Board meeting Opening of the meeting. 2 Election of meeting president. 3 Election of meeting secretary

Transcription

1 14 June 2018 Board meeting protocol Board meeting Board meeting with the right to decide, 14 June 2018, at 18:00. Place: Online (WebEx) Present: Hanna Waerland-Fager, Arash Bolouri, Oscar Theblin, Sakke Teerikoski, Amanda Josefsson (UF Göteborg), Oscar Almqvist (UF Uppsala), Magnus Hellman (UF Linköping), Emilia Kock (UF Växjö), Erik Löfstedt (UF Örebro), Sol Forss (UpF Umeå), Nada Hussein (UF Malmö), Eric Lundvall (UF Luleå), Michal Gieda (UPF Lund), Sol Forss (UpF Umeå) 1 Opening of the meeting The meeting is opened at 18:07. 2 Election of meeting president to elect Oscar Theblin as the president of the meeting. 3 Election of meeting secretary to elect Sakke Teerikoski as the secretary of the meeting. 1

2 4 Election of attesters and tellers for the meeting to elect Emilia Kock and Arash Bolouri as the attesters and tellers of the meeting. 5 Consideration of the meeting s quorum to approve the meeting s quorum. 6 Setting of the electoral roll At the beginning of the meeting, 11 board members are present. Erik joins at 18:51. Sol also joins at around that time. to set the electoral roll to 11 board members (18:16), to set the electoral roll to 13 board members (18:53, while discussing 13 ). 7 Determination of the agenda A draft agenda was sent out on the 3 rd of June. The board agrees to remove a point about practical information for the Electoral Meeting, as this meeting has already taken place. A point about new grant distribution will be added under other issues. 2

3 to approve the agenda as it was sent out with point 23 Practical Information Electoral Meeting removed and point 25.1 Updated grant distribution added. 8 Previous protocol The protocol from the board meeting on the 18 th of May 2018 is adjusted, signed and can be found its correct folder on the Google Drive. There were apparently some typos in it that still have to be fixed before uploading the document on the website. to add the previous meeting s protocol (18 May 2018). 9 Update from the Presidium Arash goes through the decision monitoring. All points except two in the decision monitoring document are done, two are still ongoing. During its last meetings, the presidium has discussed the future of the Convention and the follow-up work on the topic after last board meeting in Stockholm as well as Almedalen, the AFF conference, the European Youth Event and the Handover Weekend. The presidium has also discussed the Annual Plan , and especially where the Annual Assembly of 2018 should be placed. The possibility of moving it to November has been discussed. Sakke gives a short summary about the European Youth Event in Strasbourg. to add the presidium meeting protocols and the decision monitoring document to the protocol. 3

4 10 Financial update Oscar presents Simon s economic report. According to the report, SAIA projects and meetings have gone over budget a bit in total. However, even though the budget has been overridden a bit this year, it will not impact next year s work negatively. Oscar gives a short walkthrough of the budget monitoring. Employment costs and administration costs are approximately what was originally budgeted for. SAIA did not receive any grant money for the high school project. to add the economic report and budget monitoring to the protocol. 11 Update from the committees 11.1 Financial Committee The Financial Committee has not had any meetings since the last board meeting International Committee The international committee has had a meeting with the UK embassy regarding the case competition. The 13 th of October is now a preliminary date for the case competition final. More info will come during summer Policy Committee The Policy Committee has prepared a new version of the Environmental Policy, now with a Swedish translation, to be sent out with the meeting documents to the board meeting in September. Also, the draft Policy on External Representation has been finalised for this meeting. 4

5 11.4 Communication Committee The Communication Committee has had a calm month. They have sent out this month s SAIA newsletter. They have assisted the Almedalen project group with marketing. They are planning to write their part of the Annual Report in the coming days and to start working with the member recruitment strategy soon Educational Committee The Educational Committee has not had any meetings since the last board meeting. They have finalised their study circle reporting and they are finished writing their part of the Annual Report. 12 Reports from the Administrator 12.1 Work report Daniel has done some Handover Weekend preparations. He also did a lot of preparations for the Electoral Meeting, and he had an active role during the meeting itself. Once Almedalen is done, he will focus on more long-term things for some time. He will also prepare for new boards and handovers that will take place after summer. Daniel has done the Forum Syd grant applications and some coordination with Member Associations (MAs). He has also done MUCF reporting and grant application preparations while also coordinating with MAs. He did a lot of work in preparation for the GDPR to come into force. He did a lot of informing about the GDPR, including much of important coordination with MAs. Daniel will take two weeks of holidays in June and also some in July. to add Daniel s work report to the protocol. 5

6 13 Reports from Officials 13.1 Project Coordinator In her report, Maja informs that the Almedalen project is running well, that marketing of the seminars has been done, but that some participants have still not paid their fees for accommodation. As for the Convention, the group received a grant from foundation Gustaf V:s 90-årsfond. The project group has now shifted to sorting out more of the practical things, such as contacting speakers and arranging the dinner. The dinner will be at one of the student nations in Uppsala. to add Maja s project report to the protocol Organisation Developer In her report, Emelie wants to inform that she has worked together with Daniel with producing a plan for how to support new associations of foreign affairs that want to become a part of SAIA or potentially revived member associations like UF Jönköping. to add Emelie s report to the protocol. 14 Ratification of Per Capsulam-decisions There were no PC-decisions to ratify. 6

7 15 Consideration of motions There were no motions to discuss. 16 Leadership & Security 2018 Oscar T and Arash have worked with Viktor Canvert from Folk & Försvar with developing the Leadership & Security (L&S) training day. They have read the feedback from last year s Leadership & Security and worked from there. The feedback strains that more focus should be put on the leadership of young leaders, here and now. Someone from the Swedish Armed Forces (sv. Försvarsmakten) will present at the upcoming L&S event. Someone from the scouts too, probably. In short, the L&S of 2018 will be more focused on concrete young leadership, and not as much on general topics and challenges. No date has been set yet, but the next L&S should be held in September. 17 Policy on External Representation Sakke and Magnus present the new policy. External representation is defined in it, and cases when external representation requires formal decisions by national board are clearly outlined. The policy also emphasises that external representation should create added value for member associations and their members, as well as not go against the value base of SAIA. Erik L suggests that the wording should be changed so that values (sv. värden / värdegrund ) is changed to values and regulatory documents (sv. värden och styrdokument / värdegrund och styrdokument ). Oscar A would like to see a mention of statues and values in the sentence that says that it is generally positive that external representation takes place. He wishes to add as long as the values and regulatory documents of SAIA are respected (sv. så länge förbundets värdegrund och styrdokument respekteras ). Sakke remarks that Erik s suggestion also implies that the word by-laws (sv. stadgar ) should be changed to regulatory documents (sv. styrdokument ) when the word is used together with the word values (sv. värden / värdegrund ). 7

8 to approve the new Policy on External Representation with the suggested changes 18 Evaluation of Policy on Publications Hanna summarises the Communication Committee s evaluation of the Policy on Publications. In their opinion, even more emphasis should be put on the rule that any content published on the SAIA website should be mostly focused on foreign policy and not so much on domestic politics of Sweden. No articles have been published by SAIA in external media this year, so that part of the policy was hard to evaluate. to add the Communication Committee s report to the protocol 19 Updated Mission Statements Background: Much has changed in SAIA since 2015 when these task descriptions were written. We have an employee. We don t have any grant responsible anymore. All tasks of all presidium members can be delegated within the presidium as agreed by the presidium, and no line in the mission statements states against this practice President Oscar present the proposed changes to the President s mission statement. This includes the responsibility as a work leader for employees and employer responsibility, a more strategic responsibility for the long-term development of SAIA and work environment responsibility. He adds that the entire board has a solidary responsibility for the working environment and economy and well-being of SAIA. Oscar wants to change a typo in the Swedish version of the document: the word jämte 8

9 should be changed to mot in the first paragraph s last point. to approve the proposed mission statement for the President with the suggested changes Vice President Oscar present the proposed changes to the Vice President s mission statement. This includes more emphasis on supporting the president s work and assisting the internal work of member associations when they are in need of support from SAIA, being the contact person and work coordinator of the officials, being responsible for coordinating Committee work and being alumni responsible (which was previously included in the president s mission statement) Oscar wants to change a sentence: the second point in the fourth paragraph should be rewritten as Be responsible for coordinating assistance to the member associations as needed on matters which are not a direct responsibility of another SAIA board member. (sv. Ansvara för att samordna assistans till medlemsföreningar vid behov i frågor som inte direkt faller under andra förbundsstyrelseledamöters uppdrag ). to approve the proposed mission statement for the Vice President with the suggested change Communicator Oscar present the proposed changes to the mission statement of the Head of Communication. This includes rephrased sentences about external communication, added references to regulatory documents (to reflect the new communication policies of this operational year), and being the head of the Communication Committee of the association. The website responsibility has been edited to reflect the fact that the Administrator now takes care of the more practical work with the website. Oscar proposes that a point should be added concerning that the Head of Communication should support member associations with communication and marketing: Support the member associations of SAIA on issues regarding external communication and marketing. (sv. Stödja förbundets medlemsföreningar i frågor som rör extern kommunikation och marknadsföring ). 9

10 to approve the proposed mission statement for the Head of Communication with the proposed change Secretary Oscar present the proposed changes to the Vice President s mission statement. This includes the writing of presidium meeting protocols, the writing of documents according to what is stated in regulatory documents concerning language and some more clarity on the fact that the archive that s meant to be accessible to all is a digital archive. to approve the proposed mission statement of the Secretary 19.5 Treasurer Oscar present the proposed changes to the Vice President s mission statement. This includes the removal of practical responsibilities that are now taken care of by the Administrator, the added grant responsibility and lines stating the close work between the Administrator and the Treasurer. Oscar wants to change a word in the Swedish version of the document: the word ekonomiansvarig should be changed to kassör. Oscar also wishes to add a sentence to the end of the third paragraph in the Swedish version of the document: Förbundsadministratören kan även inneha begränsad teckningsrätt efter beslut från förbundsstyrelsen. to approve the proposed mission statement for the Treasurer with the suggested changes. 10

11 20 Recruitment Press Secretary Oscar informs the board that as Gustaf R wished to resign from the post of press secretary, the association is now without one, but still will not immediately recruit a new one, because it s summer. It will wait until the autumn. However, the board should make a decision about the process and decide when during summer the call for applications should be made public (late September, when the next board has its first meeting, is too late). Also, it would be good to take a formal board decision about releasing Gustaf from his duties as press secretary. Hanna adds that starting the open recruitment process already during summer, e.g. in early August, is more practical than waiting all the way until September, because it s good to get the recruitment done as early during the next operational year as possible. to release Gustaf R from his duties as press secretary of SAIA, to open up the position of press secretary of SAIA for applications. 21 Update Hand-over Weekend Hanna and Sakke inform the board that the Handover Weekend will take place in Fjällnora outside Uppsala on the 17 th -19 th of August. Daniel has sent out the registration link, so everyone should remember to register and remind their successors to do so also. The plan is to include members of the current board in the schedule so that they get the chance to present challenges and opportunities in the work in the board and in the committees. Aria, the former president of SAIA, will most probably join again this year. Fjällnora is right next to a lake, so bringing swimsuits and towels is highly recommended. More practical info will follow during summer. A schedule will come in July, but a preliminary schedule already exists, so it can be sent upon request to anyone who s interested. 22 Follow-up Annual Report It is time to finish everyone s parts of the annual report. Oscar informs that the deadline for all drafts from the Committees is the 15 th of July. 11

12 23 Convention moving forward The point is postponed. 24 Last Monitoring of Action Plan & Work Plan The board walks through the Action Plan for the last time. Oscar explains that we have done everything in the Action Plan and Work Plan and that we have fulfilled everything to at least the minimum requirement, but that we have done much more in many cases it has been a very productive year and the board should be proud of their work. 25 Other issues 25.1 Updated grant distribution The new grant division comes with commentaries from Simon in the file that was sent out with the meeting documents. The new grant distribution is to reflect a policy that has been passed on an Electoral Meeting previously. The grant share of UF Linköping gets somewhat reduced. The grant distribution will take place in late June or early July, once the grant money arrives from MUCF. to approve the new grant distribution. 26 Next meeting This board will not have any more meetings. The next board will take over on September 1 st and have their first meeting in September. 12

13 27 Closing of the meeting The meeting is closed at 21:51. Oscar Theblin, Meeting president Sakke Teerikoski, Meeting Secretary Emilia Kock, Adjuster Arash Bolouri, Adjuster 13