Board meeting

Transcription

1 21 October 2018 Board meeting protocol Board meeting Board meeting with decision right, 21 October 2018, 10:00. Place: Eden, Paradisgatan, Lund, Sweden Present: Hanna Waerland-Fager, Sakke Teerikoski, Niclas Hvalgren, Julia Bergström, Chanu Autar, Hannes Berggren, Sonya Sammarco, Nick Nguyen, Amandah Andersson, Amanda Hedman, Erik Löfstedt, Hampus Karlberg 1 Opening of the Meeting Hanna Waerland-Fager declares the meeting opened at 10:12 2 Election of Meeting President to elect Hanna Waerland-Fager as Meeting President (10:13) 3 Election of Meeting Secretary to elect Julia Bergström as Meeting Secretary (10:14)! 1

2 4 Election of Attesters and Tellers for the Meeting to elect Niclas Hvalgren and Meline Bradeva as Attesters and Tellers for the Meeting (10:16) 5 Consideration of the Meeting s Quorum to accept the Meeting s Quorum (10:17) 6 Setting of the Electoral Roll to set the Electoral Roll to 14 voting board members (10:22) 7 Determination of the Agenda to accept the Meeting Agenda with the amendments of adding Announcement for the Project Manager Positions for the Almedalen Week to 21, after the Work Group for national member recruitment strategy and moving points 15, 16, and 20 to point 9, 10, and 11, and adjusting the agenda accordingly (10:27) 8 Previous Protocol! 2

3 We have not added the board meeting protocol to the documents, but Niclas Hvalgren, who was the secretary at the previous board meeting, has sent the protocol on to the administrator, Vice President and secretary and posted it on the website. (10:13) 9 Considerations of Motions 9.1 Amending the Policy on Publications UPF Lund has sent in a motion about amending the policy on publications. to in the Policy on publications under Content change Be politically or religiously unbound to Be politically and religiously unbound. to in the Policy on publications under the last paragraph after as well as to follow up on the implementation of proposed changes add Furthermore, if a majority of board members register non-compliance within three days of having recived the version to be sent to the publisher, it shall not be signed in the name of SAIA. to delegate to the policy committee to review the policy on publications. (10:37) 9.2 Arranging the Nordic Convention on International Affairs 2019 UPF Lund has submitted a motion about arranging a Nordic Convention on International Affairs to assist UPF Lund in their strive to arrange the Nordic Convention on International Affairs 2019 in May 2019 in Lund, along with other partners in accordance with the specifics and responsibilities described in Appendix 1 to delegate the responsibility of this cooperation to the UFS International Committee and delegate the right to include Nordic organisations of their choosing in this project! 3

4 to formally sanction that the UFS International Committee, the working group of the project and UPF Lund can seek guidance from the UFS Administrator in the arranging of the Nordic Convention on International Affairs to assign the amount of SEK of the Knowledge Exchange Fund to cover expenses for the arranging of the Nordinc Convention of International Affairs 2019 (11:44) The meeting is adjourned until 11:50 (11:45) Hanna Waerland-Fager reopens the meeting at 11:53 10 Election of a new Press Secretary to elect Margaretha as the new Press Secretary of SAIA (12:03) 11 Proposal for Belarus project to support the initiation of the Belarus project if funding is secured to appoint James Davies as the head of the project group and give him the responsibility to appoint a project group responsible for the implementation of the Belarus project (12:31) Hanna Waerland-Fager adjourns the meeting to 13:00 Hanna Waerland-Fager declares the meeting opened at 13:01 The electoral roll is set to 13 people. (13:03)! 4

5 12 Update from the Presidium The presidium has been discussing the upcoming motions as well as potential collaborations with various organisations, such as Fri Värld, Folke Bernadotteakademin, and the UN Association, as well as how to move forward with the operational goals. to add the Presidium Protocols to the meeting documents (13:06) 13 Financial Update There have not been many financial expenses we have spent roughly of the budget so far. This is expected, as we have not yet paid out money to the member associations. There is no point to believe that we will not reach our economic targets. to add the Financial Update to the meeting documents (13:08) 14 Updates from Committees 14.1 Financial Committee The financial committee has focused on diversifying incomes. There may not be that much room for incomes from grants, so the committee has been looking at other options, such as private donations and sponsors. The committee has also been looking at a key to the distribution of funds to member associations, as money is currently being misallocated to the various associations International Committee The international committee has been focusing on the Nordic Convention. The essay! 5

6 competition with the British Embassy is currently ongoing. Everyone is encouraged to share the competition Policy Committee The policy committee has been planning the upcoming year Communication Committee The communication committee has been working on the action points for this month. PR people do not reply to the s from the communicator. They have created a G-Drive manual and a slack manual. Daniel often receives internship opportunities, but our policies state that we do not spread them if it does not come from our partners, but they are shared on the website Educational Committee The educational committee has planned for the organisation of the year, and especially the guidelines to representative role. The guiding document is expected to be done in October. The electoral roll is updated to 12 voting board members (13:31) 15 Work report from the Administrator We hosted 3 seminars for member associations. The content seemed to have worked well. Daniel has worked on financial accounts, bookkeeping and audit, met with the auditor, worked on representation and meetings with partners, as well as participated in a Leadership and Security course. He has also visited Uppsala and started to plan meetings with all the member associations. Daniel will have 7 visits this fall. to add the Progress Report from the administrator to the meeting documents (13:37) 16 Reports from officials! 6

7 13.1 Project coordinator Marketing for the event has started. The convention group is looking at possibilities for food on Saturday evening. to add the Report on the Association s Projects to the meeting documents (13:43) 13.1 Organisational developer In the future, the organisational developer will have update meetings monthly with the administrator and the vice president. to add the Report from the Organisational Developer to the meeting documents (13:45) Niklas Hvalgren resigns and leaves the room. Chanu Autar is elected additional Attester and Teller for the meeting (13:48) The electoral roll is updated to 11 voting board members (13:49) 17 Ratification No Per-Capsulam decisions 18 Authorised signatory with restriction for the administrator to accept the authorised signature for continuous administration the administrator (13:51)! 7

8 19 New authorised auditor There have been many issues with PWC when it comes to auditing. Therefore, the UFS administrator and former treasurer and president have looked into other alternatives. It is their opinion that Peter Zetterling of Företagarnas Revisionsbyrå I Uppsala AB as the authorised auditor (sv. Auktoriserad revisor) for the operational year. However, the board has decided to postpone the decision to ensure that the procedures follow the bylaws. to adjourn the meeting to 14:10 The meeting is opened at 14:14. The proposition, to elect Peter Zetterling of Företagarnas Revisionsbyrå I Uppsala AB as the authorised auditor (sv. Auktoriserad revisor) for the operational year, goes against the bylaws. Therefore, the proposition is withdrawn. 20 Change of title for the Administrator The administrator wishes to change his title to more accurately convey the level of duties and responsibilities that the administrator has. to change the title of the UFS Administrator to Organisation and Finance Administrator in English and Förbunds- och ekonomiadministratör in Swedish. to delegate to the policy committee to update policies and the mission statements with the changed title. (14:21) 21 Work group for national member recruitment! 8

9 strategy The president asks for board members to work on the national member recruitment strategy. to appoint Amanda Hedman, Julia Bergström and Chanu Autar to the work group for the national member recruitment strategy (14:27) 22 Announcement for the Project Manager Positions for the Almedalen Week to formally announce the positions as project leader for the Almedalen Week 2019 (14:30) 23 Leadership and Security There was a workshop on leadership and security with Society and Defence in Stockholm. It was a very diverse group of lecturers and attended by 4 member associations and UFS. Mostly, the conference complied with the environmental policy, except for the use of plastic cutlery. Folk och Försvar were pleased with the programme as well. to add the report Leadership and Security to the documents (14:38) 24 Policy-proposal competition with the British Embassy in Stockholm No additional information to disclose.! 9

10 25 LSU Annual meeting 2018 Sakke is suggested to attend and vote at the LSU Annual meeting to accept Sakke as the delegate of SAIA to the LSU Annual meeting 2018 (14:41) 25 Evaluation analysis Handover Weekend In general, most of the participants were quite happy with the handover weekend. There are a few suggestions for improvements. to add the Evaluation analysis of the Handover Weekend to the documents (14:48) The electoral roll is updated to 12 voting board members (14:53) 26 Report on the Document of Operational Goals to add the Report on the Document of Operational Goals to the meeting documents (14:54) 27 Monitoring of Action Plan to add the Monitoring of Action Plan to the meeting documents (14:56)! 10

11 28 Other Issues No other issues to discuss 29 Next meeting to hold the next meeting in Uppsala the 9 November 2018 at 16: Closing of the meeting Meeting President declares the meeting closed at 15:00. Hanna Waerland Fager, Meeting president Julia Bergström, Meeting secretary Meline Bradeva, Attester! 11

12 Niclas Hvalgren, Attester Chanu Autar, Attester! 12