-
Notifications
You must be signed in to change notification settings - Fork 0
12 12 2012 Minutes
(As recorded by Apostolos until he had to leave, then Fotos took over)
Short update by everyone on how the last week went by, which issues where completed, which were pushed forward, stalled issues, and new issues that arose.
This section will be filled in by Apostolos (from recollection, we decided to start recording minutes after that :)).
@chief updated us on the site progress. It is in the design process. He also mentioned a potential sponsor (CarreerBuilder). @nolamesa also mentioned Upstream as a potential sponsor. @apantsiop mentioned a few things about last Friday's meeting with the girls (you can find it in previous weeks minutes). Both @chief and @apantsiop said that we need to write some content for the sponsor's pdf (which is being designed by Skroutz).
@nikosd said that the statute must be complete and signed by Sunday (possibly) so that he can submit the papers on Monday morning. He still has a part or two to complete/correct.
We asked Colab on the spot for an offer : 1200 EUR (150/month) + communication sponsorship package. (we save 1200 EUR (2400 initial price), we gain a registration address for the company). @chief informed us that Skroutz could do it, but they prefer to do it in two months (due to the company moving, and a condition in their current contract that forbids them to do so). Unless... we are in a hurry. They can make it work in that case. It was not recommended as a regular meeting place, though. We would still have to use (and pay for) Colab. Pame Diakopes said they can do it but only if we can't do otherwise (too many companies in there). @nikosd stated that with Pame Diakopes there is the advantage of storage (paperwork etc.) and we can also do the meetings there (lots of space, relatively good access whenever we need it).
Voted for :
@chief : Pame Diakopes @apantsiop : neutral @pagojo : Colab @vvatikiotis : Colab @dark5un: Colab @nolamesa : Pame diakopes @nikosd : Pame diakopes @fotos: colab
Colab : 4, Pame Diakopes : 3
Colab will be the NFP's registered office and our regular meeting place. Colab needs 150€ / month for 6-8 months + some minor sponsorship (communication partner). They offer... next steps.
(At this point Apostolos had to urgently leave the meeting)
Discussed the statute and the articles regarding company membership and especially how many people should be present in order to have a valid "meeting" and how much of a majority will be required for decisions.
As stated in the statute there should be at least 50% membership participation (e.g. 4 out of 8) for a meeting to be considered valid and a majority of the present members for valid (and binding) decisions (e.g. 3 out of 4).
Even tho we can't legally enforce it, we agreed that on important issues we will try to have at least 2/3 participation before decisions are made (e.g. at least 6 out of 8). Or at least avoid making decisions supported only by 3 people (4 out of 8 are present and a majority of 3 out of 4 makes a decision).
Also made some clarifications on whether the decisions are binding (as stated in the statute). Since the chair, co-chair and the treasury literally execute the orders of the general election and they don't make up their mind on company decisions, they bind legally all of the company since they implement the decisions of the general election. If a member is not present he is also legally binded by the decisions made by the general election. Given that the meeting place and hour is well known in advance, everybody is expected to be present or at least decide on a representative in case of absence.
Pagojo will communicate with the Northern Greece mates (Petros Amiridis, Vasilis Rizopoulos, Theodoros Orfanidis). He should learn their intentions about participating in the company and especially whether they plan to contribute (hands on).
We need to know how is in the committee. Vasilis (damphyr) has helped and will most likely help us. The other two (pamiridis and teoulas) will support the cause but will they sign the legal documents. Are they willing to commit and contribute? Pamiridis is in or out? Dimitris is certainly out.
We have to start thinking about our roles in the company and probably setup a vote for all interested parties.
Tomorrow we will ask an accountant regarding article 16 and the definition of tax year.
Fotos will request an offer from his accountant for taking care of all logistical matters for the NFP for at least on year (establishment, VAT handling, resolution, 6-8 months advice, etc.).
Nikos will learn the necessary documents from the lawyer and make sure to collect them as well as member signatures until Sunday 16/12.
Nikos will find out necessary documents required from Colab after communicating with Spyros tomorrow 13/12.
We need to discuss delegates number. Girls started the topic. Pagojo thinks that the decision should be postponed. Fotos thinks that the decision should be made now. We have an option for 20% for more people on the ticket price. Nikos is hard limit 800 people max. Nikos is 600 tickets and 200 people.
We go with 600 delegates and 700 hard limit delegates. We change this number only on exceptional circumstances (everything is ready, we have spare time, resources.
We need a response for why we have a hard limit to 700 delegates. Quality? Comfortable for
Pagojo wants to have as many happy people as possible. It depends on the foyer area. Feels that the essence doesn't change.
We decided on a hard limit of 700 delegates. That's the number we announce to sponsors, third parties, and other people. We will have at least 600 delegates. 800 delegates is the hard limit on the contract for the venue. For the next 200 seats (up to 1000) we will have the option for 20% of the ticket price.
We discussed about money and payments. Sissy and Marian (N21) will pay 1000€ upfront and reach a pre-agreement with the venue. Until 30/01 we have to establish the company and sign the real contract with the venue (and also pay 30% of the money) so the venue released the money of the pre-agreement back to N21.
Idea: Release early bird tickets so we get some money to cover the 30% expenses.
Postponed for next week, since Apostolos had to leave early and George also had to leave at some point.
We need a letterhead in order to show it to Vodafone / HOL sales people. Panos will create it. Taking inspiration from the mission statement and other points. Nothing fancy, just a header and a couple of bullets / phrases.
Nikos Dimitrakopoulos: handle the lawyer and all things necessary for the establishment of the NFP Fotos: contact the accountant, organize the action plan / list Panos: create the letterhead, go to Badminton and see possible banner locations Giorgos: start working on the website, disengagement from the sponsorship packages Apostolos: complete the sponsorship packages Vassilis: market research on ticket management companies and options, first contact with Eventora Pagojo: contact the northern Greece guys and learn their intentions Nikos Diamantopoulos: ??? Sissy & Marian: action plan ratification, venue pre-agreement, event manager responsibilities final draft, go to Badminton and evaluate sponsorship banner locations
The meeting is adjourned, beers are in order.