Protocol

Meeting minutes Board meeting 2020-06-16 

19:00 CET

Present at the meeting:

Arvid Andersen

Maja Cosic

Kristina Terra

 

Secretary of the meeting. (Take notes).

Maja Cosic

 

Minutes:

From the meeting in February:

Constitution! See time schedule

  1. Members:
  • New member is Maja Cosic.
  • Deborah Soete, as responsible for the TBE website was appointed associated member. Arvid suggest that she becomes ordinary member of the board.

Arvid suggests that she becomes a regular member of the board.

Accepted.

  • Lennart Jansson has resigned from the board but remain as observer with access to all information. Arvid suggest we appoint Lennart as Honorable member of TBE for his support and for financing the start of the TBE computer program!

Accepted.

  • The Secretary post is vacant. A person who can take care of correspondence and an eventual Newsletter. Preferably good knowledge of the breed and being well known with borzoi clubs and borzoi people!

Any suggestions from the board members is welcome!

Maja Cosic:  I WOULD SUGGEST, AS I ALREADY STATED YESTERDAY THAT WE MAKE AN ADVERT THAT WILL EXPLAIN EXACTLY WHAT IS EXPECTED FROM THE SECRETARY, QUALIFICATIONS, TIME SPENT AND MAYBE PEOPLE WILL REACT AND VOLOUNTEER.

  1. Treasurer’s report: about 1.000 EUR

Kristina Terra: If we want to apply for funds from IBC we must send a letter and explain what we ask for and for what we need money for. IBC

Letter for IBC that will include statistics for the www trafic.

  1. Editors report: Sue Vasick is a chief editor. Missing.
  2. President’s report: 220 members in the TBE. In the Encyclopedia group on FB the figure is 1580 (1650) members! The site is growing in size and importance and more people use TBE as a reference!
  3. Relations to Borzoi/Sighthound clubs.
  • Club news forum? We have a list of known borzoi clubs but no active relations.
  • TBE council 2021. Croatia? We should see into it because of the close date to the IBC in Australia.

Borzoi-Ringen Sweden 50-year anniversary? Not a bad idea to hold it there since it is a 50th anniversary.

Other?

IBC in Australia?

Board has to work on this and fast.

Maja Cosic: ABOUT SITUATION IN CROATIA – SUGGESTED DATE FOR EUROSIGHTHOUND IN CROATIA IS 10-12.09.2020. FRIDAY WAS SUPPOSED TO BE RESERVED FOR TBE MEETING. SATURDAY IS EUROSIGHTHOUND AND SUNDAY CLUB SPECIALTY. WE SUGGESTED ANOTHER DATE IN MAY, BUT THE CLUB PREFERS THE ONE IN SEPTEMBER. YES, THE DATE IS CLOSE TO THE IBC MEETING IN AUSTRALIA. I WOULD LIKE TO HEAR OTHER MEMBERS OPPINIONS AND HOW MANY OF THEM PLAN TO GO TO THE IBC. ANYWAY, OUR CLUB ALREADY ANNOUNCED THE SEMINARS ON FRIDAY (FIRST DAY OF 3 DAYS EVENT) SO WE WILL GO WITH IT ANYWAY (TBE MEETING OR JUST SEMINARS).

HAVING A TBE MEETING IN SWEEDEN AS A PART OF THE BORZOI RINGEN 50TH ANNIVERSARY IS ALSO NOT BAD IDEA. IS IT POSSIBLE TO HAVE 2 MEETINGS?

Arvid writes; The jubilee in Sweden is around 18 – 20 o June 2021. I think we shall go for the meeting in Croatia. Sweden has so far not showed any interest.  If we are interested, we have to contact them. The plan has been for IBC to hold the next conference in Holland in three years time. Perhaps as early as in 2023 else in 2024, let’s wait till then!

  • Newsletter/blog? Rule out Blog, it’s possible to have a connection between the Encyclopedia on FB and a forum in TBE

IF WE WILL HAVE IT, IT HAS TO BE DONE WELL.

  1. Address members concerning the GDPR law and conditions of membership, See time schedule:

 

 

 

Contact settings (Must be included in the new members form):

 

        • (Checkmark). You allow other members to contact you via your personal contact form which keeps your email address hidden. If you do not click the checkmark your contact form is not available to other members. Note that site administrators are still able to contact you.
        • (Checkmark). I want to subscribe to the TBE Newsletter sent to my e-mail address. I can stop the subscription at any time of my own choice.
        • Contribution of material to TBE:
  2. Material contributed to be published in TBE remains my property and is my responsibility. 
  3. No material published in the TBE database may be copied and used elsewhere without permission from the owner or from TBE
  4. I can use Copyright ONLY on original material, pictures, art or articles produced by myself.
  5. Material I have collected and without third party copyright I can refer to as:

From my (name) collection or use a Name from the Personal source.

  1. Select a Source from the list of already defined sources.
  • (Checkmark). I agree to the above

 

  • Membership:
  1. (Checkmark) I choose to pay 10€/10$ as a yearly membership and will pay for the coming year via the Support TBE box on the front page (link).
  2. (Checkmark) I choose to pay 50€/50$ and become a life member in The Borzoi Encyclopedia and pay via the Support TBE box on the front page.

 

  • (Checkmark) I Accept the terms: By clicking the checkmark, I confirm and agree to the above and let the TBE, The Borzoi Encyclopedia have access to my name, kennel-name, country and e-mail-address.

 

Newsletter about news in the borzoi world. That is why we need a secretary. We should include Clubs.

Contact Evelyn about help with the newsletter.

Maja Cosic: THERE WAS A QUESTION IF WE HAVE A LAWYER. I DID FINISH LAW SCHOOL, BUT IT IS NECESARRY THAT SOMEONE WHO KNOWS SWEDISH LAW LOOK AT OUR DOCUMENTS. I CAN MAKE SUGESTIONS ABOUT GDPR, ABOUT THE CONSTITUTION AND OTHER DOCUMENTS, BUT I HAVE NO KNOWLEDGE ABOUT SWEDISH RULES. I ALREADY SEND TO ARVID MY COMMENTS ABOUT THE CONSTITUTON AND GDPR. THE TRICKY PART IS THE ONE WITH COPYRIGHTS. WE SHOULD LOOK INTO IT.

  1. Source:

The use of source on contributed material is in accordance with the text in the application form!

  1. Newsletter:

We need to contact members and inform that we must charge a member’s fee from January 2021. A Newsletter can be a way to keep in contact with the members and pass necessary information, like the member’s fee.

Newsletter as a Blogg? To members in TBE or to members in the Encyclopedia group on FB

Arvid; The list “New updates”

Suggestion: 30 dollars as a lifetime membership, but reminder every year to donate??

Newsletter, one time a gift.

We need to work on it.

Maybe to think about the meetings every year, with discounts for members.

Maja Cosic: IF WE DON’T HAVE SOMETHING TO OFFER TO OUR MEMBERS FOR THIS 10 EUR, WE SHOULD WAIT WITH THE YEARLY FEE. EVEN FOR THIS 30 EUR – WHAT WILL A PERSON GET? CAR STICKER?

Arvid; What is available to visitors and what to members of the content in TBE. It is the content of TBE that is valuable. We need to know what members want and we need to find out fast!

NEWSLETTER?

Maja Cosic: I WOULD BE MOST HAPPY IF WE COULD HAVE A PRINTED MAGAZINE WITH THE COLLECTION OF ARTICLES THAT WE ALREADY PUBLISHED, OR EDITED ARTICLES FROM TBE. IF MAYBE EVELYN AGREES TO HELP US WITH THIS MAGAZINE, THAT COULD COME OUT ONCE A YEAR, MAYBE OUR MEMBERS COULD GET A DISCOUNT. MAYBE WE CAN ASK EVELYN IF WE CAN BE PART OF HER EUROPEANBORZOI YEARBOOK?

Arvid: Think the idea of an appendix to Evelyns yearbook could be a good idea, but perhaps also available as a mail/newsletter at a price. A complement to the newsletter?

  1. TBE program development:

Arvid: In my opinion there are several functions in TBE that need development, the main areas in my opinion:

  • Easy adding and editing of material
  • Enhance experience for the visitor to the site, easy search and easy to see connections and context

We have learned that the computer program TBE is not easy to work with. Skilled programmers shake their heads. Deborah is an experienced computer person but not a Drupal programmer and find some of the solutions difficult. The way to handle this is to hire help.

An example of help we can need – is to install programs to:

Extend the inbuilt Editor so we can reuse already posted pictures and other information in the database. Place pictures opposite each other and make the page layout better and easier to handle.

Program enhancement to make it easier to link lists and to show related information in separate “windows”.

  1. Hire help:

Drupal programmers are hard to find. We had contact with a person, Edward Peters who has more than 8 years’ experience with Drupal.  An earlier contact ended in disagreement but as things are, a new contact resulted in a yes, he can help us but not earlier than in August as he is in the middle of a contract.

Are we going to accept his help?

We will have to be very clear with what we want as we must pay per hour.

I hope Deborah, in a few weeks’ time can help find the functions we need help with and then contact EP for a cost estimate.

Do we need help?

Hours a month – 10 – 15 for help. We will wait a bit and ask if anyone have desire to help.

Arvid; Kristina offered to ask around!

  1. Donations. Actively ask for donations. The latest done in the Encyclopedia group resulted in 865 SEK.

We should ask for donations more often on facebook.

Ask for sponsorships from big dog food companies. 

Sponsoring Trophies at the specialties for borzoi.

Maja Cosic: IDEA WAS TO MAKE TBE MEETING EVERY YEAR WITH DIFFERENT CLUB IN DIFFERENT COUNTRY. SO, TBE WILL ORGANISE THE CONFERENCE AND CLUBS WILL ORGANISE THE SHOW. IN THAT WAY WE CAN HAVE SEMINARS, AND EDUCATE BORZOI ENTHUSIASTS ALLOVER THE WORLD. FROM THE MONEY OF THE CONFERENCE FEE TBE/CLUB COULD PAY THE PENALISTS AND (MAYBE) ONE TBE DELEGATE TO VISIT THE CONFERENCE. PLEASE MAKE SUGGESTIONS.

Kristina mentioned that perhaps IBC can contribute for running cost, web host cost? (See minute 2)

  1. Time schedule:

2020-08-xx       Secretary/newsletter editor

2020-08-xx       Constitution, New member form and GDPR

2020-08-18       Board meeting

2020-08-xx       Hire programmer

2020-08-xx       Install newsletter program

2020-09-01       Design members contact letter start administrate members and subscriptions

2020-10-01       Mail the first Newsletter and inform all members of the Members fee

 

Maja Cosic: MY GENERAL COMMENT IS THAT EVERY BOARD MEMBER SHOULD MAKE A COMMENT OF THIS DOCUMENT, AND WE SHOULD NOT MAKE A FINAL DOCUMENT UNTILL EVERYONE SAYS THEIR OPPINION. WE ALL SHOULD BE MORE ACTIVE IN BOARD MEETINGS.

WHEN WE FINALISE THIS DOCUMENT ALL BOARD MEMBERS SHOULD GET A COPY VIA EMAIL, BECAUSE IT IS VERY DIFFICULT TO FIND DOCUMENTS ON THE FACEBOOK, AND IT COULD GET LOST.

BEST RERGARDS, MAJA

The finished protocol will be published on TBE in the menu Tools, Protocols for all members to read after logged in!