Board/Meetings/2015-11-18

========================
Board meeting 2015/11/18
========================

Present:

* Julf
* Justa
* Phicoh
* Wizzup


Agenda
======

- Concerns about membership point **is skipped** due to people missing
- Membership reminder mails. Status of previous run
- Membership reminder mails. Status of run for 2015-11
- Repaying of loan, how, when, etc
- KvK updating status (Arda, could you help pick this up ?)
- Start planning ALV of beginning of next year ?
- General matters
- Financial tooling


Membership reminder mails. Status of previous run
=================================================

In October now reminders were sent, we do have a list from Phicoh
summarizing
the tickets that needed to be picked up in the email::

    [Board] members late payment 2015-10



Membership reminder mails. Status of run for 2015-11
====================================================

We need to go through the current list (and also take into account the
previous
list)

This was done on the same vening.


Repaying of loan, how, when, etc
================================

Wizzup: We can pay off 1000 now, and the 1000 later. We can even pay
back the
2000 right now, but it's a bit risky.

Justa: It would be very good to have monthly reports, so we can back up our
decisions.

Phicoh: We can pay it at the latest. We should have monthly
reports. We should say "we're sorry we didn't have financial data for
some months, and we're going to pay off the rent".

Conclusion:

We should have reports, and then we can decide fully on this point, but the
intention is that we pay at least half of it, and the entire loan if we
can do
it, at latest at the ALV.


KvK updating status (Arda, could you help pick this up ?)
=========================================================

* Justa: Pay KvK to get the most recent pdf/info
* We need to download the KvK forms

We will attempt to do that tonight.


Start planning ALV of beginning of next year ?
==============================================

Suggested dates:

* March 12, 13
* March 19, 20

Phicoh will mail those dates to the list.

Phicoh will take care of planning for the ALV.

* Board member (forced) step downs and reelections
  - Find out who are forced to resign
  - Find out who want to resign
  - Mail the list for people wanting to run for board

Agenda:

* Previous items?
* Yearly financial report, plus current financial status report
* Possibly member acceptable thingiemajig

Deadline for the announce (and request for votable points) should be the
first of Feb.


Actions points
==============

* Justa should finish the window pledge and pay TechInc (568)

* Update HR, and also look at previous ALV action points
  (The wiki seems to be not up to date regarding our first ALV)

* Ensure that the alv notes are on the wiki

* Wizzup: Monthly reports SW

* Phicoh, Justa, Wizzup: Sort out late payments

* Wizzup: Ensure that we have a copy of all the invoices to a different
  directory
  chmod 444 on the pdf, possibly undeletable/immutable flags
  we need to know who created/owned it
  keep a log file

* We need a procedure for invoice-sending

* Phicoh: Mail out proposed ALV dates