Freegle Board Minutes November 2014
MINUTES OF THE MEETING OF FREEGLE LIMITED 25 NOVEMBER 2014 AT 7.15 BY SKYPE CHAT
Chairman: Edward Hibbert
Polling: http://polls.modtools.org/
DIRECTORS PRESENT
Jacky Barrett, John Carroll, Ollie Clark, Cat Fletcher, Edward Hibbert, Andrew Ludlow, Alison Redway, Tina Willcox
The meeting commenced at 19.15.
APOLOGIES FOR ABSENCE
None
DECLARATIONS OF INTEREST
Edward is a Director of Recycling Lives. There are no conflicts at present. Edward has a financial interest in a charitable fundraising venture from which Freegle may benefit. He will not receive any financial benefit from donations made via this route to Freegle.
Cat declared a financial interest in item 5.7, Partnership with Garage Sale Trail
DIRECTOR VACANCY
We agreed to leave the vacancy open until the First AGM when all Directors have to stand down.
We have agreed the steps that need to be taken when a Director resigns. Alison will add a page to the Wiki.
This procedure will be the responsibility of the Company Secretary.
Action: Alison
RISK REGISTER
Edward reported:
We are not eligible for registered charity status.
Concerns about the number of emails that are rejected by Hotmail as spam.
REPORTS
FUNDRAISING
Edward reported:
Careicon
We are due to receive a payment at the end of the month.
In the long term we can hope for an increase in donations as the site becomes more active.
GAYL
We are planning a full member mailshot with an update on our fundraising over the last year and a push to get to £10k raised through GAYL.
We have unanimously agreed that Cat should research ideas on how we can optimise the membership base that we have for the newsletter.
Action: Cat
FINANCE
John reported:
Freegle Limited now have a bank account with Unity Trust Bank.
He is working on the application to HMRC for exempt charity status.
He has circulated initial information regarding our future spending and will lead a discussion on our spending plans for the future.
He is working with Jane, Treasurer on the transfer of assets and liabilities from Freegle UK to Freegle Limited. Some of this cannot be done until we receive HMRC registration.
We agreed unanimously to add an item to the AGM to disapply the requirement for a professional auditor and to ask the current Freegle UK auditor to continue as auditor for Freegle Limited.
Action: John,
BOARD SECRETARY
Alison reported:
We are very pleased that Trevor Oxborrow has agreed to be a Returning Officer and that Paul Thompson will continue also as a Returning Officer.
COMPANY SECRETARY
Andy:
We agreed to amend the role and remit to include dealing with new Directors details and access as appropriate.
Action: Alison
VOLUNTEER WELFARE
Edward is investigating obtaining paid help in this area.
Once a brief has been written Cat offered to use contacts in Brighton to find someone suitably qualified.
Action: Edward
CHIEF TECHNOLOGY OFFICER
Edward reported:
Chris has sent the Geeks an early version of his mobile app to try.
Edward is re-writing Freegle Direct
The servers remain stable
The Geeks have discussed Hotmail issues
MEDIA
Cat reported:
The Fotodocument exhibiton reports are on Central
She is working on template local group promotion documents.
She has provided more information to the Group on Re-Cycle.
A partnership request with Garage Sale Trail. We agreed to discuss this further on the Yahoo group.
Action: Cat
HEALTH AND SAFETY
Ollie reported:
He is working on a policy.
Action: Ollie
POLICY
Jacky reported:
The discussion on Structure regarding the process for approving policy documents.
She is continuing to lead the review of all our policies, in consultation with appropriate role holders and arranging for them to be adopted by the Board.
ANY OTHER BUSINESS
Jacky asked that, in consultation with the appropriate Volunteers, we give some thought on how to make sure that the maximum number of Volunteers benefit from Freegle Central.
Action: Jacky
Cat let us know that she has founded
http://www.reuse.international/
DATE OF NEXT MEETING
Tuesday 6 January at 7.15
CONSENT AGENDA
We agreed:
Minutes of the Previous Meeting
The minutes of the meeting of 29 October 2014 are a true record.
Adopt Policies and Procedures
http://wiki.ilovefreegle.org/Abandoned_Groups_Procedure amendment as recommended by Structure group agreed by unanimous poll.
The meeting ended at 21.04
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