COMMITTEE MEMBERS PRESENT: Sue (Chair), Jules, Laura (Treasurer), Lynn, Fiona (Secretary)
OTHERS PRESENT: Neill, Jill, Laurie, Philip
1 – Welcome
The chair welcomed attendees, and as some were at a TDEG committee meeting for the first time, asked everyone to introduce themselves.
2 – Apologies
Apologies were received from committee members Bill, Helen and Suzanne.
3 – Matters Arising
None.
4 - Hon. officers' reports
a – Chair’s report
The chair apologised for not having been able to do as much work for the group as she would have liked. This was due to health issues which were now much improved.
The chair had continued in an ambassadorial role, and liaised with Friends of the Earth, for whom TDEG is a local action group.
b – Secretary’s report
Lynn had trained Fiona in how to enter events on the website, so she could now for example, update Repair Cafe events. As decided at the last meeting, Fiona had become a bank account signatory and now held a debit card.
c – Treasurer’s report
The bank account balance was £4593.25. Most of the funds had been raised by the repair cafe. This was currently allocated to TDEG projects as follows: repair cafe (£2299.30), whole group funds (£1503.75), wildlife project (£375.12), nappy project (£246.97), BFG club (£110.00), cycling project (£54.60), litter picking (£3.51). It was agreed that any insurance premium costs, in addition to the insurance provided by FoE, should be paid for from whole group funds.
The repair cafe planned to spend only £300-500 of its currently allocated funds. Other existing or new projects in need of funds, should apply to the committee, who would authorise them on a case by case basis, as appropriate. Action: Laura and Jules to discuss the exact amount to be allocated to the repair cafe and bring it to the next committee meeting for approval.
5 - Project progress and permissions
a – Library of Things
Laurie reported that permission had been granted to use the undercroft of the pavilion for storage, and the snooker room for the check-in area. Payment of rent would be expected after three months. Offers of items had been received. Further work was needed on areas including recruiting volunteers, insurance, PAT testing, software, transport, marketing and signage.
The LoT had submitted a bid for £5,000 to the Bingham Trust.
It was agreed that the Library of Things would be a TDEG project within the Ethical Consumer Group. As leader of the ECG, Jules would report to the committee about the Library of Things. Future grant applications for the Library of Things would be submitted by TDEG. Operation of the TDEG LoT could not begin until insurance was in place. Action: Laurie to keep Jules informed about progress with the Library of Things, and Jules to report to the committee.
A preliminary budget had been provided. The Library of Things would need seed corn funding. Grants would be needed to set up loan software. Action: All consider whether any additional items needed budgeting for.
b – Rivers and Brooks Group
The group had met twice and discussed several aspects of the issue including reducing flows into the sewage works to limit overflows, monitoring the river and approaching Severn Trent. Addional insurance may be required for water-based activities such as kick-sampling of the river bed for invertebrates. The group intended to run a behavioural change campaign. Friends of the Earth representative, Richard Dyer, had been invited to talk to the group about campaigning strategy.
The group had applied to Friends of the Earth for a £500 grant.
Jill suggested Brevo as a possible alternative to Mailchimp for emailing members.
c – Repair Cafe
In additional to reports in the newsletter, the Repair Cafe was pleased to have been the subject of a very positive write-ups in Great Longstone local magazine, and been published in the Peak Advertiser.
The Repair Cafe would also use The Big Fix to promote upcoming cafes.
d – Others reports
Action: All to send items for publication in Village Voice to Lynn by 17th.
Action: All to note that two toad crossing signs were available from Lynn.
6 - Electronic Payment Facility
The Repair Cafe would like a card reader to take donations from guests who don’t have cash. It could also be used to take donations at other TDEG events. Jules described her review of options costing between £79 and £139 plus VAT upfront, and ongoing transaction charges and paper for receipts. They work with wifi from a SIM. It would be useful to have receipts. The committee agreed that SumUp provided the best option. Action: Jules to agree the purchase details with Laura and Neill.
7 - Insurance renewal
TDEG had insurance through its position as a local action group with Friends of the Earth. The insurance for the Repair Cafe had been taken out separately and was due for renewal on 14 May. FoE insurance terms had changed and may now include repair cafes. Action: Jules to check FoE insurance terms and find out if repair cafe and library of things can be covered.
8 - Constitution and Policies
a – Constitution
The committee discussed updates to the Constitution which could be voted on at the AGM. It agreed to increase the maximum committee size to 12, and set a quorum to any three members (in line with the charity commission template for small organisations). It also agreed that project group leaders could be appointed temporarily at any time by the committee, and put up for election to committee membership at the next AGM.
b – Safeguarding Policy
The committee agreed to replace its old youth project policy with the national Friends of the Earth Safeguarding Policy. This policy would apply to all TDEG projects. Sue agreed to continue as Safeguarding Officer.
9 - Whole Group Meetings
a – 14 May on ‘Flyfishing and the secret life of the River Wye’
Fiona and Lynn had reviewed the check list. Lynn had liaised with the speaker, Don Stazicker, who had his own equipment. Fountain Square Church was booked. Laurie and Phil kindly offered to print the A4 posters if Lynn’s printer wasn’t working. Jules agreed to bring the donations jar, tea and coffee things and the display board.
b – 25 June – AGM
Fountain Square Church had been booked. The meeting would include a vote on the above updates to the constitution, adoption of the annual accounts and election of committee members. It was agreed to present Stories from the Repair Cafe to celebrate three years of successful operation. Action: Jules to recruit speakers from amongst repairers, other volunteers and users.
10 - Dates of Next Meetings
The committee agreed that its next meeting would be on 11 June to finalise arrangements for the AGM. Action: Secretary to book venue and draft agenda.
The next whole group meeting would be on 17 September or in early October; topic to be agreed at June committee.
