2013-06-27 Board Meeting (Teleconference)

Date / Time

Thursday 27 June 2013

19:00 - 20:00 UTC - calculate timezones

Meeting Number: AL.EU/CC.0613/2

Location

Phone conference - see:

Agenda

Follow-up from the EO / on spot Board meeting in Lisbon (Thursday night 20 June)
Approval of the Lisbon GA meeting minutes (notes from Jordi, edited by Wolf) regarding Oksana's suggestion
Worst case scenario and consequences considered by the Chair regarding outcome of the current run-off voting
Next steps and how to organize the Board work and functioning
Miscellaneous

Additional Ressources

Recording (english)
Transcript: EURALO Board meeting -Transcript 27 June 2013
Adobe Connect Chat: EURALO Board meeting - AC Chat 27 June 2013
Action Items: EURALO Board meeting - Action Items 27 June 2013

Participants

Wolf Ludwig
Jordi Iparraguirre
Manuel Schneider
Yrjö Lansipuro
Sébastien Bachollet
Olivier Crépin-Leblond
Sandra Hoferichter
Lutz Donnerhacke

Not present:

Bill Drake
Desiree Miloshevic (not available on Doodle),

Apologies:

Frans Gerbosch
Annette Muehlberg

Staff:

Silvia Vivanco (SV)
Gisella Gruber (GG)
Matt Ashtiani

Minutes

1. Follow up from Meeting EO Lisbon

There were emergency questions from the GA. We realized that the vote result did not reach the bylaw requirement in article 11.20 that the absolute majority was required, which did not happen. Vote to be open until 28 June 2013.

Approval of the summary point 1.

2. Approval of the GA Minutes:

OCL suggested that a note to the minutes be added as an addendum "an inquire showed that there was no majority and that such majority was required and therefore a second round needed to take place".

WOLF suggested the following wording to be added as addendum : add

"That this first vote result was contested by an assigned Board committee afterwards referring to the given Bylaw prescriptions". Otherwise, this part of the minutes would read like the vote was made and is" VALID" -- what was the first impression during the meeting by many but doesn't comply with the Bylaws.

Jordi: I'd just add that this noncompliance was raised just after the General Assembly: so then we had the meeting after the ISOC.pt dinner and realized Bylaw article 11.20 etc.

The new wording was approved by 4 members.

3. Vote:

Matt is managing the vote. Vote is secret. It will be released tomorrow night

Lutz cautioned not to mention who did not vote. It was agreed NOT to mention who did not vote, only who voted.

4. Next Steps, Future functioning of the Board

Manuel suggest reviving the board mailinglist and doing some cleanup work on the Wiki to make finding information easier.

Yrjö supports the idea of activating the Board Mailing list.

AI: Staff to update the Board Mailing list with the current Board members.

Yrjö suggested some ideas regarding the Wiki pages and how to better design them.

Manuel suggests two new Wiki pages:

a) current activities, working groups and events – a list with concrete tasks and who is doing what within EURALO

b) a document with a broader scope holding kind of a strategy of EURALO, what we want to achieve, what we focus on etc.

Wolf suggest setting up a internal Working Group on the EURALO strategy.

AI: Board will create a Strategy WG within EURALO

Manuel asked for volunteers for the Strategy WG

Wolf, Jordi, Yrjö, Lutz, Manuel

Yrjö mentioned that this is not about the tools but the substance which matters (Wiki vs. e-mail).

Jordi proposed Items, priorities and deadlines

Wolf proposed regular board calls

Manuel suggests 1 call every month at a fixed time.

General agreement that the board calls were better before the monthly EURALO calls, as kind of a preperation for these calls.

Same day as this call would be second Thursday of the month at 19:00 UTC. Opposition from Lutz, no time, so another day must be found.

AI: GG to set up a Doodle to see the availability of Board members for the week before the EURALO Monthly call

Jordi: Secretariat and other functions must be better defined and measurable.

OCL: mentioned that position descriptions are in the EURALO Bylaws

AI: Manuel: Will create a Wiki page to document duties, tasks and processes within EURALO.

5. Miscellaneous

Manuel mentioned the idea of having some face to face meetings

Lutz: If there are local events in Europe people can get together

Meeting ends at 20:30 UTC

Action Items

AI: Staff to add the addenda to the Lisboa GA minutes

AI: Matt Asthiani to update the Board Mailing list with the current Board members.

AI: Board will create a Strategy WG within EURALO. Members: Wolf, Jordi, Yrjö, Lutz and Manuel.

AI: Board will have a monthly call. GG to set up a Doodle to see the availability of Board members for the week before the EURALO Monthly call.