Joint SR (Southampton) AGM and Source Bots Meeting, 2017¶
The 2017 Annual General Meeting of the Student Robotics (Southampton) student group and of the "Source Bots" association.
Time¶
19:00, Monday 24th April 2017
Attendees¶
- Andrew Barrett-Sprot
- Charlie Turvey
- Ollie Steptoe
- Anton Nikitin
- Kier Davis
- Steffan Padel
- Tyler Ward
- Alistair Lynn
- Andy Busse
Student Robotics (Southampton) AGM¶
Minutes¶
- Committee structure
- Proposal: unified committee.
- Proposal: separate society and Source Bots committees.
- Proposal: unified committee with the intention of later separation.
- Resolution: only elect union society committee (pres, sec, treas).
- Source Bots committee structure is left undefined until we've decided on the structure of Source Bots in general (e.g. charity vs limited liability company).
- Purpose of this committee is purely to deal with union-related things.
- Membership
- Union side is dictated by Us.
- Source Bots side is left undefined since organistation structure is still undefined.
- Name
- Agree to rename Union society from "Student Robotics (Southampton)".
- Posit: rename society to "Southampton Robotics Outreach"
- The society is a group of people who run robotics competitions, including Student Robotics and Source Bots.
- Not formally affiliated with SR or SB.
- Action: perform the rename via Us.
- Action: inform RoboGals.
- Could mention a possible merge.
- All in favour, none opposed.
- Constitution
- Already have one for the society.
- For wider organisation (Source Bots), defer.
- Action: arrange a meeting to address the organisation structure for Source Bots.
- Logo
- Defer
- Will have a vote at some point in the future.
- Plan for summer school
- Action: need to allocate someone to receive orders in the weeks leading up to summer school.
- Action: doodle poll for hacking on outstanding tasks.
- Fix the bug in the vision.
- Action: talk to Dave Oakley about kit assembly (i.e. getting the boards assembled).
- Posit: remove Equipment & Safety Officer from the Union committee
- All in favour, none opposed.
Committee Elections¶
- Candidates presented a short speech.
- Voting performed using First Past The Post system.
- President
- Andrew Barrett-Sprot: 7 votes
- RON: 0 votes
- Andrew Barrett-Sprot remains President.
- Secretary
- Kier Davis: 7 votes
- RON: 0 votes
- Kier Davis becomes Secretary.
- Treasurer
- Anton Nikitin: 7 votes
- RON: 0 votes
- Anton Nikitin becomes Treasurer.
- Social Sec
- Steffan Padel: 7 votes
- RON: 0 votes
- Steffan Padel becomes Social Sec.
Adjournement¶
- Vote to adjourn the society AGM
- All in favour, none opposed.
Source Bots¶
- Structure
- Proposal
- Form Source Bots as a limited liability company.
- Have a set of aims.
- Leadership:
- Directors/board/owners would be independent neutral parties e.g. ECS
- Running the company is delegated to the steering committee.
- Named people responsible for communicating with sponsors, managing finance, running events.
- Benefits: legal entity, sponsors can pay "it", "it" can own assets.
- If we want to switch to a charity, can transfer assets.
- Required to report to companies house annually.
- Setting this up would occur as soon as possible after Smallpeice.
- First tasks involve talking to ECS (the potential owners).
- Who would be on the board of directors, who would have shares?
- Discussion to continue in the long term on Slack (#organisation_founding).
- Membership
- Simple procedure to become eligible for membership.
- Constitution: articles of association
- A standard "articles of association" is available, should probably use that.
- Transparency
- Should publish financial report, and a report on activities.
- What level of transparency?
- Seperate internal and external reports, to avoid the problem of people knowing exactly how much money we have.
- Make everything open? We're not dealing with much money.
- Sponsorship
- Farnell
- What are they doing?
- Agree to fund ~£1500 worth of goods for the summer school kits.
- What are we doing?
- Various things e.g. blogging.
- Refer to timeline.
- Posting on school websites
- Could get mentioned in smallpeice report, which goes out to thousands of schools
- Who are they paying?
- The unincorporated entity known as "Source Bots" - fundamentally a group of students.
- Aim for multiple sponsors.
- Invite organisations to summer school and try to get them on board for post-summer school programme.
- e.g. IET, StemNet, any professional contacts
- Website
- Keep it simple
- Jekyll, Github pages
- Disqus comments
- Action: collaborate online on a document outlining the new Source Bots administrative structure, and vote.