Disclaimer: This report was retrospectively translated and formatted into Markdown solely for publication purposes.

Board Meeting 24/03/2024

Attendance

• kumi
• jupfi

The quorum is thereby established.

Agenda Points

1. Account Management for private.coffee

a. Opening a Bank Account:

• Scheduled for 25/03/2024 at Steiermärkische Sparkasse.
• kumi and jupfi will attend the appointment.
• One card will be issued for the board's use, with jupfi's name on the card.
  b. PayPal Account:
• Initially, private.coffee will proceed without a PayPal account.
• If necessary, a PayPal account can be opened later.
  • Unanimously approved.
    c. Cryptocurrency Donations:
• Plan technical aspects (by kumi) and bookkeeping aspects (by jupfi).
  • Unanimously approved.
    d. Membership Payments via Direct Debit:
• Inquiry to the banking advisor will take place tomorrow.
  • Unanimously approved.
    e. SumUp Device:
• Considering acquiring a SumUp device with no monthly costs and 2.75% transaction fees.
• A device is already owned by Kumi Systems. European alternatives will also be evaluated.

2. Server and Domain Costs

• Kumi is authorized to spend up to EUR 300 per month without prior approval.
  • Unanimously approved.

3. Bookkeeping Software

a. GNUcash Setup:

• GNUcash will be implemented for bookkeeping purposes.
  • Unanimously approved.
    b. Data Storage:
• Data will be stored in a GNUcash-compatible SQL database.
  • Unanimously approved.

4. Sponsoring a Formula 1 Team

• The board discussed sponsoring the Williams F1 team. Inquiry by kumi.
  • Kumi supported the idea, jupfi opposed it.
  • Proposal rejected.

5. Legal Notice and Policy Updates

• Update legal notice with association details: https://private.coffee/legal.html.
• Privacy policy update: https://private.coffee/privacy.html.
  • Kumi will draft the updated privacy policy using Overleaf.
• Terms of Service update: https://private.coffee/terms.html.
• Add “Join Verein” and “Donate” pages to the private.coffee website.
  • Unanimously approved.

6. E-Government Representative

• Kumi will be designated as the E-Government representative.
  • Unanimously approved.

7. Tax Office Registration

• jupfi will handle the tax office registration for the club.

8. Email and Support Requests

• No email or support requests have been received so far.

9. DMARC Reports

• DMARC reports will now automatically be set to “Closed” in the ticket system.

10. Membership Fees

• A discussion was held about ordinary and extraordinary membership fees.
• Initial idea: Ask members how much they would like to contribute.
• Decision on fixed rates (monthly/annual payment) is postponed to after member consultation.

11. private.coffee Shared CryptPad Folder

• Create a shared CryptPad folder for private.coffee.
  • Unanimously approved.

12. Budget for Stickers and Mugs

• A budget of EUR 200 is allocated for stickers and mugs.
  • Unanimously approved.

13. Club Insurances

• Inquiry already made with Generali for liability and legal protection insurance.
• Additional inquiry to Zurich will follow in the future.