Difference between revisions of "Board-meeting-minutes-12-12-12"
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| − | short summary: | + | =short summary: = |
- board positions decided: Arnd chairman, Amran communication, Wizzup | - board positions decided: Arnd chairman, Amran communication, Wizzup | ||
treasurer, Melinda community contact, Mark internet infrasturcture, Stef | treasurer, Melinda community contact, Mark internet infrasturcture, Stef | ||
| Line 7: | Line 7: | ||
needed, with more prior work then 1st ALV | needed, with more prior work then 1st ALV | ||
| − | TechInc Board Notes 12-12-12 | + | =TechInc Board Notes 12-12-12 = |
Present: all, except Stef | Present: all, except Stef | ||
| Line 13: | Line 13: | ||
- Arnd was elected to be a "voorzitter" | - Arnd was elected to be a "voorzitter" | ||
| − | - we will have monthly "meta" meetings, with | + | - we will have monthly "meta" meetings, with fixed date & TIME! fixed agenda! (see bellow) |
| − | |||
| − | |||
| − | Deciding on the functions within the board | + | ==Deciding on the functions within the board == |
| − | |||
| − | - treasurer has to be from the board ; only responsible for book-keeping. | + | - treasurer has to be from the board ; only responsible for book-keeping. (*Merlijn!*) |
| − | (Merlijn! ) | ||
- member administration will be automated | - member administration will be automated | ||
| − | - keep track of what the finances are: how much came in, how much we | + | - keep track of what the finances are: how much came in, how much we payed |
| − | payed | ||
- has to pay the bills - in time! | - has to pay the bills - in time! | ||
| − | - has to fill in the tax-return form! (every 3 months: BTW; yearly | + | - has to fill in the tax-return form! (every 3 months: BTW; yearly report) |
| − | report) | ||
| − | secretary (Vesna) | + | secretary (*Vesna*) |
- keeps the list of members | - keeps the list of members | ||
- chasing people to pay | - chasing people to pay | ||
| Line 36: | Line 30: | ||
- member communication | - member communication | ||
| − | communications person (Amran) / minister of propaganda | + | communications person (*Amran*) / minister of propaganda |
- handles all public / external channels | - handles all public / external channels | ||
- member communication | - member communication | ||
| − | internet infrastructure (Marc) | + | internet infrastructure (*Marc*) |
- VPS (access -> revise!) | - VPS (access -> revise!) | ||
- web site | - web site | ||
| Line 49: | Line 43: | ||
- aliases manager | - aliases manager | ||
| − | community contact (Melinda) | + | community contact (*Melinda*) |
- 1 on 1 with an official board member | - 1 on 1 with an official board member | ||
- conflict resolution / ombudsman | - conflict resolution / ombudsman | ||
- community guidelines | - community guidelines | ||
| − | Stef: | + | *Stef:* |
- giving away fobs & keys | - giving away fobs & keys | ||
- keys & fobs administration & secure the documents | - keys & fobs administration & secure the documents | ||
| Line 64: | Line 58: | ||
board function, they are doing it as *members*. | board function, they are doing it as *members*. | ||
| − | Membership functions: | + | ==Membership functions: == |
| − | |||
organising events | organising events | ||
| Line 78: | Line 71: | ||
- infrastructure work... | - infrastructure work... | ||
| − | ALV: | + | ==ALV:== |
- every 3 months ? | - every 3 months ? | ||
- when needed? | - when needed? | ||
- announced 16 days in advance!! with the known agenda | - announced 16 days in advance!! with the known agenda | ||
| − | => 24 days before there has to be a call for votable agenda | + | => 24 days before there has to be a call for votable agenda points |
| − | points | ||
- announced on ENOUGH | - announced on ENOUGH | ||
- first next one: February (not Fosdem weekend) | - first next one: February (not Fosdem weekend) | ||
| Line 89: | Line 81: | ||
| − | Actions: | + | ==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 | ||
Latest revision as of 23:23, 9 January 2013
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
