Meeting Minutes 22nd October 2024

The MoMs are approved by the Board without comment.

1. financial report: status;

M.Grandinetti has informed she will finalise the financial status of the last period for next Board meeting of November.

1. Appointing the new treasurer;

L.van Wijk volunteered to be the treasurer for the coming period. The Board thanked him warmfully.

A.Micklem informs about a volunteer person who offered to support AGSEV on the accountancy/financial matters. The Board welcomed the proposal;
L.van Wijk will meet her.

Update from Working Group on accounting, fiscal and statutory matters:

• Preliminary remark: Suppliers must address the invoice to  AGSEV, Via Montello 118, 21100 Varese, CF 80009560121 and send a coutesy copy via email to: parents.association@agsev.it
• Partita IVA: see ANNEX to the Agenda here after (Meeting G.Ferrari, L.van Wijk on 16/10 @CSV Lombardia)
• RUNTS: ibid

On both points (ii/partita IVA) and (iii/RUNTS), the consultants from CSV recommended to wait for the beginning of next year, when the Italian authorities will have clarified the rules and calendar for an eventual implementation of IVA obligations to non-profit associations.

1. Accounting (‘commercialista’) and admin. support:

The needs of the Association have been better specified (see today’s email by G.Ferrari answering to P.Schaaff) in order to ask for an offer.

Discuss the communication plan, including the management of the WhatsApp community:

• • results of the poll on parents’ preferences (see Appendix 1 after);
• the best days and times to communicate via WhatsApp or social media are usually Tuesday to Thursday, between 9:00 and 11:00 a.m. or from 6:00 to 8:00 p.m. (except if urgent communication is needed).

Meeting planned tomorrow morning with A.Micklem and C.Martinez. 

23.10.24. Comms meeting held with Joao, Petra, Guido, Ally & Cristina attending. Updates to AGSEV presentation were discussed and implemented, and plans for creating a Comms Policy Doc for AGSEV kicked off following Cristina’s rebrand of the organisation. We agreed:

•  need to analyse which comms tool to use for which type of communication.
• ask for more tech savvy communications support from new volunteers for the Board.
• Plans for a new website kick off with a new Board after AGM.
• Still need to connect with the school comms person. School plans 5x newsletter per year. 

Updates on organisation and starting of the 2024-2025 school year.

P.Schaaff informs that all activities have started. 

AGSEV should monitor that the invoice payments are done for all kids.

• Organization of next AGSEV Board elections: 

Action: A.Micklem will meet with P.Schaaff to check the positions to be filled in the Board and start setting up the election committee (3 persons).

• Debriefing from the start-of-the-year meeting between School director (mat/primary) and Class representatives of 17/10 : 
• The attendance was not so high (about 30 parents reps) due to late invitation sent by the School;
• The participants agreed this meeting was a good opportunity to exchange and connect with the School management;
• The School director for nursery/primary informed about the main events and meetings for year 2024/2025 (this was sent by AGSEV to the whole WhatsApp community – see Appendix 2);
• The parents reps asked the School to improve communication (more anticipation, better focused) in order to be able to support the School activities;
• The parents’ reps expressed concern about the organisation of the class photos this year, asking for major support and coordination by the School.

1. Lists of the class reps for year 2024-2025;

Distributed for the secondary cycle, not yet for the nursery/primary, although we have requested it repeatedly to the School.

1. 1. COTSEV interface (reimbursement of all the n.200 AGSEV shares but one, therefore n.199): no update, Action Pres. J.Barroso will send the request to AGSEV.

• Proposal of project to the School, preferentially in the area of sustainability: a first batch of proposals will be submitted to the School.

1. 1. Class photos: communication sent to the AGSEV community; n.4 class reps have already asked for contacting the photographer.
   2. School calendar: if needed, a new batch of n.50 can be ordered (the printing takes a few days only).
   3. WG Italian L2: the survey has been drafted by J.Barroso, tested by the Board members, and will be sent to all parents by the School.
   4. Info on School trips procurement: Action P.Varbanova will ask clarification to the Central Office about the outcome of the procurement for Italy, in order to understand the legal basis of selection of the contractor (not the one candidate from the original procurement procedure for ‘Lot 4’)

• Points for the ESV Director evaluation (inspection of 23/10) were discussed by the Board.

APPENDIX 1: Results from the survey submitted to the WhatsApp parents’ community about communication preferences

APPENDIX 2: School events calendar, as given in meeting of 17/10 by the School direction

NB: pagella orale is planned on Nov. 7th