Item Description. Minutes of the RNPA Social, Re-union & Events Sub Committee Meeting

Remarks/People Involved.

Ship/Place/Originator . Rochester Hotel Vincent Squar London

Original Reference.

Date/ Date Range.   14-12-2019

Submitted By. Secretary

Now Held By. Secretary

Date Added to site.14-07-2020

Historians Number.Hist1464



Present:                 Tony Darbyshire               -               Chairman           

                                Ray Whitehouse                -               Social Secretary

                                Val Darbyshire                   -               Treasurer

                                Hilary King                         -               Newsletter Editor

                                Steve King                            -               Membership Secretary

Danny du Feu                    -               Exhibition, Displays & Cenotaph Co-Ordinator



1.       The meeting commenced with a welcome from the Chairman at 1500

2.       Apologies were received from Ian Hooper & Pete Bunting  

3.       The Treasurer presented  the 2019 Reunion & 100th Anniversary Celebration financial statement and reconciliation document confirming that all income has been received and all creditors paid. Val was also pleased to confirm that there is an excess of income over expenditure of £310.73. However, it should be noted that £52.00 is a credit due to Bill & Anne Porter against their attendance at a future reunion and that part of the expenditure included the purchase of badges which are now stock items and will generate a small income in the future.

A copy of the financial statement will be attached to these minutes.  

4.       After a considered discussion it was unanimously decided that the venue for the 2020 Reunion will be held in Edinburgh from Friday 9th to Monday 12th October and, that the 2021 venue will be organized at The National Arboretum near Lichfield in October the following year. However, the Arboretum decision is subject to the present embargo on new memorials having been lifted. If the embargo is still effective, then the venue for 20121 will be Bristol.

Ray confirmed that he is already holding an option for the above Edinburgh dates at the Double Tree by Hilton Queensferry Hotel and he will now confirm that option and advise the members of the venue and date as soon as this has been done in order that they can reserve the date in their diaries.  

5.       Ray advised that using the D.T. by Hilton Queensferry Hotel has many advantages but there is one disadvantage in that it will not be possible to hold our Reunion Dinner in house on the Saturday evening.  We will therefore need to consider either holding it on another night, or at an alternative outside venue, as we have done on several previous occasions; it was agreed that the latter choice is preferred.

The following outline programme was agreed in principal…  

Friday                   9th   Oct                 -               Reception & Dinner in the hotel with entertainment

Saturday              10th Oct                 -               Activities & visits

-                 Reception* & Dinner – outside venue

                                            Sunday                     11th Oct               - AGM

-                 Activities & visits

-                  Dinner either in the hotel or at a local venue


*Ray will look at the possibility of using the Royal Yacht and will discuss the possibilities with Mike Gilbert      

             Ray advised that he commence work on the programme immediately and will have options, bookings & costings ready for approval at the next committee meeting and then their subsequent promotion via email, newsletter and website by Easter.  

6.       Due to the programme, venue constraints, travel etc it was suggested that it may be difficult to have our free-standing exhibition in Edinburgh and suggested that we might wish to consider producing a digital Exhibition/slide show as an alternative. Danny agreed to look into it and come back with suggestions.  

7.       Danny advised that he will again be looking to arrange for an independent RNPA contingent to march at the 2020 Cenotaph Ceremony but as part of the Fleet Air Arm. As he now has his computer up and running, he will handle all of the arrangements with the British Legion directly. As soon as he has any information, he will advise the committee and the RNPA Members directly.  

8.       Hilary confirmed that she will insert an announcement of the 2020 Edinburgh Reunion in the forthcoming newsletter and will liaise with Ray in order to have the details in the Spring edition.  

9.       Tony advised that he intends to carry out a refurbishment of the RNPA Website next year and that by the Spring he should be ready to include promotional details of the 2020 Edinburgh Reunion and he will also be happy to produce the flyer, booking forms etc.  

10.    Danny confirmed that he has already sold the original ten wall plaques that were purchased and that he has ordered a further 20 at a cost of £930.00 including VAT & postage. 10 of the plaques will be in royal blue instead of navy, which looked black in certain light, and the other 10 in green which was the original colour.  

11.    Tony advised that during the first quarter of next year he will be re-vamping the website in particular adding images from previous reunions and other RNPA events. He is also going to improve the experience of visiting the site and making it easier to access and more user friendly. It was also suggested that Hilary include in her next newsletter a request if any members will be prepared to help Tony with the re-vamping.  

It was also suggested that a link to the Serving Phots should be incorporated.  

Val raised the issue that she is having problems with the accounting programme she has been using…it is now obsolete. It was agreed that we need to find another suitable programme and that this will need to be financed from the funds.  

Danny advised that Julie Richardson may be prepared to join the committee and, should Tony ever consider retiring , Julie would make a possible Chairman.

There followed a short discussion and it was suggested that coming in directly as Chairman would not be ideal as Julie has never participated at RNPA reunions and other events and therefore has little experience of the Association.

However, it was agreed that if she is interested then she will be very welcome to join the committee and take on one of the urgently needed roles e.g.  recruiting, promotion and liaison with both ex-Phots and the Serving Branch.  

12.    There being no further business the meeting was closed at 1715 with thanks to everyone for their time and contributions for an excellent and constructive meeting