View source for Freegle Board Minutes August 2014

==Minutes of the Meeting of Directors of Freegle Limited Wednesday 27 August 2014 at 7.30pm by Skype Chat==

'''Polling'''
http://polls.modtools.org
===Directors Present:===
Jacky Barrett, Ollie Clark, Cat Fletcher, Edward Hibbert, Andrew Ludlow, Alison Redway, Tina Willcox

'''Chairman:'''
Edward Hibbert

The meeting commenced at 19.36

===Apologies for Absence===
Andrew Widgery
===Declarations of Interest===
Edward Hibbert is a Director of Recycling Lives.  There are currently no conflicts of interest.
===Board Meeting Procedure===
Alison has drafted a procedure to be used for carrying out and documenting board meetings.

Agreed with a minor amendment.

http://wiki.ilovefreegle.org/Board_Meeting_Procedure
 
'''Votes: 7 For'''
===Bank Account===
http://www.unity.co.uk/upload/pdf/Unity_Terms_and_Conditions.pdf 

We agreed:

1.  Freegle Limited, registered under the Industrial and Provident Societies Act 1965, Register No 32410R wishes to open an account with Unity Trust Bank plc (“The Bank”) and produced to the meeting a copy of the Bank’s terms and conditions for operating an account.

2.  The Bank’s terms and conditions are approved and the Company/Organisation agrees to be bound by them.

3.  The Bank’s terms and conditions may vary from time to time and the Company/Organisation agrees to be bound by them.

4.  The Mandate for the operation of the bank account(s), payment instructions and banking services to be provided to the Bank and that amendments to the Mandate may be made by any Director/Trustee, or by any officer of the Company/Organisation who is intimated to the Bank as being authorised by the Board to do so in accordance with the Bank’s procedures.

5.  The Bank is entitled to rely upon this Mandate until it receives a later Mandate amending it.

6.  The Bank will be provided with a copy of the Company’s Certificate of Incorporation, together a copy of the Company’s Rules or the Organisation’s registration documents.  Any changes to these documents must be advised in writing to the Bank.

7.  The Bank will be notified in writing of any change of Directors/Trustees of the Company/Organisation or of any officer of the Company/Organisation who is known to the Bank as being authorised to do so.

8.  The Company will be liable for any liabilities of the Company to the Bank.

'''Votes: 7 For'''
===Risk Register===
Edward is working on this.
The meeting identified some specific risks and agreed to consider this matter further outside the meeting.

Action:
All to add to Trello list.
===Reports===
====Finance:====  
None
====Board Secretary:====
Alison has drafted a remit
====Company Secretary====
Andy has drafted a remit.

Andy asked all directors to fully complete the Directors’ Confidential Details spreadsheet.

Action:  
All

Two ombudsmen and one Returning Officer have accepted our request to take up these roles.

Action: 
Andy to write thanking them.

Alison to consult with Board and consider a replacement for the Returning Officer vacancy.’’’
===Volunteer Welfare===
Action: 
Tina is drafting a role and remit and will discuss this on the Board Group.
====Chief Technology Officer====
Edward has drafted a role and remit.

Edward updated us on his plans for Freegle Direct.
====Media====
Cat has drafted a role and remit.

Cat is sorting out supporting WLLM and Zero Waste week social media She will help with upcoming GAYL campaigns etc.
====Health and Safety====

Action: 
Ollie is drafting a remit and will discuss this on the Board group.
===Any Other Business===
====Charity Registration====
We are awaiting the opening of the bank account before applying for this.
====Data Protection====
Action:
Edward to consider.
====Insurance====
Action: 
Jacky to consider.
===Date of Next Meeting===
Wednesday 24 September at 7.15 (note earlier time)

===CONSENT AGENDA===
We agreed: 
====Minutes of the meeting of 30 July 2014====
====To adopt policies and procedures:====
===== Document Approval Policy=====
http://wiki.ilovefreegle.org/Document_Approval_Policy 

Polled on and unanimously approved 24.4.14
=====Finance Documentation=====
Polled and unanimously approved 18.8.14

*Finance Policy

http://wiki.ilovefreegle.org/Finance_Policy
*Finance Procedures
 
http://wiki.ilovefreegle.org/Finance_Procedures

*Finance Role Remits

http://wiki.ilovefreegle.org/Finance_Role_Remits
=====Group Affiliation Requirements Policy=====
http://wiki.ilovefreegle.org/Group_Affiliation_Requirements_Policy Polled 19.8.14
=====Board Role Remit===== 
http://wiki.ilovefreegle.org/Board_Role_and_Remit

Polled 27.8.14, unanimously approved
=====Central Discussion and Working Group Membership Policy=====
http://wiki.ilovefreegle.org/Central_Discussion_and_Working_Group_Membership_Policy 

Polled 26.8.14
===== Equality and Diversity Policy=====
http://wiki.ilovefreegle.org/Freegle_Equality_and_Diversity_Policy 

Polled 26.8.14.

'''Votes: 7 For'''

The meeting ended at 20.48.

[[Category:Freegle Board Minutes]]