Board of Trustees Meeting: Friday 9th May 2025 at 14:00 UTC

[anisa-hawes]

Board of Trustees Meeting: Friday 9th May 2025 14:00 UTC

Date: 9th May 2025
Time: 14:00 UTC
Zoom link + passcode (see email)
Chair: @drjwbaker
Members: @acrymble @adamfarquhar @amsichani @jenniferisasi @rivaquiroga
Publishing Manager: @anisa-hawes
Minutes: @anisa-hawes
Minutes of the last meeting: 2025-02-07.md

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Hello all,

In line with Trustees' duties, as summarised in Section 2 of The Essential Trustee Guidance, please circulate relevant documents or add new agenda Items in advance of the meeting so that all attendees have sufficient time to prepare their thoughts. Thank you for committing energy to your role, and for actively participating in our discussions.

Agenda

1. Apologies [AH] {2 mins}
2. Approval of Minutes from last meeting & actions status [AH] {3 mins}
   a. JB to break down Phase 1 Infrastructure report into parts, that can be agreed upon iteratively.
   b. AC and JB to develop a draft of line manager job description.
   c. AMS and JB to progress work on vision and bring to Trustees.
3. ProgHist Directors administration (e.g., changes of address) [JB] {5 mins}
   a. Changes to Trustees group --- note: the minimum number of Trustees (per our articles of association) is three, which is also the number we need to be quorate.
4. Publishing Infrastructure [JB/AH] {15 mins}
5. Publishing Manager's Report [AH] {10 mins} 2025-05-publishing-managers-report.pdf
6. Trustee Tasks: updates and milestones {10 mins}
   a. Publishing Manager Line Management [AC]
   b. Author Guidelines [RQ]
   c. Charity Law, HR, and Vision [AMS]
7. Chair's highlight from The Essential Trustee [JB] {5 mins}
8. Any Other Business {4 mins}
9. Date of next meeting {1 min}
   Note, the remit of the Board of Directors is restricted to the terms of ProgHist Ltd, which - broadly speaking - supports the the financial and legal business of The Programming Historian and its Members (that is, the Editorial Board Incorporated entity: membership #1405 (comment)).

Notes

Per our Articles of Association (click 'View PDF' link) and gov.uk notes on running a company a few notes in terms of procedure for the meeting:

• our quorum is 3 (Article 9.1) and our max size 7 (Article 13)
• we vote, and in split decisions the chair has the casting vote (Article 10.1)
• we need to keep records of decisions (Article 12) and resolutions (GovUK)**

[rivaquiroga]

I just want to point out that the calendar invite is for 14:00 UTC, not 15:00

[anisa-hawes]

Thank you @rivaquiroga. And apologies to all - I think my error on the calendar invite is due to the fact that when I organised this meeting UTC was equal to my local timezone, and now (in BST) my local time is UTC +1.

As the meeting is already in place across all our calendars, I've amended the link in my comment above.

[drjwbaker]

Updated with agenda points on the infrastructure and trustees group.