PDA EUROPE BOARD OF DIRECTORS MEETING Brussels, 28 January 2014 - PowerPoint PPT Presentation

PDA EUROPE BOARD OF DIRECTORS MEETING Brussels, 28 January 2014 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Agenda 10:00 – 10:05: Welcome and apologies 10:05 – 10:10: Governance statement 10:10 – 10:15: Approval of the agenda 10:15 – 10:30: Approval of minutes of the last meeting and review of actions 10:30 – 11:00: Finances: Closure 2013 & 2014 Budget 11:00 – 11:15: Secretariat report 11:15 – 11:30: Membership Development Committee report 11:30 – 12:15: Programme Committee report (including hygiene/HSE issues) 12:15 – 13:15: Lunch break 13:15 – 14:00: Education Committee report 14:00 – 15:00: Industrial Relations & Communication Committee report 15:00 – 15:30: Italian Committee report 15:30: Meeting adjourned DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Approval of the Minutes of Last Meeting And Review of Actions Person in Charge Status of Actions Action Secretariat 1 To handover the treasury function to Geert Dries FB/FM Done To check if in the list of bad payers there are some people who attended a FM Done, there are 4: Air Pump, Lingfjords, 2 training R. Bygg and Seal Systems Ireland 3 To check if it is possible to collect the membership dues by credit card FM Done 4 To post the next meetings dates on the website FM Done 5 To publish the new board composition at the Moniteur belge FM Education committee To check the minutes of the 2007 & 2008 board meetings meetings to see FM what has already been discussed and done in relation to the insurance questions 6 No details appear in the minutes 7 To seek legal advise on the certificate and insurance FM 3 lawyers contacted Pure polyurea listing programme To circulate what has already been established as well as the pure FM polyurea definition Done 8 9 To contact a trade law lawyer FM 3 lawyers contacted To check with PDA US if PDA Europe may register the pure polyurea FM 10 logo, check if they have done it and where Done Kellen Europe contract renewal - proposal 11 To modify the proposal and circulate it to the board members FM Done and circulated with the minutes 12 To sign the 2014 contract at the next board meeting EM DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Secretariat Contact with lawyers  Trainings organized by the association – is an insurance needed for the participants and for PDA E? Fee estimation for this memo: between € 3,000 to € 5,000.  Trainings organized by the association – certification F ee estimation for this memo: between € 3,000 to € 5,000. The amount of work required for this depends greatly on whether the product, or training on how to use the product, is regulated in any manner.  Pure polyurea product listing This can be a complex and risky area. We would need to draft and ask some specific questions before we could start the memo. Fee estimation for this advice would be between € 10,000 to € 15,000. DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Approval of the Minutes of Last Meeting And Review of Actions Industrial Relations and Communications Committee To develop furniture and promotional material which can be sent to any FM 13 exhibition Membership Development Committee 14 To follow up with the members who haven't paid 2013 yet To cancel the membership of the members who haven't paid 2013 yet by FM 15 end January To ask the members if they are in favour of PDA Europe doing a market FM Survey ready to be sent after the new 16 study year's letter Programme Committee 17 To develop a list of responsibilities on site Pgme Cmte 18 To send the conference survey FM DONE To send an additional survey to the members to know their location FM 19 preference DONE DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Finances: YTD – 31 December – Revenue DIFFERENCE 2013 FROM 2014 BUDGET ACTUAL BUDGET BUDGET REVENUE Membership dues € € € € 73.576,86 70.000,00 3.576,86 71.000,00 Annual Conference registrations € € € € 40.273,59 40.000,00 273,59 44.000,00 Sponsorship € € € € 12.018,95 10.000,00 2.018,95 10.000,00 Exhibition Table Top € € € € 6.056,40 8.400,00 (2.343,60) 8.400,00 Bank Interest € € € € 102,21 500,00 (397,79) 500,00 Spray Course Registrations € € € € 25.744,51 50.000,00 (24.255,49) 28.000,00 VAT Reimbursement € € € € 37.095,98 12.000,00 25.095,98 19.541,00 Sale of polyurea reports € € € € 238,44 1.000,00 (761,56) - TOTAL REVENUE € € € € 195.106,94 191.900,00 3.206,94 181.441,00 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Finances: YTD – 31 December – Expenses DIFFERENCE 2013 FROM 2014 BUDGET ACTUAL BUDGET BUDGET EXPENSES Conference Expenses € € € (37.522,43) 35.000,00 40.000,00 Kellen Europe Fees € € € € (89.806,28) 89.806,00 (0,28) 98.682,00 Kellen Europe Expenses € € € € (10.305,05) 7.000,00 (3.305,05) 7.000,00 Bank fees € € € € (175,54) 300,00 124,46 300,00 Accounting € € € € (6.497,68) 4.500,00 (1.997,68) 4.500,00 Credit card processing tool € € € € (1.499,24) 2.000,00 500,76 2.000,00 Spray course Expenses € € € € (14.857,68) 30.000,00 15.142,32 15.000,00 Communication Expenses (brochu € € € € - 5.000,00 5.000,00 1.000,00 Insurance € € € € - 1.000,00 1.000,00 1.000,00 Legal fees € € € € (121,97) 150,00 28,03 3.000,00 Marketing activities € € € € (11.179,83) 10.000,00 (1.179,83) 8.000,00 Board meetings € € € € - 500,00 500,00 - TOTAL EXPENSES € € € € (171.965,70) 185.256,00 13.290,30 180.482,00 YEAR RESULT € € € € 23.141,24 6.644,00 16.497,24 959,00 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Finances: YTD – 31 December CASH AND INVESTMENTS € Checking Accounts 52.618,70 € Savings Account 25.000,00 € TOTAL Cash and Investments (Actual) 77.618,70 CASH RECONCILIATION € Carried forward from 2012 56.818,92 € Add: FY13 Total Revenue 195.106,94 € Subtract: FY13 Total Expenses (171.965,70) € Total Cash and Investments Balance 79.960,16 -€ 2.341,46 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Finances: 2014 Budget REVENUE Budget proposal Membership dues € 71.000,00 Annual Conference registrations € 44.000,00 Sponsorship € 10.000,00 Exhibition Table Top € 8.400,00 Bank Interest € 500,00 Spray Course Registrations (2 trainings) € 28.000,00 VAT Reimbursement € 19.541,00 TOTAL REVENUE € 181.441,00 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Finances: 2014 Budget EXPENSES Decision Conference Expenses € 40.000,00 needed on Kellen Europe Fees € 98.682,0 0 whether to use Kellen Europe Expenses € 7.000,00 the reserve for Bank fees € 300,00 the legal Accounting € 4.500,00 Credit card processing tool € 2.000,00 advice. Spray course Expenses (for 2 trainings) € 15.000,00 Communication Expenses (brochures) € 1.000,00 Insurance € 1.000,00 Legal fees € 3.000,00 Marketing activities € 8.000,00 TOTAL EXPENSES € 180.482,00 SURPLUS € 959,00 DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Secretariat Report Management Services – period: Jan – December 2013 KELLEN EUROPE MANAGEMENT FEES 2013 hours according ACTIVITY AMOUNT IN EURO to contract Total 2013 Percentage DAILY MANAGEMENT Secretariat function 13.200 115 118 103% Finances 13.200 115 110,5 96% MEMBERSHIP RELATIONS Membership development (prospect members contact & followup, membership pack, promotional documents) 6.600 57 34 59% MEMBER MEETINGS/LOGISTICS 4x Board meetings 3x Programme Committee 3x Spray course logistics (Training Committee) 15.400 134 133 99% ANNUAL EVENT Conference logistics 12.975 144 248,5 172% Conference management (30h) 3.450 30 81 270% AGM (15h) 1.725 15 15 100% PR & COMMUNICATIONS External communication newsletter, website updates by secretariat, contributions Podium, media relations 2.475 22 23 107% Developement of partnership with external events and coordination 4.370 38 41 108% GLOBAL RELATIONS (US, Asia) 825 7 1 14% TOTAL KE HOURS 74.220 677 805 119% DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Secretariat Report – January 2014 Administration : - Moniteur belge - Administrators insurance - Contact with lawyers - Development of a new website with Gaisha Finances : - Closure of the year with the accountant - 1 meeting with Geert Dries Membership Relations : - Prepared and sent a message to the membership + AGM minutes - Prepared & sent a survey to the members DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Secretariat Report – January 2014 Member meetings : - Board meeting:  Prepared the necessary documents and presentations  Followed- up on actions - March training: organisation, communication, regitrations Annual event : - 1 conference call with Pieter and Karl - Hotel search - Survey results - Presentation for the board meeting PR and Communication : - Website updates - Collection of conference related articles DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER

Secretariat Report – January 2014 Global Relations : - Contact with PDA US on the pure polyurea product listing programme DEVELOPING THE EUROPEAN POL YUREA MARKET TOGETHER