Board Meeting Minutes

The Association FSCONS

September 25, 2012

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

1. The meeting was opened
2. Grégoire was elected meeting chairman, Gustav secretary, and Stian approval.
3. (fastställande) of agenda. The standing agenda was adjusted with discussion issues on boofs, sponsors, travel scholarships, shift lengths, and committee budgets.
4. Previous meeting minutes. Gustav should get back to next meeting with suggestions on formulations that can clarify aspects, committees and officials.
5. Reports
   1. Economy.
      • There are 23 confirmed visitors, including one international bank transfer.
      • Leif-Jöran will create an invoice template. There has been three requests so far. In general, it appears to be fine with an email attached PDF-document.
      • There is on member in the association so far, Leif-Jöran.
      • There is a need to go through lists of payments and registered visitors, to see that it all match.
      • Leif-Jöran will look at how money can be transferred from Fri programvarusyndikatet.
      • Leif-Jöran had a meeting with the social event committee. They will suggest a budget to the next meeting.
      • The alcohol permission costs 800 SEK. The form need to be signed by Leif-Jöran, but the Cafe committee will take responsibility for to take necessary courses.
   2. Promotion and Sponsorship. There is one confirmed sponsor. Also, Linux Magazine will not come out in time for the conference, but the ad will be put on their homepage.
   3. Hardware. Patrick has resigned from the hardware committee. Klondike is still left. Grégoire has asked for Patrick's contacts.
   4. Social Event. FSCONS 2012 will not use Kuggen. Instead money will be spent on events. See also economy issue.
6. Booths. Three booths are registered so far – all non-profit. Two free entrance tickets come together with a booths. The attending persons need to be registered in beforehand.
7. Regarding email addresses of visitors, the association FSCONS does not hand out email addresses or other information about members or visitors to any one.
8. Travel scholarships.
   • On November 5, Nordisk kulturfond will announce whether FSCONS will receive money for a travel scholarship. There should be announced on the homepage and on other channels that there might be possibility for the association to grant travel scholarships for visitors from Iceland, Denmark, Norway, Sweden, and Finland. We shall encourage visitors to apply.
   • If FSCONS receives money and if not all of that sum is handed out, then it them can be used for track's travel budgets or bee used as travel scholarships for FSCONS 2013.
9. There as a question to the board about slog lengths. If the number of volunteers does not change compared to last year, then there is no need to lengthen the shifts.
10. Aspects' budgets. The aspects' budgets are stated on the wiki, and nothing has changed about those, apart from the social event's budget which has a 2500 SEK item.

    Income
    Sum	300 000
    Ticket sales	152 000
    Sales from café	68 000
    Sponsorship	80 000

    Expenditure
    Sum	168 000–172 000
    Track budgets	32 000
    Travel invited	16 000–20 000
    Travel scholarship	20 000
    Café	68 000
    Hardware	15 000
    Administration	10 000
    Advertising	7 000

11. Other issues.
    • The association got a message from an organisation, joinup.org, asking whether there will be politicians attending the conference. The answer is Yes.
12. Next meeting will occur October 1 at 18:30 in the room Edit at Chalmers.