Executive Committee (EC) Meeting, 4-6 of December
Attending people: Phil, Jakob, Ingrid, Krassi, Maggie, Terry, Steva
Missing: Micha
Opening of the meeting
Confirming the quorum and validity of the meeting
(At least five EC members have to be present for the meeting to be valid)
Approving the agenda
quorum confirmed
Personal Update - including political update
done
10:00 (Moderator: Ingrid, Minutes: Terry)
Meeting with web master Christoph
- general introduction
- Wurzelwerk (used by the German Greens) vs. EGPs platform (membership database and platform)
Problem: the EC is writing too many mails, no clear overview
Decision: We are going to try the one of the EGP
a.Update to meeting with Barry (from EGP)
The platform is opensource which we need, external person who is taking care of the technical side. Generally we can use this platform, but we still don�t see that there is away to work on collaborative documents --> still being developed (interface etc.)
We are going to have a trying out phase until next ecm, then we will have an evaluation at the next ecm, and we will plan to involve all FYEG bodies (working groups etc.)
Putting dropbox stuff on the platform (Jakob is transferring the SPP stuff for a start)
Try-out topics for the forum: spp stuff, preparation for the next ECM
Chris is going to talk to Barry and then we are going to discuss it further
Questions:
Is it possible to use it offline? Is it linked to emails? How to work on collaborative documents? How to have a safe group in the platform (where nobody else has access)
- Website
b. Update from meeting with Barry:
Most of the external communication is realized through the website
We can change to the EGP website, and then we can directly put stuff from the platform on the website
Offer: we can go to the EGP website, use their basic moduls, but still stay independent
both systems joomla and drugba
We would have to pay for the technical maintenance, design will be different
--> general discussions about the website should be included in the SPP where we ask the MOs what they actually want from the website, Chris and Jakob are going to talk
about it
google analytics (problematic!) - Chris has a different system that is open source, we should have a privacy policy (talk to Barry about it)
Jakob and Chris give general input about the future development of the website (accessibility, social media, security...)
c. Proposal about e-lists and yeapsy events maintenance � workload to be shared between Christof and Steva (will be done between Steva and Christoph)
mailing lists
MO lists need to be updated
reject mails that are sent from addresses that are not on the lists --> in favour
put general list from emergency moderation --> in favour
how can we use them?
overview about the different possible situations and lists will be provided by Chris
- security on web page
security on computers very important as our lists have already been spammed with hackers mail
1. have uptodate anti-virus systems
2. be careful with your passwords
3. have different passwords
privacy
1.mailing lists archive (should this exist? yes, it should)
for ec-lists only the people on the list should have access to the archive
2.use bcc if you have a large number of recipients
3. every mail can be read by anyone, if you want to send sensitive data, use skype because it is encrypted
4. do not send password lists, do not have all password in one file
5. disable the ec account�s on deleting stuff on the website, if you want to delete something on the website, write to steva and jakob
- Uploading on web page
Chris will give a little workshop in the afternoon
social media: who should be responsible? we need to have a proper strategy (press officer to be included) - Jakob is responsible for preparing something
- Discussion on Mumblr and Team speak with basis in report from Digrigs
DECISION: Steva will get skype professional and the working groups are free to chose wich one they want.
moderator: jakob, minute taker: ingrid
Report from the meeting between Jakob, Christoph and partly Ingrid
Web site
Change the web page structure
This must be done and should be easy
Logos
Chris will try to make them smaller to make the page faster
Twitter and interlinkage
Chris wants to wait for the press officer. This needs to be done manually.
Uploading pictures to the web site
This is now more easy
Paypal function
This should be implemented together with a new design.
Privacy policy
Jakob will send the communication we've had with HEctor before
Mailing lists
Christoph will send us a proposal.
Archive
Will be kept the same way that it is now.
Meeting between Barry and Christph
Platform
Common databas
EGP wants FYEG to be a constomer of the same company as EGP. We would then have a contract with Peter were we're equal cosomers with EGP. The database would be on peter's server. We could have the server still in Jpberlin but it would probably not be very good.
User database
They want a common user database. This does not mean sharing all information. On this database it's only username and password, no other info. We could publish stuff on both sites though.
Quitting
It's possible to just opt-out and take all our data with us. This includes the web site.
Editing
It's simpler in this program then in ours.
FYEG commercial
The EGP offers to send everyone who's under 35 an email to check out the FYEG web page. Then we would probably send an email to everyone reaching 35 to check out the EGP web page.
Web site
Transition
Peter would do the whole transition process and EGP would finance this. There's some minor problems and Christoph would have to comunicate with Peter a lot. Links will still works but files (pdfs, pictures etc.) might not.
User friendliness
This site would be easier to use alhtough we still would not really miss anything that we're using now.
Newsletter
Christph will come back to the EC about this.
New widgets
We would discuss it first with the EGP and if they will also need it then they would cover the costs. Otherwise we would need to pay it.
Tags
We should start using this properly.
Design
It would probably cost about the same to do a new one in joomla as in droople.
Ec on Web
EGP web site
DECISION: we will move there.
Time frame
DECISION: we want to have it fully ready before summer. Jakob will communicate with Christph that he should communicate with peter - including ask for a time frame.
Design
DECISION: there will be a call for designer. The design should include design for material and web site. The person should write prior experience and show earlier work and also have a suggestion for web site design. The second SPM would chose an option out of several. Then the coordination will start. We will have a suggestion for the GA and then after this the work can start.Jakob and Krassi will take responsibility for this process.
11.30
10min break
11.40 moderator: Phil, minute taker: Ingrid
MOs:
problematic MOs
Albanians are having some problems.
Study trip to Russia
DECISION: Phil goes there as FYEG representative. He will contact the Green Forum.
Networking
CDN
Phil will meet them next week.
GYG
Implementation strategy.
DECISION: we don't want to approve the paper like this. The initiative needs to come from the GYG so if they tell us what they want we can discuss this.
DECISION: all the European participants that applied for the GYG WC call will be transfered to the normal application process.
Falafel:
does the project cover Micha's travel costs
DECISION: Micha should communicate about this with Steva.
EGP
Transfer meeting
Steva was there to give an update. introduction to the new committee
about the office and fyeg. steva gave a list of activities to bueti and panu.presentation
of website and platform. then committee went to the retreat. terry will write to panu about
the meeting.
Youth emancipation WG
It will be one of the main topics of the council. There's gonna be a working group. The group will be led by Reinhard in close cooperation with FYEG.
Activity plan presentation
We should do this at the next council meeting in January.
GGEP
Terry is having a meeting with bueti and bas 24th of january. Jakob and Steva should join.
European youth forum
Maggie will bring up the COP19 in Poland at their meeting this weekend.
PPYOs
We are working very similarly to other PPYOs. 17 of January is the deadline for amendments to the report of the parliament.
14:30- 15:30 (moderator: jakob, minute taker: ingrid)
Activity plan
General
Discussion on follow up of LGBTQ seminar series
DICISION: We encourage the forming of a European green LGBTQ network that has a specific goal and strategy.
We encourage them to have an event next fall. We would help with how to fundraise but not write the actual application.
An EC member would be there to support, give tips, but not organize the actual event.
FYEG will contribute with its experience and knowledge in this process.
Discussion on glass breaking seminar
The idea is to have it togehter with another seminar
DECISION: wichever event this spring would be fine but we would prefer the wintercamp, secondly the GA and our third option would be new media summer school or the energy seminar. They can also apply for the youth in action but then they should still have it this spring or apply for the FYEG open call.
Spring conference - what did we now promise who?
DECISION: the global justice WG should plan 1-2 workshops if they want to. The Green Economy can plan a panel if they want to. Jakob will communicat this with Micha.
DECISION: jakob will write a concept for the spring conference until th 12th of January.
Turn the green volume on
There is still a lot of work on the report, it has to be done before christmas.
DECISION: Steva will send the bill to gr�ne jugend. He will give the original to Terry so she can give it to their treasurer.
DECISION: krassi will help steva with the narrative report
LGBTQ seminar belgrade
Finances of travel is finished, zofia is not in the office so therefore reimbursements cannot be done right now.
SPM Prag
Reimbursements are still not done.
COP18 Workshop
Working very well. Reporting will be tight. It will also be tight with reimbursements so everyone including the EC should send in their tickets within two weeks.
LGBTQ seminar tuzla
Some visa issues, Phil and Dragana is working a lot. Agenda is done, PHil will travel first to Belgrade and meet with CDN before the project.
Reimbursements: Steva or Shenna could go there to do the reimbursements. Steva, Shenna, Phil and Dragana will decide this.
Kosovo study trip
Terry will do this after Tuzla and the delegation will meet a lot of people.
Falafel Meeting
The call for prep. team and participants are out. The program will be made together with the prep.team
Second SPP meeting
18th of February is the parliament visit. More will be said later.
Winter camp
The YiA application was rejected.
DECISION: krassi will write to the fins and see if it's possible to appeal. Visio - the finish green foundation - might help us a little.
DECISION: is it possible to ask ViNO to fund a little bit.
DECISION: Maggie will take the financial overview.
Energy and Campaigning Seminar
We will have the dicision very soon.
New Media Seminar
Should take place April in Austria and June in Portugal.
General assembly
Host
Steva will make a doodle to vote
Timing - before after EGP council 10-12 May?
DECISION: steva will send a doodle
Spring conference
was discussed above
Regional Summer Camp
General concept
To have both campaign training and topical workshops on the future of europe.
Spanish speaking
Ingrid is responsible. Maybe 4000 euros co-finance.
BeNeLux
Phil is responsible. Maybe we could co-fund a bit 2000-4000 euros.
German speaking
Jakob is responsible.
English speaking
Micha is responsible. He should write an email about what is happening with this. Jakob will communicate with him. Only for co-financing they would need 7000 euros.
Nordic
Ingrid will see what is happening.
Eastern Europe - Center Europe - Czech republic or Hungary
Maggie will talk to the Hungarians. She will also see about the possibilities to do something at the Hungarian summer camp.
CDN Summer camp
They need co-finance also. We're not going to have any kind of merging at the camp anymore since the german speaking camp is after the CDN summer camp.
GEF money
We want to focus on the summer camps. The deadline is 7th of January.
second GA fall 2013
Terry is having a meeting with b�ti and bas in January. Gr�ne Jugend will support us as well if we have this together with them. Three days conference before the GA.
DECISION: we want to do this
DECISION: we will tell them to reserve 60 spots for us.
Cop 19 in Poland
There's already a committee at the COP18 workshop that are thinking about this.Jakob will speak to the people who were engaged in COP15 to use their experience.
DECISION: we want to organize a COP seminar in Poland together with the COP.
Youth emancipation publication:
miscommunication with designer
The EC has taken note of this.
ECI
Water campaign
There's now 13 MOs supporting this officially. There's been a first skype conference with the campaign team. Some of them might want to withdraw and send another person from their organization. THe campaign will start officially the 7th of December. All MOs are publishing the logo of the campaign on their web page on this day. Krassi will meet the organizers of the campaign this Friday in Brussels.
DECISION: we put the logo on our web page
afternoon:
- talk with webmaster
- office feedbacking (employees employerexchange)
____________
10:00 - 12:00 (moderator: Terry, minute taker: Ingrid)
Office:
Finances
General going through finances
Overviews:
It's not a 100 % right probably but there should be no big differences. We will have the exact overview once we hav worked with the accountant.
Personal costs
Are very low becuase we did only have one employee for a long time. Tax and securex can still go up a bit.
Expeditures that are still do be done
SPM
ECMs
Saleries
Securex
Travel subsistence - this will reach the budget plan basically
Phone allowences for the EC - this is 20 euros / month
(ECMs reimbursements)
Discussion on how to avoid future cash flow problems
Financial plan for salery security (to have a certain account for salaries were we dont take money to make sure that there's always money for this)
savings on the savings account
special account for salaries
focus on reports
Money from the Green Group
We will move the money they gave us for Belgrade to the Tuzla project. They still want pictures from Belgrade to show that their logo was visible there.
Aboout the Youth emancipation they can pay only if we print it with their logo promenently visible on the front page. We need to ask if it's enough to have only an invoice from this year and not have to do the actual printing this year.
About material thy have different requests about their logo also
DECISION: Terry will speak to them.
minute taker terry
Priorities expenditures next year: election campaign
hiring of office assistant
DECISION: Steva will make a calculation
fees for spokes
there is no majority at the moment, we will investigate more on allowances for ec members
one more internship payed by us?
evs application first of february: under the falafel project (Maggie and Phil will write a proposal)
financial priorities for the next year
--> raising SecGen salary (Maggie and steva will work on a proposal together with the accountant) + fulltime project assistant
--> office enlargement:
office assistant (19h/week) --> definitely needed for the moment
scenario A: intern either working on campaign or social media (we are looking into the regulation, we could hire an intern just for FYEG ,
not in cooperation with Green group)
scenario B: part-time employee (30 h/week) for election campaign (Jan-June) + intern working on the campaign for this period
election campaign coordinator intern (social networking +social media)
---> Steva and Maggie will rearrange the budget, so that this can be possible until the next ECM
EC allowances --> amendment for the IRPs that this is possible, budget proposal for 2013/2014
money for WGs
no decision so far, not to be included in the budget for now
Events
Has been discussed under activity plan
SPM
Has been discussed under SPM
winter camp
Has been discussed under activity plan
How to handle reimbursements for people from outside of the EU?
we will investigate further, but at the moment cash reimbursements best option (financially and organisationally)
Treasurer network
EGP is doing it in form of the treasurers meeting at the councils
long-term, more sustainable network, but at the moment should be connected to the SPM committee on finances
attempt to have skype meetings (also about the finances of the election campaign)
Emergency plan for funding when EGP suddenly wants to give us money
be prepared in the end of the year that it is possible that different donors have money left and that we always have two-three things in the back of our heads
Parlamentary funding
update under youth forum
12:00 - 13:00 Break
13:00 -15:00
Internal Structure (moderator: Maggie, minute taker: Krassina)
EC
Call for new member of the EC (discussion)
Procedure for GA election:
A call should be sent out. There should be 3 weeks to apply.The office will have one week to gather the applications, they will be sent out and the MOs will have two weeks to vote.
The vote should be electronic and with ballot. The electronic would be a preliminary vote and with ballot would be the final result.
Maggie and the digrigs will search for a good way to have a secret electronic vote.They will do it within one week.
Jakob will send out the call for new EC member.
ECMs
in the spring was decided upon
WGs
WG booklet
DECISION: we will stay out for now and let them lead this process
SPP
General about the process
minutes from Prag
will be sent out as soon as all EC members put them in the dropbox folder
committees
The MOs will nominate people for the committees. Jakob will send a reminder and the other EC members should forward this.
The committees should start meeting from the 12th on. Jakob will send out a list to each EC member of the MOs that did not sign up yet so that the EC member can remind them personally.
Committee work
There could be a skype conference every or every second week or so.
Objectives
The committees should come up with clear problem formulations, objectives and how to get there. This paper should be done two weeks before the SPM.
Rapporteur's meeting
They need to meet for the issues that concerns several committees. Jakob will also be in these meetings.
intercommittee work (A0)
The rapporteurs should also work on this. This is Judith's text. All committees should have the text and pick out the parts that's important.
Exact date of SPM
SPM
Arrival for the EC before 12.00 on Friday and departure monday after 18.00. Participants should arrive friday evening.
Red Equo joven's participation
They can be in committees and can also come to the SPM, they cannot be reimbursed to go there though.
External partners
This should be a short session on Monday of three hours or so.
Structure
Election committee for new sec.gen
krassi will take responsibility for this
Discussion on electing election committee at the GA
skip
Discussion on organizational control committee
skip
15:30 - 17:30 (moderator: Krassina, minute taker: Maggie)
Communication
internal communication
Discussion on Mumblr and Team speak with basis in report from Digrigs
skip, was already discussed
Minutes
Discussion on handling of minutes and minute taking
We will change back to the pirate pad we had before.
responsibility for minutes taking
Everyone should spend 5 min goin though the minutes after the skype conference to see that everything is there.
minute takers to upload themselves on web page?
The person who's taking the minutes will also publish them.
external communication
Tmblr and general web presence
how can MOs be more included in our external communication?
Ecosprinter should be used more by WGs (blog function to give WGs the opportunity to publish things on ecosprinter)
Ecosprinter is also already being used by the working groups, so this is partly already functioning
division: ecosprinter should be divided in blog part (working groups sometimes also need for flexibility) and journal part (for official ecosprinter stuff) which will be administered by the EBB
there should be a long-term discussion at the winter camp between the ec and the ebb, then the wgs can include their stuff into the ecosprinter, the wgs should already be aware of this
we already have the problem, so we need an urgent solution
Krassi: ask Kristian how we can technically realise our idea and that this whole debate should also be discussed in the ecosprinter board, then discussion to be taken soon
Business cards - everyne to decide their cards
yes, we are going to have business cards, everybody will send their info to steva (smaller number)
Material
DECISION: Steva will check prices for material.
in financial cooperation with ggep, maggie will work on a proposal
Youth emancipation strategy
list should be filled in
possible partners:
working group in the EGP
European Youth Forum
events:
conference in the EP has been moved to April 8MEPs working on this JPA, Ska, Karima, B�ti
one day of conference: morning workshops organised by FYEG and afternoon to have a conference in the parliament
preliminary speakers: commission, council, two green MEPs, FYEG person and Youth of the trade unions
--> skype conference between Delfina, Micha, Terry and Steva
responsibility of micha and terry to fill in the chart
Press officer
Bea resigned in the end of September (Steva and JAkob will communicate about until when we will pay Bea)
future press officer:
we had two applications, we are going to discuss the applications and the future procedure
we decided that our new press officer is Arber from Kosovo, Steva and Jakob will contact him about the selection and others about their rejection
Ecosprinter
How can WGs and others more easily publish in ecosprinter?
How can we generally improve ecosprinter
How can we promote ecosprinter
What can we discuss on a common meeting with the ecosprinter board at the winter camp?
discussed under point general
Newsletter
outline
has been discussed already