Report from the Business Meeting:
The Journal has published two issues.
- Kate Macdonald is standing down and will be handing over to Tony Keen.
- New members of the editorial board are welcome and should contact mail@historicalfictionsjournal.org
The conference has come in £44.53 in credit.
| Premier Inn for Jerome | 80.98 | Eventbrite | 1552.15 |
| Hotel and conference costs | 1321.2 | Carried over | 107.68 |
| lost deposit | 150 | Total | 1659.83 |
| Total | 1552.15 | ||
| Gain from last year’s total
(1607.18) |
£52.65 |
- A budget of £1500 has been set for next year, with the aim to accumulate around £200 surplus.
- 2019 will be in Manchester, hosted by Jerome deGroot. We are exploring venues for 2020. Suggestions/offers to host welcome: venues must be accessible to people with mobility issues.
- Skype papers will be accepted from people who have previously attended the conference.
- We are exploring a cheaper ticketing system.
Actions for the membership:
- Submitted in plenty of time for the CfP
- Join early
- Circulate the CfP and be proactive in recruitment.
- Engage with the mailing list.
Proposed amendment to the Constitution to be discussed next year. This reflects the current situation, but includes a requirement to revisit in 2023.
| Committee and officers | |
| For the period 2016 to 2020 officers will be elected once a year. In 2020 the Business Meeting will consider creating longer terms and restricted terms for the stabilisation of the organisation, and consider the move to a member’s ballot. | The meeting will appoint a conference manager every five years. The current occupant of the position will stand down/be required to be re-elected in 2021. |
| 2016 Officers: | The conference manager maintains the accounts and may be asked to deliver them at any moment and must deliver them within one week. |
| Chair (for this period maintains membership) | The conference manager must deliver the accounts to the AGM. |
| Treasurer | The conference manager may recruit anyone who is needed to help with any roles. |
| Hotel Liason | The conference manager is responsible for the delivery of the conference. |
| Programme | The meeting will appoint a conference host each year who is responsible for working with the site. |
| Mailing List | The conference host may choose to take responsibility for the keynotes but may delegate this to the conference manager, |
| Web Manager | |
| 2017 the above and as decided. | |
| Officers from 2017 onwards should have attended at least one conference. | |
| The Treasurer must be located in the UK and have Right to Remain or citizenship. | |
| AGM and other meetings | |
| There will be an AGM on the final day of each conference. | |
| Members will be notified of the time and date when the Programme is released in December of the preceding year. | |
| There should be no more than 15 months between AGMs | |
| Items may be submitted for discussion by noon on the day of the AGM. | |
| Nominations for the committee should be submitted by noon on the day of the AGM. | |
| The meeting is quorate if 30% of the attending membership of the year’s conference is present. | |
| The AGM will: | The AGM will: |
| Receive the accounts. | Receive the accounts. |
| Receive an account of the conference. | Receive an account of the conference. |
| Elect officers (until such time as the organisation moves to the election of officers through a member’s ballot) | Consider the infrastructure of the organisation every five years to revise the organisation as need. The first revision date is 2023. |
| Rules of procedure | Receive a report on the journal |
| Standing items will consist of: | |
| Apologies for absence | |
| Minutes of previous AGM | |
| Chair’s report | CM’s report |
| Membership report | Journal Report |
| Financial report | AOB |
| Election of committee | |
| Votes will be taken through show of hands. | Votes will be taken through show of hands. |
| Non-financial decisions may receive a simple majority. | Non-financial decisions may receive a simple majority. |
| Financial decisions must receive a majority plus 10%. | Financial decisions must receive a majority plus 10%. |
| Finances | |
| a bank account will be maintained on behalf of the group at a bank agreed by the committee | a bank account will be maintained on behalf of the group at a bank agreed by the committee |
| signatories to the account will be the officers of the association. | the bank account is subject to scrutiny at any moment. |
| each cheque will require two signatures one of whom will normally be the Treasurer | records of income and expenditure will be maintained by the CM and a financial statement given to each meeting |
| records of income and expenditure will be maintained by the Treasurer and a financial statement given to each meeting | all money raised by the Association will be spent solely on the objects laid out in the constitution |
| an annual statement of accounts will be presented to the Annual General Meeting | |
| all money raised by the Association will be spent solely on the objects laid out in the constitution |
Accounts
| Gross sales | In | Out | |||
| Eventbrite | 1622.22 | Net | 1512 | ||
| 17 at full price | £68 | ||||
| 10 concession | £33 | ||||
| Hotel for Guest 1 | 80.95 | ||||
| Hotel and conference costs | 1321.2 | ||||
| Extra coffee | 22 | ||||
| Lost deposit for first venue | 150 | ||||
| Carry over in account | 107.68 | ||||
| 1619.68 | 1574.15 | ||||
| Total in account for 2019 | 1597.68 | ||||
| Budget for 2019 | |||||
| per person | for 30 | for 60 | |||
| Lunches | £15 | 450 | 900 | ||
| Room | 0 | 0 | |||
| Tech | 0 | 0 | |||
| G1 | 300 | ||||
| G2 | 300 | ||||
| Practitioner local | 100 | ||||
| total for guests | 700 | 700 | 700 | ||
| 15 people at £30 | 450 | ||||
| 15 people at £60 | 900 | ||||
| 1150 | 1600 | ||||
Historical Fictions Research Network 