BOARD OF GOVERNORS MEETING MINUTES

Transcription

1 I V A O BOARD OF GOVERNORS MEETING MINUTES These minutes are shared with all IVAO members for information purposes only. The meeting of the Board of Governors is held in private. 4th January 2015 Collated by: Bob van der Flier (Secretary) Approved by: Eric Olson (President) Page 1 of 8

2 Please find attached the minutes of the Board of Governor meeting held on 4 th January 2015 AGENDA 1. Opening; approve minutes previous meeting; action points previous meeting: {Project Management Discussion: It was agreed to have Gert Battenberg and Eric Olson to further investigate and advise. With that, it was seen useful to have the GA involved in an advisory role. {Complaints Protocol: In this way again the issue of an appeal committee, or what ever the correct name shall be, came up again? What is the status and how to continue there. } 2. Set date annual GA meeting; open GA Application Process; start NPO membership contribution 2015 process; preparation financial account balance 2014 budget (adoptions) 2015, including destination Excess Funds 3. Review of Executive Interviews (Status Update) 4. Discussion/Action Regarding Executive Advisors 5. Discussion appointment new LD and LAD 6. Discussion/Action Regarding Domain Hosts 7. (ad-hoc) Working Groups: Formulation of Guidelines and participation 8. Discussion / R/R Update: Streaming of Flights 9. Review definition of Medal of Honor Award and consider proposed Candidates 10.BoG reserved storage/access place (dedicated server); authority and position BoG in relation to controlling the organisation as responsible body; access/viewing rights for Governors 11.A.O.B. Participant Status Eric J. Olson present Jacques Mariens present Alain Debrouwer present Splendor A. Bouman present Gert Battenberg present left Bob van der Flier present Elias Herrero present Rob Overdijk present Peter Bosch present Page 2 of 8

3 MINUTES POINT 1 MOTION: APPROVE MEETING MINUTES OF 11 NOV x Agree : Alain Debrouwer, Bob van der Flier, Elias Herrero, Eric J. Olson, Gert Battenberg, Jacques Mariens, Peter Bosch, Splendor A. Bouman 1x Abstain : Rob Overdijk MOTION: APPROVE MEETING MINUTES OF 9 DEC 14 Pending issue: Project Management Discussion: It was agreed to have Gert Battenberg and Eric Olson to further investigate and advise. With that, it was seen useful to have the GA involved in an advisory role. Postponed pending actual action Pending issue: Complaints Protocol: In this way again the issue of an appeal committee, or what ever the correct name shall be, came up again? What is the status and how to continue there. To be further discussed, into the forum, postponed to next BoG meeting Consequently, to be put into common forum with Exec Page 3 of 8

4 POINT 2 Set date annual GA meeting: MOTION: SET GENERAL ASSEMBLY MEETING FOR 15 FEB Z MOTION: ESTABLISH NPO CONTRIBUTION OF 15 TO BE PAID BY EXISTING MEMBERS NO LATER THAN 31 JAN 15. Open GA Application Process: MOTION: OPEN APPLICATION PROCESS FOR NEW GENERAL ASSEMBLY MEMBERS FOR APPLICATIONS TO BE RECEIVED 31 JAN 15. Start NPO present membership contribution 2015 process; Preparation financial account balance 2014: Page 4 of 8

5 MOTION: ACCEPT TREASURER'S BALANCE SHEET REPORT OF Budget (adoptions) 2015, including destination Excess Funds TREA (Jacques Mariens) will have a final presentation for us at our next meeting. A new round with a request for donations will be foreseen in month 3/4/ Furthermore, several Departments still to be asked/provide their budget requirements. POINT 3 Review of Executive Interviews (Status Update) Process is ongoing; further update next BoG meeting POINT 4 Discussion/Action Regarding Executive Advisors Postponed until the final results of pt 3 are known POINT 5 Discussion appointment new LD and LAD One of the points discussed and cleared here: Who owns what? The answer has been (re-)established to be: Only NPO does. MOTION: EXPEDITE TRANSFER OF ALL SERVICES TO NPO OWNED SERVERS WITH ANTICIPATED COMPLETION NO LATER THAN 30 JUN x Agree : Alain Debrouwer, Bob van der Flier, Elias Herrero, Eric J. Olson, Jacques Mariens, Peter Bosch, Rob Overdijk, Splendor A. Bouman Page 5 of 8

6 POINT 6 DISCUSSION/ REGARDING DOMAIN HOSTS Description: Some questions came up about the status of the Domain Hosts, together with the registration of Domain names. Which Domain names do the LDept, Executive and BoG think we do need to have and/or maintain? What intermediary shall be selected here, since there is an apparent discontent with the present one. Consideration shall take place to change for a better host/provider/intermediary, since the experiences with the actual one are not satisfactory due to lack of proper service. Ldept will be asked to "shop around". In relation with this, an issue of a separate develop team for the website project came up. The PRD will be asked whether he would be willing to undertake the task with additional support staff as needed. POINT 7 (ad-hoc) Working Groups: Formulation of Guidelines and participation Mention was made of the apparent existing differences about the possible tasks/roles of each Governor or group of Governprs (vzw). Nothing formal was voted on, but we basically agreed to formulate working groups as appropriate including the GA with the number of additional bodies needed to be determined by the board member leading the project. GA members would be able to vote on the participants for each work group provided applications exceed slots. POINT 8 Discussion / R/R Update: Streaming of Flights No changes for now, clarification of rule to executive to interpret current TeamSpeak rule literally. POINT 9 Review definition of Medal of Honor Award and consider proposed Candidates MOTION: ISSUE MEDAL OF HONOR TO CHRIS DÖHRING Type: anonymous - Majority: regular 4x Agree Page 6 of 8

7 2x Abstain 1x Disagree MOTION: ISSUE MEDAL OF HONOR TO ACHMAD FERDI ISKANDAR Type: anonymous - Majority: regular 3x Disagree 2x Agree 2x Abstain Conclusion: Disagree POINT 10 BoG reserved storage/access place (dedicated server); It is believed and confirmed that the authority and position of the BoG in relation to controlling the organisation is that of a responsible body. With that, the BoG shall have the proper means and access rights to be able to do so. In addition, the legal responsibility of the BoG warrant that the legal documentation and archives of the NPO are safeguarded and directly controlled by the BoG itself. Hence, the conclusion that an independent server for that purpose is a need, was agreed upon. Consequently Peter Bosch will research the options and present a plan of action. POINT 11 A.O.B. Description: - SD to formally apply for ADMIN status to be sent to SD with reasons for request. - Issues as a result of the pre-meeting with Exec. Done above - Staffing issues Ldept To be determined after appointment of LD - Issue of restructuring Depts, as proposed earlier by o.a. GA and individuals As above. - New years wishes 2015 New Year NOTAM to be sent. - Roles and Responsibilities Departments Continue/re-initiate work as started previously Page 7 of 8

8 - Planning First quarter - 3rd Party Support / Prizes / Discounts For clarification to PRD, no issues when within the parameters of an existing agreement (e.g. Aerosoft). No issues if nothing in return requested from IVAO. To be presented to board in other cases. (Flow chart for PRD to assist, add to next agenda) - etc Page 8 of 8