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Bo D Meeting 12.06.2014

Meeting started at 21:00 CEST

Participants: claudiaab, railslide, wind

Present online: beatnick, flybynight, horatio, joostvb, leoalone, sitatara, tobixen, thorgal67

Approval of last report: still to be done



Report about accomplished tasks

  • work on http://www.bewelcome.org/wiki/Checklists_for_Board_of_Directors (all)
  • Starting a first visualization draft of the organigram. - mahouni200000 IN PROGRESS
  • work on the comm news (all - right after the meeting) DONE
  • schedule emergency plan meeting (Claudia - framadate) DONE
  • work out details for IFISO conference with delegate (abyssin, wind) -
    • the IFISO conference took place without our participation, since IFISO officials were not so interested in a cooperation / our presence
  • ask communication team to work out an internal decision making process (railslide - thorgal67)
    • priority was given to the newsletter
  • make sure that we are using a safe version of openssl on the new server (railslide, claudiaab)
    • leoalone updated the version during the meeting

Pending BeVolunteer applications


Sysadmin situation

  • The team is more or less set up, there are still a couple of issues (especially regarding DNS, treasurer mail forwarder, and storing keys and passwords) that need to be solved and also a procedure is needed for new volunteers.
  • Another meeting with sysadmins is to be planned

Emergency plans

BeWelcome site down

Sudden influx of new members

we still need to work on this:

  • technical part
  • volunteer part
    • maybe ask each team, esp. support team to set up a list of backup volunteers (i.e. former volunteers that would help out temporarily but don't need to be trained)

Communication team


The http://www.bewelcome.org/wiki/Workpage_Newsletter_0214 has been sent out last week. Translation has not been working so well this time.

internal decision-making process

  • railslide will have a chat with thorgal67 and other team members about this

call for volunteers

  • job board
  • other channels
  • rewrite getactive page

Volunteer coordination

So far we still haven't found a volunteer coordinator.

volunteer recruitment

  • ask communication team to set up a job board (see above)

reports from other teams

translation team

  • new coordinators need to be found
  • ask pablobd to post something in the translation group

forum moderators

  • new member: sammiekong

suggestions team

  • member complained / inquired about conflicting solutions that have all passed the voting
  • controversial interpretation of 'revision after one year' - the plan for the suggestions process was valid from 18th July 2013, but the process itself was only implemented beginning of October 2013; majority interpretation (suggestions team) is to start the revision process in October 2014

Communication of BoD with BV and BW community

  • issues to take into consideration:
    • community news should not present only BV-related things
    • possibility to subscribe
    • visibility also for new BW members
  • options for announcements:
    • group as mahouni suggested, people can join group and subscribe to thread(s)
    • alternative option: BV page and RSS feed (see pablobd's post in the thread)
    • leave announcements in Community News but create more community-related buzz in the Community News
  • decision: leave announcements in Community News for now and ask communication team to create more buzz


  • Organizing the next General Assembly (GA)
    • date - use framadate to find a selection of dates possible for the BoD, post in BV forum and use framadate to decide date
    • place - BV forum
  • Donations
    • no visible peak after newsletter, still about 1000 EUR to go for the budget
  • We have a new BW-admin / superuser (taking over from pablobd): sitatara

Task list

Immediate tasks

  • find dates for GA and check availability through BV-members group and framadate (claudiaab)
  • ask communication team to work out an internal decision making process (railslide - thorgal67)
  • get more participation for Community News section (railslide - thorgal67)
  • organize a follow up meeting with the sysadmins (railslide - claudiaab)
  • ask pablobd to post call for translation coordinators in translation group (claudiaab)
  • ask abyssin about his availability for coordination tasks (volunteer c. or translation c.) (wind)

Longer-term tasks (derived from the GA)

  • Take care about the new wording for the 'Help the project' item in the side menu (make the possibility to donate and to volunteer more visible) - in progress: Discussion started in BeWelcome communications group. Implementation depends on communications group and developers - can hopefully be finished by March 2014. - (sitatara)
  • Write an emergency plan for sudden influx of members - open - chmac, guaka take care of technical part, the Volunteer Coordinators about the volunteer part.
  • Set up a Spam Check Team (or have it ready once we need it) - open - not so urgent right now
  • Review the rules for the BeActive campaign after the first round - open - will be reviewed once the current campaign has been completed
  • Feature one volunteering team per newsletter - (OPEN)
  • Set up a job board - open - Communication Team (OPEN)
  • Think about an organigram to visualize the working of different teams, BV and BW - open - Task for volunteer coordinators and member communication team. Can be dealt with after finishing the new Get Active page. Approximate time frame for publishing an organigram: April 2014. (OPEN)
  • Review Privacy Policy (and check with lawyer) - in progress: thorgal67 started a first draft and will soon (~ end of January) open a wiki page to allow more participation.
  • Explore possibilities for cooperation with other international organizations (e. g. student organizations) (especially to promote BeWelcome in non-European countries) - in progress: Discussion started in BoD group: http://www.bewelcome.org/groups/1709/forum/s9898-Co_operation_with_international_organisations__non_profit_ - might make sense to discuss in the BeWelcome forum to get more input. (wind)
  • Explore the needs of local communities (invitation tools?) - in progress: There will be an unconference in Lyon on this topic. (thorgal67, pablobd)
  • Decide on the need of an ombudsman and define the role in such case -

Meeting ended: CET 23:30

approved by: Railslide, wind - Fri, 25 Jul 14 00:44:13 +0200