ANNUAL GENERAL MEETING MINUTES
Annual General Meeting 17 April 2021 - Summary Minutes
Call to Order
An AGM of OGAE Rest of the World was held virtually through Microsoft Teams on April 17 @ 0.00AM CET, 18.00 USEDT, 8.00AM AEST
Attendees included: Luc S-G. Niall D. Kyle W. Ronny A. Kate K. Aaron P. Mark P. Scott P. Mike W. Stephen W. David L. David K
Meeting Opened at 18.10 USEDT
Acknowledgement of Country and introductions to the current board members
PRESIDENTS UPDATE.
Luc Spencer-Gardner gave an update regarding the current news from Rotterdam in relation to the possibility of fan tickets. The slow migration away from solely using Facebook, and utilizing the website. Upcoming surveys for the Euphoria members. The feedback on the current website and possible change to a new one.
Important Notes
It is still unknown at this stage as to whether Rotterdam will be taking in overseas guests, or if OGAE fan packages will be reoffered. What we do know at this stage is that the broadcaster is looking at sending links to previous ticket holders, providing that a live audience is able to attend.
Two surveys will be sent to members after the Contest this year, one asking members if they have any special skills that would like to volunteer their services for future ROW projects, for example, people with audio visual, editing or language skills for maybe translating for other members from non-English primary language countries. The second survey to follow in June or July will be asking members whether they would be would be open to using a log in for certain parts of the website, so we can display posts by people whilst keeping their internet privacy, and to be able to better communicate through the website. We are moving away from having Facebook as the major communication tool, for those members not on Facebook, or not engaged through major social media channels.
There will be a slight update to the constitution with the change of the board roles (merging Memberships and Treasurer and introducing Social media Manager).
No feedback or comments from the floor
FINANCIAL AND MEMBERSHIP REPORT
Niall has given an overview of the club’s financial position, and went through the financial report showing members the clubs expenditure and bank balance.
Niall also displayed a member breakdown of our Euphoria, Moltiva and Satellite members, and from where our members reside in the world. We currently have 208 members in the club. See attached reports for further information.
SOCIAL MEDIA REPORT
Kate, our social media manager spoke of our accounts on Facebook, Instagram, twitter and YouTube.
Important Notes
Kate reported that since taking over the social media platforms earlier this year we are enjoying an increase in followers on all our social media platforms. Our Instagram is up by 50 followers, and our twitter is up by 35 followers.
While we continue to create content, we ask those members with these accounts to participate as much as possible to further expand our reach. The more interaction the platforms have, the more traffic they generate.
Kate has also launched a ROW open page on Facebook, which allows us to reach new perspective members by adding content such as our watch party invites, countdowns to Eurovision, and other activities. This is very new but our reach so far is 54 and the new ‘likes’ are growing daily. On our primary Facebook page, we have had 578 posts, 1376 comments and 2537 reactions so far this year.
Our website traffic is also seeing an increase, and its not only on an action required link, for example a form to be filled in, but general parts of the website, such as news articles and membership. We have a 68% increase in traffic from the same time last year.
FUTURE MEETINGS
Kyle, our vice president provided the following
Important Notes
Our future AGMs will be held at around this time every year, mid-April, and will continue to be virtual, giving all members the access to the meeting. The same format will apply as this AGM; we will put a call out for any agenda items a month before the meeting as we will not take new items during the meeting, as to keep the meetings succinct. They will continue to be recorded so they can be watched by members not able to attend.
We are also looking to introduce a less formal club meeting, around Mid-October, to keep member engagement high in the low season. We are hoping it to be an informative, but light and fun meeting. We also may have a virtual Eurovision disco at this time.
COMMENTS FROM THE FLOOR
Scott P.
“Thank you, being able to be notified of this and of meetings allows me to be present and visible to the board. I really appreciate it and I think we are on a really great track. I’m excited about what’s happened and where we’re going to go and I just wanted to express that to the board, to have my appreciation noted.”
Mike W
Written- “I wanted to say thanks on the record to the new board for all their energy and great involvement and engagement. It has been really great to see and has really reinvigorated things. Thanks for all the transparency as well”
MEETING CLOSED 18.38PM
R Addamo
Secretary
Date of approval
26/04/21