ALV November 2021

ALV November 2021
Date	2021/11/20
Time	19:00 - 22:00
Location	ACTA / Jitsi
Contact	Board
Minutes	ALV November 2021/Minutes

ALV November 2021
Date	2021/11/20
Time	19:00 - 22:00
Location	ACTA / Jitsi
Type	Meeting
Contact	admin at board dot techinc dot nl

1. Opening

1.1 Amount of people present, proxy votes

- Proxy vote form: https://wiki.techinc.nl/File:Generic_proxy_vote_techinc.pdf

1.2 Hybrid meeting with Jitsi, announcements on procedures. Vote.techinc.nl (evt.)

We are going to be running this meeting across two platforms at the same time. There will be people following the ALV in the space. At the same time, we will be having the meeting available to people on Jitsi.

You will be able to follow AND participate in the ALV via 

https://meet.social.techinc.nl/ALV202111

We have decided to go for Jitsi instead of Mumble due to the lower barrier-to-entry ; only requiring a web-browser. If you are not sure if your webbrowser OR computer can handle Jitsi, please take time to check compatibility in the weeks prior to the ALV to try and get a working setup. If you are sure it will not work for you, please consider attending in RL if possible, or contact admin@board.techinc.nl to discuss options for supporting Mumble next to Jitsi.

When using Jitsi or any other conferencing platform, we ask you to use headphones so as to prevent the numerous issues with sound-echoing that is a typical problem.

We strongly suggest that you enable the camera during the ALV , though we do not require you to be visible or recognizable. Voting by holding up a hand when asked to vote for/against something is an efficient way to conduct a vote.

We are still investigating the need to be re-using our online voting-platform at vote.techinc.nl during this ALV. We will inform you of this in a directed mail to your email registered with us.

1.3 Vote: Approving minutes from the last meeting

Text to the minutes can be found here: https://wiki.techinc.nl/ALV_June_2021/Minutes

The contents under this link will be updated soon and will be available at least 1 week before the ALV.

Vote is a yes/no/blank/abstain

2. Reports

2.1 Report from the board

This will be prepared for the ALV and included in the ALV-notes

2.2 Explanation of proposed budget

You can find the proposed budget for 2022 at https://wiki.techinc.nl/ALV_November_2021/Budgetproposal

2.2.1 Vote: Accept or decline budget

Vote is a yes/no/blank/abstain

3. Kasco

3.1 Vote upon candidates for Kasco 2021

The current KasCo (financial auditors committee) is too small to function correctly to be able to check the financial report over 2021 , coming up early next year.

For this reason we ask for people to come forward to volunteer for this function. Guidance and help is available if this is your first time volunteering for such a thing.

Candidates for the KasCo2021 can announce themselves beforehand via a mail to admin@board.tecinc.nl or at the ALV itself.

The vote is: [The group of candidates] are to be chosen as Kasco for 2021.

This is a single yes/no/blank/abstain vote

4. Votable Points

4.1 Determine minimum amount for donator-ship: Proposal; E 5,- / month. (art 6.3)

Article 6.3 of our statutes defines that the ALV, decides upon the minimum 'fee' for being a donator.

This is purely a formal point on this agenda as it simply has never been determined before what the minimum amount should be.

The board proposes this to be €5,00 / month

This is a yes/no/blank/abstain vote.

4.2 Hosting friendly organisations (Justa)

Over the course of techinc's existence we have had our space available for other groups that we hold dear, value or consider an important part of the hacker-community that we intend to foster and facilitate.

This normally has been through having one or two of our members ask if it'd be alright for them to have (semi-)regular meetings at our space; open to all of our members two.

Examples of this have been the Perl Mongers and Toool.

While the board is of the opinion that this has worked very well in the past, we have also been approached by groups who do not directly have members among our hackerspace, but do fit well with who we want to help, acomodate and have interaction with.

For this reason, the board would like to propose a framework to allow the board to be able to accept such requests within certain conditions. This framework is supplementary to 'having a bunch of our members host a regular meetup with some of their friendly organisations/groups'; which is always possible for people to host as long as it does not clash with 'big things in the space' (ALV, Social, events, etc).

The text to be incorporated in our HR to acomodate this framework reads as follows:

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Per year, the association is able to allow outside organisations to use the space for a total of 24 days, divided over as many groups/parties or less.

The board serves as the party responsible for: acceptance, planning, compensation and is given a mandate to decide these things.

Compensation for use of the space is assumed; however this can be brought down to €0,- if warranted for parties TechInc deems beneficial to the association in other ways than just monetary.

Additionally, acceptance of any group is subject to member-approval beforehand. Details about compensation and frequency will be included in the consultation.

The planning of days available to any and all groups is performed by board with member-input and should not clash with any big events or pre-planned activities whenever possible. This explicitly included socials and alv's and such.

In case of scheduling-clashes that cannot be resolved otherwise, any member/space-related event gets precedence.

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Vote text: Include the following in our HR to be able to more easily accomodate friendly external parties in our space.

Voting options are: Yes, No, Abstain

4.3 Add to HHR: Implicit waive remainder of contribution upon cancellation membership through the year (Piele)

At this point our statutes provide an option for the board to waive the remainder of contribution due till the end of the year for members who cancel their membership through out the year.

Practically this means that a member who is cancelling membership, explicitly has to ask this to the board, and the board needs to decide this case by case.

The proposal will provide a framework to ensure that:

• If a member wishes to cancel their membership somewhere in the middle of the year, an implicit question of waiving the remainder membership dues for that calender year will be asked to the board
• The board will use their mandate to approve this by default, unless there is strong argumentation to not do so.

This second line is there to make sure the board (any board, now and into the future) will take this into consideration, since strictly based on the statutes the board doesn't even have to take that into consideration.)

• Still work in progress! Exact phrasing / votable point will be put in place when ready.!!

A proposal will be made available 1 week before the ALV if decided that it is ready for this ALV.

4.4 Framework for student/Youth-membership (Art. 7.1) (Board)

The statutes provide for having different categories of membership-fees.

Currently the association already has a framework in place that allows the board to grant a member to pay less than the full amount of dues based on their personal situation.

This framework is part of the house-rules and is designed to allow the association to accept people who simply are not able to afford the full amount , but clearly have a place in our community.

A clear category among the people that apply for this are students and/or other people who simply do not have any source of solid income yet.

For this reason the board is investigating whether or not to create a Student/Youth category of membership as a way to acknowledge this.

A proposal will be made available 1 week before the ALV if decided that it is ready for this ALV.