20th of March 2020

Location: Conference call Present: Kati, Philipp, Luke Apologies: Beckie

Time	---------------------------------------------------------	Actions-----
20:00- 20:05	Opening round
20:05- 20:07	Announcement round (stuff that impacts the meeting; e.g. declarations of interest, got to leave early, not feeling too well, etc.)
20:07- 20:10	Housekeeping for meeting Who will take notes? Please take notes right in the minutes below once we get to a certain agenda item. ROUNDS: we often go and comment/respond/clarify/ask one after the other as the facilitator calls participants’ names (mute/unmute yourself). Rounds have a specified purpose (e.g. answer a question, comment on something, opportunity to ask a clarifying question, make a suggestion, etc.). If you have nothing to say when it is your turn you say: pass. CONSENT decision making: We will be making decisions by consent. This means we are NOT voting. We are aiming for ‘Good enough for now, safe enough to try’. I will make a range of proposals (highlighted in green) and then ask for a CONSENT ROUND (highlighted in pink). If you consider the proposal ‘ good enough for now, safe enough to try’ then you say ‘no objections’. If you have objections then you say so. We will then come back to that for a new proposal to be shaped through further rounds.
20:10- 20:12	Minutes of last meeting: Consent round If necessary: Addressing objections.
20:12- 20:15	Meeting Agenda Rounds of additional agenda items Consent round
20:15-	Bookkeeping All transactions we handle are done in the following ways: Trading transactions: All those transactions are done via the OFN which keeps records of these transactions. Hub Coordinators are responsible for making sure that the final records in OFN reflect the actual purchases/payments made. The records need to be adjusted to reflect refunds, discounts, etc... whatever. The payments we take are all taken via card AND processed via Stripe and then end up in our Tide bank account. Labour, invoices, claims: All payments that we make to others need to be recorded via Open Collective. Ideally, the people receiving the funds submit their own claim via open collective and we pay them via PayPal. If that is not possible then we can pay via bank transfer or credit card. The person executing those payments then needs to submit the invoice/or other via Open Collective to make sure that Open Collective records all the financial transactions we make outside of the OFN. Membership payments, events bookings, donations, etc. are done via Open Collective (people paying us by card). Those transactions are recorded on Open Collective and then on Stripe (payment processor) and tide (our bank account). In the exceptional case where people like to make larger donations (e.g. £500+) people can send us money via bank transfer and @Katarina Ramsden will update open collective with the additional funds. Trading surplusses go into subcollectives (collectives of Ashford and Folkestone Hub). Donations and membership funds goes to main collective. There should be a collection receipt at the hubs. To ensure that we can proof that they collected their order/ and acknowledged any possible difference between their original order and what they got. No refunds being processed at the moment. Just giving refunds within OFN. Kati to keep record of money we owe consumers (credits they have in OFN). Kati leads on bookkeeping. Direct questions at her (via Mattermost).	Luke to share on mattermost how refunds notifications work on OFN
	Open Collective walk through Introduction to Open collective. Screenshare. See recording.
	Trader and membership signup Introduction to signup processes. Screenshare. See recording.
	Mattermost Introduction to signup, signin, and desktop and mobile apps. Screenshare. See recording.
21:30- 21:35	AOB
22:05- 22:10	Next meeting Luke suggested to have more regular but short check-ins to keep each other informed. Conference calls work better than travelling for meetings.
22:10- 22:15	Closing Round