Announcement of General Assembly 2017

The board of Penya Chescandinavia hereby call for this year’s General Assembly Sunday the 12th of March at 20:00 physically in Valencia and online for members not present. Members may raise topics for the assembly up until March 5th.

This is the yearly meeting where members meet to get the current status of the Penya, it’s finances and where any proposals are treated. It is also where the board is approved for the coming year. The online participation is dependent on sufficient Wifi capacity in Valencia.

The online meeting will be here: https://webchat.freenode.net/

Fill in a username and:

Note that you may delegate your vote, notifying the board at penya@chescandinavia.com before the 5th of March with full name of member and full name of delegate.

Any topics you want added to the agenda should be submitted as soon as possible to the same mail address.

The agenda will be:

Attendees:

1 Opening of General Assembly

2 Selection of meeting comittee

Host: Hans Kristian Lange

Secretary: Eirik Strøm Pedersen

Attestant:

Count of attendees with votes

Members attending have the right to vote at the assembly. Votes can also be delegated by written approval to penya@chescandinavia.com with name of member and name of delegate.

4 Approval of Agenda

5 Approval of call for meeting

6 Current state of affairs /Planned activities 2016

7 Financial state

8 Approval of accounts 2016

9 Naming of board

Due to the influence of later statute changes proposed, this point will be delayed to after point 12.

9.1 Re-election of current board members

9.2 Additional members of the board

10 Approval of new members

11 Decision on membership fees

12 Change of statutes

Original

4.2. GENERAL ASSEMBLY

The General Assembly can in it’s character be ordinary or extraordinary. The ordinary General Assembly shall be held once every year, between April 1st and May 31st. The General Assembly should be called at least 15 days in advance, through sending of an agenda where day, time and place of meeting are given. Extraordinary General Assembly shall be held when the board so decides through a vote or through a written requirement from at least 20 members. If it relates to filling of roles that have been left vacant, the list of candidates shall be attached to the call for meeting

4.2 GENERAL ASSEMBLY

The General Assembly can in it’s character be ordinary or extraordinary. The ordinary General Assembly shall be held once every year, between March 1st and May 31st. The General Assembly should be called at least 15 days in advance, through sending of an agenda where day, time and place of meeting are given. Extraordinary General Assembly shall be held when the board so decides through a vote or through a written requirement from at least 20 members. If it relates to filling of roles that have been left vacant, the list of candidates shall be attached to the call for meeting

4.8. BOARD

The constellation of the board is made internally as needed or after election through the General Assembly. The board achieves constitution when at least half of the members of the board are present. All decisions are made through a vote, if at least one board member want a anonymous vote, so it shall be. The board shall meet at least two (2) times a year. Meeting minutes shall be prepared by the secretary and be signed by the President or his/her proxy and the protocol responsible.

4.8. BOARD

The constellation of the board is made internally as needed or after election through the General Assembly. The board consists of paying members. The board achieves constitution when at least half of the members of the board are present. All decisions are made through a vote, if at least one board member want a anonymous vote, so it shall be. The board shall meet at least Four (4) times a year. Board members must be present at least 60% of scheduled board meetings to be eligible for reelection at the following General Assembly. Meeting minutes shall be prepared by the secretary and be signed by the President or his/her proxy and the protocol responsible.

4.9. ELECTION

The General Assembly elects President and at least four (4) members. The Board constitutes between themselves. The candidates shall be proposed by a Election committee consisting of two (2) members elected on the previous Assembly.

4.9. ELECTION

The General Assembly elects President and at least three (3) members. The Board constitutes between themselves. The candidates shall be proposed by a Election committee consisting of two (2) members elected on the previous Assembly.

The roles to be filled as a minimum is President, Accountant, Secretary and Technical responsible.

13 Topics prepared by the board members

13.1 The role of vice president is discontinued, instead the secretary will act as backup for the President.

13.2 As per the low activity level of the Penya, the number of board members is set to 4 for the coming year and we encourage female representation in the board. If necessary efforts should be made to ensure this post general assembly

13.3 We acquire a card printer to be able to send membership cards to our members quicker

13.4 Board members commit to at least 4 articles in their mother tongue or English before next general assembly, but spread throughout the year. Alternatively this can be compensated by performing other tasks agreed with the rest of the board.

13.5 Board members also commit to contribute to two (2) newsletters/magazines every year as long as they are board members. This may be through writing, editing, graphic design, sending them out or other work needed to realize it.

14 Topics from members

15 Plan for the next year

16 Other Questions

17 Meeting concluded