Board Meeting

Decisions

Decision	Context
Confirmed volunteer Data Protection Officer (DPO) appointment	Subject to board approval and creation of a formal authorisation document
Ward and Pablo to explore MetaLeads selection and approval process with Ben	Aim to have a list of needed roles by the next community meeting
Approved consultant proposal subject to lawyer review	Contract to be reviewed by lawyers before signing
Agreed on 10% VAT strategy for ticket sales	Saves approximately €50,000 compared to standard rate
Power contingency planning delegated to operational leads	Not a direct board responsibility; to be handled by Power and Build leads

Discussion Summary

Community Meeting Review

The board reviewed the previous evening's community meeting, which was described as calm and positive. The budget presentation was highlighted as building community confidence in the organisation's financial management.

GDPR and Data Protection Officer

A volunteer with corporate legal experience has offered to serve as the association's DPO. The board approved proceeding with the appointment, subject to a formal document authorising the role and responsibilities, to be signed by both parties. A dedicated privacy email address will be created for GDPR requests.

MetaLeads Selection Process

The board discussed the need for a formal process for selecting and approving MetaLeads (department heads). Considerations included: how to handle multiple applicants for the same role, the possibility of co-leads, and the importance of relevant experience. Historically, positions had job descriptions posted online and candidates applied. Ward and Pablo will explore the process with Ben and aim to produce a list of roles needed by the next community meeting.

Asset Procurement

The board discussed ongoing asset procurement efforts. The Treasurer will request specific documents needed for budget planning.

Consultant Engagement

The board approved the consultant's proposal for a one-month engagement to confirm vendors, pricing, and event viability. The Treasurer offered to front the initial payment pending the bank account setup. The contract will be reviewed by lawyers before finalisation.

VAT Strategy

The lawyers confirmed support for a 10% VAT rate on ticket sales, resulting in approximately €50,000 in savings. The board discussed the possibility of eventually moving to a membership model (similar to other burns) once the association achieves formal nonprofit status, which can be applied for after two years.

Early Funding Discussion

The board discussed options for generating initial funding before ticket sales open, including accepting donations and offering advance tickets for the next event. No final decision was made; further discussion scheduled for the following week.

Bank Account Status

The bank account remains the top priority. The association is waiting for the preliminary NIF (tax identification number) from the government. Once received, the bank account can be opened.

Area Responsibilities and Lead Tracking

The board agreed to create a public document on the association drive listing all departments and roles, allowing community members to see what positions are available and add their information. Ward will create this listing all departments and roles.

Profile Management Application

The Treasurer presented a newly developed application to manage member profiles, team affiliations, access to shared resources, and compliance with privacy policies. The board agreed it should undergo a security review before deployment. The aim is to have it publicly hosted by the following week.

Operational Readiness

The operational readiness tracker is progressing, with sections covering departmental readiness and general tasks such as funding and budgets.

Action Items

• Chris: Proceed with DPO appointment and task the volunteer with getting started; clarify legal package coverage with existing lawyers
• Pablo: Contact lawyers to ask about GDPR support and contract review for the consultant; open Discord thread on MetaLeads selection process to gather input from Ben; follow up on preliminary NIF status with accountants
• Peter: Set up a GDPR email alias for the DPO; request specific budget documents for planning purposes; schedule kickoff meeting with the consultant once contract is approved; get profile management application hosted publicly for next week
• Ward: Create public document listing departments and available roles; explore MetaLeads selection process with Pablo and Ben

Open Items for Future Meetings

• MetaLeads selection process finalisation
• Early funding / donation approach decision
• Community meeting preparation