Board Minutes, February 2016 Meeting

Wednesday, 24 February, 2016 - 20:30
Attending: 
Will Tovey - Chair [R]
Jack Allnutt [R]
Harley Faggetter
Adrian Farrel
Stephen Ogden [R]
Andrew Robinson
Liam Soutar
Apologies: 
Trevor Johnson
Dylan Maryk
Observing: 
Mark Chapman
Andy Halsall
Chris Monteiro

Decisions made since last meeting:

None

Actions from previous meetings:

  1. AP: HF to inform membership that we wish to impanel a FOC - Postponed until things sorted out
  2. AP: SO to chase JA again in a week [over EC forms].
  3. AP: SO to contact Bex [over election monitor]. Done and unsuccessful with Bex but did get someone else (Danfoxdavies)
  4. AP: WT to ask SW to provide read-only access to SC's emails for DE, and CC'd to Sam's personal email. - sorted out, if now out of date
  5. AP: AN to add something on accessing emails to Board induction materials. AN subsequently resigned. Action taken over by SO.
  6. AP: AN to email Board list to start working out who has recordings and what to do with them. - taken over by WT

Agenda:

0) Matters Arising

The Board has received resignations from:

  1. Andrew Norton (Governor)
  2. Rebecca Rae (NEC)
  3. David Elston (NEC)
  4. Steve Wilson (Webteam)
  5. George Walkden (NEC)

1) Where Do We Go From Here?

Given the series of resignations and current status of the Party, do we [in this meeting] want to continue? Is there too much constitutional baggage that a reboot would be preferable?

A constitutional change could be achieved with the current Board, etc. A reboot might be hard for everyone.

Vote: Should the Board call a vote to dissolve the Party:

  • Yes: - 0
  • No: HF, AR, SO, JA, WT, AF, LS - 7
  • Abstain: - 0

Vote failed.

Urgent actions:

Finances:

  • Pay bills [Tagadab: £1,281.60 - Web hosting due around ~ 2016-03-06] - this is a payment in advance.
  • Bank account
  • Paypal account - DE has access, probably can re-acquire through email
  • Zazzle/spreadshirt - SO has credentials for spreadshirt and has sent zazzle reset request to [email protected]
  • Bitcoin wallet
  • Debts – possible loan owned to MC

AP: WT to talk to MC about this loan.

Given the lack of a treasurer, need new signatories on the bank account. This is possible through a mandate form, to be filled in by the new signatories and authorised by a meeting of the Party officials.

Vote: Should the Board authorise HF, SO, WT to take control as signatories of the bank accounts.

  • Yes: JA, AR, LS, SO, AF - 5
  • No: - 0
  • Abstain: HF, WT - 2

Vote passed.

AP: WT to start the process of taking over the bank account - to be sorted out by 13 March

AP: WT Inform Andy Halsall by 20th of the status of the bank account

Web team:

Given the resignation the Party needs a new web team or, failing that, someone to oversee the transition and look into current issues, including the Tagadab hosting situation. HF offered to do so, with help from CM.

Vote: Should the Board authorise HF to request the Tagadab hosting details (and potentially any other hosting information SW provides) from SW

  • Yes: AR, WT, SO, AF, JA - 5
  • No: - 0
  • Abstain: HF – 1

Vote Passed

AP: HF to request account access to tagadab dashboard to take control of the account.

WT noted that with the resignations there was no central list of Party assets, tangible and intangible.

AP: WT to start chasing up existing asset lists from DE, SC etc.

Data Protection:

Board was informed of a letter, dated 28 August 2015, over renewing the Party's data protection registration.

AP: WT to chase up access to Paypal with DE, and when that is done, will re-register if needed.

AP: AR to talk to the ICO on renewing or re-registering for data protection officer.

Handle gifts promised to funders:

There are outstanding perks/gifts owed to those who contributed to the crowdfunding campaign. Processing these will be handled after the Party's finances are in order. Suggestion that we invite donors to take a refund, wait, or convert to pure donation.

Legal obligations

  • Registering officials with EC
  • Financial returns – MC willing to help WT on this,
  • tax return,
  • ICO registration

Telephony account

The Board has access to the account, the last attempt to bill was on 16/9/2015, when the service appears to have been suspended.

Following the above, the Board considered again whether the Party could continue.

Vote: Should the Board call a vote to dissolve the Party:

  • Yes: - 0
  • No: AR, HF, SO, AF, WT, JA - 6
  • Abstain: - 0

Vote failed.

2) legitimacy of collecting recurring payments if the party isn't active.

Not applicable

2b) Issue with collecting recurring payments from people who have cancelled

New web team to give this priority after sorting renewal of server

3) What do we do with IT infrastructure?

List DK [a member - email provided] as someone who will help, but will not do it all, HF willing to operate the IT team in the interim due to having appropriate access and permissions.

CM offered to do a one-time audit of Party IT infrastructure.

AP: HF will give CM access to servers to do an audit.

The physical server hosted in the office contained personal information and it is unclear where the server is now. This is a concern. AH and LK would like to know when the Party has hands on and can reassure them that the information is secure.

4) SC's position as Treasurer

SC never formally resigned as Party Treasurer and while he term lapsed with him not standing again, for the avoidance of doubt the Board may wish to declare him absent without leave and thus removed from office.

Vote: under clause 4.5 of the Constitution that SC [in addition to his term having lapsed and no re-standing] is awol from treasurer duties and is no longer treasurer and definitely isn't treasurer from this point onwards as far as Party NEC is concerned.

  • Yes: AF, HF, WT, JA, AR, SO - 7
  • No: - 0
  • Abstain: - 0

Vote passes.

AP: JA to forward this to the EC as required within 14 days

5) Informing the Membership of our position

Given the recent changes to the Party structure the membership should be informed as soon as practical.

AP SO: to draft a "leader's update" email

y) Any Other Business

Due to the change in leadership and shortage of non-Board NEC members, NEC and Board meetings will be conflated for short term, and the next meeting shall be in 2 weeks.

Admin:

Next meeting 9 March 20:30

Mumble: mumble.pirateparty.org.uk:64738

Action Points:

  1. AP: HF to inform membership that we wish to impanel a FOC - Postponed until things sorted out
  2. AP: SO to add something on accessing emails to Board induction materials.
  3. AP: WT to email Board list to start working out who has recordings and what to do with them.
  4. AP: WT to talk to MC about this loan.
  5. AP: WT to start the process of taking over the bank account - to be sorted out by 13 March.
  6. AP: WT Inform Andy Halsall by 20th of the status of the bank account.
  7. AP: HF to request account access to tagadab dashboard to take control of the account.
  8. AP: WT to start chasing up existing asset lists from DE, SC etc.
  9. AP: WT to chase up access to Paypal with DE, and when that is done, will re-register if needed.
  10. AP: AR to talk to the ICO on renewing or re-registering for data protection officer.
  11. AP: HF will give CM access to servers to do an audit.
  12. AP: JA to forward this to the EC as required within 14 days.
  13. AP: SO to draft a "leader's update" email to members
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