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22.02.2007

Meeting started at: 20:06

Moderator: Claudia

Participants: Claudia, Frank, Jean-Yves, Marco

Absent without notification: Hannu

Absent with notification: Pierre-Charles, Jonas, Gerrit

Agenda:

  • 1 approval of last report: yes
  • 2 next moderator: Claudia
  • 3 pending applications: none
  • 4 Status report
    • a) long term: finding out about whether we have to pay taxes and how (Jean-Yves)
      • french associations loi 1901 are tax free
      • if we receive money from advertisment, we are to display it at GA report
      • if income exceeds expenses we must define a purpose for the extra during next year
    • b) finances: fill in Expenses spreadsheet (whoever had expenses)(contact Marco for access)
      • every BoD member should have access
      • income should also be fixed there
    • c) HCvol registration is finally through :)
  • 5 financial strategy and statement (Marco)

the strategy is to wait for the money, then refund the expenses we had and then plan on how using more money (serv etc)

  • 6 Changing the Statutes: GA - requirements
    • 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.

Can we provide that???

  • 7 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.

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

NEW

  • Article 10.2.7 : Resignation and Removal

A BoD member can resign from his functions by written request to a BoD delegate.

In case of serious shortcomings, a BoD member can be suspended from his functions. This request should be taken by the BoD or a GA (ordinary or exceptional, with normal ways of convocation) and should be approved by a GA. The suspension takes effect at the moment of its request.

> still controversial if GA approval is needed or not. Check Forum:

    • application of candidates for BoD (letter of motivation = 'programme'?)

see forum

  • 8 Change of statutes
    • Scope of BoD: Added:
  • to organize at least one GA per year or take care it is being organized by other members of the association

approved

  • 9 situation: beta-testing
    • Problems with Internet explorer
    • country list: some cities are missing
  • 10 finalizing accommodation wording

removing the 'no hard drugs' restriction only leaving 'no drugs' (according to th poll on the forum)

  • 11 other :
  • 12 Week Action plan
    • Check out requirements for change of statutes (Claudia)
    • Start forum discussion about how to dismiss BoD member (Marco)
    • removing the 'no hard drugs' (Jean-Yves) DONE
    • list of trust contacts to all BoD members (Jean-Yves)

Meeting ended at: 22:15

Approved by Thorgal67 19:58, 1 March 2007 (CET) (include 4 ~)

--MarcoP 20:13, 1 March 2007 (CET)

22.02.2007