Minutes
6th Meeting of the 10th PPEU Board - 27th of July 2025, 18:30 CE(S)T / 16:30 UTC
Meeting is remote
Members of the Board
C: Florian Roussel
VC: Lenya Rún
VC: Sara Hjalmarsson
TR: Alessandro Ciofini
BM: Babak Tubis
BM: Giuseppe Calandra (cal)
BM: Marek Barbuš
BM: Mili Sloukova
BM: Ute Elisabeth Gabelmann
Standing invitations
Mattias Bjärnemalm, Secretary General\
Meeting opened at: 18:38
Meeting chaired by: Florian
Secretary for this meeting: Alessandro, Sara
Recording: insert link here
Pad: [https://etherpad.pp-international.net/p/BoardXMeetingX](https://etherpad.pp-international.net/p/Board10Meeting6)
RoP: <https://wiki.ppeu.net/doku.php?id=documents:rop2023>
Participants:
C: Florian Roussel
VC: Sara Hjalmarsson
TR: Alessandro Ciofini
BM: Giuseppe Calandra (cal)
BM: Mili Sloukova (from 18:45)
Standing invitations:
Mattias Bjärnemalm, Secretary General
Excused:
Not excused:
VC: Lenya Rún
BM: Babak Tubis
BM: Marek Barbuš
BM: Ute Elisabeth Gabelmann
Guests:
Numero6
PiratesOnAir
Bastian
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_05
0.5 Notice of any decisions taken in between meetings
0.6 Written reports
0.6.1 Secretary General report
0.6.2 IGF report
0.6.3 Treasurer report
1. Decisions without discussions
2. Decisions with discussions
2.1 Time and place for 7th Board Meeting
2.2 Statutes Update
2.3 Time and place for the 19th Council Meeting
2.4 Agenda for the 19th Council Meeting
2.5 Time and place for the 20th Council Meeting
2.6 Clarification of the Sec. Gen. role and mandate
2.7 Updating the logo
3. Discussions without decisions
3.1 Upcoming elections
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 Alessandro & Sara as meeting secretaries and agreed that we would work collectively on the minutes in the pad
0.3. Approval of the agenda:
Yes: Florian, Alessandro, Sara
No:
Abstain:
0.4. Approval of the minutes of the last meetings
https://wiki.ppeu.net/doku.php?id=pp-eu:board-meeting10_05
Yes: Florian, Alessandro, Sara, cal
No:
Abstain:
0.5 Notice of any decisions taken in between meetings
No decisions were taken between meetings.
0.6 Written reports
0.6.1 Secretary General report
The report can be found in full here: https://discourse.european-pirateparty.eu/t/report-secretary-general-july-2025/985
0.6.2 IGF report
The report can be found in full here: https://discourse.european-pirateparty.eu/t/report-from-the-un-internet-governance-forum/990
0.6.3 Treasurer report
Sent reminders to all members that still did not paid 2025 to do it before Aug. 1st not to lose voting rights.
Situation here: https://wiki.ppeu.net/doku.php?id=ppeu:members:fees#section2025
Also, I still wasn't able to pay the invoice received from our IT provider, due to lack of information already requested
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
None.
2. Decisions with discussions
2.1 Time and place for 7th Board Meeting
24th of August 2025, 19:30 CEST, online, one week before the Council meeting.
Yes: Florian,Alessandro, Sara, cal
No:
Abstain:
2.2 Statutes Update
Situation: ASBLs subject to the provisions of the old law of 1928 have until 23.09.2025 to adapt their statutes. From 24.09.2025, any provisions contrary to the new law are deemed unwritten and therefore inapplicable. The ASBL or foundation is in breach of the law, since the law clearly states that this is an obligation.
There had been some volunteer work here: https://discourse.european-pirateparty.eu/t/amendments-to-the-statutes-to-comply-with-the-new-law-of-07-08-2023-on-non-profit-organizations
Please bear in mind that the final proposal needs to be sent out 4 weeks before the Council meeting. So ideally we should either decide on a final proposal today, or decide how to proceed with an online vote, to be able to decide on time and place for the 19th Council meeting on the next point on the agenda.
The discussion is rounding about translation, because of the mismatch between Luxembourgish hypotetical requirements (French or German) and the working language of the association (English)
Here there are some proposals
Alessandro: I propose that we skip any other version rather that English, so the Council will vote on English amendaments only, but then the board will take care of understanding which language has the force of law.
In case it will be French, the board will provide an accurate translation and propose a Statues amendament in order to reflect the Luxembourgish law.
Yes: Florian, Alessandro, Mili, cal
No: Sara
Abstain:
Florian: Submit the amended articles found here https://wiki.pp-international.net/wiki/index.php?title=Statutes_PPEU-en with the addition of an article about the persons delegated to the day to day management to be suggested by the volunteers working on the document.
Yes: Florian, Alessandro
No:
Abstain: Sara, cal, Mili
Sara: I propose that we rephrase the proposal to the Council, so that it states explicitly which articles we are amending and adding, rather than the statues in their entirety. This will make the process of approval faster and easier.
Yes: Florian, Alessandro, cal, Mili, Sara
No:
Abstain:
2.3 Time and place for the 19th Council Meeting
31st of August, 14:00 CEST, online.
Yes: Alessandro, Mili
No: Florian
Abstain: Sara
7th of September, 14:00 CEST, online
Yes: Florian, Alessandro, Sara, Mili, cal
No:
Abstain:
2.4 Agenda for the 19th Council Meeting
Essential items:
- Continuation of the board members dismissal procedures
- Update of the Statutes
- ECI on Psychedelic-Assisted Therapies
Proposal:
The board adopts the following draft agenda for the 19th Council meeting
Draft Agenda
1. Meeting administration
a) Opening of the meeting and registration of delegates
b) Welcoming remarks from the European Pirate Party chair
c) Election of meeting chairs and minute takers
d) Approval of the agenda
2. Organisational issues
a) Opportunity of removing board members for inactivity
a1) Lenya Rún Taha Karim
a2) Marek Barbuš
b) Change of Statutes
3. Reports
a) Summary of the closed and ongoing actions and activities
4. Other motions
a) ECI on Psychedelic-Assisted Therapies
5. Closing of the meeting
a) AOB
b) Final greetings
Yes: Florian, Alessandro, Sara, Mili
No:
Abstain:cal
2.5 Time and place for the 20th Council Meeting
The 20th Council Meeting should be added to the calendar as soon as the 19th Council Meeting concludes, if Board Members are dismissed. This way, new Board Members can be elected swiftly. Mab's comment: if the only reason for another Council meeting this year is to elect two new board members, I would advise against holding it this year. There's a lot of energy invested into organising a council meeting. I think it is better for the current, smaller, board to instead focus on finalise the onboarding process that has been worked on by the board for two years, and then be ready to do a proper onboarding of new board members next year, than to invest energy into electing two people for a three month long mandate.
Decision to drop the consideration of a 20th Council Meeting.
2.6 Clarification of the Sec. Gen. role and mandate -Sec.Gen. proposal
I have taken this first month to try to get a feel for the role and the needs of the organisations. A recurring obstacle for me has been that I feel that the exact responsibilities versus other volunteers and the board has been somewhat unclear, and therefor I have made a list of suggestions that could help clarify the scope of the role. The one thing missing from my proposal is a break down of the Work plan, with clear allocations of tasks to the Secretariat. I hope the board will be able to do this during the meeting.
Proposal:
The board decides the following
a) The Secretary General, as well as any Deputy Secretary Generals appointed in the future, shall have a standing invitation to attend any meetings of the board, with the right to add topics to the agenda, as well as to make proposals during the meetings for the board to decide upon.
b) The secretary general, as well as any Deputy Secretary Generals apointed in the future, shall be invited to the Board email list, and the Board mattermost channel.
c) The secretary General email address shall receive emails sent to the generic board email address.
d) the board clarifies that the following areas falls under the responsibility of the Secretary General:
- all social media accounts of the organisation
- all IT tools of the organisation
- the website of the organisation, including the discourse platform (european-pirateparty.eu)
- the mailing-lists of the organisation
- the email accounts of the organisation
- the Open Collective account of the organisation
e) the board clarifies that this includes the mandate to instruct any subcontractors or third parties operating these services on behalf of the organisation
f) the board mandates the Secretary General to be responsible for the relationship agreement with the Greens/EFA Group on behalf of the organisation, in close cooperarion with our MEP office.
g) the board mandates the Secretary General to represent the organisation in relation to other political organisations, with the aim to establish strong connection to like minded movements.
h) the board delegates the responsibility for the budget line “IT Services” to the Secretary General
i) the board clarifies that the Secretary General has the mandate to decide on the use of any funding coming in through Crowdfunding/donations as a result of the work of the Secretariat.
j) the board clarifies that the Secretary General has the mandate to issue payments to the people managing the bank account of the organisation.
To be decided asynchronously on Discourse. Florian in charge.
2.7 Updating the logo - Sec.Gen. proposal
The PPEU logo is old, uninspiring and not in sync with the vibe of the organisation. To mark the attempt of bringing new life into the organisation a visual identity overhaul is needed, and the first step should be to get a logo more in tune with the movement.
I have scouted suitable designers for the job, and I have had a short conversation with the following Designer: https://skapatavstridh.se/eng/
Short presentation: Skapat av Stridh: Creativity for the fearless. A Swedish design studio for brave brands & social causes. We create bold, norm-breaking design with purpose. Let’s create some magic!
After some discussions we've landed on an agreement that creating a new logo would entail 10 hours of work. Which would cost us just under 600 euro.
Proposal:
Yhe board decides the following:
a) the Sec Gen is mandated to use up to 600 euro from the budget line “Emergency Expenses” to pay for a professional designer to make a new logo proposal
b) the point “visual overhaul” shall be added to the next Council meeting agenda, including a proposal to delegate the decision on a new logo to the board.
To be decided asynchronously on Discourse. Florian in charge.
—
The following points were not addressed:
3. Discussions without decisions
3.1 Upcoming elections
Czech Republic 3 and 4 October 2025
The Netherlands 29 October 2025
Hungary expected in April 2026
Slovenia no later than 24 April 2026
4. AOB
None
Meeting closed at: 19:42 CE(S)T / 17:42 UTC
Next meeting: 24/08/2025, 18:30 CEST / 16:30 UTC