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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.