Minutes of the Meeting of the Funding Subgroup of the Trustees of LETSlinkUK

Wednesday 9^th August 2006-08-09

Present: Mary Fee, Woody Bronson, Rosamund Stock

This meeting was called in response to the current application for funding being submitted to the Lottery.

1. Mary Fee briefed the trustees about the application including some of the reasons behind the employment of an outside person to fill in and submit the application.
2. There was detailed discussion of this which raised the following points:
1. It covers general aims that are what LETSlinkUK needs at present.
2. There are some concerns with the budget:

i. That funding levels are not sufficient for enough staff to complete the tasks indicated

ii. There is no breakdown of figures, particularly the costs of alternative accommodation, and consultancy work.

3. In view of this application being a two-stage process, that considerable work has already been done, and that, since it is in accordance with our general aims (see below) it gives us a useful start, this application will progress with a review (discussed below) to take place before the second stage in November.***MF
4. The trustees asked to see an outline of the application process *** (MF) and a letter has already been drafted to the contact at the Lottery.
5. It was also noted that, in future it would be helpful to initial letters by those who read them.*** (all trustees)
2. It was also noted that it would be helpful to have procedures laid down to help the expansion of the organisation and new trustees (see below), and that these would be developed and recorded as they became necessary. See also
3. Discussion identified the need for more trustees, and more committed trustees. The need for a strategic plan was also identified. It was agreed that the development of the trustees should come first.
1. It was agreed to hold a briefing meeting to which potential trustees should be invited. MF will invite LETS groups/members to suggest names, region by region.***
2. We will hold a small workshop sized meeting which can achieve something. The points detailed for the goals of LETSlinkUK in the current application will be used.
3. At present 5-10 trustees are allowed for but this may need to be increased in order to give representation to all the regions. This can be done by changing the constitution or by having non-trustee representatives at meetings.
4. This raised three constitutional points:

i. We will have to consider the relationship between the new approach to trusteeship and the articles and memorandum of association of LETSlinkUK.

ii. There also needs to be review of the current rules of operation with a view to building up procedures as noted above. These will then need to be reviewed in light of the present constitution which may then require amendation.

iii. This and the question of non-voting participation at trustees meetings raised a number of issues around the legal status of those referred to as trustees, who are in fact directors of LETSlinkUK Ltd. The nature and extent of membership of LETSlinkUK Ltd will be reviewed in respect of the legal requirements for an AGM. ****RS A report will be available for the briefing meeting of potential trustees.

5. It was agreed to hold a meeting of existing trustees on Wednesday 13^th September when it is possible for John Courtneidge to be present.***MF This meeting will be able to review the progress made on recruiting potential trustees. We could use this meeting as a deadline for names to be submitted in order to speed up the process.
6. The briefing meeting will be held in November when Mary Fee will be able to brief them on the LETS model, and the current issues with strategy. A briefing on the legal structure and requirements of trusteeship must also be available***RS

*** indicates an action point and initials the person responsible.