September 21st 2010

Executive committee meeting on 21/09/2010

Note: This isn't our monthly pub meeting for user group members. If you're looking for that, it's at the top of the current events page.

Where and when

The Mad Hatter, Stamford Street, London from 19:00 to 22:00

Who will be there

• Dave Nattriss
• Johanna Cherry
• Sam Bell
• Richard Gwilliam
• Franck Cassedanne

Apologies for absence

• Simon Champion (apologies; I have another commitment on Tuesday evenings)

Agenda

• Website Redesign/mailing lists options
• State of finances
  • Corporation Tax
  • Jonathan - Bank/internet banking access
  • VAT Returns
  • Monthly Reconciliation
  • Job invoices
  • Unauthorised transactions
  • Transfer mail forwarding
• Pubcon
  • Venue
  • Sponsorship
• Conference 2011
  • Budget - https://spreadsheets.google.com/ccc?key=0AgZrf2SwZ1fqdF9DSUVuZkZaQ2RoUUxTQlljRE44NVE&hl=en&authkey=CIDe4doJ
  • Sponsorship
  • Registration
  • Conference Calls
• New Business

Minutes

• Finance
  • Corporation tax was due 1st September 2010
    • JL Pay corporation tax
  • Some of the invoicing and reconciling seems to be behind
    • JC Contact Jonathan to make sure everything is OK
  • There are still unauthorised Direct Debits being set up on the account
    • FC Call HSBC to prevent further DDs being set up
    • Dave Natriss canceled one DD during the meeting
    • DN Remove bank details from the website
  • JL Submit annual return to Companies House

• Pubcon
  • It was agreed that we will research new venues for the monthly meeting
    • Everyone to bring forward a couple of ideas for venue
    • November will be a test run before any firm decisions are made
  • SB Preliminarily book Theo Bullfrog for next year
  • An attempt will be made to provide PDFs and audio recordings of the meetings, where possible

• Conference
  • Night access is a must.
    • JC Once last attempt at negotiation with BDC
  • AV is expected to cost more this year, we would prefer to delegate more responsibility to the AV company and reduce the burden on ourselves
  • The total cost this year is expected to be at least a £16,000 increase on the previous year
  • It would be a good idea to have t-shirts for the organisers.
  • We will try to have an uncon for one of our social sponsors
    • JC Call BDC to see if we can have an additional area for the Uncon
  • Conference calls will be held every other Monday to progress the organisation of the conference