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01.03.2007

Meeting started at: 20:10

Moderator: Claudia

Participants: Claudia, Frank, Hannu, Jean-Yves, Marco, Pierre-Charles,

Absent without notification:

Absent with notification: Gerrit, Jonas

Agenda:

  • 1 approval of last report: yes
  • 2 next moderator: Claudia
  • 3 pending applications: playschool approved
  • 4 Status report
    • Check out requirements for change of statutes (Claudia)

Article 18 : modification des statuts / modification of statutes

The statutes can be modified only by a GA summoned especially for this purpose. The modification will be confirmed by a favorable vote of three quarters (3/4) of the present and represented voting members, which must represent at least half (1/2) of the voting members of the association.

''Pierre-Charles:

See http://www.bevolunteer.org/wiki/index.php/General_Assembly%2C_Spring_2007#Details_about_votes

We are actually 35 members. Let's tell 40 members at the moment of the GA.

At that date, we will have:

  • friend members (member before 1st of april): HYPOTHESIS of 40 - 21 junior - 9 normal = 10 friend members
  • junior members (member before 1st of january): on 25th of february, 35 - 5 (accepted in 2007)

    30. - normal

    21 Junior members
  • normal members (founders for that time): 9 normal members BUT: not even BoD members / founders will be normal members since NGO was registered in October 2006

[So for changing the statutes, between the 9 normal members, 5 votes should be reached (9*1/2), between at least 7 persons present or represented. (7*3/4 > 9*1/2)

So for approving GA decision (including elections), between 21+9= 30 members, there won't be more restriction than reaching 1/2 of the votes of the present and represented members. Let's note that as custom, GA are not used to be considered as valid without a "quitus" of usually 50% of present or represented members, set in the statutes - but this is not legal obligation, so we did not set it. BUT we should definitely aim to have at least 15 persons present or represented, which should be quite easy !!]''

Possible way to check out with a French court (Anja suggested phoning the court to check out):

      • can we take the date HCvol started to work to determin the duration of membership? Date= the one written on the statutes, 11.09.2006
      • can the FOUNDERS be considered 'normal members' even though they have not been members for 12 months?
      • could the GA vote for the statutes 'in advance' i.e. if nothing else has been decided by October 2007 the decision of the GA of May 2007 will be taken? Pierre-Charles: I don't see lots of sense in it... Statutes are changed by GA (normal or extraordinary)
    • Start forum discussion about how to dismiss BoD member (Marco)(not needed anymore)
    • removing the 'no hard drugs' (Jean-Yves) DONE
    • list of trust contacts to all BoD members (Jean-Yves)DONE

http://mytravelbook.org/hcvolboard/index.php?topic=503.msg2724#new

  • 5 Future BoD: Changing the statutes
    • persons eligible
    • number of members for BoD
    • resignment of BoD member (waiting list, vacancy till next GA?)

currently:

Article10.2.1 : Composition

The number of members of the BoD is set in the internal rules.

In case of a vacancy in one of its seats, it stays free until the next GA.

In case of resignation or loss of membership of one of the board directors, a new member is elected by the absolute majority of those present at the GA.

The BoD can appoint consultative members, members of the association and/or third parties.

suggestion

  • Article10.2.1 : Composition

The number of members of the BoD is set in the internal rules.

In case of a vacancy in one of its seats, the next candidates on the waiting list are asked if they are ready to join the BoD. The waiting list consists of the candidates who got the next most votes in the last GA. In case none of the waiting list candidates accept, the seat remains vacant until the following GA. --> is to be removed

In case of resignation or loss of membership of one of the board directors, a new member is elected by the absolute majority of those present at the GA.

The BoD can appoint consultative members, members of the association and/or third parties.

> approved by those present

  • 6 Keeping BV members up to date
    • Newsletter every two weeks:
      • very static outline:
        • News
        • decisions made
        • decisions to take
        • discussions going on

> approved by those present

      • newsletter should be written by a duo of either two BoD member or one BoD member and BV member
      • task of setting up next newsletter will be assigned to BoD member at the end of BoD meeting two weeks before the newsletter
  • 7 Unification process TB and BW
    • Micha is working on layout for TB
    • forum posts count and link to all forum posts by member xxx on profile is in progress
    • interfaces for geodata to inerlink (to be done)
  • 8 Verification Volunteers

points to think about:

    • how to display Verified in member's profile
    • how to show Verification volunteer in volunteer's profile
    • criteria for becoming verification volunteer
    • what exactly should / can be verified
  • 9 other
    • search functionality for "couches" (to be done)
    • sending messages with IE is still not possible
  • 10 Week Action plan
    • Check for legal situation about changing the statutes ('are BoD members normal members?) (Pierre-Charles with Diana)
    • apply changes to future statutes (Pierre-Charles) DONE
    • first newsletter (Pierre-Charles with Florian?)
    • forum posts count and link to all forum posts by member xxx on profile (Marco, Jean-Yves)
    • interfaces for geodata to inerlink (Marco, Jean-Yves)
    • search functionality for "couches" (to be done)(Jean-Yves: Jenseb, feto)

Meeting ended at: 22:50

Approved by (include 4 ~) Pietshah 16:39, 2 March 2007 (CET) Jeanyves 21:08, 8 March 2007 (CET)

01.03.2007