2018 Business Meeting report.

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. 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,
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

 

 

 

 

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