▶️ Deutsche Version
The Executive Board of the Ipernity Members Association (IMA) consists of five mandate holders according to the statutes. These mandate holders shall be elected for a term of two years. The election is carried out at the Ipernity General Assembly (IGA) with a simple majority of the members present.
Each Board member must identify himself/herself to the other Board members with full name and address including telephone numbers and e-mail address. New candidates for the Board must identify themselves to the current Board with their full name and address, including telephone numbers and email address.
The Board is responsible for the general strategy and management of the Association. It may delegate responsibility for day-to-day operations or limited activities and projects to members of the Advisory Board or committed members of the Association as necessary.
The Board shall not receive any remuneration for its activities.
The number of Board members, their designation and the distribution of responsibilities may be changed by amendment of the Statutes. Amendments to the Statutes must be enacted by resolution of the General Assembly. The following list contains the current composition and distribution of tasks as of 12 February 2021.
▶️ Necessary prerequisites are listed
▶️ Time-critical tasks are underlined and marked with the ⚠️ symbol.
1. The President (Le Président)
● Fully capable of entering into legal transactions and authorised to sign
● Legitimation with the authorities and entry in the official register
● Legitimation with Paypal and the commercial bank of the IMA
● Official representative of the association in public
● Access to the ipernity database
● Online access to bank + PayPal (two-factor authentication)
● Determination of the strategy in consultation with the entire Executive Board and the advisors
● Appointment of advisors
● Contacts with the authorities
● Supreme authority in the arbitration of internal conflicts
● Convening the annual general meeting IGA
● Preparation and timely publication of the agenda of the IGA
● Preparation and presentation of the annual activity report
● Convening the regular meetings of the Executive Board
● Preparation of the agenda and draft resolutions for the Board meetings
● Chairing the regular meetings of the Executive Board
● Clarification of issues relevant to decisions prior to all meetings together with the other Board members and the advisors
● Warning members in case of serious violations of the Terms of Use (copyright violations, hate speech, pornography, etc.)
● Blocking of member accounts in case of repeated violations despite warnings
● Regular monitoring of the activities of the treasurer
In the event of a relocation of the headquarters or a refounding:
● Coordination of all necessary official measures
2. Vice President (Le vice-Président et Chef du Marketing)
● Official representative of the chairperson vis-à-vis authorities, banks, business partners
● Official representative of the chairperson in public
● Authorised to sign on behalf of the chairperson and legally competent
● Maintenance of the list of all club members independent of system
● Regular statistics and forecasts on the development of the number of members
● Officially welcoming new members in their guestbook and by info-mail ⚠️
● Contacting members who want to leave ipernity
● Producing and publishing the fortnightly Club News ⚠️
● Answering general enquiries from members (tickets) ⚠️
● Processing complaints ⚠️
● Maintaining relations with the media
● Selecting and finalising eye-catching images for the homepage
● Creation and distribution of press releases
● Coordination of all promotional activities
● Coordination of paid advertising for ipernity with suitable advertising media
3. The Treasurer (Le Trésorier ou Directeur Financier)
● Authorised to sign vis-à-vis banks and business partners
● Legitimation and entry in the official register
● Online access bank + PayPal (two-factor authentication)
● Access to AWS console necessary
● Basic knowledge of Excel for the maintenance of existing spreadsheets
● Preparation of the annual budget (subject to approval by the Executive Board)
● Regular, timely monitoring of the budget for deviations
● Ad-hoc information of the Executive Board in case of major irregularities
● Preparation of quarterly reports for the Executive Board
● Preparation of the annual financial report with explanation of special business transactions
● Preparation and ongoing updating of the medium-term forecast (5 years)
● Checking the bank account every working day ⚠️
● Ensuring sufficient liquidity to pay periodic invoices ⚠️
● Payment of aperiodic invoices ⚠️
● Manual approval of subscription renewals made by bank transfer
● Regular, timely monitoring of the PayPal account
● Regular transfer of PayPal surpluses to the bank account
● Fixed-interest investment of surplus liquidity
● Regular, timely updating of the cash book
● Regular, timely updating of the list of multi-year subscriptions
● Monthly review of incoming invoices for correctness
● Economic optimisation of AWS server agglomeration (reserved instances, appropriate server types)
4. The Technical Supervisor (Le Directeur Technique)
● Access to ipernity database
● Access to AWS console necessary
● Basic knowledge and skills in HTML, PHP, CSS, mySQL and Javascript
● IT knowledge and skills beyond this desirable
● Permanent monitoring of system-generated error messages (Nagios, AWS Cloudwatch, Google Suite, administration mail accounts) ⚠️
● Correction of reported or detected malfunctions (bugs)
● Adaptation of the existing ipernity software to any updates of the operating software used, adaptation to changing interfaces
● Quarterly revision of front page images
● Adaptation of the user interface to changing user requirements and/or wishes
● Case-by-case targeted queries of the database to support the frontline colleagues in their work
● Technical optimisation of the AWS server agglomeration (security, performance)
● Technical optimisation of the S3 data storage (intelligent tiering)
● Contact person for IT service providers who have to be called in on a case-by-case basis to fix difficult problems
In case of software migration or reprogramming
● Technical project management
5. The Secretary (Le Secrétaire)
● Maintenance, distribution and archiving of the records of the Association
● Removal of spam
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Two auditors
● The auditors are not bound by instructions
● The auditors do not have to be ipernity members
● The auditors should not be related or otherwise connected to each other
● Taking note of the quarterly reports
● Right to review the quarterly reports and right to have any questions clarified
● Duty to review the annual financial statements and the annual financial report and right to clarification of all issues
● Confirmation of the correctness of the annual financial statements and the annual financial report at the general meeting of members
Data Protection Officer
The IMA is not obliged by law to appoint a data protection officer. Nevertheless, the Executive Board considers the appointment to be reasonable and useful.
● Monitoring of data processing for conformity with the EU-DSGVO
● Monitoring the correct handling of personal data when registering for the general assembly
● Contact for members and authorities with regard to legally permissible requests
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