March 13 2009, 1400-1700
Institute of Education, London

Present

Paul Hopkins, UK (Executive)
Lesley Prior, UK
Hugo Verkest, Belgium (Treasurer)
Sonja Danner, Austria (Chair)
Genevieve Loqueville, FranceSaturday

1. Welcome

Sonja thanking Lesley and Paul for org everything so well. Mini seminars went well.

2. Agreement of Agenda and previous minutes

Agenda was agreed and the minutes from the last meeting were approved.

3. Finalizing the agenda

We move Norman Richardson up as he has to leave early as a new point 5

4. Report from the treasurer

• Received
  • €400 from Germany
  • €250 from Denmar
  • €100 Finland
  • £850 from UK
• Current Account balance: €12 200,80
• UK Accounts @£858 paid 2008
  • UK funds subsidised: London seminars and meeting (Accommodation, food and travel)
  • UK fundign also supports the work of the executive offier and the development of the website
• All need to encourage the board members the responsibility as board members to ask for subscription from member organisations
• For the conference we’ll have 2 prices: Fee will be €270 early bird will be €243 before May 2010.

Action Points: Paul and Hugo to chase subscriptions for 2009 from all organisations

5. Update on conference

• 2 prices (see above)
• If we are 100 participants we’ll get the reception free from the Major of Bruge
• ”Meetings in Bruges” will organisation accommodation
• Due to local conditions, dates will be from Wednesday to Saturday.
• We have access to 20-40 student rooms
• The conference dinner/buffet will be at Torhout after the Menin gate, leave about 1300 to Ypres. School visit if possible, visit some other places too.
• Reception on first night
• Conference fee to include: Refreshments, 3 lunches, Conference dinner
• Groups of not more than 20 visit schools, poverty programs, local museums, walking tours rotating. This morning needs careful planning, using students for this session

Action Point: Executive in November to develop and finalise this series of visits

• Exec stay in same place, student accommodation.
• Dinners: First night and conference dinner included, Tuesday free evening in Bruges
• Hugo will manage room orders in student halls.
• Mail address: conference@ all mails will come to one place

Action Point: Paul to set up conference e-mail
Action Point: Hugo to check and report on accommodation in students halls

• Send in advance a package with information to participants, electronically
• S uitcase or bag for paper
• Name tag with national flag, Genevieve will provide
• November meeting take care of practical details
• Marianna find out about costs for printed bag. Paul design bag, one colour + black.

Action Point: Paul H / Marianna to explore costs for bag (and sponsorship)
Action Point: Genevieve to explore costs for badges and other effects

• Need to make sure the speakers are informed on the economical situation
• Advertising needs to be built into the budget.
• Hopefully 80 paying participants.

Action Points Paul H to produce budget model for cost speculation\

• Look for sponsorship.

Action Point: All to explore this within their own countries

• Paulina has confirmed, Outi will keep in touch with her.
• 0900-0920 show and tell
• Workshops: Ask Board for workshop holders; must be useful and practical workshops; 8 parallel workshop
• Have one room which is used for displaying material
• Ask Peter for Vision - Sonja asks
• Dave Francis for rapporteur - - Paul and Lesley asks, offer reduction
• Advertisement - flyer - printing some for handing out, do this soon. Advertise in each newsletter/ magazine etc. EFTRE provide a text that will be translated into national languages for printing.

Action Point: Ask all the board members for the translation
Action Point: Paul H to provide these posters on the website.

• General assembly in on free evening.
• Non-European participants: People need to pay ahead of conference. Check organisations they come from. Contribute and gain something specific. Need concrete argument for coming. Need to pay their own way. Supportive of the principles of EFTRE.
• Ask for job position on application form.

6. Newsletter

Paul has a long list for next newsletter. Take up at the board meeting

Action Points: Paul to produce newsletter for May 2009

7. EFTRE Leaflet

• Paul has developed the layout and text.
• Electronically, print according to need, in languages according to need.
• Genevieve check and organise printing in June
• Paul check on other costs.

Action Points: Board to agree layout of text and leaflet - costs to come to next meeting of executive

8. Constitution

Paul H presnted a draft of a new constitution some points raised:

• What happens on the dissolution of the organisation?
• Proposal of changes tomorrow, needs to be taken to Gen Ass

Action Points: Paul H to draft amended version of constitution for the November meeting of the executive for presentation to the General Assembly in Bruges in 2010

9. AoB

Postal addresses for Board members

Action Points: Paul to collate address and circulate to the board

10. Next Meeting (Helsinki, November 13th/14th, 2009)

Seminars in Helsinki: Lesley, Hugo, Paul, Sonja, Marit contribute.
For students Friday morning OK, not for school teachers,
Friday 13th November - possibly Thursday night for teachers and students, Exec on Friday. Outi will check immediately on practicalities.
Outi will look into hotel booking etc.

Trondheim, 13th, April, 2009
Marit Svare