ALV December 2024/Minutes

'WIP

1. Opening

1.1 Short reminder of what we're here for

What's the board, their responsibilities, what's an ALV, why and when do we have those, who can announce one...

As a Dutch association, we have to do an ALV / general members meeting every now and then, to vote new houserules, statutes etc. The board organizes them, although members can request an ALV and make one if the board fails to do so.

Current board: Frogeye (Chair person), Fnoerd (Treasurer), Bakboter (Secretary)

It was reminded that discussion on voting point should have happened before the ALV.

1.2 Amount of people present, proxy votes

17 members present + 3 proxy votes = 20 votes

There is not enough member (< 50%) present to change legal statutes (not that it was planned).

1.3 Finalizing the agenda; any new items?

One member asked about proposal another member (not present) made: board didn't receive an actual request for it. It was clarified that points submitted for an ALV must be sent to the board (before the deadline), and should be actionnable (should be described: how to achieve a goal, which rule text to add/remove/change...). Board can help with that process. Unclear voting points are one of the reasons voted points are not necessarily added to the rules / clear to everybody, and we want to prevent that.

1.4 Vote: Approving minutes from last meeting

VOTE: This is a yes/no vote whether to accept the minutes from previous meeting

• Yes: 17
• No: 0

Notes are approved.

2. Reports

2.1 Report from the members

Thijs (and others) presented some improvements that happened in the space since last ALV, made by members:

• Replaced the powerbar system, it is much faster and less glitchy now (Vlad, einstein, Grey)
• Replaced the old Cisco switches with Unifi switches (Grey, Frogeye, Thijs)
• New 3D printing corner, new member leased 3D printer (obp and others)
• Projector has a KVM (Vlad, X)
• General move (obp)
• New shiny label printer application (emile, X)
• Clean up of the workshop (many)
• Revival of the old CNC machine that was on top of the vending machine (atomd and others)
• Revival of the big laser cutter (Grey, atomd and others)
• Improvement of the arcade machine (X)
• Matrix instance (Thijs)
• 38C3 voucher distribution (mrCyborg)
• People have been helping around with filling the drinks
• We have Mate again now, picked up at the Drankerij (Thijs)

No one organized for a TechInc village/assembly at congress this year.

Previous drinks provider (Dorstlust) was a nightmare to handle: they never delivered on the time requested nor the one they announced.

2.2 General report from the board

New contract til 2027

New contract signed with Urban Resort, until end of 2027, when the building will be demolished. So we'll need to move out before that.

Paper archive state

As we haven't a huge safe space in TechInc, we store our old archive at a board member's place. Unfortunately, a board member that had this archive stepped down and didn't return the archive. We kept asking for it, proposing to pick it up, but to no avail (we also can't just show up at their door). We will now have to go through legal means, i.e. sending 3 registered mails, and if still nothing happens, do [TODO legal jargon]

A member asked if we filed for data breach with the Dutch government: this is something the board didn't think of doing yet, and will do asap.

Nature of the documents: - Membership forms, with members and ex-member name, address, phone number, (rarely) IBAN. No ID copy (no longer part of the membership process and have been destroyed before that). - Original notary documents - Contracts - Financial data

From the space inception (~2011) to mid 2023 (some documents having been already destroyed as per regulations).

We don't believe it to be malicious: it's probably also difficult for the former board member, but we do need those documents back.

Other

STOPPED AT 00:35:46

- Bakboter to step down

2.3 Financial report from the board

Everything we will have compiled at that point regarding the finances, possibly approved by the Kas comissie, hopefully budget proposal for next year.

3. Voting points for rules

All voting points will be introduced, and potentially clarified. They are not to be extensively discussed. Such discussion should happen beforehand, on the mailing list or other. Last minute changes can happen, but for the sake of proxy voters and present member's time, they should be avoided. Once all voting points are introduced, there might be a break, and then the actual vote.

3.1 Proposal to increase the membership fees (fnoerd)

[This might be replaced by a proper budget proposal should we have other things to change]

Following the financial report and the status of our rent, the treasurer thinks we need to increase the membership fees from next year to keep the lights on on the long term.

VOTE: This is a yes/no vote whether to increase the membership fees by TODO €.

3.2 Accountability & Inclusion committee (mattronix)

I [Mattronix] would like to propose an Accountability & Inclusion Committee that will have 3 Primary Objectives

1. Rules & Record keeping ensure all ALV voted mandates & rules are understood, easy to find and are being followed.
2. Board & Dispute Committee Accountability: Ensures board and dispute committee decisions, record keeping and ethics are inline with the agreed house rules, bylaws and ALV’s
3. Code of Conduct Supervisory ensuring dispute and board are aware and actively encourage safe conduct in the space.

Full Goals of the Commitee

• Independent of the Board & Dispute Commitee
• Consisting of members of various backgrounds
• Audits the Board
• Audits the Dispute committee
• Evaluates Legacy Rules and raises community awareness about them
• Ensures COC is working by gathering board statistics
• Establishes a central record of all current rules and previously agreed rules from the ALV’s past and present.
• Ensures agreements made between committees, board and community are honored.
• Gathers Statistics abouts things such as disputes resolved, board financial decisions.
• Audits board meeting outcomes and decisions for ethical and negligent behavior.

3.3 Other voting points

I'll let people that submitted points make an entry here.

4. Voting for people

All candidates should be introduced, before the break or maybe after for last-minute candidates. Then they will be voted on.

4.1 Voting in new member(s) in board

The board is down to 2 members. Suffice to say that this is not sustainable.

Votes can be made for:

• (no candidate yet!).

VOTE: This is closed vote whether to accept candidate(s) for joining / continuing on the auditing committee.

5. Any other business (wvttk)/rondvraag

Bakboter is organizing a 13-years party that will be on Friday the 13th of December, also celebrating him stepping down from the board. Probably going to be renting a DJ. Announcement will be sent later.