Board of Governors Meeting Minutes

Meeting date: 25 September, 2015

Collated by: Eric Olson (President)

Agenda

  1. Briefing with Executive
  2. Approval of BoG Meeting Minutes of 30 June 2015
  3. Treasurer's Report 2015, Preliminary Budget 2016
  4. Donation Campaign - 2015
  5. Budget for Public Relations 2016
  6. NPO Filing Status
  7. Trademark Status
  8. Software Development Department Agreement
  9. Logistics / Software Development Department Merger
  10. Flight Operations / ACT Operations Merger
  11. General Assembly Meeting Date and Preliminary Agenda
  12. BOG Candidate Invitation
  13. TFENH (Status)
  14. TFNRR (Status)
  15. Complaints Committee (Status)
  16. Department Roles & Responsibilities (Status)
  17. Any Other Business

Attendance

Present

  1. 101031 - Eric J. Olson
  2. 102912 - Jacques Mariens
  3. 195667 - Vybhava Srinivasan
  4. 218981 - Elias Herrero

Absent

  1. 135071 - Giorgio La Pira
  2. 155904 - Splendor A. Bouman
  3. 277564 - Achmad Ferdi Iskandar

Meeting valid per statutes with 57% attendance

Meeting Opened 1800 UTC.

1 - Briefing with Executive

Members of the Executive Committee presented information regarding the Logistics and Software Development Merger and information regarding the Flight Operations and ATC Operations Merger.

2 - Approval of BOG Meeting Minutes of 30 June 2015

No discussion was recorded for this point.

Motion: Approve Minutes for meeting held on June 30, 2015 (meetings:bog:2015-06-30))

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

2x Agree : Eric J. Olson, Jacques Mariens

Conclusion: Agree

3 - Treasurer's Report 2015, Preliminary Budget 2016

A brief discussion about the need for additional funds in the 2015 budget to accommodate an increase in events. Several line-items were found to have unused funds which would cover a majority of the request. As it involves a financial decision, the motion is advisory in nature and the actual transfer will be requested to the General Assembly.

Motion to request $3000 transfer to PR Budget for events ($1700 line-item transfer, $1300 from reserves)

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

4x Agree : Elias Herrero, Eric J. Olson, Jacques Mariens, Vybhava K. Srinivasan

Conclusion: Agree

4 - Donation Campaign 2015

A motion was made to request donations from the membership which will have an impact on the 2017 budget.

Motion to have President email IVAO Membership regarding donations to be used for PR Events

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

4x Agree : Elias Herrero, Eric J. Olson, Jacques Mariens, Vybhava K. Srinivasan

Conclusion: Agree

5 - Budget for Public Relations 2016

Assistance for Public Relations Department for 2016 events to help promote divisions was discussed. The item was tabled until the next meeting when a 2016 budget is presented.

6 - NPO Filing Status

Self-audit of legal form filing status was requested and discussed. At present, Treasurer Jacques Mariens was unaware of any required forms which are outstanding. Follow-up with the Secretary for verification will be completed.

7 - Trademark Status

An update on the status of the IVAO Trademark was requested. Members were briefed as to a prior decision by the board to allow it to lapse due to the perceived lack of value to the organization. It was decided to present the information to the NPO and allow the General Assembly members to make a decision whether or not to re-apply for trademark.

8 - Software Development Department Agreement

An update on the status of the Software Development agreement was requested. As the secretary was unavailable, item was tabled to the next meeting.

9 - Logistics and Software Development Department Merger

After reviewing the request from Executive and reviewing the proposal, a motion would was made to approve the merger.

Motion to approve merger of logistics and software development departments per http://forum.ivao.aero/index.php?action=dlattach;topic=268947.0;attach=19283;image

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

2x Agree : Elias Herrero, Eric J. Olson
1x Abstain : Jacques Mariens
1x Disagree : Vybhava K. Srinivasan

Conclusion: Agree

10 - Flight Operations / ATC Operations Merger

After reviewing the proposal from Executive and information presented by the respective departments, it was decided that not enough input had been received from the Flight Operations Department.

Topic tabled to the next meeting.

11 - General Assembly Meeting Date and Preliminary Agenda

Motion for a Special GA Meeting on 18 October to include budgetary adjustments, trademark discussion, and motions presented by the GA

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

4x Agree : Elias Herrero, Eric J. Olson, Jacques Mariens, Vybhava K. Srinivasan

Conclusion: Agree


Motion for a GA Meeting on 15 November to include BOG Elections and Approval of 2016 Budget

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

4x Agree : Elias Herrero, Eric J. Olson, Jacques Mariens, Vybhava K. Srinivasan

Conclusion: Agree

12 - BOG Candidature Invitation

Motion to invite candidatures for upcoming BOG election. Candidatures shall be submitted NLT OCT 24 at 0000Z.

Author: Eric J. Olson

Voting

Type: public - Majority: regular

Results

4x Agree : Elias Herrero, Eric J. Olson, Jacques Mariens, Vybhava K. Srinivasan

Conclusion: Agree

13 - TFENH (Status)

Discussion about the task force was held and it was decided to allow the task force to proceed as is until a report was received including recommendations.

14 - TFNRR (Status)

Discussion about the task force was held and it was decided to allow the task force to proceed forward as is until a report was received including recommendations.

15 - Complaints Committee (Status)

Discussion about the task force was held and it was decided to allow the task force to proceed forward as is until a report was received including recommendations.

16 - Department Roles and Responsibilities (Status)

Discussion about the task force was held and it was decided to try and generate interest to move the task force ahead.

17 - Any other Business

1. Request from Ronald Vermeij: IVAO - The Community App

After discussion, it was decided to refer the member to the Software Development Department along with a proposal.

With no further business to be discussed the meeting was closed at 2020 UTC