Freegle Board Minutes July 2016: Difference between revisions

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NMinutes of a Meeting of Directors of Freegle Limited  held on 29 June 2016 at 8pm by Skype Chat
Meeting of Directors of Freegle Limited  held on 27 July 2016 at 8pm by Skype Chat
 
==MEMBERSHIP OF FREEGLE LTD==
==MEMBERSHIP OF FREEGLE LTD==
'''All Freegle Volunteers are entitled to be Members of Freegle Ltd
All Freegle Volunteers are entitled to be Members of Freegle Ltd
Registered in England as an Industrial and Provident Society for the Benefit of the Community.
Registered in England as an Industrial and Provident Society for the Benefit of the Community.
http://freegle.it/JoinFreegleLtd '''
'''http://freegle.it/JoinFreegleLtd'''  
==NEW MEMBERS==
==NEW MEMBERS==
There are no new Members.
There are no new Members this month.
==CURRENT BOARD==
==CURRENT BOARD==
Andrew Ludlow, Trusty, Cat Fletcher, Christian Brenninkmeijer,  Edward Hibbert, Ollie Clark
Andrew Ludlow, Trusty, Cat Fletcher, Christian Brenninkmeijer,  Edward Hibbert, Ollie Clark, John Carroll
==BOARD VACANCIES==
==BOARD VACANCIES==
'''There are currently 2 vacancies.  The Board would welcome applications from interested Members. [mailto:board@ilovefreegle.org|Email: board@ilovefreegle.org]'''
'''There are currently 2 vacancies.  The Board would welcome applications from interested Members. [mailto:board@ilovefreegle.org|Email: board@ilovefreegle.org]'''
We have publicised the role description for Director vacancies, but with no responses yet.
It was agreed that the vacancies would be advertised in the next edition of the e-newsletter which is due on 15 July.
==DIRECTORS PRESENT==
==DIRECTORS PRESENT==
Andrew Ludlow, Andrew Trusty, Cat Fletcher,,  Edward Hibbert, Ollie Clark, John Carroll
Andrew Ludlow, Trusty, Cat Fletcher, Edward Hibbert, Ollie Clark
==APOLOGIES FOR ABSENCE==
==APOLOGIES FOR ABSENCE==
Christian.
Christian
 
'''Chairman:  Edward';;
Chairman:  Edward
'''Minutes:  Alison via text transcript'''
 
Minutes:  Alison via text transcript
==DECLARATIONS OF INTEREST==
==DECLARATIONS OF INTEREST==
This is now  
This is now  
[https://docs.google.com/document/d/1M5J1pKrHfqwqdgPJufwZMmDKSZuOdinPVRuZGxvSYNA/edit here]
[https://docs.google.com/document/d/1M5J1pKrHfqwqdgPJufwZMmDKSZuOdinPVRuZGxvSYNA/edit here]
==RISK REGISTER==
==RISK REGISTER==
See
See  
 
[https://docs.google.com/a/ehibbert.org.uk/spreadsheets/d/1RQ3Uzgt7Lf_RTRRH8vdySOYXzqnHI-JxG1SVBeykctI/edit#gid=0 here]
[https://docs.google.com/a/ehibbert.org.uk/spreadsheets/d/1RQ3Uzgt7Lf_RTRRH8vdySOYXzqnHI-JxG1SVBeykctI/edit#gid=0 here]
==MATTERS ARISING==
==MATTERS ARISING==
===Business Cards===
* Business Cards:
* Action on Edward to automate request for cards via ModTools.  Edward confirmed that he intends to do this when possible. He reported that prompts on ModTools for moderators to take action seem to work well.
Action on Edward to automate request for cards via ModTools.  Edward confirmed that he intends to do this when possible. He reported that prompts on ModTools for moderators to take action seem to work well.
===Patrons===
* Patrons
The Board continue to consider this.
The Board is working on finding someone suitable.
===Returning Officers===
* Business plan
The Board agreed unanimously that they would advise Andy, Company Secretary, that they would like Ray Owen and Alison Redway to be appointed as Returning Officers.
===Business plan===
The Board is not actively using this document.  The current focus is on the volunteer support role, but we should return to it.
The Board is not actively using this document.  The current focus is on the volunteer support role, but we should return to it.
===FreeStock===
* Freestock
One request has been received for financial support and acted on.
The Board members that attended were very  pleased to meet up with volunteers.
It was agreed that social meet ups is something that the Board would like the new Volunteer Support person to consider and try to find ways of making it easier for more volunteers to meet with each other.
==REPORTS==
==REPORTS==
===Platform (John)===
===Platform (John)===
Not progressed much on the platform apart from starting to look at the support risk mitigation.
Risk mitigation
Outstanding Action - mechanism for feedback / guidance for the development from the board/users


Edward is cracking on with development, with many new features in Alpha testing.
In John’s absence, Edward reported that feedback was being given now on Tech.


Outstanding Action - mechanism for feedback / guidance for the development from the board/users
Edward reported that Chris is working on what needs to be done to ensure that FDv3 works as a mobile app.
Action: John to check with Chris about this work.
   
   
Outstanding action - Need to speak with Chris to work out the best way to align the Mobile app with the new platform as paid for work
Edward is considering other means of testing.
 
Cat will sell Freegle her old Iphone for use by Edward.
It was agreed that the new platform needs to  work well on mobile devices.
Action: Edward/Cat
The Board are considering buying an IPhone 5 for testing purposes.  Edward will also consider other means of testing.
 
'''Action: Edward'''


Edward will discuss graphic design for the new site with Cat.
Edward and Cat are working on obtaining advice for graphic design.  Cat has met with a designer in Brighton.
Action: Edward/Cat


'''Action: Edward/Cat'''
===Finance (John)===
===Finance (John)===
We need to re-register with PayPal for their charity donation service (which is currently promoted on FD and raises significant funds).  Stop-press PayPal have broken this, so we’ve switched the FD donation appeal to Virgin until it’s resolved, which will cause a drop-off in donations.                                                                                        
John will report on Yahoo group and next month.
*Paypal
Freegle Ltd
Edward reported that he and John are still continuing to try to sort out the problems with Paypal.
Total Income: 44,536.14
===Board Secretary (Edward)===
Total Expenditure: (18,280.30)
Edward is doing agendas; Alison is doing minutes.
 
Reserves carried forward (keep min of £1,000, poll 35049) 47,109.92
Share capital - 117.00
Total Share Capital and Reserves 47,226.92
 
Represented by:
Bank 47,226.92
Freegle UK Bank account has £194.12 balance, with 2 individual donors still paying in £11 per month. No expenditure is taken from this account and we will transfer the balance when the 2 have moved to VMG. One who pays in £10 per month says he won't use VMG due to his principled stand on fees. Jane has kindly volunteered to reclaim his gift aid manually.
 
Finance Jobs ( On Trello)
 
a. Close the Freegle UK bank account – there are still 2 individuals who have standing orders (Total £11 p.m.)have chased again, may need to abandon the £1 donation
 
b. Amend Finance Rules and get debit cards – Rule change voted on, have asked Jacky to amend rules on the Wiki, will restart the application with Jane. - outstanding
 
c. Finalise contract for Social Media services – Not progressed


d. Re-assess the Current account banking since Unity introduced charges : - have spoken with Jacky to do some research but I need to write up key criteria - outstanding
The timing and procedure for the next AGM are being considered.


e.      Look at a savings account  - have selected candidate accounts, awaiting input from Jane. Will set up a vot and get £35k moved over soon.
Action: Edward to ask Alison/Ray
===Board Secretary (Edward)===
Edward is doing agendas; Alison is doing minutes.
===Company Secretary (AndyL)===
===Company Secretary (AndyL)===
There are 0 new members  this month
There are 0 new Members this month.
It was noted during the meeting that legislative changes to the IPS may need to be documented on the Wiki.


'''Action: ?'''
Legislative changes to the IPS need to be documented on the Wiki.
Action: John
===Volunteer Support (Edward)===
===Volunteer Support (Edward)===
* Our advertisement on Third Sector runs until 13th July.
It was agreed unanimously to shortlist 4 candidates for the paid position and to go back to each of them to check they are still available.
* We have had 426 views, 2 applications, and 2 phone call from which we applications.
* We will wait until the advertisement ends and review our position.


The Board are considering the decision making process for the appointment.
It was agreed to arrange a pre-interview.
 
Votes: 4 For, 1 Against.
'''Action: All'''
===Partnerships (Edward)===
===Partnerships (Edward)===
====Nextdoor====
* NextDoor
* We had a good response from Freegle volunteers setting up groups; some decided not to pursue it.
There has been a limited take-up of this.
* Ray in Minster Thanet is the runaway leader.
Action: Edward to encourage further. Cat to try to find someone to start a group in Brighton.
* If we get a good response from Freegle, then this would help in establishing a relationship.
 
'''Action on Edward to encourage this further'''


The following are stalled pending new platform work.
The following are stalled pending new platform work.
* Nimber.  Useful meeting.  The response from Central to a delivery option was not enthusiastic.
* Nimber.  Useful meeting.  The response from Central to a delivery option was not enthusiastic.
* Friday Ad.  We’d discussed cross-publishing.
* Friday Ad.  We’d discussed cross-publishing.
* Olio. Some promising contacts, but they’re probably fine doing their own thing.
* Olio.   They are no longer suitable as a partner as they have expanded their service.
===CTO (Edward)===
===CTO (Edward)===
====Hosting:====
====Hosting====
* Stable.  We got some more disk space for free from ? (despite offering to pay).
Stable, and disk space issues are much reduced.
====ModTools:====
====ModTools====
* More stable over the last month, as it should be.
Stable.  Some new features (e.g. settings) being added in preparation for FD v3.
====FD v3 aka new platform aka Iznik:====
====FD v3 aka new platform aka Iznik====
* Mailings moved over from FD v1-2 to FD v3.  A few teething problems but fairly smooth.
*Beta out on Tech - some good feedback, especially on how to handle Yahoo-only groups.
* Close to having a beta to put out on Tech - within the next fortnight.
* Working on peripheral stuff that needs doing before switchover, e.g. bulk mailer.  I’ve underestimated how much of this needed doing before rather than after, so I’m a bit behind.
* We had discussed how to mitigate the risk of potential issues by reviewing the membership of the Alpha group.  The window is closing on actually doing this.  Action on John.
* Aim to have a beta usable for real freegling in a week or two, with switchover a couple of weeks after that.
====FD v1-2:====
====FD v1-2:====
* Not much to say - fixed a bug in search.
* A couple of bug fixes.
====Yahoo:====
====Trash Nothing====
* Stable over the last month.
Released an update to the Android app recently that should fix the photo upload problems some people were having.
====Trash Nothing:====
===Media===
* There is some integration to do with the new platform further down the line.
*Contact with DEFRA
===MEDIA (Cat)===
The Board needs to respond to email from DEFRA about priority setting.
Cat is continuing to liaise with Rory Stewart about possible Waste House event and what help the DEFRA team can give us.
Action: Cat
She has not yet been able to organise an event with Rory Stewart.
*Brighton City Reuse Depot
 
The containers have been moved to a permanent site.The official launch will be in September.
'''Action: Respond to email from DEFRA about priority setting.'''
*Microsoft
 
Cat still continuing  to liaise with them over how we have spent the money they donated to us.
====Brighton City Reuse Depot====
Action: Cat
The shipping containers have been entrapped on a piece of land since January but Cat has been given permission to move to a new site in July.
*Garage Sale Trail  Brighton
Cat has been shortlisted for investment and business mentoring in Royal Bank of Scotland Innovation Gateway programme. She pitches to Buyers on July 7th at Lancaster UniOpportunities to trial your innovation on the estates of RBS, Sainsbury's, Carillion and BaxterStorey.
Cat ran a pilot of this in Brighton last year via Freegle Brighton and http://garagesaletrail.co.uk/ with lottery funding. She has been approached this year about scaling this up.  She will report back to the Board after a meeting in August on how Freegle Ltd could be involved.
Four leading UK companies, RBS, BaxterStorey, Carillion and Sainsbury's, are looking for innovations focussed on reducing energy, water and waste and enhancing engagement across their property estates.
*E-newsletter
 
This is due out soon.  My Green Pod are paying £500 for inclusion.
http://www.rbs.com/news/2016/april/rbs-supports-growth-of-innovation-gateway.html
===Fundraising===
http://innovationgateway.rbs.com/
The Board need to consider active action for fundraising. John will lead on this.
 
Action: John
If successful this would be for capital investment (up to £100k) for a warehouse and to develop systems to prevent waste in ‘office’ environments that can be replicated///basically just boosting and bettering what Cat already does in Brighton to prevent waste for council, unis, builders etc
====Facebook====
The most successful post ever, 2 weeks ago, reached over 200K people.
The Board discussed how a new Volunteer Manager might be able to work with Cat to improve support to Groups for local promotion.
 
'''Action: Cat to write out proposals/Post on Central about Facebook.
Microsoft'''
 
Cat continues to liaise with them over how we have spent the money they donated to us.
 
'''Action: Cat'''
 
===Health and Safety (Ollie)===
===Health and Safety (Ollie)===
Nothing to report.
Nothing to report.
===Development (from Jacky)===
===Development(from Jacky)===
Since last report of 23rd May 2016
Since last report of 27th June 2016:
#A discussion arising from the lengthy Best Practice review resulted in the proposal for a new document which was voted upon in the group.  Discussion continued whilst the poll was running so the document - Freegke Volunteer Agreement - was recommended to the Board with alternative wording highlighted so the Board can make decision on how to progress.
#Chris continues to lead the task for t&cs for the new platform.# As noted in the last report, conversation on Development is slow with decreasing numbers of people participating.  It is also problematic to continue tackling our task list as many tasks relate to publicity and possible remit areas of a Volunteer Support appointment.  Any guidance from the Board on which tasks to address next would be appreciated. 
http://freegle.in/development tasks


##Best Practice review is complete except for a review of the preface.  This has expanded to a proposal to add an extra page setting out the agreed commitment of group volunteers and  Freegle as that isn't summarised anywhere at present.  Information sent out from GAT to new volunteers have been used to inform the draft in progress.
The Board will agree with Jacky priorities to be discussed on the Working Group.
##Edward posted informing the group that auto emails will be sent to Mentors for groups not moderating regularly via FDv2 or at all on a machine with the plugin installed, so that can be followed up if required in the context of other information Mentors have.  Mentors are also informed which groups are not using Modtools. This information generated only one small positive response.
##Chris has agreed to lead the task to put together t&cs for the new platform, which would just require a click/tick agreement from new members to cut down on obstacles in the way of joining.
##Overall, conversation on Development is slow with decreasing numbers of people participating.
==ANY OTHER BUSINESS==
==ANY OTHER BUSINESS==
===GAT===
===Format of Board Meetings===
They are working with most specialty groups to either close or merge into the main group in that area.  So far no specialty group has been found that expect Edward to take them into consideration for platform development.
The Board discussed whether or not to change to voice meetings with Skype as a record for decisions.
===Reports===
Vote 3 For, 2 Against, 1 Abstain.   
The Board agreed that they would ask Teams if they would be able to provide them with a monthly report.
They will discuss further on the Yahoo group before making a firm decision.
 
===Director Resignation===
'''Action: Edward'''
Ollie has advised the Board that he  will not be standing for re-election.
==DATE OF NEXT MEETING==
==DATE OF NEXT MEETING==
27 July 2006 AT 80M.
31st August 2016
==CONSENT AGENDA==
==CONSENT AGENDA==
The Board unanimously agreed:
* The role description for volunteer support
* The previous minutes


The meeting ended at 9.30 pm.
The Board unanimously agreed hat funds can be transferred to a savings account to gain further interest, to be transferred back into the current account when required.
 
The meeting ended at 21.42.
 


'''Links'''
'''Links'''


*[[Freegle Board]]
*[[Freegle Board]]


*[[Board Meeting Procedure]]
*[[Board Meeting Procedure]]


*[[Board Role and Remit]]
*[[Board Role and Remit]]


*[[Board Standing Agenda]]
*[[Board Standing Agenda]]


*[mailto:directors@ilovefreegle.org Email the Board]
*[mailto:directors@ilovefreegle.org Email the Board]

Latest revision as of 09:19, 29 August 2016

Meeting of Directors of Freegle Limited held on 27 July 2016 at 8pm by Skype Chat

MEMBERSHIP OF FREEGLE LTD

All Freegle Volunteers are entitled to be Members of Freegle Ltd Registered in England as an Industrial and Provident Society for the Benefit of the Community. http://freegle.it/JoinFreegleLtd

NEW MEMBERS

There are no new Members this month.

CURRENT BOARD

Andrew Ludlow, Trusty, Cat Fletcher, Christian Brenninkmeijer, Edward Hibbert, Ollie Clark, John Carroll

BOARD VACANCIES

There are currently 2 vacancies. The Board would welcome applications from interested Members. board@ilovefreegle.org

DIRECTORS PRESENT

Andrew Ludlow, Trusty, Cat Fletcher, Edward Hibbert, Ollie Clark

APOLOGIES FOR ABSENCE

Christian Chairman: Edward';; Minutes: Alison via text transcript

DECLARATIONS OF INTEREST

This is now here

RISK REGISTER

See here

MATTERS ARISING

  • Business Cards:

Action on Edward to automate request for cards via ModTools. Edward confirmed that he intends to do this when possible. He reported that prompts on ModTools for moderators to take action seem to work well.

  • Patrons

The Board is working on finding someone suitable.

  • Business plan

The Board is not actively using this document. The current focus is on the volunteer support role, but we should return to it.

  • Freestock

The Board members that attended were very pleased to meet up with volunteers. It was agreed that social meet ups is something that the Board would like the new Volunteer Support person to consider and try to find ways of making it easier for more volunteers to meet with each other.

REPORTS

Platform (John)

Risk mitigation Outstanding Action - mechanism for feedback / guidance for the development from the board/users

In John’s absence, Edward reported that feedback was being given now on Tech.

Edward reported that Chris is working on what needs to be done to ensure that FDv3 works as a mobile app. Action: John to check with Chris about this work.

Edward is considering other means of testing. Cat will sell Freegle her old Iphone for use by Edward. Action: Edward/Cat

Edward and Cat are working on obtaining advice for graphic design. Cat has met with a designer in Brighton. Action: Edward/Cat

Finance (John)

John will report on Yahoo group and next month.

  • Paypal

Edward reported that he and John are still continuing to try to sort out the problems with Paypal.

Board Secretary (Edward)

Edward is doing agendas; Alison is doing minutes.

The timing and procedure for the next AGM are being considered.

Action: Edward to ask Alison/Ray

Company Secretary (AndyL)

There are 0 new Members this month.

Legislative changes to the IPS need to be documented on the Wiki. Action: John

Volunteer Support (Edward)

It was agreed unanimously to shortlist 4 candidates for the paid position and to go back to each of them to check they are still available.

It was agreed to arrange a pre-interview. Votes: 4 For, 1 Against.

Partnerships (Edward)

  • NextDoor

There has been a limited take-up of this. Action: Edward to encourage further. Cat to try to find someone to start a group in Brighton.

The following are stalled pending new platform work.

  • Nimber. Useful meeting. The response from Central to a delivery option was not enthusiastic.
  • Friday Ad. We’d discussed cross-publishing.
  • Olio. They are no longer suitable as a partner as they have expanded their service.

CTO (Edward)

Hosting

Stable, and disk space issues are much reduced.

ModTools

Stable. Some new features (e.g. settings) being added in preparation for FD v3.

FD v3 aka new platform aka Iznik

  • Beta out on Tech - some good feedback, especially on how to handle Yahoo-only groups.
  • Working on peripheral stuff that needs doing before switchover, e.g. bulk mailer. I’ve underestimated how much of this needed doing before rather than after, so I’m a bit behind.
  • Aim to have a beta usable for real freegling in a week or two, with switchover a couple of weeks after that.

FD v1-2:

  • A couple of bug fixes.

Trash Nothing

Released an update to the Android app recently that should fix the photo upload problems some people were having.

Media

  • Contact with DEFRA

The Board needs to respond to email from DEFRA about priority setting. Action: Cat

  • Brighton City Reuse Depot

The containers have been moved to a permanent site.The official launch will be in September.

  • Microsoft

Cat still continuing to liaise with them over how we have spent the money they donated to us. Action: Cat

  • Garage Sale Trail Brighton

Cat ran a pilot of this in Brighton last year via Freegle Brighton and http://garagesaletrail.co.uk/ with lottery funding. She has been approached this year about scaling this up. She will report back to the Board after a meeting in August on how Freegle Ltd could be involved.

  • E-newsletter

This is due out soon. My Green Pod are paying £500 for inclusion.

Fundraising

The Board need to consider active action for fundraising. John will lead on this. Action: John

Health and Safety (Ollie)

Nothing to report.

Development(from Jacky)

Since last report of 27th June 2016:

  1. A discussion arising from the lengthy Best Practice review resulted in the proposal for a new document which was voted upon in the group. Discussion continued whilst the poll was running so the document - Freegke Volunteer Agreement - was recommended to the Board with alternative wording highlighted so the Board can make decision on how to progress.
  2. Chris continues to lead the task for t&cs for the new platform.# As noted in the last report, conversation on Development is slow with decreasing numbers of people participating. It is also problematic to continue tackling our task list as many tasks relate to publicity and possible remit areas of a Volunteer Support appointment. Any guidance from the Board on which tasks to address next would be appreciated.

http://freegle.in/development tasks

The Board will agree with Jacky priorities to be discussed on the Working Group.

ANY OTHER BUSINESS

Format of Board Meetings

The Board discussed whether or not to change to voice meetings with Skype as a record for decisions. Vote 3 For, 2 Against, 1 Abstain. They will discuss further on the Yahoo group before making a firm decision.

Director Resignation

Ollie has advised the Board that he will not be standing for re-election.

DATE OF NEXT MEETING

31st August 2016

CONSENT AGENDA

The Board unanimously agreed hat funds can be transferred to a savings account to gain further interest, to be transferred back into the current account when required.

The meeting ended at 21.42.


Links









________________

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