# OLD-NEW board Handover meeting
Dec 22 2020 at 11:00
present in the meeting:
- previous board Andra, Kate,
- Actual Board: All members

## Agenda
The agenda was provided by Kate
Meeting Opening
• Short introduction from all the old board, what was successful in how we worked together
2 Matters for Discussion:
- The overview of what has to be done in a year
- The overview of how to run each meeting
- Dividing up of tasks/committees
- What work we did in 2020 – what where our great achievements
- What work do we want to hand over and upcoming issues 2021
Feedback and Questions from the new board

Meeting Finalisation:
- Review any actions needed to be taken and any additional follow up
- Added by fredd: can we have a discussion about the relevant points that the former commission is handling over to us? Kate: is in the handover document, and is agreed.

## Notes
- who has to take notes?
- Fredd has set up collective note taking on this pad https://hackmd.io/@freddbomba/rkWN-S1aw/edit
- The group decides to switch to Zoom
1. Short introduction from all the old board, what was successful in how we worked together.
- Kate summarising the important points of their work flow: quick communication system (for them whatsapp) agenda for meetings, agreements for holidays and periods abroad, clarity on task sharing, clarity on decisions and actions, allow time to understaind the history of that decision. Secretary on the minutes someone else on the action lists. Was interesting to re-read the action lists, come to the meetings prepared, so that the time for meeting was compartimentalised.
- Action list is shared
- Reminders every 2 weeks. Not rush the agenda through the meeting. Things that take 3 minutes were done first. If there is an issue that needs more research better to pass the decision and postpone and get all the information right.
- Jana did the minutes of every meeting and was putting them online as fast as possible to have access to them asap.
- if for some reason the notes cannot be taken is good to plan in the 2 hours of the meeting and write the notes and send them another hour.
- There is **a specific format** for the notes to name everyone in full name etc. will get back to that **be consistent with what is on the website** the whole OLV will read the official decision list
- What has to be done in the year? You can refer to the handover document
- 2 OV a year, there is a meeting for the commissions in january. Every general meeting has to be prepared and includes:
- Decision list
- Agenda
- proposal for the vergenering, as such that the member through the proposal has a understanding of the argument, to be sent in time with due diligency so that the members have time to act upon it for example with adding a counterproposal
- financial report once a year
- KAS committee makes a report with AEB Partners for the pennymeister
- The AEB partners has to be requested to them by the pennymeister through the KAS committee. Every commission have to wrap up their financial stuff in february. Salon and Pansion are combined because they have income and their income has to go into the financial report
- Kate: the document has to be made very accessible becasue is not really clear to everyone and has to be prepared to be presented
- One of the idea was to invite Evout (AEB) to the meeting to explain to the board
- decisions on finance over a longer period need to have a good view about the past and future.
- The yearly financial report is very much for triodos and ? so there is the need to create some document for internal use as well
- there is a mediation to do about the numbers/commission
- Internal tasks of the board:
- we split the taks of answering the mails to the bestuur on the base of the commissions. There are other questions coming in tht are not dedicated to the commissions. Andra did it in the old board. If is an urgent question you react immediately (you being the person that is close to the right commission to involve)
- Jana was contact person with the point commission and did a lot of work on that
- Fiona: how many mails there are on averadge? Use the frequently asked questions committee. Is important to remind people that is a "do it yourself "
- RTFM acronym gets explained
- post downstairs has to be checked every week, sometimes is misplaced, be sure you don't miss enything. Everything that have to do with money has to be photographed and sent to two mailboxes (ref. handover document)
- insurance has to be sent to Hansje etc. Divide the mail is delicate, not so much work, needs someone that understainds dutch.
- coalition of the brutplatz there was a budget made from the gemeintee for the bruutplatz. Amsterdam decided to cut the budget for BP to 750k that will cut BP to 1/2. The fight tookthe BP to secure the budget. It does not really touch marcipanis that is on a different structure.
- one person is responsible for departing members?(contract/keys/procedure for departing members) no there is a selection and involves one person from the board. The signing out has to be validated by it. There is a reporting form on the website (investigate)
- Andra was responsible for signing becuse was easy to find, contacts are left to the appropriate commission
- keys and deposit are collaboration with hansje and bookkeepers
- there is a software to do this
- the list of who was responsible of what in the previos bestuur is included in the handling document
- Andra: Daycare, Rijsel, contact points for daily things etc. Corona managing was
- Contact person of Rijsal out of the board, wish of Andra is Coralie. Last week they had a blackout. These things are delicate and need probably a good understanding of the dutch languadge.
- **moderation for the OLV is very delicate** and is the task of the board chairperson
- never had problems with the pension, was worked out very nice from them. There is at the moment only one person because is impossible to get them both into quarantene with the current logistics. A decision that can be reconsidered when the infection is under control.
- Andea Bosic is responsible Herfpakt (ground on wich the building stands) with the earherkenning we are checking if we can get a better deal, long standing procedure, she has passed info to Nathalie already
- Kate: Pennymeister; she will have a sep meeting with Nathalie. Treasurer is the link between financial commmittee and the board. Kas committee prepares the report about the yearly financies. I am the link with the accountant. THere was a change with the bank accounts so that we can have a forecasting budget and has access to cash position and payments. MAin thing happened was the conversation between the big maintenance and exploitation committee to balance this push between possible and needs.
- the foundamental problem is to implement financially the decisions made by the previos boards and how to do it with the actual finances
- it has a huge repercussions on the members. Apparently there is a question about double glasing (front side) and the actual possibility to do the big maintenance jobs. Is a decision on the shoulders of the new board
- cost of insurance nearly doubled. Sanne was following up with an insurance commission to check out what happen. Monopoly and drive the price up. Cost will STAY most likely much higher.
- to change this there will be an assestment for the taxation of the building that will be done in january
- Andra because the insurance problem we should higher the rent
- getting rid of transfomator and better options for electricity (Maart) +- 10k to take it down, and reserve money on the long term. It has to be put in the forecast
- ventilation plan boost: they need better ventilation in the space. Theya sked to have financial support. There was a decision to give theis support in 500 euros. There was a plan on how to proceed. A decision was taken that is good to have a check on the sound and how this does effect the others.
- gemeintebelasting: this year there is an extra tax sanna is up to date with this problem and can pass us the information
- tips: if you are in the boord don't be in a committee, service fee has to be sorted out (there is a committee for this), Pauline has a personal issue and is made a proposal about it, there is a proposal from Marc for a budget for ladlamps and movement sensors to cut the consumption of the electricity.
- because of covid situations decisions about saloon have to be discussed with first floor (naighboorhoods). Safety and good naighbourhood before finences
- insurance on tefth is supposed to be renewed, Luuk is in charge and is contact person. City is checking us. The problem has to be checked.

### Questions:
Why Marcipanis never managed to have an overview about the finances?
- Andra: in 2003 we made an "exploitatie" Xcel, in 2005 on a big maintenace plan. Is too old to reflect the actual sitaution.
- maybe there is a difficulty in passing knowledge
- there is the need of a different type of organisation.

## Actions for new board
- check the consistency with these formats and prepare a template
- collect reports from all commissions
- next OV is about dividing the commissions, make a date and do it
- point commission has prepared the document
- involve the kas commission and wrap up 2020 (make a point of discussion on how to do it for next meeting board)
- There is a reporting form on the website (investigate)
- financial plan: overview and informed decision making process and a forecasting budget rady to bring it to the table
- question of the isurance has passages that happen in january, some action has to be taken very soon, Sanne is the referet point
- Gather the status of ventilation-boost processes and draw a action plan

## Append of discussion
- decision: we moved the first meeting to the 7th
- prepare the meeting of the 7th: get the list of commissions and have an idea, write the possibilities and sort it out. Fiona volunteers to do that.
-
Finished 13:32