WDJA Committee meeting 23^rd March 2009

Meeting commenced at 3.00pm

Apologies : from Jim Boylan (due to unforeseen circumstances)

Present: Andy Lovell (Chairman), Paul Smith (Admin) and Sandy Hristov (Treasurer)

Minutes of last meeting were read and agreed as being a true and accurate record.

1. Chairman’s report:

A. wanted to clarify the procedure for appeals. A. made a point that whoever deals with the initial enquiry checks for authenticity of application and plagiarism before forwarding onto reg panel. The survey sent to members to inform about capping had a poor response and not enough to be used for information.

2. Administrators report:

P. reported that we have 44 current members and that there has been an average of 85 enquiries per member so far during the ten months since formation. 5 areas, in the north of England and Scotland and one in Wales are undersubscribed. So far 28 enquiries have been made for these areas with no one available to take them up. West Midlands is getting close to full and it was decided to monitor closely.

The number of applications has remained steady increasing during contentious threads on forums. The number declined by the reg panel remains at over 90%. One of the reasons was the increase in awareness and discovery of plagiarism on sites. The extent of this problem should be of concern to everyone in the DJ industry.

3. Treasurers report:

S. reported that 70% of total expenditure is still being used to promote to potential clients and the accounts remain healthy and in order.

4. Secretary's report:

No report submitted

5.  Capping of areas. It was suggested we used analysis of number of enquiries and number of DJs in each area. A formula was agreed for the capping of areas based on the number of enquiries each area receives. 28 areas have been identified for close monitoring.

6. Extra benefits for members. Mo would be interested to hear from any members that would like to take advantage of a vehicle insurance discount that he has secured. Also he has information on a vehicle tracking device that members may find very useful. Members to contact Mo via the forum if interested.

Local group networking. Committee agreed to facilitate local networking groups to organize informal meetups for both social and networking purposes.

CD pool is working well and is a good benefit for members. Two discs are £22.50 a month and you get the hits while they’re happening (unlike the Now discs). Most tracks are well useable.

DJ@ , CRS1 and Ozz …..members have been emailed about these discounts.

7. Multi ops/agencies. All multi ops/agencies to be considered equally for acceptance but are made fully aware that WDJA enquiries can only be covered by themselves, the WDJA member. Random checks are going to be made by the Committee and if any member is found to send out a non WDJA member on a booking resulting from a WDJA enquiry, then their membership will be revoked with immediate effect. Multi ops/agencies will be encouraged to put forward members of their team to apply for their own membership in their own right.

8. Warning of members. Remind all members of the code of ethics, particularly regarding respect for all fellow members and the reputation of the Association. Members who fail to adhere to this simple policy will be dealt with expeditiously.

9. Inviting new members. S. said areas like Durham, Cumbria, Lancashire, North Yorkshire, Scottish Highlands, Powys, Aberdeenshire, Carmathenshire, Northumberland and Tyne and Wear are undersubscribed, but are getting plenty of enquiries. Admin will publish a list of undersubscribed areas and will look to heighten awareness in those areas for wedding DJs.

10. Planning first AGM of WDJA. In line with the constitution, the first AGM will be an online meeting on Monday 31^st August. All members will be sent a copy of the draft agenda and subsequent agenda in accordance with the required notice period.

11. Out of pocket expenses. Anyone on official WDJA business will have out of pocket expenses reimbursed. All official business must be approved in advance by the Committee. In addition members of the registration panel and Committee should be given half price membership pro rata the number of full months spent in their roles.

12. Plagiarism – it was decided that we wouldn’t purchase a package for now as there are limitations with it and existing methods are proving successful and adequate.

13. Marketing - from extensive analysis of the previous years advertising, the Committee agree to continue targeting the areas that have proved to be the most cost effective in producing quality enquiries for our members. We will continue to research other effective marketing strategies.

14. Article Competition - It was proposed that all members be invited to write an article aimed at brides, giving them advice on entertainment for their reception. The Committee will forward any on for publication. Any articles that are published will earn the member a free years (basic) subscription of WDJA.

15. Any Other Business

Requirement for a feedback form on the website for brides.

All members to be asked to supply a testimonial and a page will be set up on the website naming the area and the WDJA member.

New DJ application form almost ready to be launched.

16. Date of next meeting. AGM on 31^st August 2009 online. Committee meeting to be held in Blackpool on 5^th 6^th February 2010.

Meeting closed at 6.10pm
Minutes Submitted by Treasurer Sandy Hristov.