Minutes of Executive Committee Meeting on 2007-08-27 **************************************************** Participants: Falk, Jon and Fredrik **************************************************** * EJA budget and finances Falk had sent out the financial information before the meeting. The balance situation was presented. EJA currently has EUR 22000 outstanding to EJC2007, EUR 10000 to EJC2008 and EUR 3000 to EJC2009. Adding other monies the total reserved amount is EUR 39500. For clarification: EJC2009 has not received any money yet [it was planned that they receive 3000 EUR by June/July this year, but the paperwork got stuck... According to Tarim, Alex knows that he has to do the next steps.] There currently are no known revenues coming in apart from interests. If no other income comes in the total income is EUR 250 for 2007. The monthly cost for the webserver is about EUR 100 and the cost for the February Athens meeting was about EUR 9800. Total expenses for 2007 are expected to be around EUR 16000. * Updating of KvK Info The meetings appointed Fredrik to make sure that the registration is updated to show that Jon is the new EJA president. * EJA Statutes We need to file the power of attorney. Fredrik will send the papers to Falk for signing and including a passport copy. Falk will then send it back to Fredrik. Fredrik will remind Tarim to send his passport copy to Fredrik. * Contracts - what needs to be be done and by whom? Fredrik will look at the contracts that Tarim sent and Falk will email Fredrik the Karlsruhe contracts. Fredrik will take that input and try to write that into a standard template that we can use for future. * Contracts with EJC 2009 and EJC 2010 Jon will talk with Alex and Samuli and try to find a standard model for dividing a surplus. Fredrik will put that into the standard contract. Jon will do this after 2007-09-10. * Fund raising Jon has tried to contact Robert to see if Robert wanted to work as responsible for fund rasing. It is unclear if the email went through so the meeting proposed that Jon should try to contact Robert to see if the email went through. Jon shall ask Robert to work as the fund rasining responsible person. Jon has talked to Ruth about fund raising which she is used to. Jon received some good input. It is difficult to get money for running an organisation. Normally one needs to have a specific activity. Jon will meet with her again and talk more in detail. There is a deadline for a local Danish funding on October 1st. It might be possible to apply for organising a meeting in Denmark and then apply locally for grants for the representatives to travel. In the EU there is a deadline for applying for grants for European organisations on November 5th. Ruth will call them to see if there seems to be a realistic chance that EJA can get funding that way. Information on that is published at the below URL. http://eacea.ec.europa.eu/culture/calls2007/strand_2/index_en.htm Falk pointed out that we might need to check if the EU rules requires the association to have a person employed. Jon will check this with Ruth. * Meetings vs no meetings After having gone through the finances of EJA the conclusion is that a meeting cost around EUR 8000 - 10000. Currently EJA does not have that money. Therefore it is currently not possible to organise a meeting due to lack of financial means. The possibility is that we could have a meeting during spring next year if can get funding somehow. Instead we need to improve our internet meeting skills. * Subgroups - how do we implement this way of working. From a financial point of view we should give each subgroup and function that so need a budget. This would apply to the archive and promotion material as well. For the subgroup working on future EJCs Jon stated that it is easier for EJA to grant them a budget for having a working meeting since that is a much lower cost than having a full board meeting. Jon shall talk to Dee and tell her that it is possible to provide the subgroup with a budget if they come with a concrete proposal. Jon will do this after 2007-09-10. Jon will inform the subgroups that they shall send updates to directors@eja.net when they have something to present. In such a way results can be passed from subgroups to the executive committe and thereafter be published. Possible other subgroups were discussed. The meeting decided to postpone that to the next meeting. * Web Discussion It was decided that Fredrik shall contact Jakub and see if he has come up with any ideas concerning the website. * Communication and cooperation principles The meeting decided that it was a good idea to copy formal EJA communication to the directors@eja.net Minutes taken by Fredrik Almgren Minutes approved Falk Hante Jon Skjerning-Rasmussen