Minutes of Executive Committee Meeting on 2007-09-10 **************************************************** Participants: Falk, Jon and Fredrik **************************************************** * EJA Server Falk has ordered a new server with larger capacity. Falk is now waiting for Tarim to get back to him to start work on it. If we do not want to keep two servers the old one should be cancelled on 2007-09-27 or we pay an extra EUR 69. * Minutes from last Meeting Fredrik has sent the power of attorney to Lee. Tarim will need to send his passport copy straight to Lee. Fredrik has also asked Lee to send the forms for registering Jon as president with KvK. Fredrik has not yet looked at the contracts. Jon has aksed Robert about the work with fundraising and also talked more to Ruth. Ruth definately thinks it is a good idea to apply for funding. Falk reminded us that Christof has looked at fundraising before and proposed that Jon shall contacts him to see what info he has. Fredrik has emailed Jakub about the web but have not received an answer. Fredrik will try again. * Festival advisor EJC2008 No festival advisor has been appointed for EJC 2008. For the moment Falk is in contact with them. However, Falk does not want to be the festival advisor. We shall ask them if they want a festival advisor. Falk will ask the organizing team what they prefer. * Re-imbursements of Prereg Costs 2007 Falk reported that this is business as usual that is normally carried out by Falk. Since Falk will spend three months in the USA there might be some problems. However, the payments can be made from the US and the bookkeeping will be done when Falk returns to Germany. * Dutch request for free tickets to EJC EJA has received a request from the Dutch Convention to get free passes to EJC as usage for prices at the Dutch Convention. We could consider letting EJA sponsor the ticket as a way of marketing the EJA to the jugglers. For this year we should ask the EJC2008 organizing team if they are willing to donate. For the future we can think about putting that into the contract. Falk will check with EJC2008. * Greece prereg adjustments Falk informed us that for every country that transfer money to the EJC organizing team there are potential errors such as transfer costs and currency fluctuations. In the end the sum can amount to EUR 1500. It is a large work to track all these items since we need to get info from the organisers on what they received and then check that towards what was transferred and try to balance with what should have been transferred. For Greece this will not be done until next year. * JCEvents prereg adjustments The preregistration adjustment for Millstreet has not been settled yet. However, Falk has calculated that EJA shall receive a payment from JCEvent of EUR 1200 concerning the preregistration adjustment since EJA actually transferred too much money. Falk is still waiting for JCEvents to answer. Falk will remind Helen again. * Jules' DVD Issues Jules has asked the executive committee to sort out the contract concerning the usage of film material. Falk has proposed to Jules that Jules should first discuss a contract and then propose the result to the executive committee. This discussion was quite a while ago though. Jon will talk to Jules concerning Jules' work with the DVD work and ask what he needs from the executive committee. * Loan for EJC2009 EJC2009 had a meeting in June 2007 in Vittoria where Jules, Fabien and local people were present. In order to cover the cost for that meeting the organizing team has requested a loan. Falk has sent them the info on how to apply for the loan and given them instructions on how to do. Falk has not received the application from them yet. We should remind them to send the application. Jon will contact them to see if there is any problem. Since Fabien is festival advisor he should be involved in the communication as well. * How to work with Joany, our new artist contact Jon gave a background on the communication he had had with Joany leading up to the proposal to appoint Joany as the EJA artist contact. We shall make sure that Joany is added to the EJA mailing list. Fredrik shall check with Tarim or Hans if Joany is added already and if not make sure he gets added. Fredrik shall check with Hans or Tarim if Fredrik could also have access to the mailing list administration. We want Joany to get involved with the EJC organizers. Jon will put the EJC2008 and EJC2009 organizers in contact with Joany. * Candidates for a new treasurer Falk would like to resign from the position as EJA treasurer when his term ends in summer 2008. It would be good to start looking for a treasurer as early as possible. We had some discussion on possible candidates. * EJA Tax questions The EJA holds a fairly large amount of money. Through the pre-registration handling EJA handles a lot of money that gets transferred to the organisers every year. Does that money need to be VAT handled in the originating country, in the Netherlands (where the EJA is registered) or in the final country? Since the EJA is a dutch stichting maybe we can try to ask the dutch rep Ferko if he knows any lawyers but that might not be the case. Fredrik will check if Ferko can look at this. * Principles on how we write minutes from board meetings We discussed a bit on how to write minutes from the meetings. We agreed that minutes from executive committee meetings are published at the website. Minutes taken by Fredrik Almgren Minutes approved Falk Hante Jon Skjerning-Rasmussen