MEETING MINUTES: 15TH March 2020

Meeting reference: PBN Committee Meeting
Date and time:  Monday 15th March 2021 6:30pm
Location:  Zoom
Purpose:    Scheduled meeting

Present: Debbie Hutchison, Rebecca Ellwood, Jan Deegan, Donna Bednarek
Apologies: Megan Mailer
President welcome
February Minutes approved as true record.

Updates from Previous Actions:

DH- idea about the business book club floated out to Kate Bell from the Edinburgh group and she will take to the group – they sound keen. Keeping the book club for ASB affiliate groups only.
DH – continuing to try and get any communication from previous President regarding the bank situation.
RE – completed ASB paperwork.
RE – sent details on how to access PayPal account
RE- introduction been made between MM and Grace.

Actions to be carried Forward:

RE – end date for the website hosting
MM – to update membership list.

Strategy Meeting still to be set, topics for discussion to include:
1. Think of new phrases and values for website.
2. Marketing proposal for 2021
3. Each committee member do a wee introduction video of our day job, our own challenges that we face in business / life etc and our role within the committee.
4. ‘Week in the Life of’ a mash up of a Blog and Members Spotlight, 7 members to commit to a write up, led by Megan.
5. Boost exposure of new members that have joined in the last 4 months.
6. Explore the option for Margaret Cook to host a real event within the college, good as a recruitment drive for PBN.

Chairs report:

What’s App committee chat set up and is working well.
Continue with Zoom account on a month-by-month basis.
Looking at self-defence topic for community liaison officer or martial arts instructor.
Waiting for update from the last ASB meeting re Local Institute of Directors discounted membership.
New images created for future promotion.
ASB have offered to talk at our AGM

Actions:
DH – upload new images with PBN letters
DH – share with JD the president email address to invite them to our AGM
MM- Update website with date and time PBN AGM + email all members with an RSVP invite.
MM- to check/ update the member ASB benefits in welcome letter and online.

Treasurers Report:
PayPal Balance £1293.00
Zoom £14.39 a month to continue with unanimous agreement.

Historical debit still outstanding to Volpa, however Volpa invoices are still coming in, latest £300 covering the period of December, January and February but not clear what for, perhaps for hosting fee? Updated statement now sitting at £2391.00. No clear paper trail for a contract between PBN and Volpa around the website. DH had previously made it clear in an email to Volpa that new work would have to be notified to our group to be authorised, no new instructions has been given. Estimates given from June 2020 to June 2021 have already exceed the indicate quote of £710.40 for a year.
Discussions around the benefits of our own independent website – approach ASB to discuss a micro site/ page piggy backing on theirs
New joint Starling account has been set up in place of the HSBC

Action:

RE + MM – to approach Kim at Volpa re the breakdown of the invoices, DH happy to continue to discuss with Trisha. Clarification needed going forward.
DH – to email JD the ASB website guru address to discuss further.
RE – pay expenses from current PayPal account.
RE – set up a new PayPal account linked to the Starling account, then transfer majority the old PayPal balance over (Zoom linked to old PayPal account). Small balance to be left until we are certain, DB very happy to help.
MM +Grace – Update members with new bank details

Marketing:

Final Friday zoom covered on March 26th 10:30 am. DH has been emailing certain individuals to remind.

Action:
JD – set up zoom link and share
DH – to discuss with MM about social media planning/ scheduling.

Events:
Creative Exchange would be a great space when we can meet up, realistically late summer. Ideas need to be around tables, work with more collaborative approach within the Perth business community.
Keep our energy for our face to face ‘come back’ and limit the Zoom meet ups to just the Final Fridays.
Committee to get together at Willowgate

Action:
JD – hold the coats at Willowgate and take pictures.
MM + Grace- to follow up AGM invite and on social media
DH – connect with previous speakers and new members with a personal reminder about AGM
DB – update Teams details

Meeting closed.

Next committee meeting to be held on Monday 12th April 2021 @ 6:30pm – Zoom

MEETING MINUTES: 15TH FEBRUARY 2021

Meeting reference: PBN Committee Meeting
Date and time:  Monday 15th February 2021@ 6:30pm
Location:  Zoom
Purpose:    Scheduled meeting

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan,
Apologies: Donna Bednarek

President welcome
December Minutes approved as true record.

Updates from Previous Actions:

none

Actions to be carried Forward:

none

Chairs report:

Date set for AGM to take place on Thursday 29th April 2021, 6:30pm on Zoom (25% of membership to attend)
‘Final Friday’ zoom event to stick at 10:30am, last attendance was 6.
Discussion of Fife affiliate group parting ASB and the implications it has on the Book Club.
ASB EGM date to be confirmed re voting of the change their constitution.

Actions:
MM Update website with date and time PBN AGM + email all members with an RSVP invite.
DH to float the idea of the Book Club to include Edinburgh with Kate Bell (to take place in April time)
MM to check/ update the member ASB benefits in welcome letter and online.
DH to upload ASB docs to Teams.

Treasurers Report:
PayPal Balance £1200
Long debate over the Bank account issues still not being handed over from previous committee. Disappointment that we still can not move forward to get audited accounts for the 2021 AGM due to not having the relevant bank statements.
ASB standing charge of £100 + £4 per member (of which we have 41 as at January 2021).

Action:
RE to complete ASB paperwork for fees due for the year.
RE to give MM access to the PayPal account to cross reference membership payments, some refunds have been requested.
MM to try and update PayPal personal details.
DH contact last year’s president to push for the information and actions we need regarding the bank account.
MM to go into HSBC branch with ID
RE to check out Starling and Monzo online bank accounts as a back up plan if we can not get any further with HSBC
RE to find out end date of the hosting + licensing fees
Marketing:

RE sister Grace still keen to assist and support PBN whilst she is on furlough.
‘Week in the Life of’ a mash up of a Blog and Members Spotlight, 7 members to commit to a write up, led by Megan.
Boost exposure of new members that have joined in the last 4 months.

Strategy Meeting still to be set, topics for discussion to include:
Think of new phrases and values for website.
Marketing proposal for 2021
Each committee member do a wee introduction video of our day job, our own challenges that we face in business / life etc and our role within the committee.

Action:
MM to update membership list.
RE to introduce Grace to MM to be introduced to PBN and a list of contacts and ‘script’ for contacting current members with what plans we have and the benefits from PBN.

Events:

Explore the option for Margaret Cook to host a real event within the college, good as a recruitment drive for PBN.

Action:
none

Meeting closed.

Next committee meeting to be held on Monday 8th March 2021 @ 6:30pm – Zoom

MEETING MINUTES: 7TH DECEMBER 2020

Meeting reference: PBN Committee Meeting
Date and time:  Monday 7th December 2020 @ 6:30pm
Location:  Zoom
Purpose:    Scheduled meeting

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan,
Apologies: Donna Bednarek

President welcome
October Minutes approved as true record.

Updates from Previous Actions:

Actions to be carried Forward:
DH reach out to Laura from Whispers of the Past & Vegan Café about membership
RE Auchterarder lady about Will writing
DB Linda from Murrays Bakers
MM make mobile number a mandatory field on membership sign up sheet so we can follow up by text or phone call.
RE chase payment for historic Volpa invoice of £800
MM upload 4th November event with Lynn McMurray
DH to chase up the old flyers and roll banner
DH to reach out to Kate Bell (Edinburgh)
DH to reach out to Dollar lady
DH confirm principal to speak in January – on going conversation.
MM to Zoom with Samantha from M.I.B about collaboration, Date to be confirmed.

Chairs report:

Reflection about online events and Book Club Launch.
Looking forward into 2021 perhaps more collaborative work.

Actions:
DH email Book club subscribers

Treasurers Report:

HSBC still to give a call back regarding the status of the new business account for PBN. MM still not had request for information.
Website Fees information shared on Teams

Action:
MM to go into HSBC branch with ID
RE to find out end date of the hosting + licensing fees
RE to contact Isobel from ASB possibly to pay historic subs.

Marketing:

ASB meeting for Presidents and V.P. was virtually attended by MM, lots of groups taking a step back from hosting events due to decline in demand. Using this ‘time out’ to re group and pull together strategies and ideas for the coming year. Discussions and proposal to be sent out around Ltd potential statues for ASB just in case it effects individual affiliate groups constitutions. Process being drawn up by ASB on how to apply discount membership with additional associate groups.

RE sister Grace would be very keen to assist and support PBN whilst she is on furlough

Strategy Meeting to be set up mid January, topics for discussion to include:
Think of new phrases and values for website
Marketing proposal for 2021
Each committee member do a wee introduction video of our day job, our own challenges that we face in business / life etc and our role within the committee.

Action:

Grace to be introduced to PBN and a list of contacts and ‘script’ for contacting current members with what plans we have and the benefits from PBN.
JD to contact Ann Johnstone for ASB benefits
MM upload graphics on to Teams or add DH to Canva Account
MM list on the website all Networking events for 1st quarter

Events:

Book Club launch – keep it simple and not use break out rooms when under 10 participants. Allow Fife to take lead the next session with their own suggestion of title.
Final Friday event every month
Action:
JD to share 2021 dates for committee meetings.
DH to reach out to Kristine Haga as a host speaker

Meeting closed.

Next committee meeting to be held on Monday 8th February 2020 @ 6:30pm – Zoom

MEETING MINUTES: 19TH OCTOBER 2020

Meeting reference: PBN Committee Meeting  

Date and time:  Monday 19th October 2020 @ 6:30pm   

Location:  Zoom   

Purpose:   Scheduled meeting   

   

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan, Donna Bednarek     

Apologies: Monika Gostic

 

President welcome 

September Minutes approved as true record. 

 

Updates from Previous Actions:

DH to follow up to the initial reach out to Kate Bell (Edinburgh) 

DH to follow up to the initial reach out to Dollar lady

Dundee Gateway moved to October to speak rather than December

DH confirm principal to speak in January – on going conversation

RE to give reference to DH for HSBC

DH to try in person to complete ( RE to send DH reference / account number) 

MM to Zoom with Samantha from M.I.B about collaboration, Date to be confirmed.

Committee to share via our own pages to help promote once a week 

DH press release needs wording tweaked – different photo required

MM to post the Networking events on Website – on going

 

 

Actions to be carried Forward:

Think of new phrases and values, each committee member to bring 3 -5 values for next meeting. 

DH reach out to Laura from Whispers of the Past & Vegan Café about membership

RE Auchterarder lady about Will writing 

DB Linda from Murrays Bakers 

JD to ask Monika to speak with M.I.B about sharing our events and the Xmas Market details

MM to put a marketing proposal together and feed back to the committee. 

MM Discount code required from Kim 

MM to make the list of current members that are not engaged/active available on Team for the committee to chat to those who they know and remind them about how brilliant PBN is. 

MM to add affiliated group discounted membership option to PBN website

MM make mobile number a mandatory field on membership sign up sheet so we can follow up by text or phone call. 

DH to prompt ASB for updated benefits  

 

 

Chairs report: 

Membership survey shared with 6 feedback results, Posted on Teams. Networking opportunities being the main wish.

Omni Networking Perth has approached to ask us to share their new service, as no affiliation or membership held, we will do share once.

Ambitious month with events in September with 5 events, average of 7 attending each session.

December pull back on the events.

 

Actions: 

DH/MM Omni share

DH share board training on Teams

 

Treasurers Report: 

PayPal balance: £975.82

Volpa historic invoice of £800 ending 30th May 2020 to be paid via Bank of Scotland Account.

1st June to present an additional outstanding Volpa invoice of a further £506.80, looks like would be out with the quote given for the year of £710.40 for hosting and email and plug ins – requires further investigation.

 

Action: 

RE chase payment for historic invoice of £800

RE to ask for a breakdown/ itemise for future invoices rather than ‘website development @ charity rate’ to see hosting fees, work that has been instructed for etc.

RE to find out when hosting fees finish (are we paying up front or arrears?) if support needed for call ask DH

 

Marketing: 

Keep sharing events, comment as encourages engagement, especially on LinkedIn.

 

Action: 

Each committee member do a wee introduction video of our day job, our own challenges that we face in business / life etc and our role within the committee.

PBN ‘presents’ 28th October details to be put on website

MM upload graphics on to Teams or add DH to Canva Account

All to take turns on ASB to share our events

 

 

 Events: 

 

ASB virtual events conference on 6th & 7th November, PBN slot on Saturday 7th at 12:30pm – 1:30pm. Topic is to launch our Book Club, format:

 

RE to talk about the benefits of Business Book Club and that PBN with Fife are going to launch our own book club.

MM to talk about ‘Miracle Morning’

DH book

DB to talk about ‘Eat That Frog’ small introduction as this is the 1st book for the club

JD to be the cheerleader in the background and reiterate the dates, how to join and when.

Change the format of PBN ‘after hours’ to more spontaneous zoom call with the link on the Facebook page, proposed by MM 2nd by JD

  

Action: 

DH Contact Ann Johnstone to be lined up for January 29th ‘Final Friday’ Networking event

DH to speak with Jane from Fife about date for Book Club

Opening slide made for benefits of Book Club from DH article

Slide for ‘how to join’ book club

Discussion still required on how the book club will run (6 weeks from launch)

MM upload 4th November event with Lynn McMurray

DH to chase up the old flyers and roll banner

 

Meeting closed 

   

Next committee meeting to be held on Monday 9th November 2020 @ 6:30pm – Zoom 

MEETING MINUTES: 14TH SEPTEMBER 2020

Meeting reference: PBN Committee Meeting
Date and time:  Monday 14th September 2020 @ 6:30pm
Location:  Zoom
Purpose:    Scheduled meeting

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan, Donna Bednarek and Monika Gostic

Apologies: none

President welcome
New committee member joined Monika Gostic, Proposed by DB and 2nd by MM
July and August Minutes approved as true record.

Chairs report:

More positive feedback from members and potential members about the group.
ASB president and V.President virtual meeting was attended, good support and opportunities to link with other affiliate groups as we are all aiming for the same goal, business and networking doesn’t always happen on your own doorstep. Month of September PBN linked in with Dundee Woman’s Ahead for virtual events to support the group as they are working through a tough time.
Fife affiliate group keen to join the Business Book Club concept. ‘Eat that Frog’ voted as the 1st book, 2nd by MM. 3 committee members to read the book (MM, DB) and to be launched under the new resources tab on the website. Zoom section to follow up after a month
DH joined Highlands and Moray Networking group, good to make new connections. Encouraging committee to also reach out to other networking groups.

Website: update the ‘about’ section especially values and vision of our group. Show our strengths within the business networking community based in Perthshire. Mums In Business (M.I.B) have reached Perth and could be another platform that PBN could reach out to share our events.
LinkedIn platform to be utilised more, starting from the committee upwards.
Themes has really helped to develop each months networking events. Plan next 6 months themes, again using different affiliate groups.

October: ‘More Bang for your Buck’ Finance month. Stocks and shares Investment groups? Thorntons wealth management, Will writing, shares,

November: Stressless Christmas. Run the raffle. Craft fayres, members who have a side hustle that what the opportunity to sell their items
Creative Perth virtual market that PBN could attend

December: Get Ready for 2021. Goal setting. Reduced number of events. Then committee to recharge for a few weeks. Business Gat

January: Upskilling, UHI Principal to speak , new beginnings, education, Gateway
February: Time Management Trisha Fox and our MM to host a talk.
March: Marketing Month. Social media tips etc

Actions:
Think of new phrases and values, each committee member to bring 3 -5 values for next meeting.
DH to upload to Teams the meaning behind values for branding
DB to reach out to Inch Investment group
DH to reach out to Kate Bell (Edinburgh)
DH to reach out to Dollar lady, MM to give DH details of current member Tanya Flynn
DH reach out to Laura from Whispers of the Past & Vegan Café about membership,
RE Auchterarder lady about Will writing
DB Linda from Murrays Bakers
DH ask Business Gateway Dundee contact if they would speak in December about help for start ups
DH confirm principal to speak in January
MM +DH book club with Fife Affiliates group to be launched, flash to be made

Treasurers Report:
Paypal balance £880. Stream of new membership fees coming in.
Bank account HSBC still in process. DH + MM waiting for signature sample. JD complete.
Invoices in £31.32 + £13.32 Volpa web development invoices over and above expected monthly fees, request an itemised invoice. Set a £50 threshold for any IT work before a signature of approval from a committee member to carry out task.
P&K outstanding invoice for a room hire, paid via Paypal.
Audited accounts still in process. Offer her a complimentary membership.

Action:
DH to try in person to complete ( RE to send DH reference / account number)

Marketing:
Members from different affiliated groups would be 50% reduction.
Event shares not being seen. Currently not paying for any boosts – look at a marketing budget.
Membership sitting at 49.
Still not the swell of membership to revert back to ‘members only’ events.
Look to develop how corporate membership attendance can count towards continuing business development. Really highlight the benefits. Use RE as a real case study for corporate membership benefits.
Buddy scheme to learn each others roles within the committee and act as back up.
Struggling to get new members to sigh up to ASB

Action:
Monika to speak with M.I.B about sharing our events
MM to put a marketing proposal together and feed back to the committee.
Committee to share via our own pages to help promote once a week
DH press release ready to go out
MM Discount code required from Kim
MM to make the list of current members that are not engaged/active available on Team for the committee to chat to those who they know and remind them about how brilliant PBN is.
MM make mobile number a mandatory field on membership sign up sheet so we can follow up by text or phone call. DH to assign task of following up members to eager apprentice
DH to prompt ASB for updated benefits

Events:
Low attendance for the After Hours networking events – stick with them until end December and re-evaluate.
Low but equally manageable.
Schedule certain meetings on set day of the week i.e. ‘midweek meet ups’ held on a Wednesday, with other events flexible throughout the month.
Host of all events to check with speaker that they are comfortable that it is recorded ( and attendees ) allows us to keep and reuse as a future resource, Proposed By DH, 2nd by MM.

Action:
DB update the events excel sheet for committee sign up for hosting events
MM to post the Networking events on Website

Meeting closed

Next committee meeting to be held on Monday 12th October 2020 @ 6:30pm – Zoom

 

 

 

MEETING MINUTES: 10TH AUGUST 2020

Meeting reference: PBN Committee Meeting
Date and time: Monday 10th August @ 6:30pm
Location: Zoom
Purpose: Scheduled meeting

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan and Donna Bednarek
Apologies: none

President welcome
Website is looking really good along with the networking sessions and new look. The welcome letter to the members, and press release are good to go. If we can individually pull in a new member this will start the boost of members.
Membership is sitting at 48.
The after hours event went well ( Integro ) 9 attended which allowed the freedom to ask questions. They defiantly have further presentations to deliver for future events.
ASB meeting for 28th August for president and vice presidents.
Spoken with Jane Banks for a collaboration with Fife – still to be arranged.
ASB recognising and praising our efforts.

Treasurers Report:
HSBC application has been processed. Emails coming from the bank to gather signatures.
No audited accounts yet, has been chased.
Last outstanding invoice for P&K Council, Jane has been contacted to be settled.

Action:
RE to check for receipt for Volpa paid invoice

Marketing:
Healthy share and reach with our posts, low engagement still.
Safari issue for online ticket purchasing – possibly an invoice coming our way from Kim
Different groups to share the events EGG Dundee, Fife, Edinburgh (especially as the next ‘Presents’ Fergus is based in Edinburgh) Glasgow Girls.
To utilise LinkedIn more, and for the committee to help share the events

Actions:
MM to upload onto Teams the groups she currently shares our events too.
MM to share the events with the affiliate’s groups via Lindsay from ASB and also ask for a contact details for future shares.
MM to update website and membership option for those who are already members of another group to join PBN for a discounted rate.
Everyone to update what event they will host so MM can update the website via the Teams working excel doc.

Events:
Use the theme of Wellness month for September for a weekly event to be held on a Friday (Liz Gilmour could be approached)
Zoom events still the only way to connect with members.
M.I.B (mums in Business) franchise stretching into Perth. Worth looking into what they offer, and costs involved.
Time lapse with ASB promoting our events.
Membership is still not engaging with events so if we move events for members only, we would not have an audience.
Discount code that can be applied to a new member if they have paid for an event and then join PBN in a set timescale.
Take away tips and slides could only be shared with those who are members (benefit of membership)
Still need a bigger membership before we start charging.
Personalised individual emails can me sent even to those who have opted out of receiving email updates if we feel the information, we are sharing with the individual would be of interest to them.
Ask the speakers if they have any special offers that could be offered to our members, good incentive.
New proposal from DH to gift a complementary membership to speakers to become a PBN ambassador.
(Rowan Consultancy as the 1st). 2nd by MM. To be discussed on a monthly basis,
Suggested donation of £5 for September events for the Walled Garden Charity,– every donation will give a free entry into the prize draw fund. Networking event could be about what individuals got from the September events and announce the winners.

Actions:
DH to approach Tricia for the prizes
DB to set up Just giving page for PKAVS for the sole use of Walled Garden – reach out to Janis from the Walled Garden to do a small video about their services.
DH & MM to mention at the 28th August meeting about the delay in ASB approving our events
MM to pull together a newsletter to compliment the events
Target to each bring in a new member or two each by the end of September.
MM to ask Kim for a discount code which can then be applied
As part of the hosting duties mention joining PBN
RE to approach Yoga lady
DB to push Fin into October
Encourage the speakers to do a 1 minute video to introduce their talk which can then be shared

Meeting Closed

Next committee meeting to be held in person on Monday 14th September

MEETING MINUTES: 13TH JULY2020

Meeting reference: PBN Committee Meeting
Date and time: Monday 13th July @ 6:30pm
Location: Zoom
Purpose: Scheduled meeting

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan and Donna Bednarek
Apologies: none

Welcome from President, Delighted that we can still offer free online events, feedback from the talks really positive and engaging. Revisit some of the presentations due to the hosts rethinking how they would deliver (wine tasting). With a financial commitment then guests will appear.
DH to share with Perth Chambers the Scheduled event on 20th August to promote and get numbers.

ASB hosting various Zoom meetings and workshops covering different roles and responsibilities on the committee.

Explore Stirling as currently not an area that is represented that perhaps PBN could take under their wing? Positive feedback given from outsiders about the changes in PBN which is sparking new interest in the group.

 

Updates from previous Actions:
• All minutes to date upload and shared and filed on Teams.
• Wendy from Dundee’s Woman Ahead had shared information about ‘Rosa’ a Women’s Development Fund which issue grants, PBN could apply a using a quote given to us from Volpa which shows the running costs of the website ( around £700 a year). Highlighting the power of work that PBN does for women in business especially rural. DH to start with DB to look over for any additional information that she feels would add weight to the application.
• All payment authorisation and new domain and emails updated (currently on a divert as old domain pre-paid) .
• New membership fees on the website.
• Payment plan with Volpa set up with ease. Final amount payable now down to £800. Quote for a proposal for any costs going forward that we as the current committee and for future committees can then agree. Make this clearer and easier due to paper trail.
• Fiona Fraser (accountant) has all the relevant paperwork required to complete the set of audited accounts.
• Comparable quote not required due to Volpa’s revised proposal.

ACTIONS to be carried forward:
• Committee to carry on thinking about grants available and possibly look at Funding Scotland and MM to carry forward testing membership sign up on new website when all information has been finalised. Apply filters for non-profit/ woman in business etc. DH to ask Wendy.
• Welcome email and survey sitting ready to go out after website has been completed with committees’ details.
• New PayPal account/ bank account to be set up
• Historical paperwork still to be collected from Jane by RE
• RE to nudge Fiona Fraser for completion date of the audited accounts
• DH to close QuickBooks via Jane
• JD and RE to update bio details for new website
• Facebook auction still to be set up by DB

Treasurers Report:

RE sought advice and due to low income and non-charitable statues there is no need for PBN to produce audited accounts, can be complied our self.

RE proposed HSBC for the new bank account, good online access and they produce an audited summary report.
DB 2nd the proposal.
All agreed for RE to add our personal details to proceed with the bank account application.

Note: For grant applications we will have last years audited accounts and hopefully the report from the new bank will be sufficient evidence.

Marketing:
Focus on updating the committee’s profiles on the new website as priority task/action
Update website as old committee still on show
New login asked for Debbie to access has been arranged
Add PBN details to email signatures where appropriate – logo can be found on Teams.

Action:
MM to email DH with the head shot for press release use
MM to update committee via email with any relevant feedback from ASB meeting to be held 14th July.

Events:

DB working on calendar of events for the next few months. Bring in a rota for the different styles of zoom networking. Excel file to be accessible on Teams

Suggestion from September onwards that we would revert to events being for member only with a small number of ‘any one’s welcome’.
Historically members attended networking events for free, other events at a discounted rate. Non members fee proposing at £5 with a view that they will try before they sign up with a better idea that it would be for them. Discount code could be set up to refund the £5 payment if they sign up within a timescale.
Would have to be monitored when ‘in person’ event come back.
Still a place for Zoom networking and continue to offer with slowly adding face to face meetings – not in Costa! Use independent coffee shops.

Action:

DB Line Fin up for a September event

JD set up and email calendar invitation for future committee meetings via Zoom.
DB to produce a working Excel spreadsheet for future events with all committee to fill in what they can do.
DH to send MM details for the 20th August event
MM to ask ASB for ideas on how they recruited for new members

Meeting closed

Next committee meeting to be held on Monday 10th August 2020 @ 6:30pm – In Person

 

 

 

Meeting Minutes: 2nd June 2020

Meeting reference:PBN Committee Meeting 2020/01 

Date and time:  Tuesday 2nd June at 6.30pm 

Location:  Zoom 

Purpose:    Scheduled meeting 

 

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood, Jan Deegan and Donna Bednarek 

Apologies: none 

Welcome from President thanks to the committee to being able to reschedule the meeting to new date as ASB wished to schedule an affiliates Zoom call with PBN on Monday 8th June 6:30pm. 

Minutes approved from previous committee meeting held 11/05/20 

Updates from previous Actions: 

AGM minutes edited and waiting for new website to be uploaded.  

Cost of £3 a member to become an ASB affiliate rising to £4 per member in 2021 – to be checked if 2019/2020 habeen paid in January 2020. RE no record seen as yet however might show on bank account to which we are still to gain access. 

Zoom month to month subscription to continue. 

All committee joined Teams to communicate and store PBN information. 

 

ACTIONS to be carried forward:  

Committee to carry on thinking about grants available and possibly look at Funding Scotland and MM to carry forward testing membership sign up on new website when all information has been finalised.  

Apply filters for non-profit/ woman in business etc. DH to ask Wendy. 

 

  1. Domain Name Proposal: 

Email address is lengthy, general discussion around changing as we affectionately call it PBN. Currently 2 domain names being paid for .co.uk and .com to assist in SEO. If a change was to be made now is the time before the new website is launched. 

The .org would sit alongside the ethos of PBN.  

Cost of each of the email address annually is £56 both with a 25GB inbox capacity (info@ and treasurer@ maintained free of charge if any problems – current provider Trish from Volpa.)  The  president@ is free due to the capacity of the Inbox but with a realisation that this might need to be upgraded.  

Consideration that treasurer@ could either be a completely separate and from a free provider like Gmail/ Outlook but downgrading to 12GB inbox capacity per year. History would have to be saved by either uploading to cloud/ Mind Cast or onto new email address inbox. 

The main aim is to become more cost efficient and streamlined. 

DH proposed to change domain and emails to the most cost-efficient way for present committee and for future committees. 2nd by DB. 

 

Action: 

MM to research and to revert to President and Treasurer for payment authorisation via PayPal for domain and emails.  

  1. Members Letter & Survey: 

Discount card / PBN discount could be offered by and to members as a benefit. Something that individuals could highlight in their bio on the new website members directory.   

Action: 

DH Waiting for new email to be finalised before sending 

DH Survey to be tweaked and list the benefits rather than make them think. 

MM to update current new members welcome letter to include the discount offering promotion 

  1. Membership Fee Proposal: 

The diverse range of memberships will hopefully attractive key individuals that would be a great asset to future committee roles. Gives wider scope for marketing appeals to recruit new members.   

Member Rate – Currently £30 for 2 years for new business or £45 1 year 

2020 stay the same at £45 

Corporate Rate – Historically £80 for 6 guests  

2020 3 named members / or company profile    £120                

Student Rate-Current N/A 

2020 full/part time education registered with student email address/ site of ID      card £25. 

Retired Rate-Current N/A 

2020 No age or proof needed £25. 

Proposed by DH 2nd by JD 

Actions: 

RE to check if automatic renewals of previous membership rates can be stopped to allow new rates to be collected. 

MM to contact Kim to update website with new membership rates. 

  1. Treasurers Report: 

RE spoken with Jane for hand over. Names on bank account still taking time to coordinate even with continuous reminding. 

Set up a new bank account rather than waiting game, transfer the balance from current account to new on line bank account. New PayPal account made to link with new on line bank account with new email address. New Committees to follow this step as looks to be the easiest 

Proposed DB 2nd by DH. 

Audited accounts – after investigation nothing has been submitted to identified accountant from previous year. Given the lack of transparency important that previous years accounts are audited so new committee can confidently progress. 

QuickBooks invoices £14.40 every two months, current committee still no access given to this software. Not required 

Volpa Invoice for web development at charity rate, time was a gift. Charges to cover domains, plug ins etc. Annual maintenance for new website not in writing/ explained to current committee as no records found on proposal and agreements from previous committee. Grant support might be available for new website costs. 

Action: 

DH to communicate with Tricia Volpa) cc in Jane and RE that authorisation for payment cannot be granted due to numerous unknown financial responsibilities put upon new committee. Payment plan to be put in place for outstanding Volpa invoice and press for a written estimate for annual maintenance of new website. 

RE to collect all paperwork sitting with Jane. 

RE apology to Fiona Fraser (identified accountant) that the new committee were under the impression that all the relevant documents were already handed over. Establish the terms of payment she was expecting to carry out auditing the accounts. Free membership can be given as payment. 

RE research on line bank accounts. 

DH on behalf of the committee to instruct Jane to close QuickBooks with a deadline attached. Jane to give current bank balance. 

Transfer current balance BEFORE closing current PayPal account then transfer into the new on line account.  

DH to get a comparable quote for hosting the website. 

  1. Marketing: 

Ian potter has offered to compile new committee photo for press release. 

DH has press release copy  

Action: 

RE + DH to submit head shot 

JD and RE to update bio details for new website 

MM to send DB link to current bio  

MM to deliver Team tutorial to committee 

  1. Events: 

Presentation spots on the virtual platform to remain free of charge for a 6-month period then become a members benefit as currently not a wide enough audience – these terms not made public but just reflect current unprecedented times. Get engagement. 

DB to pick up reins for co ordinating, hosting and scheduling events. Access to info@ email, MM still to update website / social media. Rachel Weiss, Annette Welsh and shown interest. Cat lighting already scheduled for June. 

DB & DH presentation up their sleeves. 

Big ticket presentation would be Fin contact details via MM.  

DH has a business coach contact that PBN could tie in with Perth Chamber 

DB Charity initiative/ partnership for November time. 

Online auction for the previously unused raffle prizes funds for the Walled Garden to honour the past committee charity initiative.  

Current active membership 43. 

Action: 

JD set up and email calendar invitation for future committee meetings via Zoom. 

DB & MM to talk separately about calendar of events. 

DB to arrange and alternative skill sharing and networking virtual Zoom events throughout the summer months. 2 a month, still on a free basis and open to everyone. 

Agenda point for next meeting is membership drive. 

DB to be made an admin to Facebook and to create the auction, any vouchers from a restaurant to confirm validation. 

 

Meeting closed 

Next virtual committee meeting to be held on Monday 13th July 2020 @ 6:30pm. 

MEETING MINUTES: 11TH MAY 2020

Meeting reference:PBN Committee Meeting 2020/01 

Date and time:  Monday 11 May at 6.30pm 

Location:  Zoom 

Purpose:    Scheduled meeting 

Present: Debbie Hutchison, Megan Mailer, Rebecca Ellwood and Jan Deegan 

Apologies: Donna Bednarek 

Welcome from President 

Minutes approved from previous informal committee meeting held 27/4/20 

Action: AGM minutes still to be edited, DH to contact Olivia to ask for these to be updated so MM can upload onto the website 

Chair report 

Virtual meetings looking to be welcomed 1st Zoom weekly meet up 12 attended with follow up support given. JD hosted on Friday 8th May at 10 am with 18 registered and 16 attendings. JD felt too many people on screen at once and did not allow for discussion on the topic ‘what is your business doing to get ready’. Encourage the committee to practise using break out room. Rule of thumb to use break out room with over 6 people registered for a topic as too many for constructive discussion but fine for networking alone. A large percentage of the registered interest is by non-members so hope that this will help boost membership. 

Action: 

Group call for zoom to test the breakout rooms 

Treasures Report 

RE Still to meet with Jane to get the bank details and to go into the bank/ phone bank to start hand over. 

Quickbooks around £30 per month – all felt this was a large outgoing. From memory, the account was chosen because of Quickbooks but has not proven that end of year account any quicker and our financial movements are not that complicated to justify Quickbooks system. No account fee is paid to Fiona Fraser – current accountant. Consider other options for an accountant that would not incur the monthly fee. End of Year accounts promised midMay. 

DH Proposal for discretionary funds/ petty cash, 2nd by RE . Use an app to scan the receipt to RE treasure email with PBN petty Cash. 

Unpaid invoice £1502.28 to Volpa  ( possibly for press releases, domains) + £90 to Fiona Kerr Culture PK (possibly venue hire). Unsure if these invoices have been submitted to the accountant. 

Using Paypal to pay for Zoom and MM invoice. 

 

Action 

RE to follow up with Jane directly re bank. 

DH to send log in to RE for PayPal account, only updates required would be RE details verified with Paypal + change email address. 

RE to introduce herself to Fiona Fraserdiscuss Quickbooks and possibly dropping it, ask if she wants to continue doing the accounts and offer her membership in return. Check if outstanding invoices have reached her for the end of year accounts. 

MM giving RE access to login to the treasurer’s emails which have not been checked for 6 months. 

Discussion with Tricia about payment plan to Volpa and to discuss their services going forward including email addresses/ domains and establish a base cost. Yet to be assigned. 

Committee to think about any funds/ grants for us as a non-profit group.  

Communications: 

All agreed to explore using Microsoft Teams to communicate rather than accessing Basecamp via Tricia and Basecamp. Doublecheck the costs involved. 

Mobile numbers for the committee: 

Jan: 07729954050 

Megan: 07538504903 

Debbie: 07792600054 

Rebecca:07730878763 

Email address – currently: info@    treasurer@  . All agreed that president@ would be beneficial. 

Action: 

MM to look into Teams and deliver the committee a tutorial. 

DB to be asked about sharing her mobile with the committee  

MM to confirm with Tricia the cost for the current emails addresses plus what the additional cost would be to add in the proposed 3rd one. 

Access given to the committee for the info@ account but to be mindful of how the emails are replied to as currently well managed already my MM 

Marketing: 

New website shared during meeting so we could get a feel for it, fully editable by MM. Committee to each update own profile to show good practise to members and to encourage current members to do the same. Drive home the point about the valuable directory that will be shared/ accessed with our members and followers. 

Members both past and present to be addressed with updates via an email or post private address by post to including website, survey monkey/ introduce new committee, update membership and profile. Press release for digital and print in discussion between DH +MM to promote weekly catchups/ new website/ new committee/ vision for PBN, imagery to still be added. 

Fees: 

Membership to stick at £45 for Perth. Researched into different areas membership fees. Perth PBN corporate membership previously ditched due to technical difficulty in recording data via the websiteThe corporate could be manually inputted – all agreed that corporate membership should be reinstated to target employers and potentially raise event attendance.  

Junior and retired membership options in different areas – should we introduce? For later discussion in the next meeting. 

 

Action 

Committee to provide an updated profile for MM to upload to the new website.  

DH to draft a welcome/ update letter for member and past members over the next few weeks. 

DH to ask what the costs are involved to be an affiliate with A.S.B. 

MM to do a test ‘members sign up on the new website.  

Discussion needed to finalise membership fees before the website can go live and presidents letter sent. 

Events: 

Committee Meeting to be held every 2nd Monday at 6:30 pm until further notice. 

Online zoom weekly meeting confirmed for the next 4 weeks with the offer of w/c 18th to be filled with presentation for 20 minutes and then general discussion. Each host will be responsible to set up the meeting and to forward the details so MM can share with registered interest might be worth having a cohost at each meeting. 

Skill sharing/presentation sessions to be found – Rachel Weiss & Annett Welsh shown interest (non-members) 

Worry that too many opportunities given away ‘free’ to non-members, where is the incentive for them to join the PBN. Currently, no outlay’s via virtual meetups and shows goodwill and traction. 

Further discussion needed about facetoface meetups and the £5 nonmember ticket (never purchased and where was the value for this). Location, incentive, signin sheet, value  

Future events access to Merlin’s garden at Cherrybank 

Action: 

MM to invite Claire (non-member) from Cat Lighting to select a date from w/c 18th May and a time that suits for her presentation. 

DH Zoom login to be shared with the committee.  

Membership drive discussion for the next meeting. 

Next Committee meeting: 

8th June 6:30 pm to be held virtually 

AGM Minutes: 30th April 2020

MINUTES OF PERTHSHIRE BUSINESS WOMEN’S NETWORK AGM 

Thursday 30th April 2020 

Via Video Conferencing 

 

 

Present: Jane Rennie, Olivia Robertson, Tricia Fox, Megan Mailer, Tanya Ewing, Debbie Hutchison, Jan Deegan, Donna Bednarek, Jennifer McGregor, Rebecca Ellwood 

 

Apologies: Nicola Burke 

 

Welcome: Debbie welcomed everyone who had joined the video conference. 

 

Minutes of the last AGM:  

The draft minutes will be available to view on the PBN website until 14 May for comment, after which they will be accepted as true record. 

 

Matters Arising: There were no matters arising. 

 

President’s Report:  

PBN’s aim is to continue to increase the membership by engaging with local businesswomen and working to be more visible. 

 

Jane outlined the difficulties that the committee has had over the past year, with getting people to engage in events. This will be a challenge for the new committee going forward. 

 

Fewer events were arranged this last year, as attendance had dropped off.  However, the breakfast networking events are continuing to be popular. 

 

Jane praised the committee for their hard work and support and on the amount of money that PBN has raised for charity over the last few years. Jane was especially grateful to Tricia Fox outgoing vice-president and to Olivia Robertson  

 

Jane went on to say that the word ‘Business’ needs to be put back into PBN and that there have been problems attracting people to join who are not just business owners but business employees as well. 

 

One of the many challenges over the past year has been maintaining involvement from the whole committee so the work required is evenly distributed. 

 

Jane informed the group that she approached Debbie Hutchison to take over as President of PBN and that she is leaving the organization in good hands. 

 

 

Treasurer’s Report:  

There have been challenges in getting the accounts in time for the AGM.  This is because the accountant has been really busy helping businesses during the Covid-19 pandemic. However, the accounts will be published by the end of May and will be on the website to view. 

 

As of 15th April there is £2826.06 in the bank account and as of 29th April there is £429.84 in the Paypal account. 

 

The bank balance is required to be maintained above £2000.  

 

The changes of signatory to the bank account will need to be completed as soon as it possible to do so under the current lockdown. Currently, Jane Rennie, Debbie Fellows and Olivia Pardoe are signatories.  Jane will liaise with Debbie to arrange to complete the paperwork. 

 

ACTION: Jane Rennie to set up a meeting to meet Laura the Bank Manager and to email links for banking to Debbie & Rebecca 

 

The Paypal account will need to be changed. As Paypal must have a person mandated to run the account and not a business, the old account will need to be closed and a new account set up. 

 

ACTION: Rebecca Ellwood to set up a new Paypal account 

 

 

 

Election of Committee:  

 

Debbie Hutchison – President      

Proposed by – Jane Rennie   

Seconded by – Olivia Robertson 

 

Megan Mailer – Vice President 

Proposed by– Tricia Fox 

Seconded by– Jan Deegan 

 

Rebecca Ellwood  Treasurer 

Proposed by– Jane Rennie 

Seconded by– Donna Bednarek 

 

Jan Deegan – Minute Secretary 

Proposed by– Olivia Robertson 

Seconded by– Jane Rennie 

 

The new committee was approved, and the nomination forms will be filed. 

 

Membership:  

There are currently 38 members. Debbie is keen to have a membership drive and reaching a target of 40 members enables PBN to get some administrative support. 

Tricia, Jane and Olivia have business cards, postcards and banners to hand over as soon as possible. 

 

General: 

Debbie proposed the adoption of the new constitutionwhich was posted on the website before the meeting, and this was seconded by Tricia. 

Going forward it had been suggested by a member that the President can propose choosing the charity for BPN to support. But subject to approval by the committee. This was seconded by Debbie.  

 

There will be a membership drive and a member’s survey. She is keen to co-ordinate with other local business groups e.g. Women Ahead in Dundee to host joint events.  

 

Debbie is setting up a weekly virtual chat for members from next week and is keen to use social media to support members. 

 

Website – Tricia reported that this has now been simplified.  As a result, setting up a profile for a member will need to be done manually. Megan knows how to access it.  There is one domain name sitting with Jane, she will arrange to get this transferred over and Tricia is happy to set up others as required. 

 

 

AOCB: There was no other business and the meeting closed at 6.15pm 

 

Date of next AGM: Thursday 29th April 2021