[2019-Dec-12 13:00:45 CET] Hi [2019-Dec-12 13:00:53 CET] Hi Julian [2019-Dec-12 13:00:53 CET] Hi everyone [2019-Dec-12 13:01:00 CET] Hi all [2019-Dec-12 13:01:12 CET] https://foswiki.org/Community/AgendaTenthGeneralAssembly [2019-Dec-12 13:02:11 CET] Hi there! [2019-Dec-12 13:03:30 CET] Beenden FoswikiOnSlack (~FoswikiOn@michaeldaumconsulting.com) hat diesen Server verlassen (Remote host closed the connection). [2019-Dec-12 13:03:33 CET] (For the record: In order to make it easier to present today's protocol to the association registry, we should explicitly mention vote counts.) [2019-Dec-12 13:03:45 CET] Betreten FoswikiOnSlack (~FoswikiOn@michaeldaumconsulting.com) hat diesen Kanal betreten. [2019-Dec-12 13:04:07 CET] OK [2019-Dec-12 13:04:16 CET] would someone be willing to be notetaker. i.e. summarizing decisions and actions from irc log. [2019-Dec-12 13:04:39 CET] Hi Lynnwood. Just restarted the slack-irc bridge. Maybe your first two messages didnt make it thru. [2019-Dec-12 13:05:02 CET] oh. [2019-Dec-12 13:05:23 CET] I asked if anyone would be notetaker. [2019-Dec-12 13:05:44 CET] And I'm ready to proceed with agenda. [2019-Dec-12 13:05:55 CET] I. Call for Quorum [2019-Dec-12 13:06:07 CET] Does anyone have proxies? [2019-Dec-12 13:06:16 CET] I can take the notes. [2019-Dec-12 13:06:32 CET] I believe we have sufficient present for quorum. [2019-Dec-12 13:06:33 CET] Good afternoon all [2019-Dec-12 13:06:41 CET] How many are on Slack? [2019-Dec-12 13:06:42 CET] thanks @m_ueberall [2019-Dec-12 13:07:26 CET] The only member not present is Oliver Krueger [2019-Dec-12 13:07:42 CET] ok [2019-Dec-12 13:08:01 CET] then i believe that does represent quorum [2019-Dec-12 13:08:08 CET] It does indeed [2019-Dec-12 13:08:12 CET] Agree [2019-Dec-12 13:08:26 CET] Apologies if I'm a bit slow this morning. Got hit with nasty cold yesterday [2019-Dec-12 13:08:31 CET] @gac410 only Lynnwood and me are on Slack. [2019-Dec-12 13:08:41 CET] Thanks MichaelDaum [2019-Dec-12 13:09:06 CET] Betreten Lynnwood (~Lynnwood@foswiki/developer/lynnwood) hat diesen Kanal betreten. [2019-Dec-12 13:09:09 CET] II. Election of two vote counters [2019-Dec-12 13:09:12 CET] (Ftr: Nine people paid this year's membership fees. We're six in total.) [2019-Dec-12 13:09:32 CET] I can count votes [2019-Dec-12 13:09:51 CET] thanks Lavr... although i'm not sure it will be needed. [2019-Dec-12 13:10:16 CET] III. Induction of new members [2019-Dec-12 13:10:29 CET] I see no new members listed for consideration. [2019-Dec-12 13:10:33 CET] Move on? [2019-Dec-12 13:10:49 CET] please do :-) [2019-Dec-12 13:10:57 CET] IV. Consideration of Proposed Changes to Association Articles [2019-Dec-12 13:11:21 CET] Item #1: Section 1, paragraph 2: Registered office location [2019-Dec-12 13:11:28 CET] Discussion and comments open. [2019-Dec-12 13:11:39 CET] pretty straight forward. [2019-Dec-12 13:11:53 CET] Good for me [2019-Dec-12 13:11:55 CET] marcus: FWIW I paid this morning. [2019-Dec-12 13:12:03 CET] Oliver asked to change the postal address from Hannover to Hamburg [2019-Dec-12 13:12:16 CET] MichaelDaum: why is that? [2019-Dec-12 13:12:27 CET] cdot: I updated the list. [2019-Dec-12 13:12:45 CET] he wants to decouple more from anything foswiki [2019-Dec-12 13:12:50 CET] k [2019-Dec-12 13:13:04 CET] i.e. handing over things to the new treasurer [2019-Dec-12 13:13:31 CET] Does anyone have any concerns or objections to this item? [2019-Dec-12 13:13:52 CET] Verlassen Lynnwood (~Lynnwood@foswiki/developer/lynnwood) hat diesen Kanal verlassen ("Textual IRC Client: www.textualapp.com"). [2019-Dec-12 13:14:07 CET] any further comments on proposal? [2019-Dec-12 13:14:18 CET] If not, I'll call for a vote. [2019-Dec-12 13:14:19 CET] No concers. I am happy [2019-Dec-12 13:14:26 CET] * cdot too [2019-Dec-12 13:14:34 CET] * uebera|| too [2019-Dec-12 13:14:40 CET] +1 [2019-Dec-12 13:14:40 CET] no objections [2019-Dec-12 13:15:17 CET] That was 5 votes so far [2019-Dec-12 13:15:23 CET] +1 [2019-Dec-12 13:15:29 CET] Okay +1 [2019-Dec-12 13:15:38 CET] 7 for - 0 against [2019-Dec-12 13:15:45 CET] great. Thanks Lavr. [2019-Dec-12 13:15:52 CET] Proposal pasted. [2019-Dec-12 13:15:58 CET] passed... [2019-Dec-12 13:16:17 CET] Item #2: Section 5, paragraph 4: Maintenance of membership [2019-Dec-12 13:16:37 CET] I invite folks to read through if you haven't and the floor is open for comments. [2019-Dec-12 13:17:07 CET] Note that this reflects https://foswiki.org/Community/MotionToSimplifyMembershipCriteria [2019-Dec-12 13:17:08 CET] It is perfect and in line with what we discussed two weeks ago. [2019-Dec-12 13:17:25 CET] Which was voted for in an EGA and passed [2019-Dec-12 13:17:27 CET] Looks good to me [2019-Dec-12 13:17:27 CET] would anyone like to summarize the intent of this proposal for those who was not part of earlier discussions? [2019-Dec-12 13:17:53 CET] Remove need to attend GA, just pay your dues [2019-Dec-12 13:17:54 CET] Ok. If i hear no objectives, then let's show votes. [2019-Dec-12 13:18:02 CET] +1 [2019-Dec-12 13:18:03 CET] +1 [2019-Dec-12 13:18:09 CET] Thanks @julian [2019-Dec-12 13:18:10 CET] +1 [2019-Dec-12 13:18:14 CET] +1 [2019-Dec-12 13:18:16 CET] +1 [2019-Dec-12 13:18:23 CET] The old rules came from a time where we had a threat to hostile takeover. New rules fits better a small lean org. [2019-Dec-12 13:18:31 CET] I vote for also [2019-Dec-12 13:18:35 CET] +1 [2019-Dec-12 13:18:48 CET] I believe that's unanimous [2019-Dec-12 13:18:53 CET] yes [2019-Dec-12 13:18:58 CET] 7 for - 0 against [2019-Dec-12 13:19:01 CET] Moving right along. [2019-Dec-12 13:19:16 CET] Item #3: Section 10, paragraph 6: Annual Audit [2019-Dec-12 13:19:56 CET] Basically one auditor rather than two. Correct? [2019-Dec-12 13:19:56 CET] Next two changes are needed because of our size. We cannot both have 2 auditors and 5 board members. Both this and next reflect the size of the association [2019-Dec-12 13:20:29 CET] Any objections or concerns about this proposal? [2019-Dec-12 13:20:36 CET] none here [2019-Dec-12 13:20:37 CET] None here [2019-Dec-12 13:20:40 CET] No. [2019-Dec-12 13:20:44 CET] Not hearing any, let's vote. [2019-Dec-12 13:20:44 CET] Fine with me [2019-Dec-12 13:20:48 CET] +1 [2019-Dec-12 13:20:49 CET] +1 [2019-Dec-12 13:20:49 CET] +1 [2019-Dec-12 13:20:52 CET] +1 [2019-Dec-12 13:20:55 CET] +1 [2019-Dec-12 13:20:56 CET] +1 [2019-Dec-12 13:21:22 CET] Last proposal: Section 11, paragraph 1: Board of Directors [2019-Dec-12 13:21:24 CET] 7 for - 0 against [2019-Dec-12 13:21:48 CET] No objection here [2019-Dec-12 13:21:48 CET] As Lavr commented, just right-sizing to our present group. [2019-Dec-12 13:22:06 CET] Hell, let's just vote unless someone speaks up. [2019-Dec-12 13:22:13 CET] +1 [2019-Dec-12 13:22:14 CET] +1 [2019-Dec-12 13:22:18 CET] +1 [2019-Dec-12 13:22:19 CET] +1 [2019-Dec-12 13:22:19 CET] +1 [2019-Dec-12 13:22:20 CET] +1 [2019-Dec-12 13:22:26 CET] +1 [2019-Dec-12 13:22:35 CET] 7 for, 0 against [2019-Dec-12 13:22:38 CET] I want to add this https://foswiki.org/Community/MotionToClarifyTimingForEGA [2019-Dec-12 13:22:44 CET] excellent! [2019-Dec-12 13:22:56 CET] This was voted for and passed I believe at an EGA [2019-Dec-12 13:23:02 CET] Ok, a new proposal from the floor. [2019-Dec-12 13:23:41 CET] If we are going to update the articles (which is a cost) let's incorporate all changes [2019-Dec-12 13:23:50 CET] sounds good. [2019-Dec-12 13:23:54 CET] Discussion on this item? [2019-Dec-12 13:23:56 CET] Is the 6 week limit not rather too restrictive? If the board has to act fast on an issue.... [2019-Dec-12 13:23:59 CET] Objectives, concerns? [2019-Dec-12 13:24:05 CET] Give us 2 mins to read [2019-Dec-12 13:24:11 CET] sure [2019-Dec-12 13:24:13 CET] cdot: That's a fair point. [2019-Dec-12 13:25:08 CET] On Cdot's point, can the board not act in most emergencies on matters other than explicitly assigned to GA? [2019-Dec-12 13:26:03 CET] This is possible. [2019-Dec-12 13:26:19 CET] In case of doubt, the board is liable. But the board members will have their reasons. [2019-Dec-12 13:26:35 CET] I forget; what are the criteria for a GA? [2019-Dec-12 13:26:52 CET] We are talking about an EGA [2019-Dec-12 13:27:01 CET] i.e. why would there be a need to call one? [2019-Dec-12 13:27:02 CET] E for extraordinary [2019-Dec-12 13:27:19 CET] Ah, ok. thanks Julian [2019-Dec-12 13:27:22 CET] The last one was called to vote on two motions [2019-Dec-12 13:27:36 CET] I'm not sure if §9.3 is in line with §9.6 w.r.t. our current numbers (§9.3 is ok, but shouldn't §9.3 also name an explicit minimum number of members?) [2019-Dec-12 13:28:18 CET] It was felt in the earlier GA that year that we needed more time to reflect on these motions and reconvene in an EGA [2019-Dec-12 13:28:57 CET] I am OK with both changes as they are written. They will work with a small size also. [2019-Dec-12 13:29:07 CET] Assuming the impetus for a EGA _might_ be pressing, shorting the the notification time makes sense. [2019-Dec-12 13:29:24 CET] It would seem that 4 weeks is adequate notice. [2019-Dec-12 13:29:41 CET] and keep the 8 week max as is. [2019-Dec-12 13:30:16 CET] +1 regarding the "4 weeks" (instead of 6) [2019-Dec-12 13:30:25 CET] y [2019-Dec-12 13:30:26 CET] I would be inclined to make the max 6 weeks [2019-Dec-12 13:30:29 CET] I don't remember why we went for 6 weeks. I vaguely remember being involved. [2019-Dec-12 13:30:39 CET] the only reason I can see for a GA would be (1) a change to the articles or (2) a winding-up petition. [2019-Dec-12 13:30:50 CET] gac410: the 6 weeks was a "within" window [2019-Dec-12 13:30:58 CET] You have to make sure that if the chairman is on a 3 week vacation with family that he has time to come back and handle things [2019-Dec-12 13:31:06 CET] I think 6 weeks reflects the same time to give notice foe a GA [2019-Dec-12 13:31:17 CET] who gets 3 week vacations ;) [2019-Dec-12 13:31:19 CET] JulianLevens: IIRC, the latter is 8 [2019-Dec-12 13:31:40 CET] 3 weeks off the grid ... outch [2019-Dec-12 13:31:56 CET] Lynnwood: I know! 3 weeks! Who could manage with only 3 weeks! ;-) [2019-Dec-12 13:32:13 CET] lol. of course cdot [2019-Dec-12 13:32:13 CET] Shouldn't the timing for GA and EGA be consistent? [2019-Dec-12 13:32:15 CET] barely enough time to get to the airport [2019-Dec-12 13:32:33 CET] JulianLevens: doesn't have to be, though a tidy mind.... [2019-Dec-12 13:33:00 CET] Means I have to remember less [2019-Dec-12 13:33:49 CET] Do you feel that's more important then perhaps being able to take somewhat more timely action? [2019-Dec-12 13:34:05 CET] As cdot suggested reasons for a EGA are pretty limited, and none are emergency situations [2019-Dec-12 13:34:05 CET] Given the numbers in §9.6, the new board members can decide to decide on the liquidation of the Association on their own. [2019-Dec-12 13:34:42 CET] Fair enough Julian. [2019-Dec-12 13:34:53 CET] The board can act quickly when needed: e.g. getting a new server PDQ [2019-Dec-12 13:35:04 CET] Does anyone want to speak again to reasons for shortening? [2019-Dec-12 13:35:12 CET] Yes I see no need to have urgent EGAs [2019-Dec-12 13:35:17 CET] No, I'm fine with the proposal. [2019-Dec-12 13:35:32 CET] ok. [2019-Dec-12 13:35:33 CET] Ok. sounds good. We're back to propsoal as presented. [2019-Dec-12 13:35:43 CET] If no further discussion, let's vote. [2019-Dec-12 13:35:47 CET] +1 [2019-Dec-12 13:35:48 CET] Fine here too. I seem to remember that a lot of thought went into the timing. [2019-Dec-12 13:35:48 CET] +1 [2019-Dec-12 13:35:49 CET] +1 [2019-Dec-12 13:35:51 CET] +1 [2019-Dec-12 13:35:51 CET] +1 [2019-Dec-12 13:35:53 CET] +1 [2019-Dec-12 13:35:56 CET] +1 [2019-Dec-12 13:36:18 CET] excellent. [2019-Dec-12 13:36:21 CET] 7 for - 0 against [2019-Dec-12 13:36:28 CET] Moving along... [2019-Dec-12 13:36:34 CET] * cdot wishes it was this easy to get agreement on whether to eat Chinese or Indian [2019-Dec-12 13:36:42 CET] V. Election of the of the Board of Directors and substitute members [2019-Dec-12 13:37:27 CET] If someone would clarify, do we have to have some board members rotate off? [2019-Dec-12 13:37:32 CET] I offered last time to step out of the board and instead volunteer as auditor [2019-Dec-12 13:38:12 CET] Thanks, Lavr! [2019-Dec-12 13:38:16 CET] I propose a board as Michael, Lynnwood, and Markus [2019-Dec-12 13:38:32 CET] Seconded [2019-Dec-12 13:38:43 CET] Ok. Motion on the floor. [2019-Dec-12 13:38:43 CET] +1 [2019-Dec-12 13:38:50 CET] please vote [2019-Dec-12 13:38:52 CET] +1 [2019-Dec-12 13:38:53 CET] +1 [2019-Dec-12 13:38:56 CET] +1 [2019-Dec-12 13:39:00 CET] +1 [2019-Dec-12 13:39:09 CET] +1 [2019-Dec-12 13:39:22 CET] +1 [2019-Dec-12 13:39:59 CET] That was 7 for all 3 suggested members [2019-Dec-12 13:40:03 CET] Excuse me one moment. [2019-Dec-12 13:40:47 CET] ok back [2019-Dec-12 13:40:55 CET] (wife couldn't find car keys...) [2019-Dec-12 13:41:13 CET] Will this represent a two year term for all three? [2019-Dec-12 13:41:36 CET] No problem if so, but worth asking [2019-Dec-12 13:42:14 CET] It would seem that we could accommodate if someone needed to go off next year. [2019-Dec-12 13:42:22 CET] Exactly [2019-Dec-12 13:42:37 CET] Any other comments on this? [2019-Dec-12 13:42:51 CET] Any further action needed on Election of Board? [2019-Dec-12 13:43:04 CET] Maybe mention the future roles of the three board members? [2019-Dec-12 13:43:24 CET] I propose Lynnwood to keep the chair [2019-Dec-12 13:43:28 CET] This is between those elected, but maybe for clarification? [2019-Dec-12 13:43:31 CET] MichaelDaum: +1 [2019-Dec-12 13:43:56 CET] Strictly that is up to the board [2019-Dec-12 13:44:04 CET] Yes. The board elect offices within themselves. [2019-Dec-12 13:44:13 CET] But if they are happy to define their roles now [2019-Dec-12 13:44:18 CET] very good. [2019-Dec-12 13:44:27 CET] Who's going to become the new treasurer? [2019-Dec-12 13:44:42 CET] I propose you [2019-Dec-12 13:44:51 CET] It is also a board decision. [2019-Dec-12 13:44:55 CET] I know [2019-Dec-12 13:45:10 CET] I am willing unless Michael does insist… [2019-Dec-12 13:45:22 CET] no no ... please go ahead. [2019-Dec-12 13:45:25 CET] It would be nice if someone was explicitly willing to be treasurer. [2019-Dec-12 13:45:28 CET] Good. [2019-Dec-12 13:45:29 CET] Ok, that's decided, then. :) [2019-Dec-12 13:45:46 CET] great! thanks @m_ueberall ! [2019-Dec-12 13:45:50 CET] Clap, clap, clap. Thanks to all 3 [2019-Dec-12 13:46:25 CET] Ok next: [2019-Dec-12 13:46:26 CET] So, are members of the board agreed that Lynnwood is chairman, uebera|| is treasurer and Michael is just a plain board member? [2019-Dec-12 13:46:26 CET] VI. Non-Board Auditors / Financial Report [2019-Dec-12 13:46:32 CET] uebera||, I do have the Oliver's file of bank statements n stuff over here. Let's discuss later. [2019-Dec-12 13:46:42 CET] I"m agreeable with that [2019-Dec-12 13:46:43 CET] MichaelDaum: ok. [2019-Dec-12 13:47:19 CET] JulianLevens: I also agree. [2019-Dec-12 13:48:24 CET] * cdot can't find anything wrong in the accounts. All looks kosher to me. [2019-Dec-12 13:48:43 CET] such a succinct audit report... [2019-Dec-12 13:49:00 CET] * gac410 also was satisfied. Everything looked okay. [2019-Dec-12 13:49:07 CET] Questions? Comments? Discussion? [2019-Dec-12 13:49:44 CET] Maybe we can add the audit results to the topic in questions like we did for, e.g., https://foswiki.org/Community/Finance/FinancialStatement2016 [2019-Dec-12 13:49:54 CET] Lynnwood: In formalSpeak, "In connection with my examination, no matter has come to my attention that gives me reasonable cause to believe that in any material respect the requirement to keep accounting records appropriate to the activities of the association has not been met; or to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached." [2019-Dec-12 13:50:17 CET] most excellent! [2019-Dec-12 13:50:55 CET] Next: Election of two auditors for the next year [2019-Dec-12 13:51:02 CET] Only 1. [2019-Dec-12 13:51:04 CET] My statement was "George Clark has checked that Paypal and Bank statement show that the funds are all there and match the reported accounting. All expenses are verified to be reasonable. Financial accounting for calendar year 2018 approved. [2019-Dec-12 13:51:11 CET] Lavr has volunteered. Do we accept. [2019-Dec-12 13:51:19 CET] Right. thanks lavr. [2019-Dec-12 13:51:23 CET] First we need to formallyt vote for the finance statement. [2019-Dec-12 13:51:23 CET] 1 auditor. [2019-Dec-12 13:51:31 CET] +1 [2019-Dec-12 13:51:33 CET] And I vote +1 [2019-Dec-12 13:51:34 CET] +1 [2019-Dec-12 13:51:35 CET] +1 [2019-Dec-12 13:51:35 CET] +1 [2019-Dec-12 13:51:40 CET] oh. apologies. getting ahead. [2019-Dec-12 13:51:45 CET] +1 [2019-Dec-12 13:51:49 CET] +1 [2019-Dec-12 13:52:02 CET] rein me in. [2019-Dec-12 13:52:24 CET] so again 7 for - 0 against. All have accepted the finance statement [2019-Dec-12 13:52:29 CET] Finance statement appooved. [2019-Dec-12 13:52:42 CET] And yes I volunteer to be auditor [2019-Dec-12 13:52:52 CET] Do we accept Lavr fine offer to be auditor? [2019-Dec-12 13:52:56 CET] +1 [2019-Dec-12 13:52:58 CET] +1 [2019-Dec-12 13:52:59 CET] +1 [2019-Dec-12 13:53:09 CET] sure [2019-Dec-12 13:53:10 CET] +1 [2019-Dec-12 13:53:17 CET] +1 [2019-Dec-12 13:53:33 CET] Thanks again Lavr! [2019-Dec-12 13:53:47 CET] did we have only 6 votes? [2019-Dec-12 13:54:02 CET] somebody holding out? [2019-Dec-12 13:54:37 CET] I don't see cdot. abstaining? distracted? [2019-Dec-12 13:55:01 CET] In any case, I believe it's approved. [2019-Dec-12 13:55:21 CET] 6 for, 0 against, 1 did not vote (yet) [2019-Dec-12 13:55:25 CET] +1 [2019-Dec-12 13:55:31 CET] 7 vs 0 Thanks [2019-Dec-12 13:55:35 CET] sorry, got distracted [2019-Dec-12 13:55:39 CET] Ok. VII. Proposals received from the members for Bylaws [2019-Dec-12 13:55:48 CET] I don't believe we have any additional propsoals. [2019-Dec-12 13:56:10 CET] VIII. Misc [2019-Dec-12 13:56:28 CET] Do we want to go ahead and set GA date for next year? [2019-Dec-12 13:56:41 CET] yes please [2019-Dec-12 13:56:47 CET] Sure [2019-Dec-12 13:56:53 CET] pulling up calendar... [2019-Dec-12 13:56:54 CET] It should be earlier than this year. [2019-Dec-12 13:57:04 CET] i was thinking the same. [2019-Dec-12 13:57:07 CET] Best to do this in Q1 or Q2... [2019-Dec-12 13:57:11 CET] https://www.timeanddate.com/worldclock/meetingdetails.html?year=2020&month=6&day=5&hour=13&min=0&sec=0&p1=224&p2=179&p3=136&p4=37&p5=240 [2019-Dec-12 13:57:13 CET] This is a difficult time of year. [2019-Dec-12 13:57:54 CET] Maybe an early June date [2019-Dec-12 13:57:59 CET] I think June 5 would be ok. [2019-Dec-12 13:58:17 CET] That's right about the time my kids get out of school. [2019-Dec-12 13:58:51 CET] And we some times take a trip. You know, those leisurely 3 week vacations. [2019-Dec-12 13:59:01 CET] more like a weekend at the beach. [2019-Dec-12 13:59:13 CET] I'm fine with June 5 [2019-Dec-12 13:59:21 CET] +1 [2019-Dec-12 13:59:23 CET]