1.1.1 February Board Decisions
SIETAR EUROPA BOARDMEETING
ISTANBUL
5-8 FEBRUARY 2004

ANNOUNCEMENTS
Newsletter
•We have to find new sponsors for the next issues.
•A survey will be set up at the Berlin congress:
Questions:
•Did you read the NL?
•What was your favourite item?
•What do you suggest for the next issues?
•Should we have 4issues a year instead of 6
•Lighten the size of the Newsletter by setting up a links to the local Sietars’ Websites instead of copying what they sent.

Membership committee
(Sabine WAGNER-Klara FALK BANO-Ana ULRICH)
•All membership issues will be dealt with in this committee.
Klara FALK BANO will contact the membership committee about retiring members.
Budapest committees
•Christine LONGE will ask if they want to do something at the Berlin congress, tell it to Monica ARMOUR and Francien WIERINGA. They will announces this in their presentation of the Budapest results on Thursday afternoon.
Nomination committee
(Patrick BOYLAN and Annette HAMMERSCHMIDT)
•2 persons need to be elected: 1 substitute+direct member
Election will be scheduled for two weeks before the GA.

NGO committee
•We need members to begin this new committee.
Tatiana DAMARAD has agreed to be the first member and chair of the committee.

SIETAR Netherlands
•15 members of SIETAR EUROPA have the possibility to join SIETAR NL, but they need to know that they remain connected to SIETAR EUROPA. A message must be sent to these members.
•The ones who already paid dues for 2004 must be reimbursed by SIETAR EUROPA.
Francien will check the list and mail to Christine the names of those who are members of both SIETAR'
Current statutes
•It could happen there is no representative in the board from a local group and in this situation it’s a big problem because the so called group doesn’t feel involved. A substitute has to be chosento attend the SE Boardmeetings.
Consequences of new statutes
• SIETAR Europa does notand will not compete with the local SIETARs for membership.
The rule is clear: a member of a local European SIETAR is automatically a member of SIETAR EUROPA.
To encourage members to join a local SIETAR the fee of SIETAR EUROPA will never be lower than the fee of local SIETARs

•Local SIETAR is invited to welcome new members by connecting them with a current member who lives next to him and have similar experience.That is what we call ‘buddy system’.
 
STRUCTURAL ISSUES
Structure of the board
We started a list of responsibilities. This will be completed next boardmeeting.
Responsabilities of local SIETAR to the SIETAR EUROPA board
Responsabilities of the SIETAR board to local SIETAR
We started to inventory the responsabilities.
1. Attendanceat Board Meetings (contact with substitute if necessary)
2. Informthe Board about:
   --What is happening locally
   --Local and national politics affecting intercultural issues
  --Developments in the intercultural field
3. Internal info on the local SIETAR
   --Updates on new members (name and contact)
   --Newsletterinformation and announcements
4.  Knowledge skills
Experience exchange
5. Prepare agenda items issues before meeting
   --local
   --SE
6. Assure annual membership fee transfer to SE
-stimulate dynamic process
Best Practices exchange+process
European Funding
Organisation
-stimulating bilateral contacts
-organising congresses
-leveraging events
-sharing political issues and solutions
 
•These points have to be discussed at the next board meeting 31of March.
   --How and what will be communicated in the General Assembly?
   --Phone call with the persons who are not here about this process.
   --Clearly formulate theBoard member responsibilities.
   --Decisionmaking has to be clear and transparent.

•Committee chairpersons are invited to the boardmeetings. If they cannot attend they should report to the board via their liaison. During the congress they are strongly encouraged to attend.

•A liaison on the board is in charge of the connection with the new local SIETAR groups and the membership committees.

• Dr. Perihan ÜGEÖZ conducted an exercise for the Board to help set. Roles, objectives, missions, responsibilities, accountabilities
 
OFFICIAL ANNOUNCEMENTS ABOUT WAY OF CONDUCT AND DECISION MAKING
Finances/budget/funding/office
•We took the decision to acquire accounting software, Christine LONGE will do the entering and the accountant will do the audit 2002 & 2003. By March 10th, the auditing folder must be in the hands of Maria JICHEVA for first check and to forward to Monica REPPAS SCHMIDT.
•We will change banks to service the credit card system at a lower cost.

Berlin congress
•Maria JICHEVA will contact Jürgen HENZE in order to know if the Congress needs seedmoney just in case.
•Francien WIERINGA will contact Jürgen HENZE about the congress contract (clear mention about the percentage).

Initiative to generate income and promote membership
•We needto learn about members expectations when members sign up: at the congress and after the congress.
•A Membership desk has to be set up in the lobby and has to register members for both local SIETARs and SIETAR EUROPA.
•Local groups have to provide membership forms/detailed program, activities for the membership desk in Berlin.

•Nathalie LORRAIN will get in touch with the Accord group and find out the possible reductions on hotel prices and find out if they want to sponsor us in other ways.

•In view of being more visible and promoting SIETAR we have to discuss this issue with participants at the congress. Francien WIERINGA will contact SIETAR Germany about this issue.

Proceedings
•A proceedings desk has to set up at Berlin congress.
•must we find out who paid for the proceedings 2000 and did not get them? Jan VERHOEVEN will contact Arielle del Campo about the matter and ask also if she can bring copies to the congress?
•Francien WIERINGA will ask Jürgen HENZE if proceedings for the current Berlin Congress will be put on the website at the end of the Berlin congress and how they may be accessed i.e., whether there should be entrance fee or not For non participants of the Congress?

Membership
•We have to maintain the privacy of the contact information given us by members.

•Deadline for joining SE will be changed to the end of the Berlin congress instead of March 31th. This concerns only SIETAR EUROPA members.

• It is important to have a discussion of membership fees in the local SIETAR's and ask them for their wishes and solutions.
Each representative will report in its own group the issue of percentage (at least 25% and not more than 40% according to the guidelines) to be paid to SIETAR EUROPA, and will ask the local SIETAR's for ideasfor SIETAR Europa. Maria will make a list of the tasks (in hours) of the office which we need and she will send it to the representatives of the local SIETAR's
•Francien WIERINGA will have a phone call with Jürgen HENZE on Sunday in order to make clear arrangement about SIETAR Deutschland’s percentage.

Comments on Mandelieu minutes
•Nathalie LORRAIN will serve as the representative of SIETAR France.
•Sabine AMEND: PR committee.
•The minutes of the 2003 Mandelieu-la Napoule Board meeting were approved.

Berlin boardmember meetings (At the 2004 congress)
•Agenda has to be sent.
•Protocols about how to use email has to be resent to all and at the boardmeeting and in Berlin we will discuss one more time how this protocol could be more effective.
•All boardmembers will show what expenses they have incurred by attending the boardmeetings and serving on the Board..
•Francien WIERINGA will find out the placeof the meeting and will ask Monica Armour or Sabine WAGNER to be the facilitator.

2005 2006 congresses, brainstorm
•SIETAR Turk can’t take place in Istanbul in 2005.
SIETAR Turkey
The board of SIETAR EUROPA has to approve the statutes which are in Turkish and have to be translated into English in order to make them understandable to everybody. Special focus will be on election system and decisionmaking system.
•In the future SIETAR EUROPA will not organize a congress with a startup local group.
 
Project
•Hinko project: Axinia SAMOILOVA will mail a text to Francien WIERINGA and Francien will contact Jürgen VANCAPELLE (project coordinator) and Alexander SCHEITZER (SIETAR Germany) and sign the contract.
Membership fees
Reduced fee for institutes will be €100
 
 
 
 
 
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