General Assembly Minutes 2007
Present: See attached list
1. Opening of meeting
Eric Selis greeted everybody welcome to Hasselt and the GA meeting, and opened the meeting.
2. Election of chairs, secretaries and other functionaries of the meeting
Arne Schollaert was elected Chair and Els Keunen & Dick Urban Vestbro Secretaries of the meeting. Jordi Balari and Peter Burk were elected to verify the minutes.
3. Presentation of participants
Each person introduced him/herself with a few words.
4. Settling the agenda of the meeting
The proposed agenda was approved.
5. Decision that the meeting has been correctly announced
It was decided to consider the meeting correctly announced.
6. Appointment of media group
It was decided to work out a press release from the GA meeting. Melissa Kinnear, Peter Newton and Eric Selis were appointed to the group commissioned to work out a press release.
7. Report about signatures of the Hasselt Charter
Eric Selis reported about the organisations that had signed the Hasselt Charter. Some new members ratified the Hasselt Charter during the meeting and were accepted as members. It was noted that ASF-Int has 15 members. Documents of ratification of the Hasselt Charter are filed in office of ASF Belgium.
8. Establishment of membership representation and voting rights
A list was circulated for members to sign who had the voting right on behalf of each organisation. Ludovic Jonard announced that he had the voting right by proxy for A&D India. Tito Sciattella has voting right by proxy on behalf of ASF Milan.
9. Report from the working group preparing the GA
Eric Selis and Jordi Balari reported about the background to the present GA meeting.
10. Proposal for Constitution for ASF-Int
After going through the proposals for the various paragraphs the Constitution was unanimously adopted by the GA. It was assessed that the adopted Constitution is to be handed to a lawyer for legal comments, after which the Constitution shall be sent out to all members for adoption. Members will be given four weeks to approve it. It was decided that each member with a voting right should sign a hard copy of the constitution. This document may be copied and distributed to members and other relevant bodies.
The meeting went through each point of the proposed By-Laws. After revision it was decided to adopt the By-Laws, to be valid from the date of the meeting, and to be appended to the Constitution.
12. Logo of ASF-Int
Benoît Claviéras explained how the logo competition was carried out. He presented the final version of the logo. He emphasised that the logo may not be changed in any way, except replacing the English text into other languages with the same font as the original. It was decided to adopt the proposed logo as the official logo of ASF-Int and that it shall be legally
registered. Each member organisation may use the logo with the text in the language of its country. Those members which have their own logos are entitled to use them. The GA expressed its gratefulness for the work done by Benoît Claviéras and Teres Selberg. We also expressed our thanks to the logo designer Yvan Gauthier.
Benoît Claviéras presented the idea of having proper design principles for communication.
12. Election of the Board for the coming period
There was a general discussion on the tasks of the Board and how to constitute the Board.
Representatives of member organisations presented their ideas about the future work of ASF-Int and their expectations upon the Board. People stated whether they are candidates to the Board. After discussion it was decided to have eight members of the Board. It was furthermore decided to reserve three seats for members from continents not yet represented in the Board. A list of candidates for the Board was prepared. It contained ten names. A secret vote was carried out. The result of the vote was: Ligia Nunes 13, Jordi Balari 13, Sara Peny 12, Eric Selis 12, Ludovic Jonard 11, Stéphane Plisson 9, Dick Urban Vestbro 7, Antonello Iouri 7, Camillo Magni 4, Stephan Hawranick 2. It was concluded that the first eight persons were elected.
The issue of substitute (alternate) members was discussed. It was proposed that Board members can send a substitute person to Board meetings at his/her own discretion. This person does not have a vote. The Board member who cannot attend a Board meeting has the right to assign a proxy to one of the other Board members. Sara Peny stated that ASF Sweden would have liked to have named substitute persons. Dick Urban Vestbro expressed the same opinion.
13. Election of auditors for the coming period
It was assessed that the budget of ASF-Int is expected not to be big enough to justify the assignment of a professional auditor. It was decided to elect Melissa Kinnear as auditor for the coming period.
14. Appointment of Election preparatory committee for the coming period
It was decided to elect Jenny Andersson, Aline Saeger, Nurdane Caglar Boucrier and Jaime Royo Olid to the Election preparatory committee on condition that those absent accept to be members. On behalf of ASF Sweden Sara Peny proposed that the Election Preparatory should consider gender balance for the Board.
15. Decision about membership fees and budget for the coming period
Jordi presented a proposal of membership fees, implying the following:
50 eur for organisations with budgets >25,000 eur
100 eur for organisations with budgets 25,000 - 50,000 eur
300 eur for organisations with budgets 50,000 - 100,000 eur:
500 eur for organisations with budgets >100,000 eur
ASF ONLUS has proposed the following fee structure:
400 eur for organisations with a budget >100,000 eur
800 eur organisations with budgets 100,001 – 500,000 eur
1600 eur organisations with budgets >500,000 eur
The issue of fee structure was discussed. It was decided to have a unitary fee of 100 euros for all members.
No proposal for budget had been prepared. It was decided to ask the Board to work out a budget.
16. Decision about the establishment of a Secretariat
It was reported that the Board had discussed the issue of Secretariat/office and that the offer of ASF Belgium to host such a Secretariat for the coming period was accepted. The Board furthermore asked ASF Spain to investigate its possibilities to host a Secretariat in the future.
17. Decision about Activity plans for the coming period
There was no proposal of Activity plan. It was decided to request the Board to work out an Activity plan for the coming period.
18. Motions and other proposals for the coming period
There were no other proposals for the coming period.
19. Any other business
It was decided to ask the Board to appoint a group to work out principles on the issue of ethical banking and sponsorship.
20. Closing the GA
A warm expression of thanks was addressed to Arne Schollaert for his good chairmanship at the meeting, to Dick Urban Vestbro and Els Keunen for their efficient work as secretaries, and to Hendrik Bloem for all his assistance at the conference.
Minutes from GA meetings