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 firstname.lastname@example.org
The conference has come in £44.53 in credit. See accounts. https://historicalfictionsresearch.org/conference-2018/accounts-for-2018/
- 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,|
|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|
|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%.|
|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|
|17 at full price||£68|
|Hotel for Guest 1||80.95|
|Hotel and conference costs||1321.2|
|Lost deposit for first venue||150|
|Carry over in account||107.68|
|Total in account for 2019||1597.68|
|Budget for 2019|
|per person||for 30||for 60|
|total for guests||700||700||700|
|15 people at £30||450|
|15 people at £60||900|