Board Meeting
Non-board attendees: Pepe (legal advisor), Daniela (production consultant)
Decisions
| Decision | Context |
|---|---|
| 30 new collaborators approved | All candidates received at least four positive reviews from board members; accepted as non-voting collaborators |
| Membership criteria agreed in principle | Three months of meaningful contribution or one event as a lead; recency requirement applies; legal language to follow |
| Art grants team to pause website migration for one week | Potential intellectual property considerations require clarification before proceeding |
| Obtain director liability and event insurance quotes | D&O insurance estimated at EUR 3,000–5,000/year; EUR 1M event liability cover recommended |
| Collaborator application deferred pending consent lead’s recommendation | Individual case referred for advice before any decision is made |
| Proceed with rank-choice voting for event name | Vote to be sent to participants from the board election |
| External discussions to continue next week | Revised proposal sent and acknowledged |
| Make preliminary rental inquiry for alternative event site | Significant relocation effort requires viability check before committing resources |
Discussion Summary
1. Approval of Collaborators
The board reviewed and unanimously approved 30 individuals as collaborators of the association. All candidates received at least four positive reviews from board members. These individuals are accepted as non-voting collaborators; the congratulatory onboarding email clarifies this status.
2. Membership Criteria
The board discussed and agreed in principle to criteria for full voting membership in the association. After considering several options, the board adopted an inclusive, forward-looking approach:
- Three months of meaningful contribution in year-round operations, OR successful completion of one event as a lead
- A recency requirement applies
- A self-declaration of no conflicts of interest or disciplinary issues will be part of the application process
The board intends to publish the finalised criteria shortly, and encourages the community to develop a permanent membership policy to be put to vote at the first General Assembly.
3. Art Grant Website
The board discussed a request from the art grants team to copy the existing art grant website to NCA infrastructure. Due to potential intellectual property considerations, the board agreed to pause for one week to clarify ownership before proceeding. The team may create new content as an alternative.
4. Director Liability and Insurance
The board discussed director liability based on legal advice received from Spanish lawyers:
- Liability is standard for association directors; directors are protected as long as they are not negligent
- Recommended mitigations: internal rules allocating liability to negligent individuals, director liability insurance (estimated EUR 3,000–5,000/year), and event insurance (EUR 1M liability cover recommended)
- Additional insurance types to explore: accidental death and dismemberment (AD&D) coverage for participants/volunteers, and volunteer insurance
5. Collaborator Application — Individual Case
The board discussed a specific collaborator application. The matter was referred to the consent lead for advice before any decision is made.
6. Name Voting
The board agreed to proceed with a rank-choice voting tool for the alternative event name. The vote will be sent to the people who participated in the board election.
7. External Agreement Update
A revised proposal was sent and acknowledged. A follow-up meeting is planned for Monday.
8. New Site Consideration
The board discussed the feasibility of an alternative event site. Given the significant effort required to relocate, the approach is to make a preliminary rental inquiry to the landowner to determine viability before committing further resources.
9. Tax ID Status
The tax ID remains blocked. The board’s financial advisor confirmed that obtaining the tax ID will unlock subsequent administrative steps. Daniel to follow up with his bank while in Barcelona.
10. Legal Consultation
Pablo reported that a quote has been requested from the association’s lawyers for a comprehensive set of organisational policies (Code of Conduct, privacy, consent, inclusion, media, ticketing, risk management, etc.). Expected cost approximately EUR 2,000, including follow-up support.
11. Go/No-Go Process
The governance working group is preparing an analysis package for the community. A non-binding poll is expected to open around 24–25 February for association members.
Action Items
| Owner | Action | Deadline |
|---|---|---|
| Pablo | Confirm Monday external meeting | Fri 20 Feb |
| Peter | Inform art grants team to pause website migration | Immediate |
| Pepe | Finalise membership criteria with legal language | Fri/Sat |
| Pablo | Set up rank-choice name voting tool | Mon/Tue |
| Pablo | Preliminary rental inquiry for alternative site | TBD |
| Daniela | Obtain insurance quotes | Ongoing |
| Daniel | Consult consent lead re: deferred collaborator application | This week |
| Daniel | Contact bank re: tax ID | While in Barcelona |