Board-meeting-minutes-12-12-12
Contents
short summary:
- board positions decided: Arnd chairman, Amran communication, Wizzup treasurer, Melinda community contact, Mark internet infrasturcture, Stef keys-to-the-space & Dutch-laguage-expert, Vesna secretary - we want to try-out monthly mini members meetings, with fixed agenda, chaired & minuted by someone _not_ from the board - membership meeting: when needed, with more prior work then 1st ALV
TechInc Board Notes 12-12-12
Present: all, except Stef
- Arnd was elected to be a "voorzitter"
- we will have monthly "meta" meetings, with fixed date & TIME! fixed agenda! (see bellow)
Deciding on the functions within the board
- treasurer has to be from the board ; only responsible for book-keeping. (*Merlijn!*)
- member administration will be automated
- keep track of what the finances are: how much came in, how much we payed
- has to pay the bills - in time!
- has to fill in the tax-return form! (every 3 months: BTW; yearly report)
secretary (*Vesna*)
- keeps the list of members
- chasing people to pay
- membership administration
- member administration (will be automated )
- member communication
communications person (*Amran*) / minister of propaganda
- handles all public / external channels
- member communication
internet infrastructure (*Marc*)
- VPS (access -> revise!)
- web site
- wiki
- mailing list moderation
(orga / board / members / announce)
- aliases manager
community contact (*Melinda*)
- 1 on 1 with an official board member
- conflict resolution / ombudsman
- community guidelines
- Stef:*
- giving away fobs & keys
- keys & fobs administration & secure the documents
- chasing people to pay for fobs
- inform board about the current status
- facilitate
When people from the board _are_ doing things that are not part of their board function, they are doing it as *members*.
Membership functions:
organising events
office manager! => should be from the membership?
- space finances!
- needs of the space: what to buy, what we need...
- buying things for the space
- pledges finances & organisations
- formalized process of ...
- "envelopes system"
- infrastructure work...
ALV:
- every 3 months ?
- when needed?
- announced 16 days in advance!! with the known agenda
=> 24 days before there has to be a call for votable agenda points
- announced on ENOUGH
- first next one: February (not Fosdem weekend)
- 2 committees to present their findings
Actions:
Amran: Notify UR that there is a new board.
Arnd: Notify notairs that there is a new board. Notify KVK that there is a new board? Find out the costs?
Mark: update board alias;
Amran: update wiki with new board.
All: add email address to your user page.
Monthly meetings:
- fixed date & TIME! fixed agenda! 30 minutes!!
- test it for 3 months
- very short!
- no decisions or voting: if needed, move that to ALV
for example:
- every second wednesday in the month
9.1. 13.2. 13.3.10.4 etc
- one week before: send the agenda to members list
2.1. 6.2. 7.3 3.4. etc
- one week after: send the minutes to members list
- fixed agenda:
1 volunteer a (rotating) minute taker & chair of the meeting (NOT board!)
2 review of the open actions (5 min)
3 events from last month (5 min)
4 future events (5 min)
5 any new topics? (5 min)
6 to & from the board (5 min)
7 new actions (5 min)
- Only mentioned: Monthly report to members:
on 10th of every month
- number of members, # of new members, # of lost members
- number of payments & total amount of money
- number of people who did NOT pay
- how much we have spent
- past events announcement
- future events announced
