MINUTES 3 OCTOBER 2017 COPTHORNE, BIRMINGHAM

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1 Page 1 Trustee Meeting MINUTES 3 OCTOBER 2017 COPTHORNE, BIRMINGHAM ATTENDEES APOLOGIES APPROVAL OF MINUTES OF LAST MEETING Josephine Burt, Jo Thomson, Jennifer Johnson, Natalie Punter and Sam Bushell, Chris Allison and Sara Jane Murray Observers: Faith Oxford, Glenda Cooper, Ginnie Rhodes, Jill Lucas, Jenny Sladen, Ann Fox, Catharine Woodliffe and Gill Wignall Minutes approved Proposed: Jo Thomson MATTERS ARISING Patron - JB wrote to Harriet Walter but has not received a response AGENDA Topics DECLARATION of INTERESTS JB asked for any declaration of interests from the trustees and staff CONCLUSIONS There are none UPDATES SINCE LAST MEETING New Charity Governance Code for good operation of a charity has been introduced for small charities Office changed Individual Members to Independent Member on database Office to enquiries without AOs to NP monthly It has been decided to outsource the magazine production Judith Charlton will be our contact for the magazine and will produce and edit JJ attended NCVO conference Gill Vine who held many voluntary roles for NWR between 1970's and 2001 has died. Her obituary was in the Guardian on 11 Sept 2017 to send T & C s to Natalie SJM to discuss T & C s with Natalie SJM / NP Page 1 of 6

2 Page 2 STAFFING UPDATE NATALIE PUNTER Kate Dobson left and we appointed Chris Allison as the finance manager Kath Latham left at the end of August and we appointed Sara Jane Murray who started on 2 October. Christine Harrison resigned her role as a trustee and an area organiser NATALIE PUNTER & STRATEGIC PLAN Review & revised plans for 2018 update We need to focus on our 4 key aims going forward. Two of the five key performance indicators were ambitious 63% of the plan is complete and staff are making good progress with another 23%. A stimulating and interesting discussion involving trustees, staff and observers took place with ideas for themes, marketing and social media use to best promote for our 60 th Anniversary celebration in Programme ideas handbook needs to be updated and added to the website as a resource for groups RISK Register: We need to highlight and address our top priorities with a score of 12 or more FINANCE advised that our income is on track with our budget. CHRIS ALLISON & JO THOMSON The cost of the magazine will have an impact on the budget after a decision was made to outsource its production. National Conference (Lincoln) has possibly been overstated by 900 but to look into this as it may be staff applications. / Office will check BACS transfer and accommodation payments received as there may be some outstanding or discrepancy advised we may need to update the coding on our systems for expenses and budget Membership Fees: It was decided after much discussion to increase the subscription to 23 from January 2018 with a further increase in January 2019 to 25. This is to ensure that NWR can cover the funding for staff pensions which is a government requirement. We will also need to comply with new rulings for General Data Protection Regulation (GDPR) and the cost in implementing this on our systems as well as covering our reserve. A message to all members will be produced to explain why the increase is necessary JB to produce article for magazine to emphasise organisational costs JB Oct to try and gain a definitive answer about our VAT position on 31 March Page 2 of 6

3 Page 3 subscriptions 2018 to look into training course on VAT for charities to liaise with Kath about transferring her NEST pension will process the refunds for the conference dinner ASAP to add monthly report and budgets to dropbox to investigate pension increments and their year on year impact on budgets and prepare a report showing inflation costs / NP to pursue the direct debit option for payments / NP NATIONAL CONFERENCE NATALIE PUNTER A decision was made that a 15 minute session would be added after the AGM for a question and answer section. A request for questions to be succinct due to time restrictions. NP advised that Chester speakers are confirmed and that workshops and topics are done. Wrap around events are in hand but need finalizing. All information needs to be available for the booking system to go live in November Payment will be available by debit or credit card. The ticket price will be We can have 300 delegates max, ideally need 250 min conference venue being investigated. NP will be attending an academic showcase of venues in view of planning the next 2 years. Two Regional Conferences will be held each year will be Leeds & Rugby, 2019 Cambridge & Glasgow and 2020 Liverpool & Maidstone JB to advise Charities Commission of special resolutions passed at 2017 AGM JB Oct IT ISSUES John Kirk assessment SAM BUSHELL & NATALIE PUNTER John Kirk report circulated prior to meeting. Discussed budgets to decide what could be actioned as a priority and Work packages 1.Technical scoping and 2. Upgrade were agreed to go ahead in this financial year. Confirm acceptance of schedule with John and arrange a date for initial work on WP1 & 2 SB 31 Oct Liaise with Morph to update them JB 20 Oct MARKETING KATH LATHAM UNAVAILABLE There has been no update on content on the website for 3 months so this will be a priority for our new WPC. NP boosted 2 of our Facebook posts at a cost of 30 which proved to be very successful Page 3 of 6

4 Page 4 NP / Trustees have agreed to a Guardian banner ad on their website which will raise awareness of NWR Judith Charlton who is a member of NWR and who works freelance will be producing the magazine. The autumn copy is due to be published and distributed in mid November. Natalie wants to request volunteers for a working group for NWR s 60 th Anniversary. They will look into the publicity and marketing plan in the run up to the event in order for us to capitalise on it. The theme put forward is 20/20 Vision with a look back into how we started and our vision for the organization going forward. Jennifer suggested asking the members for their ideas for the anniversary. Advertise for members for the working group for 2020 planning NP 15 Jan 2018 Report on results of banner ad JB 15 Jan 2018 Sara Jane will liaise with journalist contacts to obtain a review of Meltwater and gain an opinion on whether they are considered worth using for our purposes. SJM 15 Jan 2018 GDPR (General Data Protection Regulation) Project Information has been sought from the Information Commissioners Office who have produced guidance to assist in the run up to May 2018 when data protection reforms will take effect. Josephine suggested we need a project to ensure we are compliant by the 25 May 2018 deadline We need to check communication options in the Civi Database and on member login to the site in relation to GDPR. Can it be updated / include permissions for what information can be held? We need a checklist for an information audit. Need to raise awareness with membership about accountability and governance. NP & JB to work together to identify time needed to be allocated for GDPR NP & JB 30 Nov 2017 STAFF REPORTS All reports were circulated prior to the meeting and no questions raised. NP will be reviewing staff roles and look into time spent on tasks. Page 4 of 6

5 Page 5 POLICIES & PROCEDURES No policies were due for review. Office to check highlighted policies on schedule Check for updates and ensure latest version is in dropbox and on the website Office ASAP AOB No AOB MINUTES SUBMITTED BY MINUTES APPROVED BY NEXT MEETING Sam Bushell & 23 January Chester 20 & 21 March Birmingham 14 & 15 June Chester 2 & 3 October - Birmingham TABLE OF TRUSTEES RESPONSIBILITIES JO THOMSON JENNIFER JOHNSON Chair, liaison with NO, Bank Signatory Company Secretary, Wind-up Policy, Data Protection Policy, Trustee Handbook, Memorandum and Articles, Emergency Decision Making Procedure Honorary Treasurer, Bank Signatory, Investment Policy, Payment Card Policy, Remuneration Policy, IT Purchasing Policy, Liaison with Finance Manager EO Policy, Discipline Procedures, Grievances Procedures, Appraisal Policy, Appointments Policy and procedures POLICY REVIEW SCHEDULE Page 5 of 6

6 POLICY EQUAL OPPORTUNITIES POLICY POLICY NUMBER LAST REVIEW DATE T116 Page 6 NEXT REVIEW DATE Jennifer Johnson March 2016 March 2018 WIND-UP POLICY JT &? January 2016 January 2018 DISCIPLINE PROCEDURES (EMPLOYEES) GRIEVANCE PROCEDURES (EMPLOYEES) GRIEVANCE PROCEDURES (MEMBERS) DISCIPLINE PROCEDURES (MEMBERS) a Jennifer Johnson March 2016 March b Jennifer Johnson March 2016 March 2018 Jennifer Johnson March 2016 March c Jennifer Johnson March 2016 March 2018 APPRAISAL POLICY Jennifer Johnson June 2017 June 2019 IT PURCHASING POLICY Jo Thomson, FM January 2017 January 2019 OFFICE HANDBOOK Natalie Punter June 2017 June 2019 DATA PROTECTION DATA January 2015 January 2017 HEALTH AND SAFETY REVIEW COMMUNITIONS POLICY Natalie Punter March 2016 March / Natalie Punter June 2017 June 2019 REMUNERATION POLICY Jo Thomson, FM January 2017 January 2019 TRUSTEES HANDBOOK 2009/02 June 2017 June 2019 CONFLICT OF INTEREST POLICY EMERGENCY DECISION MAKING PROCEDURE Jo Thomson January 2016 January March 2016 March 2018 INVESTMENT POLICY Jo Thomson, FM January 2016 January 2018 COMPETITION POLICY Natalie Punter January 2016 January 2018 COMPETITION GUIDLINES Natalie Punter March 2016 January 2018 APPOINTMENT POLICY Jennifer Johnson January 2016 January 2018 PAYMENT RD POLICY Jo Thomson, FM January 2016 January 2018 Page 6 of 6

201712C 6 DEC 17. THE DEVON & EXETER INSTITUTION LIBRARY & READING ROOMS (Founded 1813) Registered Charity No

201712C 6 DEC 17. THE DEVON & EXETER INSTITUTION LIBRARY & READING ROOMS (Founded 1813) Registered Charity No 1 THE DEVON & EXETER INSTITUTION LIBRARY & READING ROOMS (Founded 1813) Registered Charity No. 1172445 Minutes of the Scheduled Board of Trustees Meeting on 6 Dec 17 2:00 p.m. The Reading Room, DEI Attending: