Board of Governors Meeting Minutes

Meeting date: 25 September 2016

Collated by: Nicolas David (Assistant Secretary)

Signed by: Elías Herrero (Vice President)

Agenda

  1. Briefing with Executive
  2. Approval of BOG Meeting Minutes of 8 July 2016
  3. Schedule the different dates in the process for BoG elections and GA meeting
  4. 2017 budget
  5. Preliminary presentation of the new proposed budget system
  6. Project: inactive members in the NPO, How to improve it?
  7. Staff guidelines/rules on communication
  8. Any other Business

Attendance

Present

  1. 102912 - Jacques Mariens
  2. 135071 - Giorgio La Pira
  3. 180003 - Nicolas David
  4. 218981 - Elias Herrero (Meeting Chairman)
  5. 278220 - Maxime Poncelet

Absent

  1. 101031 - Eric J. Olson (Present during the Briefing with Executive)
  2. 155904 - Splendor A. Bouman

Meeting valid per statutes with 71% attendance

Meeting Opened.

1 - Briefing with Executive

Briefing with Executive on current issues, forum communication, Budget, DevOps, Event management. Action plan established to recover full operation after Summer Period

2 - Approval of BoG Meeting Minutes (08/07/16)

No discussion was recorded for this point.

Motion: Approval of the BOG Meeting minutes of 8 July 2016 (meetings:bog:2016-07-08)

Author: Nicolas David

Voting

Type: public - Majority: regular

Results:

5x Agree : Elias Herrero, Giorgio La Pira, Jacques Mariens, Maxime Poncelet, Nicolas David

Conclusion: Agree

3 - Schedule the different dates in the process for BoG elections and GA meeting

After a discussion it has been decided to follow this schedule for the next GA meeting concerning the BOG election:

  1. Open Application: 01 October 2016
  2. Application Deadline: 28 October 2016 00h00UTC
  3. Election: 20 November 2016

It has been raised that the 2017 Budget will have to be presented and voted during the next GA meeting.

Motion for a GA Meeting on 20 November 2016 to include BOG Elections and Approval of 2017 Budget.

Author: Nicolas David

Voting

Type: public - Majority: regular

Results:

5x Agree : Elias Herrero, Giorgio La Pira, Jacques Mariens, Maxime Poncelet, Nicolas David

Conclusion: Agree

4 - 2017 budget

The treasurer has not received all department budgets. He will present the budget to the Board of Governors in October.

5 - Preliminary presentation of the new proposed budget system

Elias Herrero in cooperation with the PR dept have worked on a new budget system. The mission of this system is the modification of how the NPO budget is managed to provide resources to Divisions and how the new partners policy can help to fund division events and activities. The preliminary work has been presented to the rest of the Board of Governors and some remarks have been raised.

The work is still in progress.

6 - Project: inactive members in the NPO, How to improve it?

Following the request of the General Assembly concerning the activity of NPO members, Nicolas David presented to the Board of Governors a brief reminder of the subject as well as a survey that could be sent to all General Assembly members. The result of this survey will be compiled and presented to the Board of Governors and General Assembly.

7 - Staff guidelines/rules on communication

Following the request of the General Assembly regarding communication issues and after a discussion it has been decided that a staff code of conduct and rules of communication must be created. It has been agreed that this work should be done by the Executive and approved by the Board of Governors.

11 - Any other Business

Task Force - Rules and Regulations

Elias Herrero presented a status of TFNRR. After a break, this Task Force will start again to work. According to the last presentation done to the Board of Governors, the Task Force will now start to communicate with all departments. (meetings:bog:2016-03-25)

Task-force Complaints Commitee

Elias Herrero presented a status of this Task Force. According to the wish of Nicolas David and Elias Herrero the task force will have an internal meeting to speed up the process.