Styremøte 2026-05-06

Summary

Present: Thomas, Nikolai, Martin, Geir,Fatima, Bjornar via phone

Absent: Mathias

Agreed agenda:

• 1. Constitution of the board
• 2. Election of board leader and board meeting leader
• 3. Geir: HMS policy
• 4. Fatima: I can contribute to finance
• 5. Orientation from the auditor (Dag)
• 6. Elinor summary of the annual meeting of the company
• 7. Ghait proposal progress
• 8. foreman/caretaker
• 9. Introduction of empty spaces and the 30-day rule
• 10. Fatima’s Conflict resolution suggestion
• 11. Martin: Publication of board decisions and routines

Pushed forward to next meeting

• Articles of association amendments

Brief of the meeting/suggestions/decisions:

• Nikolai was elected lead of the board and the board meeting
• Fatima to join in on the finance side, alongside Thomas and the treasurer
• Geir to take on HMS
• Dag suggested that we take the first quarter of the year to: finish last year’s budget report, approve it by the board, get the auditor to sign it all before the årsmøte. And the signed accounts to be part of the invitation, so members can check it beforehand.
• Accounts from last year are not finished, they need to be so we can call for the exceptional GA to also change the bylaws (suggestions by Dag and Nikolai) ASAP
• Meeting minutes from the årsmøte (GA) still missing/not submitted to Jensa
• Fatima and Nikolai to put out a call for volunteers for specific rooms
• No budget for hiring maintenance/janitor this year, but it has been applied for in the 2027 kommune application
• Decided to put up notices that common spaces and work surfaces need to be emptied when not used, rules about keeping stuff at bitraf (projects/materials/timing) was discussed as well.
• Fatima to consult with an HR safeguarding advisor concerning a possible safeguarding policy and reporting system suggestion that helps bitraffers avoid future conflict if necessary.
• Martin and Fatima to share minutes and publish decisions

Sammendrag (norsk oversettelse)

Styremøte i foreningen Bitraf 2026-05-06 onsdag 18:00-20:00.
 
Tilstede
        Bjørnar Mikkelsen (via telefon fra midten av møtet)
        Fatima Ghoul
        Geir Sire
        Martin Stensgård
        Nikolai Kolstad
        Thomas Winther
Fraværende
        Mattias Jardstål
Dagsorden
         1. Konsituering av nytt styre
         2. Valg av styreleder
         3. Geir: HMS-ansvar
         4. Fatima: Finansbidrag
         5. Orientering fra revisor Dag Bjørndal
         6. Referat fra årsmøte
         7. Ghaith: Forslag om romrøktere
         8. Verks- og vaktmester
         9. Skilting av regler for rydding
        10. Fatima: Forslag om konfliktløsning
        11. Martin: Offentliggjøring av styrets vedtak
Utsettelser
        Endring i foreningens vedtekter
Utfall
        1. Nytt styre ble konstituert.
        2. Nikolai ble enstemmig valgt til å fortsette som leder av styret og møtet.
        3. Geir tar ansvar for helse, miljø og sikkerhet.
        4. Fatima vil bidra på finanssiden sammen med daglig leder Thomas og kasserer Karstein.
        5. Dag foreslo at vi setter av årets første kvartal til å
                1. Ferdigstille fjorårets regnskap,
                2. godkjenne regnskapet av styret,
                3. godkjenne regnskapet av revisor, og så
                4. kalle inn til årsmøte, med signert regnskap som del av innkallingen.
           Regnskapet for 2025 er ikke ferdig. Det må bli ferdig så fort som mulig.
        6. Jens Brynildsen har ennå ikke mottatt referatet fra generalforsamling 2026.
        7. Fatima og Nikolai skal sende ut oppfordring om å melde seg frivillig som røkter
           for noen utvalgte rom.
        8. Bitraf har ikke budsjett til å ansette verksmester eller vaktmester i 2026,
           men det er en del av søknaden til Oslo kommune for 2027.
        9. Styret bestemte at det skal settes opp skilt om at fellesarealer og
           arbeidsoverflater må tømmes når de ikke er i bruk.
           Det ble diskutert regler om lagring på Bitraf, prosjekter, materialer, og varighet.
        10. Fatima skal rådføre seg med personalrådgiver om en mulig sikkerhetsordning.
        11. Martin og Fatima skal dele møtereferat og offentliggjøre avgjørelser.

Minutes

Brief:

• Dag is coming to talk about the auditing.
• Fatima to mention about the safeguarding
• The mandate of the board:
  • Call for the meetings, sending out meeting agenda, follow up with the space manager
• Thomas and Karstein do the invoicing
• Thomas and Jensa do the budgeting
• Publishing formal decisions would be very helpful

Agenda point number 1, 2, 3

• Nikolai suggested to lead the meeting, board members accepted
• Nikolai suggests to continue leading the board until further notice
• Booking a room is Nikolai’s responsibility too, for the meeting
• Nikolai feels like he doesn’t have an overview over finances as much as during Jensa’s time.
• We need to write down what the treasurer does? The only thing written in our rules is that the treasurer needs to be part of the board, but that's not the case and we need to change that soon. The treasurer does the salary for courses and cleaning, and pays the invoices, sometimes Thomas has to do it.
• Suggestion: Shall we consider paying an accountant to do all day-to-day tasks? And then the treasurer job would still be a member (volunteer). Conclusion: Bitraf can not afford it now, and Thomas is happy to continue doing everyday accounting work.
• For Thomas, it has at times been more work to have a treasurer than not having one. That is not a problem now.
• Thomas has reorganized our banking, like having solutions for liquidity challenges for recurring payments.
• Fatima to volunteer to help in organizing finances and help with realizing budgets
• If Thomas and Fatima collaborate on updating the board on finances, it will make easier to give the board an overview over how the budgeting works.
• Can we pay less to get cheaper wood recycling contract, as an example of a way to get several bids and see how we can save money (is there a website where we can post that we need bids for this?)
• Nikolai was elected as a board leader until further notice, given that some of what he does is delegated to the rest of the board members.
• Geir to work on HMS, nikolai to contribute, Fatima to formalize the HMS policy? Name of Geir as HMS focal point.
• Does anyone read our wiki? We are not happy with the wiki interface because so far no body reads it, as there are always questions asked that can be answered via reading the board
• Can we know how many people opened the wiki pages? Reading stats?
• The wiki will be discussed during the next board meeting when the rest of the board members are present

Agenda point 4, 5, 6/Dag’s presentation:

• Improvements to be suggested
• Audit reports:
  • Please review Dag’s comments
  • Send Dag the yearly calendar of the board (to know when he should be in a board meeting) (Årshjul)
  • Go through the accounts once during the year, and he’d like to know when that happens so he can evaluate the accounts better(back accounts.)
  • An Example of his worries: We can fall into many public scandals with relation to HMS and other types of issues that might lead to bitraf losing its funding, he was trying to make a point that anything can affect the finances and the organization itself
  • 2 main accounting principles:
    • Transaction principle
    • Sammenstillings principle (doesn’t apply to us, but rather for profit companies)
  • International standards for financial regulations of associations like bitraf is currently being suggested in the directorate, it will be introduced in a gradual way, it will become a standard when the time is right.
  • What kind of deviations do we have? Dag tried to have an overview of where we need to improve to follow the new upcoming standards
  • We need to show our activities better in the budgets, activity based budgeting (in a way)
  • If we want to manage real estate, like we aim to do, we need to be clear financially.
  • We need the accounts to showcase a clear image for many of the people who have overview of our accounts like:
    • We are the largest customer for the building owners
    • Skatt
    • Members
  • Own funds in the company, thomas mentioned that we are as of a couple of months making some profit (to be confirmed next meeting)
  • Tidying up our accounts as well gradually
  • Since we moved, we haven’t found the balance of our finances after the move. He thinks we can make more income that it has now.
  • Styret needs to find other ways to make somehow more revenue
  • We need to aim to budget for profit through budget planning
  • He’s suggesting budget planning
• Continuity of bitraf
• The accounts have not been completely reviewed, he needs to do it with Karstein. When they’re done, we need to call for a continuation to the GA
• GA minutes haven’t been sent by Ellinor yet, if anyone can notify her when they see her that would be great
• Dag suggested to change the bylaws, purpose of organization, to call an exceptional GA soon.
• Maybe we need to finish the audit first, then we call for the GA for the bylaws change
• Demand from dag: treasurer finish the accounts early in the year, then board approves, audit signs if approved, then GA (In that order)

Bylaws suggestions:

• • Treasurer not to be part of the board
  • Spelling mistakes

Agenda point 7 Ghaith’s Proposal to organize volunteers:

• • Call on the general channel, and in each channel related to a space.
  • Volunteer as an answer to the call message or as a private message to the bitraf email address, with motivation to why you want to volunteer for said room
  • We need to choose where to do the pilot, and explain why the board is kind of in control of this pilot process for now.
  • So many people can be talk-to-me people but one person will have the authority to be a budget holder/a bit more of decision maker
  • We need to also have a picture of us as a board to be displayed somewhere near the entrance.
  • Fatima and Nikolai to write a post, Fatima to publish it.
  • Budgeting: candidates propose a budget suggestion, what would be meaningful, we also need to track it. Expenses in each area will vary quite wildly
  • Special circumstance will go outside of these budgets.
  • Chosen pilot rooms: Woodworkshop, chemistry room, 3d printing room
  • Test to see whether this will make Thomas less pressured on purchasing consumables and the likes
• Verksmester, vaktmester?
  • Do we have a budget? No.
  • the new kommune application for 2027 has a specific mention of maintenance persons
  • We do not have to be specific in the application for the kommune about how the expenses will be channeled
  • There’s money for general maintenance in the 2026 budget
  • Shall we write job descriptions? Verksmester Let's wait for the volunteer system, and see about that. But either way, needs to be kept as a thought to come back to throughout the year

Agenda point 8 Suggestion: stricter rules about emptying surfaces when unused, more rules on procedures to keep stuff in Bitraf

• • General rule, nothing to be left on any surface. Nothing should be left after the work is done and before you leave.
  • Room rules are needed to be pinned up and made clear
  • Involve the talk to me volunteers in the rules of each room
  • Color coding for the messages, qr codes to lead to wiki pages, straight forward messaging, with symbols.
  • Traffic lights for the rooms
  • Consequences to not abiding by the rules: Talk first, several times, if no response we have a board discussion.
  • How to deal with stuff that are laying around? We are on the strict side with unmarked things, unless they’re very personal items.
  • Make videos of how to be in bitraf?
  • Stricter on people leaving stuff in their spaces, in designated spaces only, renew dates every 30 days or else it becomes communal. Chemical room closet, 3d printer room, product storage, fridge no name and date it is free for all. Rules about what’s okay to store in the office spaces
  • Fatima to bring more safeguarding info from Hannah on what can be done in Bitraf as Duty of care for its members, and to tackle the conflict issue (future issues)
  • To publish formal decisions and what has been discussed
  • Compare minutes (Martin and Fatima WWE match) then we publish it alongside a brief
  • Publish agenda that was discussed and decisions, signed by attendees.