Minutes of Open Meeting 31 October 2017, at Caroline's house.
Present: Caroline (228), Christine (137), Jean (82), Sue (255), Bob (117)
1. Apologies: Barbara (208), Jane (118), Joan (156), Sonja (121), William (252) and Valerie (258)
2. Matters arising from previous minutes:
a) Questionnaire to members
Bob reported that he and Jane had created a questionnaire on Survey Monkey, using the questions agreed at the previous meeting. We agreed that Bob should circulate this to members by email, asking for a response by the end of November. We agreed to include a print copy of the questionnaire with the print newsletter for members unable to access the internet.
b) Members Handbook update
Following discussion at the last meeting about the need for an updated Members Handbook Bob had produced a draft for discussion. We agreed to circulate a copy with the minutes of this meeting and to invite any comments at the next Open meeting, with the aim of producing a final copy for agreement at the 2018 AGM.
3. Officers’ reports
Sonja, the Sterling treasurer, reported that we have £237.29 in the bank. This is the same as last month.
Bob, the membership secretary announced that we have two new members: Sandra (261) and William (262). Bob has set up the new members on Cyclos but has not yet heard whether they have been able to access it. Bob to follow up. Bob encouraged us to post our photos on Cyclos.
Joan, buzzard treasurer, sent in the following report:
Treasurers Report for LETSBuzz Open Meeting, 31.10.17
|
Description |
Nos on 17.9.17 | |
|
Total Number of Trades during period 17.9.17 – 30.10.17 |
88 |
113 |
|
Value of ALL Trades during period 17.9.17 – 28.10.17 |
283 Buzzards |
313 |
|
Number of trades, non-membership / officer fees |
41 |
49 |
|
Value of non-membership / officer trades |
236 Buzzards |
164 Buzzards |
|
Value of membership fee transfers |
47 Buzzards |
47 Buzzards |
|
Value of trades for Facebook / Hosts / Minute Takers |
Nil |
102 Buzzard** |
|
Number of trades for Facebook / Hosts / Minute Takers |
Nil |
17 |
|
Balance of Organisation Account on 28.10.17 |
-7584 Buzzards |
-7645 Buzzards |
As a result of the request regarding regular payments for the maintenance of LetsBuzz Facebook I realised as Treasurer that I had not been making payments for Meeting Hosts or Minute Takers from February 2017. I had been doing this up to that point just from checking emails and minutes and making a monthly transfer. If my memory serves me correctly, this was the payment information I was asked to do when first taking on the role of Treasurer. I think it was going on holiday in March 2017 and then getting active up the allotment which meant my brain clean forgot to do this anymore rather than senile dementia setting in!!
After email exchanges between myself, Jean and Sean it was established that the system couldn’t do a regular monthly payment to an officer and probably shouldn’t as then we wouldn’t have an audit trail to show that wrong payments weren’t being made. You will see that 17 transfers have gone through for work on Facebook and to Open Meeting Hosts and Minute takers of AGM in April and Open Meetings from February 2017 to September 2017. It would work for me one of the Attendees at the Open Meeting to email me requesting the 6B payments each for the Host, Minute Taker and Facebook work to be made and for the subject of the email to be “Month Year Open Mtg Payments”, so for this meeting the subject would be “October 2017 Open Mtg Payments”. I keep all such emails where I have been asked to make payments and it is nice to have email subjects which help if any searches need to be done.
Just for the record, I am aware that I take a minimalist approach to being the Treasurer for LetsBuzz as the only meeting I tend to attend is the AGM but am now normally getting a report done for Open Meetings as well as the monthly payments outlined above. I have made no payments to me as Treasurer for my time and have made no claims to Open Meetings. My preparation for Open Meetings and doing relevant transactions is about an hour and ask that this is taken into consideration when you get to Item 4 of the agenda. Thanks.
4. Regular buzzard payments for letsbuzz work
Proposal from Caroline:
'All those wanting to claim buzzards for their time do so as agreed at 2016 AGM
and submit claims to open meetings. We can then review it at the next AGM and
if everyone agrees we can then set up regular payments to officers etc.'
We agreed that it was important to have an accurate record of the buzzard costs of running letsbuzz and that this should be a regular item on the agenda at Open meetings. We also agreed that when sending out the Open meeting agenda Jean would remind members to submit claims for any letsbuzz work carried out that month. The open meeting minutes will then carry a record of all buzzard payments.
October Buzzard payments agreed:
Bob (117) - production of draft handbook - 18bz, admin work re new members - 6bz
Joan (156) - treasurer's report and transactions - 6bz
Sue (255) - Facebook updates - 2bz
Jean (82) - minute taking - 6bz, contact person work - 2bz
Caroline (228) - hosting Open meeting - 6bz
5. Events
a) Meal at Mevan - Jean to book table for 7.00pm
b) All Saints Tree festival - there will be a meeting at Bob and Jane's house on Monday 20 November to plan the letsbuzz tree display. (Jane to circulate details). Help will also be needed for setting up the tree on Thur 23 November and dismantling it on Sunday 26 November. Jean and Christine both offered to help.
c) Wreath making - Sunday 17 December at 2.00pm at Bob and Jane's house
d) other events/ideas
January - Bring and share meal - to be planned at November open meeting.
February - Jean to liaise with Janet (102) who has offered to host an event
March - Caroline suggested a Sunday buffet lunch at the Raj
6. Newsletter Jane has offered to produce the November newsletter
7. Dates and hosts for future meetings
Tuesday 28 November: Open Meeting:, 8.00-930pm, Christine’s house, 5 Church Avenue, LU7 1AD
The meeting closed at 9:30pm
