MEETING MINUTES

Minutes for Extraordinary Meeting Monday 11^th July, Moraria

Many thanks to Anna Woodham and Colin for letting us use their La Mesa Restaurant Bar at the Los Limoneros Hotel for our meeting today.

Apologies

Mary Lucas, Christine Newton, Marcia Vaughan, Jenny Flew, Bernadine Turpin-Davies, Denise.

Chairperson

No objection was raised to the proposal put forward by Lesley Ellis (WIBC Administrator) that she would chair the meeting as initial emails requesting an extra-ordinary meeting were sent to her. 

The meeting was designated a Pre-AGM meeting.

Reasons for calling the meeting

Lesley explained that after the last Denia meeting of 20^th June she had received e-mails from a few members dissatisfied with the way the meetings were being held, upset at the way suggestions were replied to and concerned about accountability and control of the donations paid to Javea Council. A group of members also met privately and produced a discussion document, which they sent separately to several members of WIBC, and called for a meeting before the end of the summer to raise these points.

This meeting is in response to this request, aiming to discuss these points and review the structure of the WIBC and it’s aims, in order to have a base for an AGM of all members in September.

Short History of the WIBC

Suzanne Mace explained that the WIBC had its first meeting on 18^th April 2004. Karla Darocas hosted meetings to encourage women in business to get together and the International Women’s Day Exhibition was one of her visions.  Only six people were present at the first meeting including Karla, Mary Lucas, Lesley Ellis and Suzanna Mace. Ana Vasbinder of Javea Town Council was approached and she offered licence and insurance cover and the free use of the Casa de Cultura if we supported the Javea Women’s Shelter. Fundraisers were undertaken to gain some experience and by September of 2004 the club had between 12 and 20 members. 

During the last quarter of the year and into January money and awareness of the aims of WIBC were raised – even Christmas carol singing organised by Elaine Barclay with support from her BNI group. By the International Women’s Day Exhibition on March 8^th what had been perceived as 20 or so businesses at the Casa de Cultura had in fact evolved into a full-blown trade show with 120 businesses at the Denia Marriott, attended by 3,500 visitors! This exhibition was solely organised by four of the founding members, although with lots of volunteer help on the day.

Since then membership has increased dramatically to over 250 members, with other new members organising fundraisers and increasing WIBC visibility. 

On 28^th March the founding members discussed the future and direction of the club at a minuted meeting.  Mary Lucas organised an external auditor to check the accounts, WIBC became an Association and a bank account was opened.

Mission Statements/Goals/Objectives

The Mission Statement, goals and objectives of the club were then read out by Lesley and members were asked to decide if any changes were required.  No suggestions or objections were raised at this time.

WIBC – an Open or Closed System?

We are all used to the traditional closed systems – a hierarchical pyramid system with a Chairperson and Committee who make all decisions, with sub-committees and where ‘ordinary’ members have little or no say in decision making.

The more modern Open system has no or little hierarchy and gives equality to all members.  A central ‘hub’ with ‘spokes’ leading from it and then a “wheel” joining the “spokes” to indicate the free-flow of information back and forth between those co-ordinating in the hub (as opposed to ‘ordering’) and other members. 

There is easier growth and expansion with ‘hub’ system, as the ends of the “spokes” can in turn become “hubs” in their own rights, but all the time linking to and being supported from the central hub. This way we can also open WIBC groups in other areas.

It was explained that the ‘original hub’ members of WIBC had never intended a hierarchical system and that an open, free-flowing system of information was intended and thought to be already in place. There is also no reason the core hub cannot be bigger and have more members.

Patricia commented that an open system is very modern and very women orientated whereas the pyramid system is very male orientated and is all about power.

It was suggested that we need to find a system that encompasses everything we want and involves all cultures.

Either system or a combination can be implemented and it was suggested that members sent their thoughts on this subject for inclusion in the Agenda for the AGM to Lesley Ellis.

Due to the phenomenal success of IWD and the resulting rapid expansion of the membership concerns have arisen about communication.  One member said she only joined in January and since then WIBC has grown and evolved so that every meeting has been different as the committee has tried to evolve with it,   “We need people with vision and if we don’t have those we won’t be here in a year’s time!”  A founder member said that she agrees with flexibility but we also need continuity and that the “hub” give up a great deal of time to the smooth running of the group!

Some members raised questions about the need for more openness. Others, however, feel that too much time is taken up at meetings with reports! The present system was accused of being very beaurocratical and talking down to members, but was countered with the fact that all information is passed on in the form of reports at meetings and included in the minutes. Anything that requires decisions is passed to the members for their comments and voted upon at meetings. Also the “Notice This” board on the website is available only to members and can also be used for members to express their views or concerns or suggest ideas for meetings or fundraisers, and is used very successfully in this way by some members.

With regards to chairing meetings it was explained that Karla was a very reluctant “chair”, and as she had to be bullied into doing this by her other members, as IWD was her brainchild, she would quite happily stand down.

It was suggested that we have a rotating “chair” open to any members who would like to volunteer. It was also suggested that members of the central hub could rotate as “chair”.

To fundraise or not?

As there has been a lot of controversy over the amount of fundraising and where the money has gone it was suggested that maybe we drop fundraising altogether and just become a business club, as the club is very mixed. However it was generally agreed that it was a good thing to fundraise and that the group get good energy and spirit from helping other women. Also we would not get our meeting places for free, free publicity, free use of the Casa del Cultura, free licence cover, etc. etc. if we were not doing the work we do for charity.

It was suggested that we have a “sister” group who are responsible just for the fundraising and maybe also for the press releases.

It was generally agreed that one fundraiser a month is too much and suggestions for either two large ones or 4 smaller ones a year is preferred.

The other issue is do we fundraise exclusively for Women’s Shelters or do we diversify? This has been raised more than once.

The general feeling is that there are all sorts of other groups raising money for other charities, but as far as we know we are the only ones raising money for victims of domestic violence. However it was generally felt that we should be helping ALL victims including children, men and the elderly.

It was asked if we can’t help more directly with the shelter, but it was explained that the shelter must remain secret as these women need to be protected. But we can help when these women start making their way back into society with workshops, etc.

It was also suggested that can’t we also help them with our skills and talents, which is the point of the courses at the Women’s Workshop Centre. However our biggest problem is the language barrier as only a few of our members are fully fluent in Spanish.

Allocation of funds raised

At the Christmas fundraiser it was a group decision to hand over the first cheque to Ana Vasbinder as a donation towards the Javea Women’s Shelter.

Since then we have asked for more accountability from the Town Hall as to where the money is spent.

The recent receipts given to us on 20^th June are not sufficient and raise further issues, however we must wait until our Treasurer returns to Spain before we can follow these up.

We do know that Ana was holding onto the last two cheques until the WIBC informs her of where we want them to be spent. Members have been asked at meetings, in the minutes and personally by Mary as to where you want the monies to go, with little or no response!!!

Every cent we raise is accounted for by Mary Lucas, our treasurer, and audited and these records are available to all members. 

As a response to members concerns about the “reality” of the shelter – the  Javea Women’s Council, who work directly with the women who are abused and / or in the shelter - organised a power-point presentation on April 26th involving all the staff. They gave us a very comprehensive overview and when asked directly where they would like our donations to go they unanimously agreed for an emergency fund, in particular for immigrant women who were not entitled to state help. Unfortunately only a handful of our members attended this meeting, but this information was sent to all members and no objections to an emergency fund were raised at the time.

It was asked do we want to get involved in political issues? Should we ask if a member can attend meetings?

It was suggested that we buy actual “things” that are needed. However most of the women don’t go into the shelter but need financial help in other ways.

It was also asked how we know the shelter actually exists, but members know women who have been through the shelter. Also the Javea Women’s Council is a body of professional lawyers, psychologists and social workers who are not likely to lie. The priest next to the Casa de Cultura is also involved in the shelter and will accept donations of second-hand clothes etc.

Members will be asked before the AGM how they think past and future donations should be spent.

Format of meetings

The present format of meetings have evolved so that the first half is spent on reports, admin and fundraising issues and the second half on Networking.

It was pointed out that we need to decide if the aim of the WIBC is to be wholly business or part fundraising before we can decide on a meeting format.

It was suggested that all members wear ID badges – this has technically been in place for the last three months (see minutes), but few members remember.

Candy has sent in a proposal that we have “themed” months with a display table – one month health and beauty, one month homes, etc. instead of all sitting in a group networking.

It was asked if we could change the meeting time, however most members can only make 2-4pm as it is their lunch break.

It was also suggested that we have the meetings on other days of the week, or Denia on a Monday and Calpe on, say, Wednesday.  It was countered that people like to have things on the same day to be able to plan their business ahead – plus we would have to change all our listings in the newspapers to accommodate this demand by so few.

Val stated that occasionally there are issues that get quite emotional and may need longer meetings to discuss.

Conclusion

Members were asked if there were any other points that had not been covered in the meeting or anything else they wanted to raise. There was no response.  

Suzanna announced there were no meetings in August.

We will try to arrange a date for an AGM towards the end of September, possibly on Saturday 17^th September, although the Marriott will not be available on this day.

Sara Hamer, of El Cid’s in Benidoleig, has very kindly offered her restaurant for our use.

There will be a silent vote and members unable to attend will either be able to vote beforehand or elect someone to vote for them.

AOB

Reeta is trying to arrange a WIBC Social Curry Night – but perhaps we need to hold over till September now.

Sue Coley’s WIBC family beach party is on Sunday 24^th July

Suzanna informed us of a rock concert in Oliva Nova Golf Club to be held in August that want to donate all the money raised to our cause. This was unanimously agreed and was suggested they might like to use our WIBC logo. Members whose businesses can act as a “ticket sales point” please contact Suzanna.

Candy will be contacting all members re the WIBC pins.

STOP PRESS - Round Town News WIBC Article

After this meeting, Karla came back home to be confronted with an email from the Round Town News asking for a "statement" regarding the "emergency meeting". Of course she was curious as to how a newspaper could of received "in house" information. Since the main issue of their article was about our "public" fundraising, and they were going to publish an article about the WIBC with or without the statement - Karla gave a positive statement in brief of the meeting and the club as a whole.

The RTN also spoke to Ana Vasbinder and the article was printed in the Friday edition.

If you need Help or Information - These are some of the Founding Members who can be of assistance.

CONTACT US

 
Karla Darocas    96 597 3234                 info@darocas.com
Lesley Ellis          686 100 942       lesley@villa-finders.com
Mary Lucas          96 579-0991    marylucas@mail2spain.com

Suzanna Mace  96 648-0248    SUZANNEM@teleline.es

Elaine Barclay     627 714 330  elaineb@pppay.com

www.WIBC-Spain.com