Members Only

Notes for SP General Meeting

GALLERY

Linear wall space ? SB to check before meeting

browsers? SB to check

Cards, yes

No commission

Hang on one day

They do labels from an excell spreadsheet that we fill in with information

Also individual artist’s profiles – in a folder?

All wall hung work to be mirror plated – insured by gallery

Plinth work not insured

Work in transport not insured

Limited glass case display

THEME , WATER

Set an interesting challenge and make a coherent exhibition.

Any aspect of the theme, related to some aspect of water, might be rivers flooding, frozen water, sea, waves, water shortage, drought, drinking water, wild swimming, pollution etc etc – doesn’t have to have water visible in the piece.

A more detailed brief will be sent out during Summer 23 when we ask for final expressions of interest.

SELECTION

Why?

Need to know that all the work we deliver to Sock can be hung and will work. Also need a hanging plan in place before the hanging date. Images and sizes.

Check all work fulfils gallery criteria

SB to do draft hanging scheme

When?

Early summer 24

How?

Participants invited to bring their completed, framed work to a selection day in Sheffield.

Can submit up to three pieces?

Intend that all members wishing to take part will have at least one piece selected. Final numbers depend on how many members wish to take part and sizes of work.

Selection will cover print quality, interesting original ideas, presentation.

Frames must be capable of being mirror plated – strong enough.

Opportunity for large work/Work in series. No size limitations.

Intention to have 3 selectors, one to be from outside the group. Honorarium.

We will need several other helpers at Selection – recording decisions, moving work, photography.

Members will be informed of selection decisions asap. – not on the selection day.

Hanging fee

There will be a small hanging fee to cover costs – hire of selection venue, honorarium for external selector, transport of work to Sock, information boards etc.

BUXTON

Intention that members can show work from Sock if they wish or continue to develop new ideas?

The gallery there is smaller than the Sock – so not space for all work .

Again intention that all members who wish to show at Buxton have at least one piece selected.

Members not showing work at Sock can also submit work to Buxton.

DRONFIELD

Exhibition runs from Monday 3^rd – Sunday 9^th July

No set theme

Timeline

Early April – deadline for taking part. Please respond promptly.

April – Team leaders, stewarding, sales, hanging teams, publicity

May volunteers for stewarding etc

Mid May Send out paperwork to participating members

Mid June Paperwork returned to allow for labels etc

Delivery and Hanging Sunday 2^nd July

Minutes of Sheffield Printmakers Annual General Meeting.

Thursday 6th April 2023

Apologies

Janet Beautyman, Jenny Bowden, Sally Brooks, Sarah Burgess, SJ Cooper-Knock, 

Cath Dunn, Catherine Harnett, Katharine Holland, Eva Juusola, Francis Lewis, Jo Pye, Caroline Quincey, Val Vernon.

Members Present

Jean Brookes, Barbara Goodchild, Linda Green, Angela Harpham, Jay Johnson, Maude Tricker, Susan Unwin, Peter York.

Annetta Lambert. Ex-officio secretary.  Annetta, who is sister to the current co-chair, Jean Brookes, took the minutes at this meeting. She took notes and also recorded the meeting on her mobile phone, to be used for checking later. The recording will be erased when it has been used. This was all explained to the members present before the commencement of the meeting.

Jean Brookes also assured the members present that this meeting would be brief.

Minutes

1. Address by Peter York

This opening address was to be made by Jean Brookes, current Co-chair, but under the     current circumstances Peter York spoke in her stead.

 Peter gave a brief eulogy on the passing of Mike Pye, our honorary treasurer, who passed away on the morning of April 4th 2023. He said Mike had been a conscientious treasurer  for the last 4 /5 years who enjoyed his work for the group and that he would leave a  massive hole within Sheffield Printmakers. Peter was pleased that a few weeks ago Mike celebrated his 50th wedding anniversary with Jo and all his family, who were very close.

Jean spoke briefly saying that she has known Mike only for the last year but she commented on his efficiency and his humour. She said that Mike was a truly charming gentleman, and that he was a good friend to Sheffield Printmaker, giving abundantly of his time and his skills.

We will miss him.

Jean proposed that Sheffield Printmakers should send a collective card of condolence to Jo   and her family. This was agreed.

2. Treasurer’s Report

Out of sequence Jean Brookes discussed a summary of Sheffield Printmakers accounts prepared by Mike Pye for the AGM. This summary had previously been sent to members.

It was read and approved.

3. Minutes of last AGM/ Outcomes of last general meeting on March 7th 2023.

After a discussion with Peter, Jean  decided not to read out the AGM minutes from 2022, to keep this meeting brief. The members present agreed. The document will be  lodged in the members area of the website. Any member who feels that there are matters arising from this AGM can contact the steering committee.

Jean did note one possible issue arising from last year’s minutes, in that there was discussion about buying a portable press. General discussion ensued about the viability of such a purchase and about presses generally. No conclusions were made.

The following important outcomes from the General Meeting on March 7th 2003 were outlined by Jean.

a.We agreed that the protocol for the run up to exhibitions should stand and be reviewed at the end of the year. The main points of this were:-

• Applications for inclusion in the event were to be made in writing (email) by the deadline. If requested payment to be made at this time.
• Our exhibitions should be open to all members who want to take part.
• For the major external exhibition at the Sock Gallery in Loughborough Town Hall there will be a selection process to ensure a quality exhibition. All members who wish to take part will have at least one print in the exhibition.

b. There will be a General Meeting in the Autumn. Rosemary Watson will make a 

              presentation of her work at that meeting and will be paid, as per agreement at a   

              previous meeting of the Steering Group.

c. Other than this payment to Rosemary it was unanimously agreed that in future members  will give their time and expertise for free.

d.  Jean  said she would call some smaller, informal meetings with group members, in free  small venues, for anyone interested in discussing specific, print related topics.

         Jean asked if this was a fair summary of the important points of this meeting. This was 

         Agreed.

5. Forthcoming Events

    Jean Brookes briefly outlined forthcoming events from a poster. Events in 2023,

    2024, and 2025. Events at Dronfield Barn have been booked for 2024 and 2025, simply 

    because they require booking in advance to get the best ‘slots’. In 2025, for example, our 

    exhibition will coincide with the Christmas lights switch on.

   Susan Unwin commented that the dates for events on the website in the article ‘Celebration of 

   2022 were either incorrect or confusing. Jean said she would check this out.

    Barbara  Goodchild asked if the list would be emailed to members. Jean assured her that this 

   would be  the case

  Linda Green explained the workings of the 20:20 Print Exchange for new members present.

6. Members of the Steering Group for 2023-2024.

Prior to discussing the structure of the new committee Jean Brookes outlined a new role, that of Artistic Adviser.This person would basically arbitrate on any artistic issues arising in the group.

He/she would  have a leading role in any selection processes agreed by the group and also choose the sample of the group’s work to be submitted to galleries when we apply for exhibition space. Peter York has been in this role unofficially for several years and was therefore invited to be official Artistic Adviser. He has agreed to do this role up to the Buxton Exhibition.

The following structure of the new steering group was agreed.

• Chair. Jean Brookes.
• Secretary. Jo Pye.
• Exhibitions Coordinator. Sarah Burgess. Sarah will stand down at next AGM.
• Artistic Adviser. Peter York. (see above)

Vacancies.

The following positions remain to be filled.

a.Publicity coordinator. If this role is not filled plan B is that event leaders will either handle their own publicity or appoint a member of their team to do so. The new chair will overview.

A discussion ensued about the ‘promotions and publicity’ document, previously sent to members to inform a ‘would be’ publicity coordinator and to suggest further development in this area if members volunteered to do a small job as members of several suggested teams. 

Jean pointed out that ‘promotion and publicity’ was the most important task that we undertake. We could have the best prints and the best venue but unless we have foot fall we will not sell our works.

Jean went through an enlarged version of the document mentioned above.

There were several sheets on the side bench under the document with the hope (at a larger meeting) that we would get volunteers in the following areas.

• A traditional media team to investigate local media outlets for advertisements and articles. Also to update a list of these outlets.
• A poster team.
• Official photographers for events they attend.
• People willing to help at promotional stalls.
• A web team

      Jean explained the importance of having multiple posters (or even posts, videos, reels)

      To help the social media team and the web person post regularly and with variety.

      A selection of photographs also helps in this way.

      The individual effort to aid promotion and publicity were stressed as important.

       Discussion took place around the document

       Susan Unwin made a plea that people would retweet the tweets on the SP twitter.

       Thank you to Angela Harpham who volunteered to be official photographer at the Walled 

       Garden event and help on the promotional stall at the same event . 

       Please email Jean if  you wish to volunteer in any of these areas but could not attend the 

       meeting.

b.Membership Secretary. Peter will continue with this job for the next few weeks to ensure that all 2023 subscriptions are paid. He will email members to ensure they have paid and therefore will continue with their membership or the converse. After this time the new chair will take this role.

c.Treasurer. A meeting of the steering group will take place ASAP to discuss this vacancy. The chair will take over in the short term.

A.O.B.

1. Jean Brookes made the following proposals to be put to the whole membership.

• Members agree to allow that their published prints/works can be used by other members for, and solely for, promotion and publicity of Sheffield Printmakers.

This to be put to all members for their agreement. This was agreed.

• The proposal above be incorporated into the form filled in by new members when they join.  This was agreed.
• That the members of Sheffield Printmakers should freely share email addresses for communication. This was not agreed.

 Actions Arising from this meeting.

• Condolence card to be sent to Jo Pye by chair.  Done.
• Linda  is to investigate the possibility of an external speaker at a future meeting.
• Jean  to email the members a list of upcoming events. 
• Jean is to check dates of upcoming events on the website.
• Jean to email members for permission to use all their images for promotion and publicity.
• Peter will email all members to check that they wish to retain their membership and have paid by direct debit or bank transfer.
• Jean is to put a copy of the minutes of the AGM 2022 in members area of website.

Annetta Lambert (acting ex-officio secretary)

Jean Brookes.

Meeting 7th March 2023. Outcomes

2. Meetings.

The following proposals for meeting times were approved:-

Venue. The venue of this meeting, Sharrow Community Forum.(when available)

Days. Midweek. Tuesday, Wednesday, Thursday.

Time. Evening, but starting a little later. 6.30. Meetings to be usually 1 ½ hour duration.

Number of meetings and which month of year. The constitution states we should have 4 meetings per year, including the AGM. Generally members felt this was too many. At least one was agreed upon, in the Autumn. We do have to have this meeting as we have engaged for Rosemary Watson to give a talk and presentation this year. Jean B will book two hours at this time for Rosemary’s talk and then, afterwards, any business that needs addressing.

Purpose for meeting. It was recognised that meetings for business and talks/presentations/ demonstrations should occur.

 Jean B. suggested other purposes for meetings such as pricing of goods, packaging of prints and framing. These areas with our more inexperienced printmakers in mind and also because we have two major exhibitions coming up. She suggested (and will offer) informal meetings in small groups for interested people.

The general dissemination of information about how SP works to new members was discussed and the possibility of a pamphlet was mooted. The members area of the website could also be used in this regard.

Please get in touch with Jean B. if you have any ideas in this area. 

During the discussion the payment of printmakers offering talks and presentations etc was brought up. A proposal was made to the effect that although we will have to pay external speakers SP members are to give their services free. This proposal was passed unanimously.

Comment from co chair. The parameters for meetings are not set in stone and may be disregarded for an important issue.

 3.A.G.M

Jean B. gave the following information in preparation for the A.G.M.

She is happy to continue as chair and will do this solo.

Jo Pye is happy to resume the role as secretary. 

Peter York has accepted a new role tentatively called ‘Artistic Adviser’ for exhibitions.

Sarah Burgess will continue to be Exhibitions Officer until the A.G.M in 2024. She will resign at this point. The role of Exhibitions Officer is huge and specialised. We need to address this issue as a matter of urgency so that a replacement might work alongside Sarah this year.

There will be the following vacancies for 2023.

Publicity Officer. Publicity is also a large area that needs coordinating if we wish SP to be ‘known’ to a wider public and we want to sell prints. 

Membership Officer.

Jean B. also said that if member(s)  wanted to take over as lead person to apply for (and run) a promotional stall at Sheffield Print Fair they would be welcome.

She also would like to see a new lead person(s) for the 20:20 print exchange.

Note from Jean B. All these roles can be filled in various ways and further discussion will take place at the A.G.M. I would wish for as many members as possible to be involved in the organisation of SP.

4. In the Autumn of 2022 Jean B. sent out a protocol for the run up to exhibitions. ( It also works for other events). The protocol given was accepted with the following provisos.

It will be reviewed at the end of the year.

Members will be asked to pay the fees for an exhibition (and event) at the time they commit to taking part.

Certain words and phrases were improved upon. The resultant document:

1. An early date should be set (especially if this is a new exhibition/ event) to ask all members to declare an interest in participating. This is so that a rough guide to numbers can be ascertained and therefore whether the event is viable.
2. A deadline is to be set for members to express, their definite participation.

            The deadline date and any relevant information should be sent to all members again.

3.  Members should send their application by the deadline, in writing, to the person organising the event. Also members should pay the fee to take part at this time.(details to be given by event organiser)
4.  The deadline date will be placed on the website in the calendar. One reminder by email    is to be sent a few days before the deadline.
5. All members who wish to do so should be included in an exhibition if they meet the above deadline. They should be encouraged to meet the necessary criteria well before the deadline. New members will possibly need extra help in preparing work for an exhibition and should be given this through the website and/or extra, smaller meetings.
6. Curators should have a flexible and inclusive approach to meet point e.
7. Instructions for exhibitions/events should be brief and clear.

5.Social Media.

Social Media was acknowledged to be essential as part of publicity with regular (weekly?) posting on all our platforms necessary, with extra activity on the run up to events. Our platforms are:-

Twitter. Sue U. has volunteered to do this for a further year. Thankyou.

Instagram. Val V. volunteered to set up our own instagram.

Facebook Print talk. Angela H. volunteered to post promotional material on this site.

Facebook. This platform still has to be sorted. (see below)

Since this meeting Jean B. has asked Val to hang fire on setting up a new Instagram account. Our social media has been in a bit of a mess in 2022 and not functioning efficiently. This is because of a history of past members setting up accounts using their own details to log in.

(telephone, email etc. Jean is in the process of ways of setting up accounts that are SP specific.

This has to be discussed at theSteering Group and she will update  the membership at the A.G.M.

6. Website.

We can now put the titles onto member’s images in their gallery. Jean B will contact members in batches  to do this. 

The password for the members only area is  sh3ffPr1nt. There is not much in this area at the moment and a discussion needs to take place on what we wish to have in there. Suggestions are welcome.

 7.Peter Y could not be present and passed on a short message to the effect that:-

1. The advert has gone into Open up and the fee has been paid.
2. I have had expressions of interest from 20 members.
3. Later this week I will be emailing them to give further details.
4. I will include pictures from last year for people who have never taken part.

Note from Jean B. I will be running an SP promotional stall at this event if anyone would like to join me for all or part of the weekend. Angela H has expressed an interest in this.

8. Sarah B. gave us a talk about Dronfield in 2023, the Sock gallery exhibition and the exhibition at Buxton. This is in a further attachment on the email.