Board of Governors Meeting Minutes

Meeting date: 11 November 2016

Collated by: Nicolas David (Assistant Secretary)

Signed by: Elías Herrero (Vice President)

Agenda

  1. Briefing with Executive.
  2. Approve meeting minutes of previous BoG meeting.
  3. Determining Agenda for Next GA Meeting.
  4. Budget 2017.
  5. Executive communication protocol.
  6. Executive and assigned technical responsibilities.
  7. ATC Ops and Flight Ops merger.
  8. BoG Standard Operational Procedures.
  9. Life time suspension (ban) concept.
  10. Medal Of Honor for Claude Mondarie.
  11. AOB.

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
  2. 155904 - Splendor A. Bouman

Meeting valid per statutes with 71% attendance

Meeting Opened at 15h38 UTC.

1 - Briefing with Executive

The discussion was focused on the Life time suspension. A procedure has been found between the BOG and the Executive. This procedure is defined on point 9 of the BOG meeting.

2 - Approval of BoG Meeting Minutes (25/09/16 and 30/10/16)

No discussion was recorded for this point.

Motion: Approval of BOG meeting minutes of 25 September and 30 october 2016

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 - Determining Agenda for Next GA Meeting.

The BOG reviewed all candidates and defined the following agenda for the next General Assembly meeting:

1 . Election of BOG members.

  • Shabeeb Hamzat - 416215
  • Mathias Meyer - 211977
  • Giorgio La Pira - 135071
  • Jacques Mariens - 102912
  • Jedrzej Przybylski - 444561
  • Eric Olson - 101031
  • Andrii Bogoslavets - 424000
  • Bas Pigmans - 276432
  • Filipe Fonseca - 205631
  • Peter Bosch - 396868
  • Quentin Fusier - 301586
  • Rob Overdijk - 337079

The voting will be established according to Articles 5 and 8 of our By-laws. And for your information, the proxy votes topic will be created in the GA forum this weekend. In case you cannot attend the meeting, you should send an email tovzw@ivao.aero with a copy to the member who will represent to you in the meeting. And in order to validate the proxy, this last member shall send a confirmation tovzw@ivao.aero. Proxy votes will be accepted up to the start of the meeting.

2. Approval of the 2017 Budget.

You will find the proposed budget in the GA forum beginning this weekend.

3. Any other business.

The GA meeting will take place on 20 November 2016 at 19h30z.

Motion: Approval of the Agenda for the General Assembly meeting on November 20th, 19h30z

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 - Budget 2017

Jacques Mariens (Treasurer) made a presentation of the Budget 2017.

Motion: Approval of the Budget 2017

Author: Nicolas David

Voting

Type: public - Majority: regular

Results:

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

Conclusion: Agree

The Board also voted to fix the contribution of the NPO membership for the year 2017. After an internal discussion, the proposal was made to keep the same amount as we have now.

Motion: Set the NPO membership contribution to 16 Euros.

Author: Nicolas David

Voting

Type: public - Majority: regular

Results:

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

Conclusion: Agree

5 - Executive communication protocol.

Motion: Approval to create an official Executive forum account, used by the Executive Council members only to open and close official topics.

Author: Nicolas David

Voting

Type: public - Majority: regular

Results:

4x Agree: Elias Herrero, Giorgio La Pira, Jacques Mariens, Maxime Poncelet

1x Disagree: Nicolas David

Conclusion: Agree

6 -Executive and assigned technical responsibilities.

After some discussions, the BOG discovered that some Executive members are assuming some technical tasks who are, from the BOG point of view, outside the Executive responsibilities area. The main concern raised is that the BOG as legal entity and legal responsible, needs to know who have access to what regarding privacy policy and personal data.

After some discussions, the BOG agreed in a temporary solution who consist of the creation of a document (excel, for example) filed and updated by the DevOps and visible by the BOG. This document will list who have access to what. This document must be updated by the DevOps every time they are opening or closing an access to a member.

7 - ATC Ops and Flight Ops merger.

After some discussions, the BOG agree to say that this project is a good project however, the fact that divisions have not been involved in this project is a major issue for the BOG. The Board is aware that every divisions have its own organization for the these 2 departments therefore before merging these departments, the BOG thinks that it is necessary that the Executive present this project to divisions and come back to the BOG with the possibility to include or not divisions in this merge.

8 - BoG Standard Operational Procedures

In the recent past it has become clear that the BOG needs to establish documents with Standard Operation Procedures, to ensure that nothing is forgotten and to avoid mistakes in the future as well as to show how things are working inside the BOG. These documents will be helpful when new governors will join the Board and make their integration easier and faster.

The BOG agreed to create these SOPs and assigned this task to one Governor.

9 - Life time suspension (ban) concept.

This point was already discussed during the BOG meeting of 31 January 2016, the conclusion was: “The consensus was that the concept of a lifelong suspension serves no purpose over a suspension with a defined duration. The concept of a lifelong suspension should therefore be reviewed in favour of set durations which may be renewed should the need arise.

Return to the Executive for comment.”

The BOG did not change its mind and still think that all suspensions should be reviewed after a certain period of time, indeed mentality can change with time. After a discussion with the Executive, the BOG agreed to create a special procedure for very long suspensions (called at this time: life time suspension.).

When the Executive feels that a very long suspension is needed, the Executive will present the case to the BOG with all aspects, the BOG will have 5 calendar days to give to the Executive the next review date of the presented case.

10 - Medal Of Honor.

The BOG received a request to award M.Claude Mondarie with the Medal of Honor.

Motion: Attribution of the Medal Of Honor to Claude Mondarie

Author: Nicolas David

Voting

Type: anonymous - Majority: regular

Results:

5x Disagree

Conclusion: Disagree

11 - Any other Business

The chairman of the meeting called for any AOB. Nothing was discussed.

With no further business to be discussed the meeting was closed at 18:05 UTC.