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24.05.2007

Moderator: Claudia

Meeting started at: 20:15

Participants: Claudia, Florian, Frank, Jean-Yves, Marco, Peter,

Absent without notification: Irina, Micha

Absent with notification: Pierre-Charles

Agenda:

  • 1 approval of last report: yes

in charge of approving this report: Florian, Frank

  • 2 next moderator: Claudia
  • 3 pending applications: none
  • 4 Status report
    • approving report (Florian, Pierre-Charles)DONE
    • documentation of GA (Claudia): pending, will be finished next week
    • financial report (Marco): some data is missing (Google ads, etc.)
    • starting forum discussion about adding more delegates to the BoD or assigning tasks to vice-delegates (Florian; DONE)
    • work on disclaimer and contact Pascal for help (Frank): Done, waiting for feedback and comments from programmers
    • contact and give access to beduinka and planetcruiser (Frank)Done (waiting for Beduinka to register with BV forum)
    • added: contacted Pascal for translation of statutes into French, he will do it (has partly done it already)
  • 5 decision about number of delegates and fixed tasks within BoD
    • three delegates
    • each delegate has a helper (Assistant) and backup: 3 vice delegates
      • vice treasurer: Micha (support and help treasurer) - will be treasurer in case the actual treasurer resigns
      • vice secretary: Claudia (support and help secretary)- will be secretary in case the actual secretary resigns
      • vice executive: Florian - will not be executive in case the actual executive resigns (in this case secretary will temporarily take on the post until new executive is elected by BoD)

The vice executive acts as a link between the communication team (which might focus on internal communication and media relations) and the executive tasks of officially representing the organisation. He also helps with public relations, i.e. opinion scanning and acting as contact person for other networks. In addition the vice executive may also assist with every day tasks of executive delegate.

tasks

    • Treasurer:
      • all the functions mentioned in the statutes
      • establish process that donations are possible (working together with legal team)
      • find a bank which allows good online banking, ideally available in English language
      • prepare a clear and professional overview and statement for the GA.
    • Secretary:
      • all functions mentioned in the statutes
      • making sure the documentation of the organization is in order, well stored, and made public as needed/wished by the organization
      • archiving of official documents and communication
      • responsible for informing the volunteers about what is going on (collecting news for newsletter and wiki page updates (ongoing polls...), could be helped by vice-secretary
      • closely working together with pr and communications team
    • Executive:
      • all functions mentioned in the statutes
      • legal representative of the organisation
      • official spokesperson of the organisation

See current definitions in the statutes: http://www.bevolunteer.org/wiki/index.php/Future_Statutes#.2AArticle_8.2.5_:__d.C3.A9l.C3.A9gu.C3.A9s_.2F_delegates_.28EX-15.29

See discussion on the forum (BoD internal): http://www.bevolunteer.org/forum/index.php?topic=782.0 http://www.bevolunteer.org/forum/index.php?topic=783.0

  • 6 decision about changing the name of BoD

suggestions:

    • executive committee
    • elected board
    • board (inofficial term, while officially sticking to BoD)

None of the suggestions were liked enough. There is the problem that we cannot officially change the name of the BoD until the next GA and that using two different names might confuse members. We decided to brainstorm on the issue in a wider circle (forum) without any rush and with taking into account the mentioned points.

  • 7 Other
    • What information needs to be kept internal?
    • How to make polls more visible?
  • Week Action plan
    • approving report (Florian, Frank)
    • documentation of GA (Claudia): pending, will be finished next week
    • financial report (Marco, with help of Jean-Yves, Micha)
    • finding an international bank with online banking for us (Jean-Yves)
    • starting forum discussion about name change of BoD (or inofficial name to be used temporarily) (Peter)
    • starting forum discussion about what issues in general should be kept internal (Peter)

Meeting ended at: 22:15

Approved by (include 4 ~) Thorgal67 00:36, 25 May 2007 (CEST) Kiwiflave 11:47, 25 May 2007 (CEST)

24.05.2007