Board Meeting October 30 2022 - Summary Minutes
Call to Order
A meeting of OGAE Rest of the World Board was held virtually through Microsoft Teams on October 30 2022 @ 20.00pm CET.
Attendees included: Luc Spencer-Gardner, Kyle Woods, Niall Drennan, Ronny Addamo and Kate Krause-Boger.
Members not in attendance included: None
Approval of Minutes
Approved – completed by Ronny, seconded by Luc, accepted by Kate and Kyle
Agenda Item 1.
POINTS OPPORTUNITIES PAST, PRESENT AND FUTURE
Important Notes
· RETROSPECTIVE- The dip for the November retro has been done and the video has been uploaded to YouTube and ready for release with the newsletter. The voting form is in the completed and is ready for the start of voting with the release of the newsletter. The watch party for the month has been organized for Friday 11 November at 7pm AEDT, and November 13 at 3pm USEST times.
· The EOI for the National Final report activity is being worked on and will be going out with the November newsletter as the start of the National final season kicks off in December with the Ukrainian and Albanian selections
· The December Junior Eurovision song reviews and commenting should start on November 25, and Niall has started collating the information and making the form, with the order of posting to be decided later in the month, after the songs have been released. The Voting form will be completed by the end of November, though the voting window will be after the contest, and voted on the live performances. The Live show will take the place of the Retro for December.
· Year in reviews are still coming in after offering an extension. Luc is posting these to the socials, and will continue to do so until we run out. The points table has been updated with those that have completed the task already.
· The Club activity calendar is live on the website for the new points year with a few spaces available for activities once we know the winner in Liverpool.
· November points activity ‘misheard lyrics ‘is nearly ready for launch, just waiting on wording for the newsletter and website from Kate.
· Discussion on the January points activities being the (UK)raine quiz and treasure hunt, and the Ukraine Retro. We are to start thinking of possible questions, riddles, etc to include in the quiz.
Action Items
1. Luc to set up the watch 2gether for the retro
2. Ron and Luc to sort out the EOI’s for the coming National final reports, and start allocating
3. Niall to put together the working sheet for the posting of the junior Eurovision entries, to be ready by November 25, board to allocate the order of posting
4. Luc to continue posting ‘year in reviews’, and update the points table accordingly
5. All board to keep thinking about new and interesting point activity idea to fill in the missing months
6. Kate to do the wording for the misheard lyrics, to be finalized for the newsletter, November 4
Agenda Item 2.
MEET THE MEMBERS
Important Notes
Luc moved that we try to get the membership more involved with each other by bringing back the ‘meet the members’ section of the newsletter. Niall has reached out to members but its proving difficult to get the intertest up. It was decided to put a request for volunteers in the November newsletter.
Action Items
1. Niall to add wording to newsletter
Agenda Item 3.
POINTS TABLE
Important Notes
Points table is completely up to date except for the last few ‘year in reviews’ due in the next few days
Action Items
1. Luc to update the table once the remaining articles are handed in
Agenda Item 4.
MERCH
Important Notes
Kate has updated the redbubble site with our three designs and our page is live and ready for orders. We have decided on a limited colour palette with more to be added if requested.
Action Items
1. None
Agenda Item 5.
ROW OCTOBER MEETING AND LOOKING AHEAD
Important Notes
The October Club meeting went off well and for over two hours and the members that attended seemed to really enjoy it. We have decided to go a step further with future meetings and investigate possible ex Eurovision artists joining us for a QNA or something along those lines. Luc has been in contact with presidents of other OGAE clubs and is weighing up our options, looking at costs involved, if any, and timing and logistics of doing such an event. Kate suggested having another look at Wonderme to see if it could handle what we need.
Action Items
1. Luc to continue to extend our contacts to see who we could possibly get, the cost, and put out a survey to members with possible times that would best suit such an activity
Agenda Item 6.
WEBSITE REVIEW
Important Notes
Luc asked all board members to do their own reviews of the current website to see what they think, if anything needs to be changed, moved, deleted, updated. He asked to look in particular at Social media policy, Ticketing policy and the Election policy. At the next meeting we will discuss any changes that may need to be made and go from there in terms of possible surveys to the members or votes.
Action Items
1. All board to thoroughly review the website
2. Kyle to look at all the legal side of the website in terms of policy making
Agenda Item 7.
POINTS SHARING
Important Notes
A request was made from a member for ‘family sharing’ of points, in this case four members wanting to share. This has been granted in the past but we decided to put it to a vote. The vote was a yes, but with the caveat that all four members of the group had more than 100 points, and that any requests of this nature will always be first and foremost, at the discretion of the board.
Action Items
None
Agenda Item 8.
TICKETING
Important Notes
At this stage, with around a week to go we have 98 interested people acquiring a ticket package for Liverpool, with an expected end number of around 105. At this stage OGAEI has not yet asked for any numbers meaning that the ticketing side of things is moving quite slowly, and they are anticipating ticket sales around February next year. For members to be eligible for a package they must have an activated cardskipper which, thankfully, our members are quite diligent in setting those up. In better news we should have access to view who is yet to activate theirs sometime in November making one less potential headache come ticketing time
Action Items
Niall to chase up inactivated cardskippers
Agenda Item 9.
BOARD ROLES & RESPONSIBILITIES
Important Notes
Luc has asked all board members to have another look at the board roles and responsibilities, and make sure we are comfortable and capable of handling our work loads, or whether we need to reshuffle some of our tasks around to make the work load a little more eqitable.
Action Items
1. All board to review their roles and responsibilities, and discuss at the November meeting
Announcements
National Final tickets going on sale soon, at this point, there are none available to purchase through the OGAE clubs, but we have reached out and are awaiting news from the clubs and will forward on any information we receive.
Adjournment
@ 21.08pm CET.
Next meeting November 27th @ - 8.00am CET –
R Addamo
November 7th 2022
Secretary
Date of approval