800.
The draft accounts for 2016/17 are expected to be available from Davisons just after Easter for review by the SMBA Executive Team, prior to the AGM.


 

Chairman’s report

  • South Molton Neighbourhood Plan Public Consultation – the Chairman attended a meeting at the beginning of February, but unfortunately due to unforeseen circumstances  was unable to attend the latest meeting. Marc Cornelius was invited to give the Executive Team an update:
  • Consultation is still in 1stStage, which will complete at the end of April.
  • Manned displays in the Amory Centre, and Pannier Market gained interest from the public.
  • Newsletter in Gazette.

The Chairman offered technical support to assist with an on-line questionnaire.

SMBA are active in this process but urge its members and businesses in South Molton to also to get involved.

Pathfields’ Business Group

Pathfields’ Business Group used to meet but has not been active for 2 years. The proposal is that this group would come under SMBA – may be as a subcommittee, if there is sufficient interest.


 Forthcoming Events

south_molton_food_2017

  • Peter Heaton-Jones talk – 3rdMarch  A successful event with a number of representatives from he Town and Parish Councils, local business associations and members.Formal thanks have been given to Mole Valley for hosting the evening and to Peter Heaton-Jones who also wrote to SMBA, thanking us for providing him with an opportunity to speak to the local businesses and he felt that it had been a positive meeting
  • Food Fest– Sunday 2nd April 2017 10am to 3pm, Pannier Market.  Andy Cromerford from the Cheese Larder has kindly agreed to coordinate the bookings for the event. Advertised on SMBA Face book page and website. Booking form ..
  • AGM – 18thMay
  • Quince Honey Farm – 8thJune  Details to follow 
  • SM Open for Business

The Secretary has communicated with Robert Zarywacz, Chairman COMBEbusiness with a view to meeting up to understand the challenges and opportunities of running a SM Open for Business event in 2018.


SMBA Newsletter

It was agreed to spotlight one member in each newsletter – to give greater visibility. Each member will be approached to provide the spotlight information.


Proposal to change existing agreement with South Molton Town council

A frank and open discussion with our guests allowed for some of the frustrations from both parties to be aired and resolved.

A couple of suggestions arose:

  • A SMBA report to the SMTC say twice a year – needs to be discussed and agreed by the Town Council.
  • Develop wider links with for example NDC – Eileen Vernon – the Economic Development Officer

Membership

  • Membership would run from 1stApril each year – the annual subscription year being 1st April to 31st March of the following year.
  • As an incentive, new members joining now, would pay a 12 month subscription but be offered membership until 31stMarch 2018. This incentive has been well received and new members have taken up this offer.
  • This will ease the administration of membership.

SMBA a have been sent a SW LEP Non Executive Director request. More information is required about what would be expected from SMBA.


SMBA Strategy  – The proposed draft paper was broadly agreed but further discussion is required. Action – to set up a separate meeting to review.


Date of next Executive Team meeting

Thursday 27th April 2017 at 5pm  at Offices of David Walker at John Walker Insurance Limited, 6 Broad St, South Molton EX36 3AB.

SMBA Executive Team Meeting Thursday 2nd February 2017 – Notes

Executive Team Meeting Thursday 2nd February 2017

Present: Peter Bright, David Walker, Michael Buckingham, Suzanne Brown and Andrew Clarke

  1. Minutes of last meeting dated 5th January 2017 – accuracy: Agreed.
    • Actions from last meeting: Completed actions:

    • Treasurer and Chairman  referred accounts to Davisons
    • Meeting with Town Clerk and Town Council/SMBA liaison officer, David Goodman completed – more details here.
    • Bray Valley informal SMBA meeting to meet the Executive Team was attended by the Chair of the Rotary Club, a representative from the ex- Women who do Business in SM and the Town Council/SMBA liaison officer – David Goodman as well as number of current and prospective SMBA members.
    • Food Fest – more details here.
    • Calendar of future events – see below.
    • Membership – see below.

Carried forward actions:

  • Venue for P. Heaton- Jones talk on Friday 3rd March. Confirmed see here…
  • SMBA Constitution to be posted on Website
  • SMBA email addresses
  1. Finance update

The Accountants Report from, and signed by Davisons dated 2nd February 2017 for the year ending 31st March 2016 was circulated.

Action: Copies of the accounts to be made available to current members on request. This message has been posted on the SMBA website and face book page.

  1. Chairman’s report
    • South Molton Arts Destination Project – Peter met with Pete Newell to discuss the Arts Destination Project . SMBA are happy to support this initiative. There is experience on the SMBA Executive of curating Art Exhibitions which might be of use to the Art Project and the Town Council.
    • Dementia – Peter has been approached by Lyn Winter from South Molton Connections. SMBA are supportive of this initiative.
    • Meeting with Andrew Coates and the Town Council/SMBA liaison officer, David Goodman.  Topics Discussed Include:

      The opportunity to rent office and meeting spaces at hourly rates.


      South Molton Business Association is willing and able to work towards a ‘South Molton Hub’.


      Ways in which to draw more visitors into South Molton, to generate more business for local retailers throughout the week.


      The protection of the independent shops in the town centre.


      The potential to encourage the Arts and maybe creating a sculpture park


      The positioning of the South Molton Tourist Information Centre in the Amory Centre.


      More details here.


       

    • South Molton Neighbourhood Plan – The Chairman met with Maria Bailey and has agreed to  represent SMBA at the next meeting – more details here.
  1. Feedback from Members and Non Members

Generally the feedback to SMBA has been positive and Facebook  and website engagement has been high.

  1. Forthcoming Eventssouth_molton_food_2017
      Planned
  • Mole Valley Farmers (situated on Pathfields Business Park, South Molton) will host our SMBA event on Friday 3rd March @ 6.45.  Peter Heaton-Jones MP will be our speaker.
  • Food FestSunday 2nd April 2017 10am to 3pm, Pannier Market.  Andy Cromerford from the Cheese Larder has kindly agreed to coordinate the bookings for the event. Advertised on SMBA Face book page and website. Booking form here…
  1. Membership
  • Membership would run from 1st April each year – the annual subscription year being 1st April to 31st March of the following year.
  • As an incentive, new members joining now, would pay a 12 month subscription but be offered membership until 31st March 2018.
  • Existing members, on the renewal date would be offered a pro rata membership to bring them into line with the annual subscription year.
  • This will ease the administration of membership.

  1. Date of next Executive Team meeting

Thursday 23rd February 2017 at 5pm at Offices of David Walker at John Walker Insurance Limited, 6 Broad St, South Molton EX36 3AB.

SMBA Executive Team Meeting Thursday 5th January 2017 – Notes

Matt Woodley and Pippa Quelch from BBC Radio Devon gave their apologies for interrupting the Executive Team meeting so that Peter Bright could talk live on air for their show about SMBA and forthcoming events in 2017.


Executive Team Meeting Thursday 5th January 2017

Present: Peter Bright, David Walker, Michael Buckingham, Suzanne Brown and Andrew Clarke

  1. Apologies:  Christine Thake,  John White.
  1. Minutes of last meeting dated 8th December 2016 – accuracy: Agreed.
  1. Actions from last meeting: Completed actions: 
  • The Chairman  emailed Davisons Accountants confirming SMBA auditors.
  • The Chairman wrote to the Mayor and Town Council a week before Christmas but has not yet to receive a response – see below.
  • Michael Buckingham drove the membership initiative round the retailers in S. Molton – advising about benefits of joining and leaving a membership form.
  • Michael Buckingham contacted Peter Newell  regarding the proposed South Molton Arts Project (previously referred to as Art Trek) and received a positive response. This will be followed by a meeting with Peter in due course.
  • David Walker  provisionally booked the Pannier Market for Sunday 2nd April for the Food Fest.

Carried forward actions:

  • The Chairman to write to all Winter Wonderland stall holders and retailers who participated in the Treasure Hunt, thanking them for their support.
  1. Finance update and ways forward regarding disputed accounts

The Treasurer reported that currently there is just over £4000 in the SMBA bank account.

The concerns raised by Paul Henderson about the accounts were discussed. It was agreed that points arising from the document received just before the Christmas Period will be dealt with and clarified as soon as possible and that the document be forwarded to Davisons for them to comment on if they wish.

It was noted that the use of incorrect terminology may have caused some of the confusion. In line with the SMBA Constitution the SMBA accounts are independently examined every year – at the current time Davisons provide this service and a copy of the accounts document are available to all members upon request.

  1. Progress on meeting with local council and Tourist Information

No response to initial request to meet with the Mayor and Town Clerk has been received to date.

  1. Feedback from Members and Non Members

Generally the feedback about SMBA has been positive from the general traders and certainly the facebook engagement has been high.

There has also been much traffic on the SMBA website especially in relation to the recent vacancy postings.

  1. Forthcoming Events
  • Open Meeting at Bray Valley Wines 12th January
  • Peter Heaton Jones – 9th February – giving a talk on how government policy can encourage local business retention, what we can do to develop new business and what his priorities are for business growth in North Devon. The talk will be followed by a Q&A session
  • Food Fest 2nd April (sub committee, to be formed)
  1. Constitution Review

The Constitution was reviewed and felt broadly to be still current and relevant.

  1. Date of next Executive Team meeting

Thursday 2nd February 2017 at 5pm at Offices of David Walker at John Walker & Co, 6 Broad St, South Molton EX36 3AB.

SMBA Executive Team Meeting Thursday 8th December 2016 – Notes

Executive Team Meeting Thursday 8th December 2016

Present: Peter Bright, David Walker, Michael Buckingham, Suzanne Brown

  1. Apologies: Victoria Cromerford, Christine Thake, Andrew Clarke, John White.
  1. Minutes of last meeting dated 3rd November 2016 – accuracy: Agreed.
  1. Actions from last meeting: Completed actions: The Chairman  emailed Davisons Accountants confirming SMBA auditors.

Carried forward actions and further discussions: SMBA Constitution review and venues for monthly meetings.

It was felt that time had run out to organise the proposed pre Christmas drinks evening for members and this should be carried forward to the New Year. This has since been confirmed and details of date and venue will be made publicly known ASAP.

  1. Strategy regarding relationship with local council

The meeting discussed how best to develop a positive relationship going forward with the Town Council after the success of the Winter Wonderland event. The Chairman as subsequently emailed the Mayor, Cllr Stephen Lock and the Town Clerk, Andrew Coates on the 13th December and is waiting a reply.

  1. Expansion – take on more responsibilities due to the lack of tourist information for the town

The matter was discussed in some detail as all felt that there was a need to continue to provide a Tourist Information Service for South Molton whether as a virtual hub (such as One Ilfracombe) or a physical presence.  Decided action was to further discuss this issue with the Mayor and Town Clerk, if a meeting is agreed by them. It was confirmed that SMBA have more than sufficient ‘virtual’ resources to implement and part manage a ‘South Molton Hub’.

  1. Winter Wonderland – debrief

All feedback received from retailers, traders and members of the public was very positive. Linking up with the Fat Stock Show and the Christmas Tree Festival in St Mary Magdalene’s Church contributed to the success of Winter Wonderland. Over 5000 flyers were distributed and pre and post social media activities resulted in much interest. David Walker reported that the logistics worked well. The committee thanked David Walker and the Winter Wonderland Committee for all their hard work and organisation.

Suggestions for next year:

  • Coordination with the Town Council over some of the public amenities
  • Each school to have a representative lantern for identification in the lantern parade
  • Opportunity to generate income from advertising

The following people/groups are to be thanked for their contribution in making the 2016 Winter Wonderland a success:

Victoria Cromerford

Andrew Clarke

St Mary Magdalene’s Church for the Christmas Tree Festival

Fat Stock organisers

Schools:

South Molton Junior School

South Molton Infants

North Molton Junior School

Kings Nympton Primary School

West Buckland Prep Choir

All stall holders – inside and outside of the Pannier Market

The 12 retailers who ran the Treasure Hunt around the town.

The Executive Team again thanked David Walker for his professional approach and contribution to the organisation of the successful evening.

  1.  Membership update

7.1  Potential members will be provided with a membership form, a summary of the benefits of joining SMBA and a Survey Form.

7.2  The 12 retailers who ran the Treasure Hunt around the town on the night of the Winter Wonderland will be offered a £15 discount on their membership in recognition of the financial contribution they made to the Treasure Hunt.

7.3 The committee would like to thank old and new members who have forwarded membership fees.

  1. AOB
    • The Chairman and Suzanne Brown had a meeting with Phil Byers from the Barnstaple Chamber of Commerce and it was proposed that SMBA forge links with that group and also other business associations in the area.
    • Further feedback had been received from a number of SMBA members and non members – these were discussed and actions agreed to respond accordingly.
  • Art Trek – SMBA supports this initiative
  • Events to be posted on SMBA website – members are to be encouraged to post events.
  • Future events: Suggestions for Food Fest in 2017