Procedures-Secretary
Back to Company Secretary
Introduction
The role of Secretary includes both Company Secretary and traditional, minutes/communications Secretary. In the absence of other volunteers to take on tasks performed by retiring individuals, these tasks generally fall into the responsibility of the Secretary unless s/he can successfully pass them on to someone else.
This document tries to record the responsibilities along with some procedural and contact information. Some web account log in details are included, but no passwords are, or should be, included in this document. They should be transferred under separate cover, allowing this document to remain on files without requiring any especial security. The web links associated with these log on details have been verified correct at the time of writing, and have been stripped of non-essential, session-specific chaff that tends to be added when using them, but given the nature of websites and the frequency with which organisations like to change them, the longevity of this information cannot be guaranteed, so this should be checked prior to updating and re-releasing this document.
Secretary Tasks
This section tries to record all of the Secretary's official responsibilities. It may not be complete.:
Directors' Meetings
Book town hall committee room 1 (or 2, if 1 not available, but 2 is quite large) for four meetings a year, on the last Monday of January, April, July and October. Prior to 2010, these could be booked a year ahead by calling the Town Hall. Now, there is an online booking system, and we have been told that there is a 3 month limit to forward bookings, although the online system does not enforce any constraints, and the person sending a letter to confirm bookings may allow up to five months of bookings! The booking form is accessible at the following web address.
Liaise with Chairman to agree the agenda, which is likely to be similar to the previous year's, and send agenda with notice of meeting to all directors at least 10 days before meeting.
Attend meetings and take minutes in case-bound A4 minute book. If book forgotten, paste loose-leaf minutes into book later.
Type up minutes after meetings and send a copy to all directors. John used to do this separately from the agenda. Jeff habitually combined the minutes with the agenda for the next meeting and received no complaints. Ideally, notice should be given at least ten days in advance.
Annual General Meeting
Book St. Peter's Church in Furze Road for the meeting. Book a speaker. Organise two volunteers to serve tea and biscuits in the interval before the speaker commences. Arrange to collect and return keys. Liaise with the Catering Organiser or tea volunteers for supplies of tea, coffee, milk and biscuits. Liaise with the Treasurer, to pay the Parish, (currently Findon, formerly Durrington) for the use of the Church (£25), and the Speaker's expenses (variable). Tables and blackout materials, where required are kept in the cupboards. Consult other Board members if a slide projector is required. It may be possible to borrow a PC projector from Sussex Mills Group at West Blatchington Mill. John Tripcony has albums of photographs of the restoration, and Jeff Best has some more recent photographs, which are sometimes on show.
Filing
Filing comprises the filing of records to official bodies and the management of the Trust's paper and electronic files. The legal filing requirements are as follows:
- Companies House Annual Return,
- Companies House Annual Report and Accounts,
- Charity Commission Annual Return including annual report and accounts.
Additional requests for information may be received from West Sussex County Council Library Service, Worthing Borough Council, Worthing Tourist Office, Visit Britain and miscellaneous other organisations.
Companies House
Companies House requires an annual return that is due to be filed in April each year. This can be filed online via their website, using the email address secretary@highsalvingtonmilltrust.co.uk with the security code, followed on the next page with the company number (4199780) and the company authentication code.
Immediately after the AGM has voted acceptance of the Annual Report and Accounts, a signed copy must be posted to Companies House. The address is in the file.
The status of the Companies House reporting can be ascertained using the Companies House WebCheck system, at the following web address, by looking up either “High Salvington Mill Trust” or company number 4199780.
Charity Commission
The Charity Commission annual return is due towards the end of our open season. A reminder is usually sent sometime in the second or third week of October. This can be filed online via their website, which, at the time of writing, provides access to both the management of the account and the register view via the following link.
The current direct entry point for the Charity Commission annual return is at the following link. The charity registration number, 1090637, is required to log on, with the separately supplied password.
Paper Files
All of the Trust business is recorded in paper files contained in a set of lever arch and ring-binder folders. There is no guarantee that a subsequent Secretary will be computer-literate, hence we have considered it advisable to keep files in this format and most of the correspondence arrives in printed or easily printable form. Increasingly, official filings have to be made online using the web, so it may not be possible to appoint a future secretary who is not comfortable filing these items via a website.
The files held by the current Secretary include the following.
- Charity Commission
- Companies House Matters
- General Correspondence
- Insurance
- Publicity, Travel Guides, Etc.
- Secretary's File
The closed General Correspondence binder containing correspondence up to the end of 2009 will be lodged with the Archive and only more recent correspondence will be in the current binder that will be passed over. The current Secretary also holds the Company Set Up Papers, but these will also be lodged with the Archive, as they are now mostly of historical importance.
Computer Files
The current Secretary holds about 1.2GB of Trust-related computer files that will be archived onto a DVD, a copy of which will go to the Archive and another copy will be passed over to the new Secretary. There are also an undocumented number of email messages that have been sent and received and the current Secretary will endeavour to get these properly organised, tagged and archived. To speed up web access, the Secretary has also built up a collection of web browser bookmarks/favourites which are exported into a Mozilla Firefox-compatible file, bookmarks.html, in the Contacts directory.
This document refers to a number of files that will be on this disk. To simplify navigation, the top-level directories are listed below. Generally, files have been created with OpenOffice which is free and open source and includes exporting to PDF as part of its built in functionality.
| Directory | Description |
|---|---|
| Accounts | Files and directories of accounting data. Scanned audit reports and source documents used in the creation of Annual Accounts are in AuditReports, the 2009 mill budget and cash flow spreadsheet, prepared by Bob is in Budgets, costing spreadsheets are in Costings, expenses and invoices recieved are in Payable andquotations in Quotations. |
| Architecture | Documents relating to architecture, such as the roof details photographic survey prepared for BirdX. |
| BoardOfDirectors | Documents relating to Directors and Board Meetings, including agendas, annual reports, the Directors roll spreadsheet (replaces John Tripcony's large poster), Directors personal details and minutes of Board meetings. |
| Bookings | Facility booking information, especially Town Hall committee room bookings. |
| Calendar | Mill calendar (year's events) for various years in various formats. |
| Charity Commission | Charity Commission annual returns, a spreadsheet used to derive the submitted figures and a copy of the registration certificate. |
| Companies House | Companies House documents, including a directory for annual returns and copies of the form templates (mostly now obsolete) and scans of submitted forms. |
| Contacts | Contact details, including browser bookmarks. |
| Database | Database files. |
| Envelopes | Envelope templates and mail-merged files, including sets, such as Directors_C5 and Directors_DL. |
| Events | A set of directories relating to specific events, including plans and stationery. The planning template is for the free, open source “Gannt Project” software. Event directories for Autumn rural crafts fair, barbecues, barn dance, carol singing, Christmas meal, fete, Mayor's drinks, quiz night and the Guide Organiser's volunteers meeting. |
| Expenses | Expense submissions. Likely to only be the Secretary's until/unless this becomes a company wide resource. |
| Copies of messages sent via Facebook, including “fans” of High Salvington Windmill. | |
| Facilities | Documents related to our facilities. Currently only the Visitor Education Centre, which became just, “the archive”. |
| FileNotes | Source documents for notes included in the paper files. |
| Funding | Information about potential funding sources. |
| General Meetings | Agendas, minutes and other documents related to General Meetings, especially AGMs. |
| Groups | Directories of group-specific files for the Archivists, event organisers, yet-to-be-inaugurated history group and the external, Worthing Heritage Forum/Alliance (or whatever they are now calling themselves). |
| Guides | Documents related to guiding. The Guide Organiser will have latest versions of documents which should be archived here (unless/until this becomes a company-wide resource). |
| Health & Safety | Documents relating to health & safety . Mostly reference material, but also includes the mill risk assessments. The mill risk assessments – for general open days, special events, working groups and group (especially, school) visits, should be redone annually. |
| hmrc | Documents relating to Her Majesty's Revenue & Customs. Generally only valuation office business rates forms. |
| Insurance | Scans of insurance policy and renewal documents. |
| Legal | Documents related to legal issues. Reference material, to date. |
| Letters | Letters – mostly those issued by the Secretary or copies of those issued by the Membership Secretary. The “L.” prefix signifies letter. “xL.” signifies one that ended up not needing to be sent. |
| Licensing | Documents related to event (or other) licensing requirements, including Temporary Event Notices. |
| Membership | Archives of Membership Secretary's files. |
| Newsletters | Newsletters issued to members. |
| Procedures | Documents related to procedures, including the Mill Operating Manual and some documents that should probably be relocated to Training. This document is located here, alongside “ScaleOfDonations” for Board-approved “rental” donations, “High Salvington Mill Technical Training Record.doc”, Lead Guide procedures, |
| Projects | Documents related to projects. |
| Publicity | Documents related to publicity, including annual leaflet that is distributed via leaflet drops, Worthing Tourist Office and at the mill gate. Some “West Sussex Places to Visit” documents. |
| Purchasing | Costing and quote information. Should probably be relocated to the Accounts directory. |
| Reports | Reports issued to the Board, including copies of Secretary's, Technical Adviser's and Archivist reports. The Business Plan 2011-12 versions are here, along with Wendy Funnell's unsolicited rewriting of an early draft. |
| Research | Documents related to historical research. Currently a limited bibliography of references to the mill. |
| Roles | Documents related to the scope of volunteer roles. This document might belong here, rather than Procedures. |
| Spreadsheets | Spreadsheet files, including link to calendar spreadsheet, craft fair and fete analyses, some contact data that should be relocated to Contacts and miscellaneous others. |
| Stationery | Stationery, including letter templates and logo images. The “T.” prefix signifies a template. the “N.” prefix signifies a notice, while the “P.” prefix signifies a poster. There is not a lot of difference. The refreshments price sheet is here, alongside various Fete posters, open day posters to go on the noticeboard and others. |
| Statistics | Documents relating to statistics. Mostly spreadsheets, including the visitor number calculations and volunter hours calculations required periodically by the insurance company and/or the Council. |
| Surveys | Copies of survey forms returned and surveys sent to members. |
| Tourism | Documents relating to tourism, including publications from Worthing Tourist Office. |
| Training | Documents relating to training, including the Volunteer's Training Card. |
| Volunteers | Documents related to volunteering and volunteers, including open day volunteer rota template, attendance sheet template, volunteers guide, key register and rosta sheet. |
| Web | Documents related to web sites where we feature, including a draft summary of a survey of web sites important to the mill and trust.
|
Applications Used for Computer Files
Most documents have been created with the free, open source OpenOffice suite[1] (Writer, Calc, Base, etc). In general, the current Secretary has tried to minimise the need for the Trust to have to buy expensive proprietary software licenses in the future, for officers and the Archive, by adopting and using free, open source applications, whereever possible, even if this, occasionally, means reduced functionality is available.Free, open source applications, usually, can read commercial formats fairly well even if they sometimes write them slightly less well, while commercial applications, often, are unable to even read non-commercial formats, even when they are international (ISO) standard formats. Some files have been received in proprietary formats, but they would tend to require, often expensive applications, that run on only a tiny minority of systems, e.g. few, if any, smartphones, few tablets, most desktops, few workstations, few servers, but can be worked on or printed out using the free, open source applications. Some files are print-only versions of others, particularly those that are made up of several files. Some files depend upon the current relative location of other files for access to resources, particularly embedded images, that they use.
| Ext. | File Type | Description | Application(s) |
|---|---|---|---|
| css | Cascading Style Sheet | Web file – can be edited as text). | Eclipse, GEdit, Kate |
| csv | Comma Separated Values | Data File – use text editor or import into spreadsheet | Excel, OpenOffice Calc |
| dbr | CD/DVD Project | Deep Burner burn list file. | Deep Burner |
| doc | Word Document | Older Word document. | Microsoft Word, OpenOffice |
| docx | Word Document | XML-format Word dcument. | Microsoft Word, OpenOffice |
| eml | Mail Message | Mail message exported from mail client in Outlook format. | Thunderbird, Outlook |
| gan | Project Plan | Project plans in the free, open source Gannt Project format. | Gannt Project |
| gif | Graphics file | Compuserve format graphics file. | GIMP |
| htm | HTML file | Hypertext Markup Language, web file. | Eclipse, text editor, e.g. Notepad, GEdit, Kate |
| html | HTML file | Hypertext Markup Language, web file. | Eclipse, text editor, e.g. Notepad, GEdit, Kate |
| ini | Profile file | Initialisation profile file. | Text editor, e.g. Notepad, GEdit, Kate |
| jpg | JPEG file | Joint Photographic Experts format file. | GIMP |
| mm | Mindmap file | Freemind mind-map. | FreeMind |
| mp3 | Audio file. | MP3 audio format file. | Various |
| mpg | Movie File | Movie file. | VLC/VideoLAN |
| mpx | Project Resource File | Microsoft Project (resource?) file | Gantt Project, Microsoft Project |
| odb | Open Office Database | Database file. | OpenOffice Base |
| odg | OpenOffice Drawing | Drawing file. | OpenOffice Draw |
| odp | OpenOffice Presentation | Impress file – for presentation or publication. | OpenOffice Impress |
| ods | OpenOffice Spreadsheet. | Spreadsheet file. | OpenOffice Calc |
| odt | OpenOffice Document | Document file. | OpenOffice Writer |
| ott | OpenOffice Template | Template file – probably for Writer. | OpenOffice Writer |
| pcx | Pixmap File | Pixmap file, probably from a scanner. | GIMP |
| Portable Document File. | Adobe PDF format. | Adobe Acrobat, OpenOffice Writer can generate. | |
| png | Portable Network Graphics | GIMP | |
| pod | Project file | OpenProj project file | OpenProj |
| ppt | PowerPoint file | Presentation or publication. | Microsoft PowerPoint |
| ps | PostScript file | Adobe PostScript (print layout language) file. | (print to file) |
| pub | Microsoft Publisher file | Publications. | Microsoft Publisher |
| rtf | Rich Text Format | Usually these are saved from Microsoft Word as the format is recognised across many versions. | Microsoft Word, OpenOffice Writer |
| sig | Signature file | Email signature file. Contents can be edited as text. | text editor, e.g. Notepad, GEdit, Kate |
| svg | Scalable Vector Graphics | A vector graphics format. | OpenOffice Draw, GIMP, Inkscape |
| tif | Tagged Image Format | A format produced by scanners. | GIMP |
| tmp | Temporary file | Sometimes produced by applications in use and not cleaned up afterwards. Can usually be deleted once the application is closed. | |
| txt | Text file | A simple text file. | text editor, e.g. Notepad, GEdit, Kate |
| wbk | Word Backup file | Produced by Microsoft Word. | Microsoft Word |
| wpp | ? | Working file produced by video editor, or maybe a WavePad format file? | |
| xls | Excel file | Microsoft Excel spreadsheet. | Excel, OpenOffice Calc |
| xlsx | Excel file | Microsoft Excel spreadsheet saved in newer XML format. | Excel, OpenOffice Calc |
| xml | Extensible Markup Language | EXtensible Markup Language file for some structured, labelled data. | Various |
| zdp | Avery Design Pro | Labels or business cards suitable for printing on Avery stationery. | Avery Design Pro |
| zip | Compressed file | One or more files bundled and compressed with the Zip format. | 7Zip, zip |
Correspondence
The Secretary receives correspondence, via the post, forwarded from the registered address and via a variety of email addresses. The Secretary sends correspondence upon the instruction of the Board and sometimes, where necessary, at the request of other officers or on his/her own initiative. The following email address can be redirected to the new Secretary's nominated address, or given a mail box so that an email client can connect and fetch the email. The relevant domain and Internet services are currently managed by Jeff Best.
Insurance
The mill buildings are insured by Worthing Borough Council and we have recently received an updated copy of their details relating to this. John Tripcony is pursuing some errors which they may need to correct.
The Trust has an insurance policy for contents and public liability which is due for renewal towards the end of January, with the reminder arriving between December and the start of February. If the premium requested is markedly different from previous years, then the Board needs to be consulted. If the premium is fairly similar to the previous year, then contact the Treasurer to write a cheque.
Business Rates
Under the system introduced in 2010, the Trust no longer automatically receives 100% rebate on its Business Rates bill. This used to be comprised of a mandatory 80% component and discretionary 20% component. The Trust is now sent a bill in early Spring that includes a form for applying for the 20% discretionary rebate. Previous year's forms and letters confirming the granting of the 20% portion are in the General Correspondence file. Given the rise in necessary interactions with the Town Hall in recent years, it might be appropriate to break out all of these communications into a separate Worthing Borough Council file.
Membership Data Backup
The Membership Secretary has lodged copies of the electronic membership data with the Secretary for safe-keeping. The data is in the form of a blue plastic folder containing some paper reports and either floppy disks or CDs. This folder has been handed back to the Membership Secretary towards the end of each year to be updated with the current data which has then returned it to the Secretary.
The Secretary can use this data for any correspondence needs requested by the Board. If the Secretary needs to communicate with all members, this should be done through the offices of the Membership Secretary, especially as the electronic data does not include details for those who have elected not to have their data stored in this way.
The Membership Secretary needs to be kept up to date with contact details of volunteers, but as these are not always members, and noone is specifically delegated to look after them, the management of volunteers and accurate and up-to-date tracking of their contact information, and communication with them generally, is not always managed well by the Trust.
Calendar
The following table attempts to summarise the mill year and indicate the Secretary's responsibilities. Accreted responsibilities that probably should be reallocated are indicated with an asterisk.
| When | What | Responsible |
|---|---|---|
| November – January | Sales leaflet update and printing for new year. | Secretary |
| January | Board meeting on last Monday of month. Book CR1 three months in advance. | Secretary |
| March | Quiz Supper – if willing organiser can be found. | Secretary* |
| March | Guide Organiser's meeting of open day volunteers. An evacuation drill needs to be carried out and the Secretary will log the timing details in a Health, Safety & Training file. | Guide,
Catering |
| March | Collect statistics for annual report and write. | Secretary |
| April | Add annual accounts and draft audit certificate to annual report and distribute to Directors. | Secretary |
| April | Board meeting on last Monday of month. Book CR1 three months in advance. Date may need to shift to avoid Easter Bank Holidays or election use of committee rooms. It is possible to hold a Board meeting in the Mill Gatehouse, but not recommended. | Secretary |
| April | Print Annual Report and Accounts along with AGM Agenda and membership renewal form for issue to all members. Liaise with Membership Secretary and his posties for enveloping and posting. | Secretary |
| May | National Mills Weekend Open Day. National Mills Weekend is the second weekend of May, which normally means we have an extra Sunday Open Day between the first and third Sundays. Some years, such as in 2011, the third weekend Sunday coincides with our normal third Sunday open day. Book the Amateur Radio Club two months in advance. | Secretary |
| May | High Salvington Fund Raisers Book Sale. They will contact you early in the year to book the site for a day. | Secretary |
| May/June | AGM at St. Peter's Church. Book church, speaker and two volunteers for refreshments. | Secretary |
| July | Summer Fete. No particular responsibilities, but you will be roped in. | Fete |
| July | Board Meeting on last Monday of month. Book CR1 three months in advance. Prepare draft calendar for following year. | Secretary |
| August | Classic Cars Open Day. Book one or more classic car clubs. Organise a “Best Car” judging with a prize plate (or similar) from the shop. John Tripcony usually handles the judging. | Secretary |
| September | Rural Crafts Open Day. | Vacancy |
| October | Board Meeting on last Monday of month. Book CR1 three months in advance. | Secretary |
| December | Carol Singing. Book the MC (usually Peter Hill). Organise volunteers to hand out and collect carol sheets and to rattle buckets collecting donations. | Secretary |
Calendar Tasks
This section provides a little more detail about each of the principal calendar items listed above.
Quiz Event
Previously organised by Jeff Best in mid-to-late March. Involves booking a hall, booking the fish and chips (or other meal), booking a question master, organising stationery for event (including ticket printing), advertising, selling and issuing tickets and organising a couple of assistants to take tickets at the door, sell raffle tickets and, if required, fetch answer sheets and do scoring. If the timing of the newsletter publication is appropriate, application forms can be included with this.
Guide Organiser's Meeting of Open Day Volunteers
Organised by the Guide Organiser and notified to guides. The other open day roles are organised by a separate open day rota organiser and s/he will notify these volunteers about this meeting. Guides, Step Controllers and Gatekeepers should arrive first for instruction by the Guide Organiser. Other volunteers (shop and kitchen) will arrive later. Revisions to health & safety or operating procedures need to be communicated. The Catering Organiser or Guide Organiser will supply tea and biscuits. A mill evacuation drill will be carried out and the timings recorded on file for notification to the Board at the next Board meeting.
Contact:Guide Organiser, Hazel Marsden, 264409, hazelm@jtbest.demon.co.uk
Catering Organiser, Melanie Wickett, 830193, wickett1@mac.com
Rota Organiser; John Tripcony, 262443, John.Tripcony@googlemail.com
(John took on the rota organisation, temporarily, when Pamela Jenkins resigned the role. Janet Paterson, 533075, has volunteered her services to help.)
National Mills Weekend Open Day
The Secretary books the amateur radio club and ensures access in the morning so that they can set up their radio mast and equipment in the roundhouse. Contact two months before the event to confirm.
High Salvington Fund Raisers Book Fayre
This is organised by the High Salvington Fund Raisers and usually occurs in mid-May. They will arrange a day and contact the Secretary to book the field, two to three months in advance. We need to provide access on the day to the site, including kitchen and toilets and they may need help setting up and taking down the trestle tables. They usually donate £40 to mill funds for the use of the facility.
Classic Cars Open Day
This used to be the MG Cars Open Day, but after a couple of years of poor showings the Board opened it up to other clubs. In 2010, a local Morgan Sports Car club expressed interest and although others were invited, the Morgan club provided 15+ cars. They have asked to be involved again in 2011.
Carol Singing
Usually organised by the Secretary. This involves booking someone to be master of ceremonies and conduct the carol singing. For many years this has been done by Peter Hill from West Blatchington Mill and the Sussex Mills Group, although in 2009 when the snow prevented him getting over, Jeff Best and Hazel Marsden stepped in. The fire is organised by the work team. The catering is organised by the catering organiser. A couple of volunteers are needed to hand out carol sheets at the beginning and collect them at the end. Some replacement carol sheets may need to be printed before or afterwards. Two or three volunteers need to be organised to rattle buckets and take the collection. Monies go to the Treasurer who will send them on to the charity – usually St. Barnabas and Chestnut Tree House hospices.
Statistics
The Secretary is responsible for writing the annual report and most of the statistics will come from the Treasurer or Membership Secretary. Traditionally, the Secretary has been responsible for gathering visitor statistics and procuring various signed registers of visitors.
Open day visitor numbers are collected by the Gatekeeper, using a form included in Appendix A. The Guide Organiser has been taking on the responsibility of ensuring Gatekeeper's are trained to fill this in and completed forms eventually find their way back to the Secretary who has maintained the VisitorNumbers.ods spreadsheet stored in the Statistics directory. This is a simple spreadsheet to track various classes of visitors, including open day visitors, group visitors and volunteers.
Fete visitor numbers are usually calculated from the gate takings by the Treasurer. Fudge factors calculated by John Tripcony are used to uprate these numbers of paid entrants according to historic measurements of the number of concessions per paid entrant.
Pamela Jenkins is the Group Visit Organiser and she keeps track of group visit numbers, including children, teachers and parents, and volunteers.
The Visit Britain survey uses some of these statistics and they help when filling in the application for the 20% discretionary rate rebate.
Publicity Tasks
The Secretary has, historically, been involved in certain aspects of publicity. This is probably over-due for change, and if the Publicity Officer is elected to the Board, then she may wish to adopt some or all of these responsibilities.
Mill Publicity Leaflets
Order 1250 – 1333 sheets of yellow (for high visibility) 160gsm card, with different shade from previous year (to immediately differentiate last year's and this year's card). Jeff used to order this from http://www.ukpaperonline.co.uk/ who provided reasonable colour swatches to ensure the shade difference and low prices.
Copy the LeafletYYYY file (e.g. Leaflet2011.odp) in the Publicity directory to make a template for the coming year. This may be a Microsoft Powerpoint (*.ppt) or OpenOffice Impress (*.odp) file, or possibly, an Adobe Portable Document Format (*.pdf) file. Obviously, the appropriate software is required for editing it. Edit the new Leaflet to show the coming year's event dates and change the year!
Arrange printing (and cutting) of the leaflet. In the past, a Board member has offered to get the printing done and the current Secretary has cut the A4 sheets into thirds using a friend's electric guillotine. This may not be possible in future years.
The finished leaflets are stored in a box in the Gatehouse. Some are taken by members to official leaflet drops, while others are taken to Worthing Tourist Office in Chapel Road, Worthing. The remainder are used to fill up the leaflet box at the gate for passers-by to access.
West Sussex Places to Visit
Up until 2010 we paid approximately £100 for an entry in the West Sussex Places to Visit Guide. The print run was in the hundreds of thousands and the Guide was distributed at local leaflet drops, thereby making its way to hundreds of participating local tourist-related sites. The asking price in 2010 had jumped, but the Secretary, along with Simon Potter of Jill Mill, negotiated the price down to ~£100. In 2011 the price jumped to £175 and it was indicated that there was no scope for reducing the price. Given that this is no longer produced by West Sussex Council, but by a private company employing the individual who used to do this when the Council produced it, and given the scale of the price increase, the Board of Directors decided not to purchase an entry in 2011. The Secretary was tasked with keeping an eye on visitor numbers to see if there was a noticeable impact.
Gate Notices
There is a section of the main site noticeboard for enclosing A4 flyers or posters to advertise forthcoming events. Generally, only the Secretary ever updates this.
Site Notices
There are a small number of site notices for which the Secretary is responsible. Thes currently include the price notices in the kitchen – one inside and one on the inside of the shutter that is visible outside when the shutters are open – and the Public Liability Insurance Policy sheet supplied by the insurers.
Newsletter
The newsletter editor produces one or two newsletters a year. Originally intended for members as part of their member-benefits, Bob has decided that we ought to do a big run and time one of them for the Summer Fete. He chases for content periodically and also for someone to print the newsletters.
Contact: Bob Brooks, 691945, bobbrooks@btconnect.com
Organisations
There are various organisations whose meetings the Secretary is, or may be, asked to attend or supply information to.
Worthing Heritage Alliance
This organisation was founded to help local heritage groups find volunteers and share marketing costs and other resources. It seems to have been hijacked by the town centre tourism people to produce a heritage trail and maps, but did provide some useful funding to John Tripcony's Antiques and Bygones Circle. The Secretary has attended some meetings and offered other member groups use of facilities at the mill, which some have taken up.
Sussex Mills Group
This is the coordinating group to which all Sussex mill groups belong. It is a special interest group of the Sussex Industrial Archeological Society and is chaired by Peter Hill and meets a few times a year at West Blatchington Windmill. It publishes a newsletter that we sell in the shop, runs the Mill passport scheme and shares the cost of some mill advertising between members. It also organises one or two mills group tours each year for members and friends to visit mills both inside and outside the county.
TIMS – The International Molinological Society
At the moment, the current Secretary knows of no links between High Salvington Mill Trust and TIMS.
High Salvington Residents Association
In the past, when Philip Povey was their newsletter editor, we got one or two pages devoted to the mill and Philip would send a request for content twice a year that the Secretary would write and submit, in Spring and in Autumn. With their new editor, it isn't yet clear how things are going to work.
Mills Archive Trust
The Mills Archive Trust is an organisation that the Board has voted to join on several occasions. There is a mismatch between the published membership model and that requested by our Board. The necessary negotiation between the Mill Trust and the Mills Archive Trust and coordination with the Treasurer to arrange a cheque remains an outstanding task. The current Secretary has endeavoured to collate all of the correspondence into a single file.
Contacts
The current Secretary has a number of sources of contact details. The most comprehensive effort is in the MillContacts.ods file in the Spreadsheets directory, although this has not been synchronised with the membership data for a couple of years. There is also a file, Calendar.ods that is used to prepare the calendar and contains sheets with volunteer and external contacts. Below is a list, (hopefully complete), of the volunteer roles and their incumbents. My apologies to anyone omitted.
Roles
| Role | Incumbent(s) (at time of last modification) |
|---|---|
| Directors | Val Sutton, Graham Fabes, Jacqui Marsh, Tom Wye, Peter Casebow, Bob Potts, John Tripcony, Roy Beynon, Colin Knappitt, Tim Wickett,
+2 Elected June 2011 (David Start and Linda Storey?) |
| Chairman | Tom Wye |
| Deputy Chairman | Peter Casebow |
| Company Secretary | David Start |
| Treasurer | Colin Knappitt |
| Membership Secretary | Roy Beynon |
| Technical Adviser | Peter Casebow |
| Group Visit Organiser(s) | Pamela Jenkins, Edna Godwin |
| Health & Safety | VACANCY (Board currently has collective responsibility) |
| Open Day Rota Organiser | John Tripcony (temporary) (Janet Paterson has volunteered) |
| Guide Rota Organiser | Hazel Marsden |
| Catering Organiser | Melanie Wickett |
| Shop Organiser | Kate & Roger Osborn |
| Publicity Officer | Linda Storey |
| Newsletter Editor | Bob Brooks |
| Archivists | Wendy Funnell, Pamela Jenkins, Christine Shane |
| Fete Organiser(s) | Christine Shane, John Tripcony, etc. |
| Millers | Roger Ashton, Peter Casebow, Bob Potts |
| Millwrights | Peter Casebow, Bob Potts, Roger Ashton, Dave Fox, Roy Beynon, Tim Wickett, Adam Williams, etc. (Refer to Technical Adviser). |
| Groundskeepers | George Thomas, Tim Wickett |
| Cleaners | VACANCY |
| Guides | Peter Casebow, Bob Potts, Roy Beynon, John Tripcony, Ray Welch, John Simmonds, Tom Wye, Hazel Marsden, Kate Cooper,Christine Shane, Jeff Best, VACANCIES. |
| Open Day Volunteers | Refer to Open Day Volunteer Rota Organiser |
| Fete Volunteers | Refer to Fete Organisers |
| Trestle Rentals | Jeff Best (temporary) |
Appendix A – Open Day Visitor Tally Sheet.
The open day visitor tally sheet looks something like the following. Historical versions can be found in year-named subdirectories of the Guides directory. The Guide Organiser will have the latest revision.
- ↑ Please note that a fork of OpenOffice, called LibreOffice, has been created and has been used to edit some files. Files should be compatible with both applications. Microsoft Office ought to be able to cope with most of these as well, because the formats are ISO standards.
