Minutes 2011-04-16b
Present:
- Andrew Turvey (AT; chair)
- Mike Peel (MP; minutes)
- Roger Bamkin
- Martin Poulter
- Thomas Dalton (outgoing)
- Steve Virgin
- Ashley Van Haeften
- Chris Keating
- Gem Griffiths (non-voting)
Apologies for absence
There were no apologies; everyone was present.
Approval of agenda
The agenda was approved unanimously.
Noting the election of the new Board
The election of the new board was noted.
ACTION: AT to notify Companies House and Charities Commission.
ACTION: MP to sort out email addresses + board lists.
Vote of thanks to outgoing board members, teller and speakers
Supported. Will send a memento of our gratitude to the teller, outgoing board members, and speakers (excluding new board members).
Assignment of officials
Chair
Roger Bamkin.
Secretary
Mike Peel
Treasurer
Andrew Turvey
Any other positions
No other positions. All other board members are Directors.
ACTION: Everyone to produce a short profile for the website. Also to put together a summary of what they 'bring to the party'.
Gem: reporting + discussing via calls with 2 out of 3: Mike, Andrew, Roger.
Executive Committee - composition & delegated authority
Support for this structure. Composition: AT, MP, RB. Can also co-opt in.
Decisions that they can make without reference to the board:
- Financial: currently done by the office wiki, with financial controls with 2 board members.
- Emergency situations that need a decision where the complete board can't be assembled.
Transfer of authority to new board
Location of Registered Office
Currently a board member's house. In the future, should be at the office. Should not be used to send correspondence to. Board member addresses should be set to the registered office.
General authority per section 82, Charities Act 1993
N/A
Bank account signatories
Remove TD; add RB.
Debit cards: AT to investigate.
ACTION: AT to investigate how we can move to multiple signatories.
ACTION: AT to investigate term deposits and return to the board with options.
Any other authority
N/A
New board member inductions
Note that these were discussed in a different order than on the agenda. These minutes reflect the order that they were discussed rather than the order they were scheduled.
Staff & key volunteers
Payroll set up due to former office manager. Have plans for hiring new staff - to be reviewed at the next board meeting. Question of whether we want to have another part-time office manager. Would manage membership, OTRS, meeting minutes, donations. Support for a part-time office manager for 3 months, 10 hours a week, reporting to AT (who will then report to the board). AT to email around details of interested candidate, and also to advertise externally.
PR - Gemma. Now consultant; 2 days per week. Will continue until the end of december. Review of communications strategy in July. Also media training for board members + others involved in media work.
Email and Private wikis
Email - board list, office list, internal-l, chapters-l
Private wikis - Chapters, Internal, WMUK Office
These two issues were dealt with together. An overview of these was given.
Communications
Communications - Blog, Wiki, Twitter, Newsletter, Facebook
MP to set up access to blog for board members, and admins on fb.
Treasurer
Treasurer - Claims process, Approval process, Budget ownership, PayPal, Banking, CiviCRM
The budget and claims system were explained.
Budget owners need updating. For now, Tom to Andrew; decide the rest later.
TD to give AT the password for the main paypal account. AT to give all board members read-only access to the board meeting.
CiviCRM: remove TD. Others not added - leave with MP, AT and CK.
Other items from prior year board members
N/A
Next meeting
Frequency and format of future board meetings (see Meetings)
Every 6 weeks, have a board meeting (ditto with executive, 3 weeks from the board meeting). Alternate between conference calls and in-person meetings.
Date, time and venue
Call on 7.30-10.30pm on 26 April.
In-person meeting on 11-12 June.
Budget
Strategy discussion, facilitated. 3-4 days: 1 day prep, facilitate day itself, 1-2 days writing up. Total of ~£3600. AT to send around information; decision to be made by email. Fæ to look into background, and to pin down specific outcomes (with SV). CK has contacts for this sort of thing; will ask for a competitive quote. Fæ to take the lead with this. For 11-12 June meeting.
Any Other Business
CK, internal communications. CK has been reviewing, and has recommendations. In particular, donors + next fundraiser. Will email around a summary.
TD, approval granted for him to continue using the internet banking until AT and MP have been given access.
SV, vote of thanks to Watershed for providing us a meeting room for the board meeting for free.
Pull-up banners: 1 with Martin, 1 with Fæ.