View source for Board-meeting-minutes-12-12-12

=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