pp-eu:board-meeting10

Minutes

8th Meeting of the 10th PPEU Board - September 21st 2025, 18:30 CEST / 16:30 UTC

Meeting is remote

Members of the Board

C: Florian Roussel

VC: Sara Hjalmarsson

TR: Alessandro Ciofini

BM: Babak Tubis

BM: Giuseppe Calandra (cal)

BM: Mili Sloukova

BM: Ute Elisabeth Gabelmann

Standing invitations

Mattias Bjärnemalm, Secretary General

Meeting opened at: 18:40

Meeting chaired by: decided under point 0.1

Secretary for this meeting: decided under point 0.2

Recording: https://owncloud.ag-technik.de/s/MnA745qw5td9oMJ

Pad: [https://etherpad.pp-international.net/p/BoardXMeetingX](https://etherpad.pp-international.net/p/Board10Meeting8)

RoP: <https://wiki.ppeu.net/doku.php?id=documents:rop2023>

Participants:
C: Florian Roussel
VC: Sara Hjalmarsson
BM: Giuseppe Calandra (cal)
BM: Mili Sloukova (joined 18:53 CEST)
BM: Babak Tubis (joined 19:22 CEST)

Excused:

Not excused:
TR: Alessandro Ciofini

BM: Ute Elisabeth Gabelmann

Guests:
Mattias Bjärnemalm, Secretary General
Pirates on Air
Numero6
Bastian
ThomasG

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-meeting10_07

0.5 Notice of any decisions taken in between meetings

0.6 Written reports
0.6.1 Secretary General report

0.6.2 Chairperson report

1. Decisions without discussions

1.1 Time and place for next board meeting

2. Decisions with discussions
2.1 Initation of dismissal procedure for Babak and Lily
2.2 Request to the Secretary General to provide proposals for an in person Council Meeting
2.3 Request to the General Secretariat for help with surveying Members' Needs
2.4 Request from the Secretary General for access to all Social Media accounts
2.5 Request from the Secretary General for access to all IT systems

3. Discussions without decisions
3.1 Introduction of the new Management team
3.2 Work Plan for next year
3.3 Update on Registeration
3.4 Request for updates on the Code of Conduct Council and its ongoing procedures

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 Florian as meeting chair

0.2 Election of meeting Secretary

The meeting elected Sara as meeting secretary and agreed that we would work collectively on the minutes in the pad

0.3. Approval of the agenda:

Yes: Florian, Sara, cal

No:

Abstain:

0.4. Approval of the minutes of the last meetings
https://wiki.ppeu.net/doku.php?id=pp-eu:board-meeting10_07

Yes: Florian, Sara, cal

No:

Abstain:

0.5 Notice of any decisions taken in between meetings
No decisions were taken between meetings

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).

0.6.1 Sec.Gen.report
The report can be found in full here: https://discourse.european-pirateparty.eu/t/report-secretary-general-september-2025/1876

0.6.2 Chairperson report - Preparation of the Council Meeting - Chairing of the Council Meeting - Follow-up by email after the Council Meeting (with former Board Members, correction of minutes, outreach to the Romanian Pirates) - Attempted to register the Board in the business registers (impossible because of a lack of information from a Board Member) - Preparation of the Board Meeting - Coordination with PsychedeliCare, agoracitizen.network and VoteIT - Continued reasearch into social media setups (Friendica, Mastodon) and a social media management tool (Mixpost, based on reviews done by the French Pirates) - Assisted with IT accesses and Discourse spams

1. Decisions without discussions

1.1 Time and place for next board meeting

Proposition : set Board Meetings by default to the last sunday of every month at 18:30 CE(S)T, with the next meeting planned for the 19th of October 2025.

Yes:Florian, Sara, cal, Mili
No:
Abstain:

2. Decisions with discussions

2.1 Initation of dismissal procedure for Babak and Lily
The Board Members were absent without giving prior notice, from the 5th, 6th and 7th Board Meetings.

Yes: Florian, Mili
No: Sara
Abstain: cal

2.2 Request to the Secretary General to provide proposals for an in person Council Meeting

Proposal : The Board tasks the Secretary General to propose an in person Council Meeting to be organised at the start of next year (when the Board will be renewed), no later than during the Board Meeting in November.

Yes: Florian, Sara, Mili, cal
No:
Abstain:

2.3 Request to the General Secretariat for help with surveying Members' Needs

Proposal: The board requests the Secretary General to collect the member's current contact details, before next board meeting, so the member's needs and expectations can be effectively surveyed at the earliest possible time.

Yes: Florian, Sara, Mili, cal
No:
Abstain:

2.4 Request from the Secretary General for access to all Social Media accounts

Proposal: the board apoints Florian to ensure that the Secretary General gets full access to all Social Media accounts of the Organisation

Yes: Sara, Florian, Mili, cal
No:
Abstain:

2.5 Request from the Secretary General for access to all IT systems

Proposal: the board apoints Florian to ensure that the Secretary General gets full access to all IT systems of the Organisation

Yes: Sara, Florian, cal, Mili
No:
Abstain:

3. Discussions without decisions

3.1 Introduction of the new Management team

A presentation of the new management team can be found here: Https://discourse.european-pirateparty.eu/t/presentation-of-the-management-team/1877

Sara: what are the volume hours expected from the Team Lead ? Mab: 4-6 hours, shouldn't be much higher to not create a dependency on high workload volunteering. Sara: How can we direct volunteers to join the structure ? Mab: In the future we will have a portal for this (webpage). For now, Discourse is best to answer volunteering calls, or LinkedIn though the organisation's page. Sara: What should we tell interested candidates? Mab: There will be a website, but for now there is information in the Discourse thread. Ask them to read that thread or follow the Secretariat on LinkedIn. Cal: Can we meet them ? Mab: If needed on a specific topic they could attend a Board Meeting, but that would take a significant amount of time out of their expected hours commited to the organisation.

3.2 Work Plan for next year
Florian: this is for everyone to have in mind the opportunity of establishing a Work Plan; it would take into account the Secretariat and possibly inputs from the needs & expectations survey. Mab: it would be good if it contained an update to the Board's RoP to integrate Secretariat considerations. Bastian : For surveys, you are invited to use the Limesurvey of PPI.

3.3 Update on Registration

Florian: Missing information from Lily. Mab: Reaching out to the Luxembourgish authorities to know if i can go ahead even with lacking information or should update with everything at once.

3.4 Request for updates on the Code of Conduct Council and its ongoing procedures

Sara: I will reach out to them, and report during the next board meeting.

4. AOB

4.1 Icelandic Pirates General Assembly

Sara: PPIS has made progress on the issues that has prevented them from being active this year. I expect them to catch up on issues such as payment and representations soon. I will also provide a brief report on Discourse.

Meeting closed at: 19:35 CE(S)T / 16:35 UTC

Next meeting: 19th of October 2025, 18:30 CE(S)T / 16:30 UTC