Board Meeting Minutes

The Association FSCONS

September 13, 2012

Attendants: Grégoire Détrez, Gustav Eek, Leif-Jöran Olsson, and Stian Rødven Eide.

1. The meeting was opened
2. Leif-Jöran was elected meeting chairman, Gustav secretary, and Stian approval.
3. Board constitution
   1. Grégoire was elected spokes person,
   2. Leif-Jöran treasurer, and
   3. Gustav secretary
4. All board members are decided to be responsible for the firm (firmatecknare), but agreements (avtal) shall be signed by any two of the board in congestion. Leif-Jöran and Gregoire shall sign the form for application to Skatteverket about non profit organisation (ideell förening).
5. Yearly meeting dates was decided upon:
   • Saturday Dec 1, 2012, at 14–17
   • Before April 2013
6. Economic issues
   • Ten people have registered for FSCONS 2012.
   • Tickets are ready for Coleman, for approx 6900 SEK
   • The bank- and plusgiro accounts of Fri programvarusyndikatet should be announced on the homepage and used in the same way as for the association Fripost.
   • Stian will arrange with hotels for the key note speakers.
   • Randal will go by train from Copenhagen. So her ticket will be cheaper.
7. Web and infrastructure
   • Gustav and Leif-Jöran should send their SSH-keys to Gregoire.
   • Repositories are both on Gitorious, Github, and on FFKP's Git server. Gitorious should be used as the primary repository.
   • There are old email list archives at Reijås. The archives should be transferred to the VPS-solution in England. The old archives should be removed.
8. There is need for a clarification of the difference between officials and committee members. This is what the by-laws say with complements from the meeting.
   • An aspect of the project FSCONS 2012 is typically a project or a separable part of a project. Therefore it is naturally that committees are formed around aspects.
   • A project of the association FSCONS is limited in time and scope. It has a limited budget and preferably one responsible official.
   • Committees are elected by the board, and they are obligated to plan and execute separable parts of the association's projects. Documentation is part of committee's work, and that include to account for of activity plan (verksamhetsplan), annual reports (verksamhetsberättelse) and budget foundation (budgetunderlag). The documentation should be enough for to reproduce the project part."
   • Committee members collaborate with officials about aspects. And the board can delegate to officials to form (elect) committees. Changes in committees should be reported to work meetings and to the board.
   • Officials should be members in the association, and they are elected by the board to lead committees and take responsibility for the committee's work. They are responsible to the board, and if nothing else is said, their election period association's year of activity (verksamhetsår). Officials should be guided by work meetings.
   For example, Andreas is elected official for the policy aspect of FSCONS 2012. There is a group in which Andreas is part that work on policies together, but in the end Andreas is the one that is responsible for the outcome, that the group keep within budget, and that the board is informed about the group's progress. Work meetings for FSCONS 2012 are held every second week, where committee representatives meet to discuss aspects' progress. Andreas attend these meetings, and he is obligated to follow the decisions taken.
9. Next meeting will take place September 25 at 18:00–19:30 at Språkbanken.