==== Minutes ==== **Meeting 3 of the 9th PPEU board 16.6.2024, 11:00 CEST/09:00 UTC** Meeting in Brussels @ Le Phare du Kanaal, Soledad Room\\ and remote https://jitsi.pirati.cz/PPEU-Board Members of the Board\\ C: Mikuláš Peksa\\ TR: Alessandro Ciofini\\ BM: Giuseppe Calandra (cal)\\ BM: Florian Roussel\\ BM: Jan Mareš\\ BM: Sara Hjalmarsson\\ BM: Petra Kovačec\\ Standing invitations\\ Mattias Bjärnemalm, Pirate Parties Network Officer\\ Meeting opened at: 11.05 \\ Meeting chaired by: Beau \\ Secretary for this meeting: Alessandro with the great help of Florian \\ Recording: https://owncloud.ag-technik.de/s/jdrApFoPXqbBt3L \\ Pad: https://etherpad.pp-international.net/p/Board9Meeting3 \\ RoP: https://wiki.ppeu.net/doku.php?id=documents:rop2023 \\ **Participants:** C: Mikuláš Peksa \\ TR: Alessandro Ciofini\\ BM: Giuseppe Calandra (cal)\\ BM: Florian Roussel\\ BM: Jan Mareš\\ BM: Sara Hjalmarsson\\ BM: Petra Kovačec\\ **Excused:** \\ **Not excused:** \\ **Guests:** \\ Mattias Bjärnemalm, Pirate Parties Network Officer\\ PiratesOnAir\\ **Agenda:**\\ 0. Formalities 0.1 Election of meeting chair\\ 0.2 Election of meeting Secretary\\ 0.3. Approval of the agenda\\ 0.4. Approval of the minutes of the last meeting: https://wiki.ppeu.net/doku.php?id=pp-eu:board-meeting09_02 \\ 0.5 Confirmation of any decisions taken in between meetings\\ 0.5.1 Budget allocation\\ 0.6 Written reports \\ 1. Decisions without discussions\\ 1.1 Time and place for next board meeting\\ 2. Decisions with discussions\\ 2.1 Recognition and appointment of Marketa as PPEU's Bank Account Owner\\ 2.2 PPEU Calendar for the rest of the year\\ 2.3 Membership Situation of PP-CH\\ 2.4 Donation Scheme\\ 2.5 Correspondance by email with the board\\ 3. Discussions without decisions\\ 3.1 Follow up from the teambuilding Weekend\\ 4. Any other business\\ \\ Discussions in bold cursive are priority discussions and can, if needed, be discussed before point 1 of the agenda\\ The meeting is scheduled for a maximum of 60 minutes. It can be extended by consensus \\ --- **Minutes:** ** 0.1 Election of meeting chair** The meeting elected Sara hjalmarsson as meeting chair\\ **0.2 Election of meeting Secretary** The meeting elected Alessandro as meeting secretary and agreed that we would work collectively on the minutes in the pad\\ **0.3. Approval of the agenda:**\\ Yes: all \\ No: none\\ Abstain: none \\ **0.4. Approval of the minutes of the last meetings**\\ https://wiki.ppeu.net/doku.php?id=pp-eu:board-meeting09_02\\ Yes: Alessandro, Jan Sara, Mikuláš, Florian\\ No: \\ Abstain: Petra , cal\\ **0.5 Confirmation of any decisions taken in between meetings**\\ Any decisions taken by email, in mattermost or Discourse, or by any other means shall be listed below, including time and place for the decision. They shall be confirmed by a vote of the Board. \\ **0.5.1 Budget allocation** Date: 2024/05/28\\ Link: https://discourse.european-pirateparty.eu/t/3rd-board-meeting-vote-on-budget-allocation/673\\ Decision: the board agrees to the use of 217,8€ of budget in order to book a room for its meeting and following informal activities on the 16th of June\\ Proposal: the board confirms the decision regarding budget allocation, taken on Discourse 2024-05-28.\\ Yes: Mikuláš, Florian, Sara cal, Alessandro, Petra, Jan\\ No:\\ Abstain:\\ **0.6 Written reports** \\ Any written reports or other updates that has been submitted before the start of the meeting shall be added here. Verbal reports given during the meeting go under 4.0 (AOB). \\ **1. Decisions without discussions** **1.1 Time and place for next board meeting** Proposal: the next board meeting will be held online 4th of July at 18:30 CEST\\ Yes: Florian, Petra, cal, Alessandro, Sara, Jan\\ No: \\ Abstain: Mikuláš\\ **2. Decisions with discussions** **2.1 Recognition and appointment of Marketa as PPEU's Bank Account Owner** Proposal: PPEU uses a Fio Banka (Czech Bank) account. Marketa currently owns it and appoints people as managers when needed, in order for them to access and operate the account. She stated her willingness to continue in this role and help us gaining and rotating access to the account. The board thanks Marketa for the offer and agrees for her to stay owner and facilitate the onboarding of bank account managers from PPEU.\\ Vote on Discourse:\\ https://discourse.european-pirateparty.eu/t/9th-board-3rd-meeting-votes/680\\ Alessandro : I was in contact with Marketa and Florian on the matter. We organized a meeting on the 10th of July in Prague to accomplish the appointment of Alessandro as the Bank Account Manager. We did the same with Veronika previously for her to act as Account Manager.\\ **2.2 PPEU Calendar for the rest of the year** Discussion: Meeting calendar for Board and Council meetings for the rest of the year - https://discourse.european-pirateparty.eu/t/meeting-calendar-for-board-and-council-meetings-for-the-rest-of-the-year/677 \\ Proposal approved\\ Proposal: the board approves the following calendar for the European Pirates:\\ 2024\\ 23 June - Council meeting (online)\\ 4 July - Board meeting\\ 11 September - Deadline for Member parties to apply to host the November Council Meeting\\ 12 September - Board meeting\\ 17 October - Board meeting\\ - deciding on the agenda for the November Council meeting\\ 14 November - Board meeting\\ 24 November - Council meeting (online unless hosted by member party)\\ - can be moved to 23-24 Nov, 30 Nov-1 Dec, or 7-8 Dec if hosted by Member party, to acommodate their needs\\ 11 December - Deadline for Member parties to apply to host the February Council Meeting\\ 12 December - Board meeting\\ 2025\\ 16 January - Board meeting\\ - deciding on the agenda for Feb Council meeting\\ 13 February - Board meeting\\ 22 February - Council meeting (online unless hosted by member party)\\ - can be moved to 21-22 Feb, or 28 Feb-1 March if hosted by Member party, to acommodate their needs\\ Vote on DIscourse:\\ https://discourse.european-pirateparty.eu/t/9th-board-3rd-meeting-votes/680\\ Calendar approved\\ **2.3 Membership Situation of PP-CH** Discussion: Confirm the status of PP-CH, if contacts or actions were taken. They are going to be at the Next Council Meeting and apply. This point is here to make sure that everything is in order\\ Proposal: The board confirms that PP-CH has requested membership and that everything is in order for them to take part in the 16th Council Meeting (23.06.2024)\\ Vote on Discourse:\\ https://discourse.european-pirateparty.eu/t/9th-board-3rd-meeting-votes/680/4\\ Proposal approved\\ **2.4 Donation Scheme** Discussion: The donation scheme review and vote should have taken place in Discourse, which didn't happen. The proposal is to adopt it now. Another alternative is to set up an asynchronous validation process giving time to every board member to review it. XXX is tasked to oversee this process.\\ Proposal: the board approves the following donation scheme : https://discourse.european-pirateparty.eu/t/9th-board-2nd-meeting-2-4-donations-scheme/651/6?u=emerodh\\ Vote on Discourse:\\ https://discourse.european-pirateparty.eu/t/9th-board-3rd-meeting-votes/680/6 \\ Proposal approved\\ **2.5 Correspondance by email with the board** Discussion: There is incoherence in the way the correspondance is handled. See https://discourse.european-pirateparty.eu/t/9th-board-2nd-meeting-3-3-correspondence-by-email-with-the-board/650 \\ Proposal: The board tasks Florian with the help of Cal to handle the matter of taking corrective measures and to submit asynchronously for validation or to the next board meeting.\\ Vote on Discourse: https://discourse.european-pirateparty.eu/t/9th-board-3rd-meeting-votes/680/7\\ **3. Discussions without decisions** 3.1 Follow up from the team building Weekend\\ Mab : It was useful The board needs to make sure it translates into actions. How to make sure that all following steps are addressed to the board, the council, etc...\\ Beau : I am willing and committed to taking all the notes from the Friday and the Saturday workshop to turn it into a report in order to have a tangible base in order to build on. I also need to do it for the Swedish Pirates to report to them.\\ Alessandro: with the help Mikuláš we will make up&running a Pirate Hub (network topic). Stay tuned :XD \\ Florian: I had something in my mind, but not all them now because I'm tired. I will also try and work to make sure that everyone interested to reach out us won't be gosthed (community topic). RoP should be updated accordingly\\ **4. AOB**\\ 4.1 Reimbursement to Florian and Mikuláš for Pirati stuff\\ 4.2 Who pays for today's room ? Florian : We'll get the invoice online sent by email to Florian (most likely) and I will forward it to the treasurer office. We can rely on Markéta and Veronika to execute all the payments needed up to today. 4.3 PPEU social media\\ Jan: social media should be phased out, so who will handle that?\\ Mikuláš: this ability of taking care of whatever IT stuff for PPEU will be limited. Gitlab will shut down. Mattermost is also to be addressed. I would like to keep Mattermost.\\ There are two activities: IT servers cost and IT people. We need to assess and make provisional budgets\\ Beau: it would be good to create a new thread about it on Discourse and have a proper topic at the next board meeting\\ Florian will do it\\ Meeting closed at: 12:35 CEST\\ Next meeting: July 4th, 2024, 18:30 CEST\\