Freegle Board Minutes January 2015

Meeting of Directors of Freegle Limited held on Tuesday 6 January 2015 at 7.15 by Skype Chat

DIRECTORS PRESENT

Jacky Barrett, John Carroll, Ollie Clark, Cat Fletcher, Alison Redway, Tina Willcox

The meeting commenced at 19.15.

Chairman

John Carroll

APOLOGIES FOR ABSENCE

Andy Ludlow, Edward Hibbert

DECLARATIONS OF INTEREST

None

RISK REGISTER

No further reports.

REPORTS

FUNDRAISING

No Report

FINANCE

John reported:

Financial Update for Freegle IPS Board

1. Current forecast Year to April 2015 – detail:

a. Income Year to Date [YTD] - £9,049 ; Full year forecast – £9,749

Regular Donations forecast on top of YTD actuals.

b. Expenditure YTD - £7,997, Full year forecast - £9,061

£664 Media work, £400 pay- through of Chris’ Big Lottery grant

2. Status of Funds

Bank account currently (04/01/15) stands at - £14,498

3. Issues to resolve

a. Funding Policy

b. Payment Policy

4. It has been established that Amazon Web Services do not do a non-profit rate.

5. We are continuing with HMRC charity application.

John suggested that he produce a budget paper. We unanimously agreed with this plan.

Action: John

BOARD SECRETARY

Alison proposed:

In view of the information given in:

https://www.gov.uk/government/publications/conflicts-of-interest-a-guide-for-charity-trustees-cc29,

Rule 79 on Declaration of Interest by Directors and the advice in the Trading Subsidiary Working Party Final Report, that we produce policy and procedures on managing conflict of interest.

Votes: 5 For

Action: Alison

COMPANY SECRETARY

No Report

VOLUNTEER WELFARE

Edward is looking into finding someone to write a brief for paid help in this area.

Action: Tina

Liaise with Edward

CHIEF TECHNOLOGY OFFICER

No report.

In Edward’s absence we noted:

The development of FD V.2 is progressing,

There have been several IT volunteers offer help following the newsletter/blog.

Chris continues to work on the app

MEDIA

Cat reported:

No problems with social media.

She has arranged a feature in Elle Decoration in March.

Is developing a TV programme with Betty TV.

Has prepared press material for Volunteers.

Has done 3 radio slots over Christmas

HEALTH AND SAFETY

No Report

POLICY

Jacky reported:

Rules

The Rules on the wiki have been edited slightly to make the numbers consecutive. None of the wording has been changed. The page is locked so only those with relevant access rights can edit it.

‘’’New documents

Structure group will be discussing guidelines for paying people; notice will be given on Central when the discussion commences.

Reps

There are 5 Reps in post at present - Cat, Edward, Sheila, Alison and Tina. Richard, Jane and Jacky’s term of office finished on 5th December 2014. Alison’s term of office will finish tomorrow. The Reps unanimously voted to transfer all assets from Freegle UK to Freegle Ltd whilst they were quorate and all recent ex-Reps remain on the Reps Yahoo group to help with any administration that might be needed for the transition.

Next documents to be reviewed

I have emailed the Ombudsmen to get their input on their remit and the Appeals, Mediation and Complaints procedures. I have yet to hear back from them, but will be progressing these documents this coming month, along with the Working Group remits.

OBITUARY

Wendy Prickett

We were very sorry to learn that Wendy Prickett (goldenoldyie) of Leicestershire groups has died.

Wendy was one of the first mods to transfer groups over at the very beginning of Freegle in 2009. She contributed to the work and discussions that were done at that time to support moving groups, set up new groups and work on forming the policies that the new groups team use today.

We are glad to hear from her family that the Freegle movement and helping to promote it in Leicestershire gave her great satisfaction. We are very lucky to have benefitted so much from Wendy’s dedication and loyalty to Freegle.

RIP Wendy

ANY OTHER BUSINESS

None

DATE OF NEXT MEETING

Wednesday 28 January 2015 at 7.15.

CONSENT AGENDA

We agreed:

Minutes of the Previous Meeting

The minutes of the meeting of 25 November 2014 were agreed as a true record.

Structural Changes

The ORO team should be disbanded and each pair in the roles of Ombudsman and Returning Officer should work together only. This will cut out a superfluous layer of administration.

Agreed by unanimous vote.

Adopted Policies and Procedures

• Election Timetable Guidelines, unanimous vote to adopt

http://wiki.ilovefreegle.org/Election_Timetable_Guidelines

• Director Autopromotion Procedure, unanimous vote to adopt

http://wiki.ilovefreegle.org/Director_Autopromotion_Procedure

• Freegle Direct Information Policy, unanimous vote to adopt

http://wiki.ilovefreegle.org/Freegle_Direct_Information_Policy

• Returning Officer Remit, two unanimous votes to adopt

http://wiki.ilovefreegle.org/Returning_Officer_Remit

• Co-option for Elected Roles, unanimous vote to adopt

http://wiki.ilovefreegle.org/Co-option_for_Elected_Roles

• Poll Voting Protocol Guidelines, unanimous vote to adopt

http://wiki.ilovefreegle.org/Poll_Voting_Protocol_Guidelines

• Election and Poll Procedure, unanimous vote to adopt

http://wiki.ilovefreegle.org/Election_and_Poll_Procedure

• Partnerships and Website Links Procedure, unanimous vote to adopt

http://wiki.ilovefreegle.org/Partnerships_and_Website_Links_Procedure

The meeting ended at 20.30.

Freegle Board

Board Meeting Procedure

Board Role and Remit

Board Meeting Timetable

Board Standing Agenda

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