Project of agenda for the general assembly 2017

[toch]

@joren @borisrorsvort @otagi @psilvana here the agenda for the next general assembly.

first TODO:

• [x] all of you do you leave or stay the board?
• [x] @borisrorsvort @otagi @psilvana provide a short report for your respective activities and update corresponding stats
• [x] @joren provides the accounting (report and budget)
• [x] @borisrorsvort or @otagi or @psilvana compiles the list of current full member
• [x] me fill the rest of blanks (dissolution and others)

[toch]

@joren ping me for the accounting if you need help.

I think I might have one or two things to provide you

[borisrorsvort]

@toch for the full members list, we’d need access the the bank account, which has never been done... @joren If you give us the reports, I can extract the names. For the board, I will leave my place but continue to organise rubyburgers with the boards permission.

[psilvana]

I would like to withdraw as Secretary from the Board. Ideally, I'd prefer to do a handover if the association continues.

As for Rails Girls, I'd like to share responsibility and collaborate with others who are interested in organising future editions.

[otagi]

I will not be a candidate for the next board. It's a touch choice. I would have liked to continue with strong new projects and a motivated team, but reality took a different turn.

I'm still interested in collaboration on Rails Girls or Code Together, if others are ready to actively join.

[toch]

don't forget to give me or submit here your activity report please.

[psilvana]

Rails Girls Brussels main points:

• organised 2 editions as part of Ruby BE (2016&2017) in close collaboration with LeWagon
• both as part of the European Code Week
• 2017 updates:
  • organised together with a team (Tiago, Anne, Stan and Sandjiv)
  • partnered up with BeCode and BeCentral
• always an awesome experience for all 🥇

[otagi]

Code Together

• Switched to Co.Station from 11/2016 to 02/2017, sponsored by Le Wagon. Pros: central place, amphitheater for talks. Cons: rooms not always available, CS staff not always cooperative.
• Switched to Kamoon for the catering, sponsored by DataCamp. Pros: good healthy meals. Cons: individual servings are a PITA to manage, due to the dynamic nature of the attendees list.
• Tried the semi-free catering option: free for full members, €5 otherwise. The purpose was to have an incentive to get more members, which worked reasonably well. I didn't hear any negative comment about the system or the fees. Managing the €5 payments (mostly in cash) is a PITA, though.
• Attendance: 11/2016: 21 (YouTube talk), 12/2016: 6 (no talk), 01/2017: 37 (Stan's workshop), 02/2017: 20 (Stan's workshop).
• Asked for help to co-organize the next ones, due to my own burnout. Heard crickets. So the event went on an (ongoing) hiatus.

Rails Girls Brussels 2017

• Great team, great results, especially considering the relatively short timeframe.
• The organization could have been smoother and less stressful with more volunteers.
• BeCentral was a fit location for the event. Only annoying point: the building door needs a badge, or someone to rush downstairs, to be opened.
• My main task was to find coaches. Their number ended up just right: 11 for Friday, 13 for Saturday, which allowed for groups of 2 to 3 students. Things to improve: book more women coaches (there were none this time).
• I experimented with a short live-cast between 4 Rails Girls cities. Fun experience. Will need better rehearsal for next time. Audio was challenging, and would probably work better with only 2 cities at the same time.
• Lightning talks were well done and well received. Some could have been slightly shorter, to keep the energy going.
• The official installation guide is outdated. Friday time could be saved by updating it.
• Follow-ups for students didn't really work this time either. Should / could probably be planned before the event, with more wo-manpower.

Miscellaneous

• Became acting board member after Lien decided to vacate her seat.
• Took over the meetup.com account ownership in September 2017. The 6 months subscription has been paid by Ruby Belgium via Joren (€25.50).

[borisrorsvort]

Rubyburgers

• 10 rubyburgers organised (2016-2017) - always fullbooked (between 15 and 20 people)

Code together

• Created branded materials
• Helped on the organisation of some (organised talks for rails girls follow up)

Org

• Completely rebranded the org (logo, website, personna’s)
• Designed Stickers
• Attempted to structure the org workflow
• Created job survey which people are still refering to

[joren]

I mainly focussed this year on personal changes (new job, getting married and moving). Next to that I had to visit the tax office in Halle due to their slow and misunderstanding of my communication via email, letters and phone calls.

I noticed I need some more time for myself first before I can put more time in the community. So I will n to be candidate for a next period anymore.

Openminds, my previous company, is also shutting down so in next few months we will have to decide what will happen with the organisation that was created for ArrrrCamp, if we want that we might move it to Ruby Belgium, if not I would probably just keep the domain until someday.

I also updated the balance sheet and transaction in the google sheet based on the bank account.

[otagi]

@toch The full members list is in the Registry of members shared Google sheet. @joren Maybe have a quick look at it to confirm that it matches the payments on the bank account.

[otagi]

@toch Do you still need something to go forward with the dissolution?

If/when we dissolve the org, what happens to

1. the money on the bank account
2. the meetup.com account after the 6-month subscription (still used for rubyburgers)

[toch]

@otagi @psilvana @joren @borisrorsvort thanks for your input.

First of all I wish you all the best for 2018.

@joren no worries, that's the life :+1: and it's good!

@otagi I've just updated the agenda, thanks for the reminder.

Let's do it in March

We're still need:

• a possible list of ppl that'd like to step in (if any)
• If so a kind of budget
• a sure list of current full member, could someone check that?

About the dissolution:

• it has to be voted by the GA
• the money goes to another NGO in line with the social goal of Ruby Belgium, the GA has to select it
• not sure, but I think someone has to be assigned to review the accounting
• you do whatever you'd like with the meetup.com, it's yours :smile:

[toch]

@StanBoyet I've just included your project, team, and budget.

It's not clear who will be part of the board beyond martin, you, ans laszlo. The board can welcome from 3 to 5 members according to the articles.

imho, the budget should be more detailed, but it's a details considering the current situation.

so as todo:

• edit the PR with the exact board composition (I especially need to know if old members stay or not)
• pick a date that will suit you and me (I suggest to do that in the evening around the end of May), what does suit you?
• make sign the old board members their resignation letter (I've just sent an email to them about that)

let's pick a date quickly so we can send it to the members (normally we need 2 weeks between the invitation and the assembly)

[otagi]

Thanks @toch!

I guess old board members need to sign a resignation letter even if they plan to apply for the next board?

[toch]

I guess old board members need to sign a resignation letter even if they plan to apply for the next board?

not if you reapply

[StanBoyet]

I think we misunderstood the board - vs - association required roles. We wanted to have a board of 7 people and fill up the legally required roles with @vanakenm Laszlo and me.

We'll come up with a proper board definition. I'll send a survey about the date ASAP. @toch are we the only ones required to be present for this meeting?

[toch]

That's fine just the mandatory three and probably easier at first. I've updated the agenda.

[StanBoyet]

@toch the 21st or 22nd of May, preferably at lunch, would work for the 3 of us.

[toch]

21st does not work, 22nd do

normally we need to send the agenda 2 weeks ago, it's exceptional and the draft of the agenda is public for a few months, so I think it's fine.

let's continue to plan by email.

[otagi]

Before merging this PR, there are a few xx to fill in the agenda:

• Day of the assembly
• Memberships count

For reference, here are the memberships numbers, according to the Registry of members:

• 37 listed members
• 2016: 16 paid memberships
• 2017: 5 paid memberships

[StanBoyet]

• Day of the assembly, the 22nd of may
• Memberships count: I guess 5 then, at this is the closing assembly for 2017 technically?

[otagi]

I think the only thing left is the dissolution section. Can one of you confirm that, or is it good to merge?

[StanBoyet]

@otagi I guess we can remove this part as it's no longer on the table \o/

[otagi]

Merging the PR, since the General Assembly is scheduled for tomorrow.