edridge fund

Minutes of Edridge Fund Trustees Meeting
Held at Napo HQ on Thursday 13 March 2008

1. Present: Wendy Jones, Mick Brittain, Anne King, David Cox, Chris Wilson
Richard Martin and Teresa Boorman [part of meeting only].

2. Apologies: There were none.

3. Minutes of 6 December 2007 meeting were agreed and signed by the Chair.

4. Applications:

These were dealt with.

5. Matters arising from the minutes:

a) It was agreed that the application rota was working satisfactorily.

b) The computers for TPO's

It was suggested that Richard write to Cordell Pillay at Napo, to consider this from a union point of view. Also Richard to write to Consortia Chairs throughout the country explaining that the Edridge Fund does not make grants for computers and asking them to consider other forms of funding if necessary.

6. Treasurer’s report

Theresa spoke to her report.

David presented a report to the Trustees from him, and spoke to that report.

In general it was felt that the finances of the fund are quite healthy. They show a reduction in the governance costs because of reduced expenses from both Gayton office and Trustee Meetings.

Theresa raised the subject of the annual grant from Napo to Edridge, which showed an increase in each year. Theresa suggested that we write to the Officers of Napo to ask that the donation be made on an annual basis, in advance. Richard agreed to write to Duncan Horner, Mike McClellan, Judy McKnight, and Jonathan Ledger.

Richard reported that when this grant was first agreed, it was to be between 1% and 2% of subscription income. Theresa thinks this has been overlooked - she thinks it is 1.5% at the moment and feels it could be increased.

Richard to research the original documentation on this, and bring it to the next meeting.

7. Accounts:

The Trustees confirmed that the change in auditing method had been agreed by the Charity Commission and that we can now use an independent examiner to complete our accounts.

Wendy absented herself from the meeting while the Trustees considered appointing Gina Anderson as our examiner. Gina’s application was accepted, and it was agreed that the fund would give her an honorarium depending on the amount of work needed. Wendy suggested that the honorarium should be no more than £250.

Richard to write to inform Gina.

8. Investments:

David is working on the investments in detail, and considering various options. The Trustees raised two concerns - that of ethical policies, particularly relating to debt recovery companies, and also arms trading companies. David will report in due course on his findings.

9. Secretary’s Report:

It was agreed that Richard will prepare Policy Documents, originally written in 2004, and send them to the Trustees for their consideration at the next meeting.

10. Jan’s Replacement:

The Trustees were sorry to learn that Jan was retiring, and agreed to review the posts of the Secretary and Admin Secretary. Richard and Jan will provide job descriptions to the Trustees before the next meeting, so that the application process can be completed in time.

11. CAFCASS report:

Wendy had nothing to report.

12. Publicity:

The Trustees considered Joanna’s report and were sorry that she was not well and therefore not able to attend the meeting.

It was agreed wholeheartedly that we must go ahead with marketing and fund-raising as letter outlined in her December report. It was urged that we develop some ideas as soon as possible for ways in which the fund can be better marketed. David stated that the money to pay Joanna is set aside in the fund and ready for when she had completed her work.

Richard to contact Joanna as soon as possible to start.

13. Oral History Project:

Theresa reported that the project had not yet broken even financially and therefore there was no money at present for Edridge. It was hoped that money would be forthcoming in the future.

14. Charity Commission:

The Trustees reviewed current Charity Commission information which they are being sent to a regular basis. Mick particularly asked that more time be given for this subject.

15. Reps’ Conference:

Richard presented a list of information sheets that are available on the fund’s website for Trustees to download should they be having meetings with Reps.

16. Any Other Business:

Membership of ACO was discussed and it was agreed that we would not take up membership at this time.

17. Napo Charity:

Nicki's paper relating to this subject was reviewed. Chris said that the issue was not being taken forward and wished that the Trustees would be more proactive. Chris suggested that the Trustees should progress by bringing a motion from Edridge Trustees to the Napo AGM, stating that the fund should be for Napo members only.

Mick suggested that we should have a proper debate about the subject, and David felt that there may be a more prudent way of dealing with the subject. Anne felt that we should be more proactive.

Wendy, Chair, suggested that the Trustees take a vote at this meeting to decide on the way forward. Chris therefore proposed the motion that:-

the Trustees should be more proactive and bring a motion to Napo Conference seeking that the Edridge Fund be for Napo members only.

David proposed an amended motion that:-

the working party set up to consider the Napo fund should resume, and
in particular clarify the legal position.

The Trustees voted on the amendment, which was passed four votes to one.

18. Next meeting to be held on 22 May at GFTU.

Remaining meeting dates are:

22 May GFTU
10 July Gayton
25 September GFTU
4 December GFTU

____________________________________________________________________________________________

Minutes of Edridge Fund Trustees Meeting
Held at GFTU on Thursday 6 December 2007

1 Present: Wendy Jones, Mick Brittain, Anne King, David Cox and
Richard Martin. Theresa Boorman (morning only).

2 Apologies: Chris Wilson

3 Minutes of 27 September meeting were agreed and signed, with an amendment to paragraph 8 adding Anne King’s name to signatories. *

4. Applications:
These were dealt with

5 Matters Arising:

a) Applications Rota
It was agreed to continue the rota in the same manner, i.e. fortnightly. David to start from 6.12.07 to 19.12.07, then Chris, Anne, Wendy, Mick. Richard to publish new rota. Trustees made a target for themselves to respond to the rota Chair within five days.

b) Notes on Application Form
These were agreed by the Trustees and it was decided that they should be put on the website and as an attachment when application forms are sent out via e-mail.

c) Computers for TPOs
Richard to contact Jonathan Ledger again to discuss how Napo can continue to try to support TPOs in this area. It was also suggested that we point applicants towards websites which may help to buy cheap computers (David to send information to Richard about these websites.) Theresa suggested that we send any correspondence regarding TPOs to Cordell Pillay as well as Jonathan Ledger, as she is the person responsible for TPO issues.

6 Treasurer’s Report:

David tabled a detailed paper relating to the fund’s financial situation, which he stated was an interim paper setting out his intentions to look in-depth at the subject. A discussion ensued amongst the Trustees and Theresa, and there was particular reference to investing the money other than is done at present. David has suggested that the Charity Aid Foundation investment fund could be very applicable to us and that he felt we would have £10,000 to invest in his and make a reasonable return. David will investigate further.

David looked at what minimum balance we should hold in accounts, particularly on the current account, and felt that something like £4,000 should be appropriate. However, he is still considering this matter.

David is to look at investments in detail and is to discuss these with HSBC and Theresa. It may be that a wider method of investing is more suitable to the fund and he will consider this.

David is also considering governance costs and these were discussed by the Trustees. It was agreed that they are as reasonable as can be at present, bearing in mind the need to service the fund effectively. It was stated that greater turnover would not mean greater governance costs.

David and Theresa particularly discussed banking and investment ideas and David will keep in touch with Trustees by email as he makes progress with his investigation.

David also explained that whilst he has access to the Unity account via the website, he could not withdraw any funds from it himself – only with a second signature.

7 Accounts:

a) To confirm change of auditing method:
This was confirmed

b) To elect an auditor:

The Trustees considered two quotations we have from accountants local to Gayton, and felt that they were quite high at £1000 plus VAT. Wendy and Richard are to hold discussions with possible other people who could do the job and will report back to the Trustees.

Wendy as Chair signed the minutes. These will be sent to the Charity Commission to enable them to agree the change in the Trust Deed.

8. Secretary’s Report
There was nothing specific to report.

9. CAFCASS report
Wendy had nothing specific to report.

10. Publicity person:

The report by Joanna had been emailed to Trustees prior to the meeting and was tabled as well. The Trustees were pleased with the initial thinking of the report, and agreed with the option that had suggested on page 2 of her report, “go on the offensive now and through marketing and more upfront fund-raising get the message across about the benefit of edridge grants to all (union and non-union members, and Unity members) with the goal of maintaining the status quo after the October AGM”.

The report was discussed in detail, and was then linked to the report by Nicki relating to the Napo fund and, again, was discussed in depth by the Trustees.

11. Napo Charity:

Nicki Kenney’s report was received by the Trustees by email and was tabled at the meeting. The Trustees particularly thank Nicki for her work. The report was lengthy, containing a good deal of information from the Charity Commission. The Trustees considered Nicki’s comments on the first two pages of the report in particular. A wide variety of views were considered by the Trustees and much discussion ensued. Some of the views were as follows:

One Trustee thought that there was a danger in following the views of the Napo members who propose the motion at this time, as it was felt that maybe we should wait until a decision has been made on the motion.

However there was a feeling that we should be much more proactive and we should publicise ourselves more than we used to. We wish to promote union membership throughout our work and we should have a campaign. The two items were suggested by Nikki and were felt to be a good idea.

Theresa explained that the Napo officers will meet on17 December to discuss the budget for this year and next year and she suggested that we contact them to make a bid to increase the proportion of the membership fees in 2009, on the basis that we ought to be moving forward giving more grants thus greater expenditure.

It was agreed that Richard would draft a paper for David to review, which would then be sent to Trustees for agreement before sending to Napo.

Although we feel we are being transparent to a point, we ought to be more transparent. We ought to look for more applications and explain the funding and the governance cost in more details. We should publish percentage figures of Napo members getting grants (which is about 70 per cent for this grant period).

There was a discussion as to whether the working party should continue bearing in mind the current situation and it was felt quite that we should invite Nikki to the next Trustees meeting when matters may be clearer.

The Chair asked Richard to write thanking Nicki.

12. Financial Indemnity of Trustees:

There was a lengthy discussion about indemnity, during which time Richard absented himself from the room. Theresa agreed to find more information relating to financial indemnity.

Later in the meeting Mick stated that he did not think we need to insure against indemnity at this time, which was in concert with the other Trustees at the last meeting.

13. Oral history project – update:

No more information at present, although it is known that a drive to sell more books is taking place.

14. Charity Commission News:
No relevant information.

15. Reps’ Conference:

The Trustees felt that it was important that we should contact Reps, and Richard will revisit the way in which we do so. He will prepare a package of information as agreed. Jan to send out to the Trustees to pass on to Reps.

16. Any other business.
There was none.

17. Meeting dates for 2008 were agreed as follows:

Thursday 13 March Napo HQ (change from suggested date)
22 May GFTU
10 July Gayton
25 September GFTU
4 December GFTU

-------------------------------------------------------------------------------------------------------------------------------------------