PYA Chairman's Report for the Annual General Meeting of 22nd March 2023 at 7pm

The AGM this year is at its new date of March each year and will cover the period between 23rd March 2022 to 27th February 2023 in this report.

Finance

First the finance report - see this Blog for the figures. We decided to cease membership fees and for events we undertook to be self funding and create a small surplus in PYA for contingencies and we've achieved this. Our finances have supported events undertaken during the year but loans provided by three committee members have also contributed. These are still outstanding and I propose that we now repay these loans as PYA has sufficient funds to be self supporting.

As always, if you can, a small donation to PYA each year would help keep our coffers full.

The Year in Focus

We've continued to use ZOOM for events during 2022 with positive results - attracting members we probably wouldn't have seen in the same room in face-to-face sessions. We've also teamed up with the Thirsk Write Now writers' group who meet by ZOOM every two weeks on a Tuesday and members are welcome to join in the fun.

Successful events have included our regular Writers' Support Group hosted by Helen Johnson, Children's Author Group hosted by Linda Jones and the Poetry Evenings hosted by Kate Swann.

All have been well attended and superb for developing the writer, trying something new and meeting other committed authors.

Two achievements organised by Jane Clack were Harrogate Book Fairs, a smaller Children and Young Adult genre fare at the Victoria Shopping Centre in May and a larger multi-genre one at St Peter's Church in October with the attendance of Yorkshire author Gervaise Phinn. The weather was inclement (foul is a better word) and the venue wasn't perfect but - nevertheless - sales were better than might have been expected considering the conditions.

PYA appeared at the Ilkley Literature Festival again - first time since the pandemic - (see the You Tube video if you haven't already) and Susanna Lewis directed our performance which stole the show (of course) and involved a number of sketches taken from the work of those members participating.

Edwin Rydberg has recommenced Books and Beverages at Harrogate Library (in person) and we're delighted to have this back. We're grateful for the support of the North Yorkshire Library service in supporting our events and to Edwin.

Finally, salient points from the notes of 2022's AGM, annotated to detail what has happened since the meeting, are shown below. Discussed and/or agreed by the AGM attendees were:

• ZOOM events will continue as they attract members across Yorkshire and are better alternatives for some who would find it difficult to travel to sessions across our large county.

• We agreed that we should also aim to re-open our contacts with libraries across the region and aim to create face-to-face events in addition to the Book Fairs arranged in Harrogate for May and October. Edwin has commenced the Books and Beverages events and more events are scheduled for 2023.

• Linda Jones and Darren Walker will aim to restart contacts for Wakefield and Leeds respectively if possible. An agenda item for this AGM.

• Susanna Lewis will investigate PYA being involved in FEVA (Knaresborough Art Festival) - even if it is only a token representation for this year - aiming for a good long term relationship. This is currently on hold.

• Susan Pape suggested creating a Finance Subcommittee (outstanding) to investigate fund-raising for PYA and to be considered are:

• Reinstating membership fees.
• Obtaining local grants.
• Funding from other sources - brainstorming ideas.

The Year Ahead

We were approached by the Director of the Huddersfield Literature Festival to hold a book fare in conjunction with the festival and a date of Saturday 1st April (not long to go now) has been agreed for the event.

It will be held in the foyer of the Lawrence Batley Theatre (sponsor of our book catalogue) between 10.30am and 4pm - plus Literature Festival Events will be held at the same time.

We're continuing with our ZOOM sessions for the Writers' Support Group, Children's Author Group and Poetry Evening and Edwin is arranging more Books and Beverages sessions at Harrogate Library.

The biggest issue is our lack of representation in East, West and South Yorkshire and we hope that this can be rectified this year.

Paul Smith
March 2023

 PYA Finance Report for the AGM of 22nd March 2023 by ZOOM

Here's the finance report for the Annual General Meeting of Promoting Yorkshire Authors to be held by ZOOM on Wednesday 22nd March at 7pm. For joining details see the event in the members Facebook group of PYA (you'll need to be a member to view this and the link opens in a new window).

Promoting Yorkshire Authors Finance Report
Date:	27/02/23
Income since PYA Formed
Donations	£326.00
Initiatives	£567.64
Interest	£0.00
Membership Fees	£1,171.95
Commerce	£0.00
Other	£0.00
Total Income	£2,065.59
Expenditure Since PYA Formed
Company Formation and Disposal	£230.00
Marketing	£177.96
Technology	£506.51
Other	£614.31
Total Expenditure	£1,528.78
Income – Expenditure	£536.81
Gross Current Assets
Cash in Hand	£0.00
Current Account	£905.38
Paypal Account	£63.63
Total Gross Current Assets	£969.01
Current Liabilities
Committee Loans Outstanding*	£432.20	*Jane Clack	£166.94
Expected Expenditure		*John Jackson	£59.00
Accountant	£0.00	*Paul Smith	£206.26
Audit	£0.00
Accruals	£0.00
Total Liabilities	£432.20
Net Current Assets	£536.81

 

The Annual General Meeting (AGM) of Promoting Yorkshire Authors (PYA) will be held by Zoom again this year to permit the maximum number of members from across Yorkshire to attend.

Please DO COME ALONG and help shape your organisation - tell us the kind of events you'd like us to schedule, the mix between online and offline, what you want from the PYA and how YOU can contribute. 

We're stronger together. 

We'll post reports for the AGM here on our blog so keep an eye out for messages on Facebook and in the PYA Espresso newsletter telling you when they're available. The agenda is loose and is mostly given over to member views but does contain some regular topics. 

AGENDA
1. Chairman's and Finance Report
2. Committee Membership
3. West Yorkshire Group - Progress
4. South Yorkshire Group - Progress
5. Open Floor for your ideas on the future of PYA.

The current PYA committee comprises:

• Jane Clack
• Phill Featherstone
• Pam Golden
• Gabriella Gordon
• John Jackson
• Helen Johnson
• Linda Jones
• Ros Kind
• Stuart Larner
• Susanna Lewis
• Heike Phelan
• Paul Smith (Chair)
• Kate Swann

We meet infrequently as a group and communicate using WhatsApp and eMail so - if you can help shape PYA - please do volunteer for the committee. It isn't onerous and your views would be appreciated.

Here is the ZOOM joining link.

 

FORMATTING A MANUSCRIPT FROM SCRATCH Using Word 10

Some notes for the meeting of the Children's Author Group on 16th February at 2.30pm by Zoom.

EDITING –You’ve poured months, maybe years of effort into your book. Editing is an essential step. I’ve read my work 35 times, perhaps more before it heads off to the professional – and I still end up groaning at the number of typo’s, grammatical errors I missed. It matters.

READING THROUGH – rewriting - accepting changes.
This part of the process can be ever so frustrating. Tempted to click ‘accept all changes’ and be done with it… WARNING your editor is human… read your work through.

HAPPY WITH THE EDIT? HERE WE GO!
My manuscripts are always written in double space using Times Roman 12.  The editors I’ve used find it easier to work with.

SEE EXAMPLE  - Blevine's Tale

This example shows 'Blevine's Tale' fully formatted ready to go. You'll need WORD 10 to view it properly. Find it through this link (you'll probably find that the document is downloaded into wherever your browser stores your downloaded files).

STEP ONE CREATE A BLANK PAGE.  Go to FILE click on NEW.

At the top of the screen (ribbon) click on LAYOUT.  This changes your options on the ribbon. It now shows – Margin, Orientation Size etc. Click on MARGINS. When the long box appears, go to the bottom and press CUSTOM This box will appear.

 

Below are the sizes I use for formatting my novels.
The first few boxes are for changing the size of the margins. Click on the little arrows to alter sizes as follows: 

TOP 1.54 cm
BOTTOM 1.4 cm
Gutter 0

LEFT 1.7 cm
RIGHT 1.4 cm
Gutter 0
                         
Orientation Press PORTRAIT
Multiple pages Change to MIRROR (this is VITAL)
APPLY TO – change to WHOLE DOCUMENT

NEXT - GO TO TOP OF THE BOX AND CLICK ON - PAPER
Change PAPER SIZE from A4 to INDEX CARD 5 X 8inches (recommended UK size)
I use this size for my children’s books age 7-10 as well as for all my books for the older groups. Picture books are entirely different… There are other sizes available but I do not have the formatting details for those. (margin sizes etc. would have to change)

Move to the bottom of the box -  Change apply to – WHOLE DOCUMENT

NEXT – GO TO TOP OF THE BOX AND CLICK ON - LAYOUT

Section start – NEW PAGE

Headers and Footers…. These can be awkward. It depends whether you want to include wording in the header above a page. Until recently, published books had the title of the book occurring on every even numbered page. Honestly, it’s a pain. I have followed the rule when my children’s novels had chapter titles, but my latest adult novel is header-less… 

So, if you want a header
HEADER 1.2 cm OR 0 if you’re not using one.
FOOTER  0.76 cm (needed for page numbers)
Vertical Alignment – TOP
And finally APPLY TO WHOLE DOCUMENT….
NOW, PRESS OK – The changes will be applied to the blank page.

NEXT – ON THE RIBBON FIND PARAGRAPH AND PRESS THE TINY ARROW TO THE RIGHT OF IT…
Another box appears –
Starting with INDENTS AND SPACING
Alignment – JUSTIFIED
Outline level - BODY OF TEXT
Indentation - leave Left and Right at 0       
 SPECIAL: change to FIRST LINE    By 0.6
Mirror indents – Leave blank
Spacing – before and after leave at 0
Line spacing SINGLE
Next to - don’t add space between paragraphs etc… 

TICK THE BOX! ALMOST THERE!

NEXT – GO TO TOP OF PAGE AND CLICK ON LINE AND PAGE BREAKS
Under pagination TICK widows and orphan control…
Go to the bottom of Page press OK

NEXT - ON THE RIBBON AT TOP CHANGE FONT STYLE AND SIZE
For children’s books – Age 7-10, FONT Times Roman - Size 14
Children’s books – Age 10+, FONT Times Roman – Size 12
ADULT FICTION, FONT Times Roman – Size 11 or 12 (depending how long your book is)

NOW
You need to Copy and Paste your manuscript onto your newly formatted page.
CONGRATULATIONS – THAT’S PART ONE – COMPLETED!

PART 2 - COMING LATER
ADDING IMAGES INTO YOUR TEXT
NUMBERING CONDUNDRUMS
CHAPTER HEADINGS
COPYRIGHT MATERIAL
FRONT AND BACK MATERIAL
ISBN NUMBERS
TROUBLE-SHOOTING

PART 3 - KINDLE DIRECT PUBLISHING – HOW TO…
Coming later plus ... whatever else we’ve missed!