f.l.a.g.s.
Minutes of:
FLAGS Public Meeting Thursday August 15th 2002
Members Present:
David Carson
John Mallon
Susan Meikle
Alan Varley
Lesley Ovens
Ian Maxtone
Allison Potts
Eleanor Bow
Also present: Bill Knox from CVS (Formerly VARC)
Apologies: Marie McKay of CVS
Opening:
The meeting was opened by Ian Maxtone
The group discussed the importance of picking up the pieces after the events of the last meeting.
It was proposed that David Carson should chair the meeting. This was agreed by all.
A prepared agenda was distributed.
Bill Knox, a development officer from CVS was introduced – present as an observer who would give input regarding the voluntary sector should it be asked of him.
Rules for this and subsequent meetings were discussed:
·
All shall be allowed to speak and be listened to·
No-one shall shout over another member·
Respect shall be maintained for other meetings going on in the vicinity§
These were agreed and accepted by all.Identify members of FLAGS:
Ian Maxtone discussed how he had distributed 14 letters of invitation to this meeting
Therefore, including himself, he believed there to be currently 15 members of FLAGS and that proof exists of these memberships
Doubt was raised over the validity of one person’s status (not one of the aforementioned 15). As far as the group is aware, there is no proof in existence (in the form of money or form) of this person’s membership status. The group’s former treasurer (not present) claims this membership is valid and that he was paid in full on the night of the Cladhan Hotel event. No-one present had money or forms regarding this and thus it was accepted by those present that it should be assumed that this person is NOT a member until proven otherwise.
Therefore, it was accepted that all members of FLAGS were invited to this meeting.
Recent Resignation of Management Committee:
It was confirmed that the entire management committee apart from the Treasurer had resigned by letter. The Treasurer resigned verbally at the last meeting.
Due to events of the last meeting, the acceptance or refusal of the resignation was never clarified.
To facilitate this, Ian Maxtone had with him the aforementioned letter and it was made available to all who wished to see it.
The resignation was officially accepted by all present.
At this point, concerns were voiced regarding the possibility of another group being in existence operating under the name of FLAGS, initiated by a non-member of the group who was present at previous meetings.
It was believed that this person had approached the former Treasurer regarding the organisation of a meeting and that one may be planned for Thursday evening. The former treasurer declined to organise this and it is therefore unknown as to the status of these fears.
FLAGS Finances:
It was discussed by David Carson that the truth regarding the finances cannot be hoped to be uncovered until the former Treasurer relinquishes all the information he possesses. It was described that the new Committee should ensure that the former Treasurer be contacted immediately and all information and equipment (including the donated computer equipment) be retrieved as soon as possible.
The group discussed the present status of the group’s finances and the uncertainty that surrounded the accuracy of this status. Approximately 6weeks ago, the group was informed by the then Treasurer that the group was financially in credit. 2 meetings ago, the group was informed that the books of the organisation balanced. At the last meeting it appeared that the group was around £200 in the red. It was discussed that it was possible that it was in fact the books that may be inaccurately prepared and not that money was actually missing.
It was at this point that a letter was read out by Ian Maxtone from Stuart Thomson, formerly Social Co-Ordinator and current member of FLAGS. This letter requested total removal from all connections with the group; mainly due to reasons surrounding breaches of confidentialty.
It was agreed that it should be left to the new Committee to deal with this.
Election of New Management Committee:
The group was informed that it was required that there be a minimum of 3 and a maximum of 7 people serving on the Management Committee; the bare minimum being a Chairperson, a Secretary and a Treasurer.
The possibility of having "titleless" ordinary committee members to assist the Committee was discussed as was the possibility of the Committee being able to co-opt other members onto the Committee as and when necessary.
It was proposed by Ian Maxtone that there be 3 office bearers and 2 ordinary members; this was seconded by Susan Meikle and accepted by all.
§
Susan Meikle was proposed as a possible Chair. This was seconded by Alan Varley and carried unanimously.§
Ian Maxtone was proposed as a possible Secretary. This was seconded by Susan Meikle and carried unanimously. Bill Knox gave a short description of the role of a Secretary for informatory purposes.§
Lesley ovens was proposed as a possible Treasurer. This was seconded by David Carson and carried unanimously.§
Alan Varley was proposed as a possible Ordinary Committee Member. This was seconded by Lesley Ovens and carried unanimously. It was agreed that his remit shall currently include a revision of the website and also to liaise with Freda Brodie about this and also the general progress of the organisation.§
Eleanor Bow was proposed as a possible Ordinary Member as was David Carson. David Carson declined the proposal. David seconded the proposal of Eleanor and this was carried unanimously.The group was informed by Bill Knox that in future it would be acceptable to simply elect a committee and for them to elect each person’s role within themselves.
The Way Ahead:
It was left to Bill Knox to describe the services that CVS can provide by either working with the organisation or taking a background role and assisting when requested:
CVS can provide:
§
Option for FLAGS to join the organisation and gain the benefits of the voluntary sector.§
Training for the committee§
Financial information§
Imput on various other issues§
An independent mailing address that can only be accessed by designated people.§
A telephone answering service within the builiding§
Use of the building for both committee and public meetings for a charge.§
Assistance with and facilitation of constitution issues; examining and tightening the present one etc.§
Event management information and resources§
Access to computer software to locate funding oppurtunities.§
Seminars for all group members in fields such as IT, the Voluntary Sector etcAOCB:
The group discussed options regarding contacting the former Treasurer for retrieval of information etc. It was agreed that this should be dealt with at a late date and acted upon as soon as practically feasible.
Bill Knox informed the group that the Clydesdale Bank be informed in writing of the formation of a new committee and that they should provide guidance on how to alter details of signatories and protocol for doing so.
Ian Maxtone passed £50 in membership fees to the new Treasurer
It was agreed that the next meeting be in the Old Sheriff Court on Friday August 16th 2002 at 7:30pm.
Thanks was passed to Bill Knox, Marie McKay (in absentia) and all present for their attendance and support.