Freegle Reps Report 2011-09-30

Reps Report 16th August to 30th September 2011

Starting message 15034, ending message 16145 – 1,112 messages.

We have changed the format of the report to Central to include reports from individual Reps about what they have been working on during the period covered by the report.

1. Reps Matters

Jane proposed the creating of a chairman role to be filled by Edward, and proposing the remit to accompany the role. We agreed that we appoint Edward as chairman to drive more focus, direction, clarity and momentum in the way in which we conduct our work as Reps – this was announced on Central in message 23125 on 13th September 2011. We also discussed at length and finally agreed Edward's remit for this role.

Edward has been producing weekly `Who's doing what" updates to establish progress in various fronts. This has been effective in bringing some matters to a close, but also in clarifying what resources we really have.

We have also been delegating tasks to individuals more, so responses can be given more quickly, especially to mailbox items, without agreeing wording and polling all Reps.

We agreed to bring the Reps elections forward to fill the vacancy created by Adam's resignation, and for the annual rotational places, which this time will be Jane and Kath, and that nominations could take place during the AGM, with the Q&A sessions after the AGM.

Saira has checked through all of our documents to make sure that access is only for current reps, and has suggested that in future we should try to ensure that we invite specific reps email addresses to view documents rather than share links as this is more secure and easier to keep track of.

Ollie has continued to check the UK and EU IPO database on a weekly basis.

We discussed the issue of individual Reps circumstances meaning they were only able to make minimal contributions to the work of Reps for periods of time, and not knowing whether they were going to be contributing further or not.

Cat, Kath, Paul and Adam were unable to post on Reps for most of the period due to a variety of work, domestic and broadband difficulties. Cat has continued with Media work and Kath is now looking at National Funding oupportunities. Paul is considering whether he can increase his involvement, or whether it is acceptable to just read and vote. Adam had been unavailable for some while due to health problems, and needing to spend time on a new business. He tendered his resignation on 7th September - this was accepted on 14th September after the 7 days grace period.

2. Freegle Organisation (led by Edward, Jane & Sian)

AGM - We agreed should ask Jacky as an individual to organise the 2011 AGM; not to do all the work, but to identify what needs doing by whom and arrange for it to happen. We also confirmed that we were all available for the AGM during most of the week of 31st October-6th November. On behalf of the Reps, Edward has been helping Jacky (Great Yarmouth) and Alison (Burgess Hill) organise the AGM, and has written the Tech Working Group Report, and a first draft of the Reps' Report.

HMRC charity registration - Sian has been working to get this for Freegle. This will enable Freegle to accept Gift Aid donations and claim tax back if the donations have been made by UK taxpayers. The Reps who will be the signatories to the Freegle Bank account (Edward, Jane, Sian, Ollie) will be the named officials for HMRC. Currently we are making sure that we have all the required documentation to present to HMRC. The last item is expected to be the bank account details which will not be known until the account is opened. We have been advised by HMRC that it will take approx 13 weeks to process applications but it will be possible to backdate claims for tax relief.

Bank Account - We had some queries on the wording of the application form for the bank account, especially the resolution required, which have now been resolved satisfactorily. Jane produced and agreed a cash flow forecast and covering letter, and we held a meeting on 18th September to vote on and minute the required resolution appointing Unity Trust as our bankers, and Edward, Jane, Sian and Ollie as signatories. The bank account has since been opened.

Central Organisation - Jane proposed a more streamlined central organisation for Freegle, as a follow-on from the discussions on the lack of volunteers to fill the present structure, and the requirement of the Stabilisation Strategy for more volunteers involved to be nationally. Discussions are ongoing.

Other:

- Emma (Telford) advised us that she was not available to work on unofficial editing/tidying of the wiki. - We discussed the Auditor role, and agreed to a simplified remit. - We responded to a request about wiki authority by saying we don't think one is needed. - We agreed with Structure's proposal on affiliation conditions. - We approved Jean (Trafford)'s suggested new photo curator. - We were made aware that a new owner was needed for the Wrexham group. - We were advised that the Livingston Freegle group had been deleted. - We were asked by the ex-Group Owner not to get it re-instated.

3. Tech (led by Edward)

Most work here has been on the Republisher. - To suggest messages which people might be interested in (for all group members). - Some work to allow people to use the same interface that you get in the Facebook app but without using Facebook itself, via a Google or Yahoo ID. This will give us a better interface for people who don't like Facebook.

Alison (Burgess Hill) and her partner Howard kindly did some analysis on the benefit of using the Republisher, which has been posted on Central. They also did analysis of the user survey results, which needs further review.

The Reps have also been working with Chris (Penrith) on his application for funding for mobile apps - reviewing his application (close to being submitted but needs a final Reps' vote). One aim here is to keep things simple in terms of technical function and relationships with other organisations.

Ollie has coordinated some technical changes to the groups database in preparation for possible future interfaces for Freegle.

We asked Chris (Penrith) to arrange for access to the old message maker to be blocked, as it was being linked to by some non Freegle groups, and showing error messages, which reflected badly on Freegle.

Saira asked if the website could be amended to make it much easier for people to find out about starting new groups or moving from other re-use networks, and Ollie is going to look at this.

Edward renewed the Freespout domain name. Russ (Bracknell) advised us that he didn't intend to renew the domain name ifreegle.org.uk and Saira said the same about ifreegle.co.uk. Jacky advised that she had bought Freegle.net for the new Norfolk system, as we didn't want it, and also gave a progress report.

We looked at who got emails addresses to group-launch, and also found that all emails in the GLC mailbox had been deleted. We found there is an email address `social-media@ilovefreegle.org' and it is manned by Alison (Boro) and Mike (Gillingham). We need to check what this address is used for. Jean (Trafford) was added to the Group-Launch email list so she can see potential republishing candidates.

Edward raised the subject of a potential geek volunteer, who would need server access. The volunteer did some work but has gone quiet. No access has yet been granted.

Edward would like Freegle to spend an additional £750 on our IT spend if we could get the funding, and also asked VPS for free/additional hosting.

We agreed we don't want to pursue carrying Google ads on the Freegle website at this time – little revenue would be generated, and would need wider consultation.

4. Strategy (led by Edward)

In our last report we pointed out that the present structure of Freegle requires 50 - 55 roles to be filled but the existing active volunteer base at a national level does not support this. We are therefore looking at trying to streamline the internal organisation of Freegle to fit with the resources available, and to recognise that individual Reps need to take more of a lead on, and be actively involved in, the various workstreams. We are doing this within the Reps first, and the structure of this report reflects that shift.

5. Media (led by Cat)

General media work and attempting a breakthrough relationship with Brighton. Cat has also applied for Defra funding, but we didn't get it.

The WRAP report into UK online reuse, which Freegle contributed to over the past year, will be published in time for WRAP annual conference on November 15th. Cat has been invited to this conference "Relearning to REUSE:getting the most out of scarce resources" (WRAP=Waste and Resource action programme. http://www.wrap.org.uk/ ). Jane has also applied to attend the London conference.

6. Group Affiliation Team (led by Saira)

Saira has been working behind the scenes managing the GAT mailbox as well as doing casework with the eventual aim of releasing Jane to work on other projects. We've had three new members join the team who are settling in well.

Jane is continuing to support Saira on GAT - specifically on recruitment (now completed), group moves from other re-use networks (especially with AWOL owners) and month end reporting. Saira and Jane were temporarily managing Epping Forest Freegle due to the GO having other commitments.

Ollie continues to be the Rep observer on GAT, and is also creating customised logos for new groups.

7. Child Protection Policy (led by Saira)

Saira plans in the near future to start work on our Child Protection Policy and will be asking on Central for anyone with previous experience in this area who would like to work on this with her.

8. Miscellaneous External Contacts (led by Edward)

- A link from Esther to an academic in Cambridge who might organise some research for us - An approach from Oodle re Freecircles offering within Marketplace on Facebook, who might want to work with us. - Query from someone wanting to set up a Freegle site in Denmark, which would charge for use, and would include swapping. We said that this was not what Freegle did, and charging was against our ethos. - Agreed that Reps would not to ask for funding for a stall at the Green Party Conference in Sheffield, but that an individual rep could. - Advised by AdoptAWord that they are unable to add words to the CED at the moment. (Edward asked for Freegle). - Contact from a chap setting up a re-use business on a university campus, to be funded by advertising, and offering Freegle a discount - we declined. - Advised by our mailbox team of a complaint about a mod of a local group allegedly demanding that goods offered went to them, but complainant not wanting any action taken. - Advised by our mailbox team of a complaint about a message on a local group which the complainant felt to be racist; no action required by Reps - handled admirably by our Mailbox.

Jane
on behalf of the Reps Cat, Edward, Jane, Kath, Paul, Saira, Sian, Ollie.

Back to Freegle Representative Group or Freegle Reps Report 2011-08-15, or forwards to Freegle Reps Report 2011-12-22