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Bo D Meeting 29.01.2014

Legal note: This page is to be treated as a working document until it has been approved by at least two BoD members.

Meeting started at 22:00 CET (private part) 22:30 CET (public part)

Participants: Callum, Claudia, Johannes, Kasper, Pablo

Online guests: polarfox, platschi, zatopek, leonardo, thorgal67, samtherobin (?), jenseb, beatnick, amnesiac84, james_oder_dave,

Delegation of votes: -

Approval of last report: yes


Note: From 22:00 to 22:30 CET the BoD dealt with sensitive issues in a private meeting, from 22:30 the meeting was public - read only, with participation of individual guests on certain points and an open part at the end of the meeting, when everybody could ask questions and join the discussion

Quick votes / Proposals

Questions concerning the proposals should be asked before the meeting. During the meeting very short discussions can still take place if needed and then the BoD will vote about these proposals. Topics that can't be decided quickly will be postponed.The idea is to be quick with the first points to finally have time for discussions about the long term task or for giving a first feedback to new ideas of any BoD member.

Proposal: Communication coordinator for the Welen team

Without having someone doing the development coordination, there should be at least someone coordinating the communication between BoD and Welen team.

I don't think it makes sense to handle this as a proposal, yes, we need a coordinator, but who? This certainly needs discussion claudiaab - Sat, 25 Jan 14 20:47:07 +0100

This proposal was discussed and clarified during the private part of the BoD meeting. We don't want to create a new role, just attribute the task of taking over communication with the dev team(s) to one BoD member. It was decided that Pablo should deal with it as volunteer coordinator, since he had also organized the chat with the Dev Team together with Rima.

Proposal: Communication coordinator for the Rox team

Without having someone doing the development coordination, there should be at least someone coordinating the communication between BoD and Rox team.

I don't think it makes sense to handle this as a proposal, yes, we need a coordinator, but who? This certainly needs discussion claudiaab - Sat, 25 Jan 14 20:48:07 +0100

see above, previous proposal

Proposal: Minimum features for the Welen platform/ Updating the task lists for developers


The proposal was modified during the meeting to: discussing the list of development priorities for Welen with the BV membership The proposal was defeated by 3:2 on the grounds that the Welen team needs as much freedom and as much support as possible. While 2 BoD members wanted to give at least some guidelines to the Welen team by updating the list of development priorities, which the GA 2012 had approved.

this is the link to the above mentioned list, http://lists.bewelcome.org/pipermail/bw-dev-discussion/2013-April/011276.html

Proposal: Data mining proposal

chmac Need some background info on this, please. claudiaab - Sat, 25 Jan 14 20:48:07 +0100

this proposal was postponed to a future meeting

Proposal: Improve documentation of procedures

Organizing the eGA we don't have a precedent to fall back on, but even for organizing a normal GA there is no checklist around. I would like to propose to make handing over issues from one BoD to the next easier by improving the documentation for different procedures and also positions. Obviously things can still be adapted and handled differently by each BoD, but it still helps to have something to start with.

this proposal was rejected, we don't need to vote on it, just get on with the task: http://www.bewelcome.org/wiki/Checklists_for_Board_of_Directors

Proposal: Use a tool for issues and tasks

I think the BoD needs a task/issue management tool. I'd like to propose github as preferred option, but I'm open to other suggestions (trello comes to mind). It can also be a centralized store for important documentation that should not be public (with version control as a bonus). guaka - Wed, 22 Jan 14 21:54:12 +0100


  • stay on topic
  • more asynchronous
  • better project history and documentation


  • another tool - can replace some existing things though, e.g. google docs and a large part of email and chat communication
  • GitHub/Trello is a private company (and so is Google)

tltttatt (too little time to test all those tools). Need some short intro to decide claudiaab - Sat, 25 Jan 14 20:48:07 +0100

This proposal was postponed, we need to investigate further, which tool might be most suitable

Report about accomplished tasks

  • start donation campaign (Johannes) DONE
  • change text for the donation page (Kasper, Johannes) DONE
  • start a list for legal questions for whenever we have to consult a lawyer (Claudia) DONE
  • start a post about the legal situation (can BV sell BW) in the BeVolunteer group (Claudia) DONE
  • make sure new ToU take effect on 11th January with all technical implications (Rima) DONE
  • BV-memberlist is up to date, all 57 emails in the mail forwarder are confirmed and up to date now (Claudia) DONE

Pending BeVolunteer applications

We got one application for BeVolunteer, but it did not meet the requirements (invalid) - The applicant has been informed.

Organize an extraordinary General Assembly

  • find a date

Saturday, February 22nd, 2014 for real time chat sessions, one week before: formal forum discussions in dedicated group.

  • announce the eGA: Callum
  • decide on suitable channel: start a thread in the BV group

The agenda will be open for contributions till Monday, February 3rd, 2014. The BoD will then finalize the agenda and publish it

  • set up a group
  • work out the polls
  • keep BV members informed as to agenda, channel, group


Task list

Immediate tasks

  • invite forum moderators for a chat (Claudia, Pablo) postponed
  • contact matthias to fix the payment of servers (Johannes) IN PROGRESS
  • add synopsis to guidelines for conflict handling and then publish the guidelines (Rima---> Claudia)
  • start thread in BV group about alternative to IRC chat (Claudia)
  • finalize eGA agenda
  • start eGA group
  • start threads in eGA group
  • work on http://www.bewelcome.org/wiki/Checklists_for_Board_of_Directors
  • evaluate budget for BeActive application

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 - in progress: Discussion started in BeWelcome communications group. First newsletter featuring a volunteer team (in the form of an interview with a volunteer) will be the newsletter in February. (OPEN)
  • Set up a job board - open - The Member Communication Team is currently re-writing the Get Active page. We will first review how that helps recruiting more volunteers and afterwards discuss the necessity and feasibility of a job board. (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 - in progress: An ombudsman has been appointed. The new ombudsman is user:neo82. He will start a wiki page to outline the role.

Meeting ended: 0:33 CET

approved by: wind - Thu, 06 Feb 14 23:31:54 +0100