Minutes
11th Meeting of the 10th PPEU Board - 28DEC2025, 18:30 CET / 17:30 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: 18:32
Meeting chaired by: Florian
Secretary for this meeting: Alessandro
Recording: https://owncloud.ag-technik.de/s/ttkfa2Tn53rRpqg
Pad: [(https://etherpad.pp-international.net/p/Board10Meeting11](https://etherpad.pp-international.net/p/Board10Meeting11)
RoP: <https://wiki.ppeu.net/doku.php?id=documents:rop2023>
Participants:
C: Florian Roussel
VC: Sara Hjalmarsson (joined 18:45)
TR: Alessandro Ciofini
BM: Giuseppe Calandra (cal)
Excused:
BM: Mili Sloukova
Not excused:
BM: Babak Tubis
BM: Ute Elisabeth Gabelmann
Guests:
Numero6
Alexander
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: insert wiki link here
0.5 Notice of any decisions taken in between meetings
0.6 Written reports
1. Decisions without discussions
1.1 Time and place for next board meeting
2. Decisions with discussions
2.1 20th Council Meeting Related Decisions
2.1.1 Approval of the Activity Report
2.1.2 Approval of the Work Plan
2.1.3 Approval of the Annual 2025 accounts and provisional draft 2026 budget (Secretariat Update)
2.1.4 Approval of the Statutory Changes to propose
2.1.5 Approval of the Draft Agenda
2.1.6 Dispatching of the Official Invitation and Publications on Discourse
3. Discussions without decisions
3.1 Update on the Council Meeting operational preparations
3.2 Opening of a Statutory Working Group
3.3 Opening of a new bank account
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
Yes: Florian, Alessandro, cal
No:
Abstain:
0.2 Election of meeting Secretary
meeting elected Alessandro as meeting secretary that we would work collectively on the minutes in the pad
Yes: Florian, Alessandro, cal
No:
Abstain:
0.3. Approval of the agenda:
Yes: Alessandro, Florian, cal, Sara
No:
Abstain:
0.4. Approval of the minutes of the last meetings
https://wiki.ppeu.net/doku.php?id=pp-eu:board-meeting10_10
Yes: Florian, Alessandro, cal
No:
Abstain:
0.5 Notice of any decisions taken in between meetings
No decision were taken
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 Chairperson: This month has been focused around the Council Meeting preparations. I participated to the initial communication and redaction of documents. I have also been in contact with prospective members and partners, and have been to informal meetings of the General Secretariat in Brussels, and NGO gatherings along with the Secretary General.
0.6.2 Secretary General: the report for this month has been delayed due to technical issues for some members of the Secretariat after the It migration, that couldn't be solved due to the holiday break of the Secretariat. It will be posted on Discourse as soon as it is finalized.
1. Decisions without discussions
1.1 Time and place for next board meeting
Proposal: The 11th Board will aim to meet on Sunday the 1st of February 2026 in hybrid format (Ljubljana following the Council Meeting and online) at 9:30am CET.
Yes: Florian, Alessandro, cal
No:
Abstain:
2. Decisions with discussions
2.1 20th Council Meeting Related Decisions
2.1.1 Approval of the Activity Report
Proposal: the Board approves the text provided in the “PPEU Annual report 2025.docx” (Google) document shared in the Mattermost Board Channel and delegates Florian to update it with all necessary details.
Yes: Florian, Alessandro, cal, Sara
No:
Abstain:
2.1.2 Approval of the Work Plan
Proposal: the Board approves the following document to be submitted as the 2026 Work Plan
https://cloud.emerodh.me/s/iWobTYxTCXT3QcD
Yes: Florian, Alessandro, Sara, cal
No:
Abstain:
2.1.3 Approval of the Annual 2025 accounts and provisional draft 2026 budget (Secretariat Update)
Proposal: the Board delegates the Treasurer to update with last minute movements and then submit the 2025 Annual Accounts and 2026 Budget
2025 Annual Accounts orginal draft to be amended: https://wiki.ppeu.net/lib/exe/fetch.php?media=ppeu:ppeu_annual-2025.pdf
2026 Budget: https://cloud.emerodh.me/s/rKitQpBFoMxCELD
Yes: Florian, Alessandro, cal, Sara
No:
Abstain:
2.1.4 Approval of the Statutory Changes to propose
Proposal: the Board approves the document to be submitted as a statutory change motion (modernise the current statutes for compliance with updated legislation) if approved by the Council, the next Board should coordinate the statutes and submit a legal translation into French of these updated statutes.
Statutes Changes (EN): https://cloud.emerodh.me/s/8cdNqZrCa9qKdyo
Yes: Florian, Alessandro, cal, Sara
No:
Abstain:
2.1.5 Approval of the 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) Approval of New Members
a1) Request from the Ukrainian Pirate Community to join as Observer Member
b) Statutes Update Proposal
3. Reports and discharge
a) 2025 Board Activity Report
b) 2025 Annual Accounts
c) Code of Conduct Council Report
d) Discharge of the 2025 (10th) Board
4. 2026 Budget and Work Plan
a) 2026 Work Plan
b) 2026 Budget
5. Elections of the European Pirate Party Board
a) Chair (1)
b) Vice Chairs (2)
c) Treasurer (1)
d) Ordinary Board Members (up to 5)
6.Elections of the Code of Conduct Council (up to 3)
7. Election of Lay Auditors
a) Decision to open the election and the number of lay auditors
b) Election
8.Other motions
9. Closing of the meeting
a) AOB
b) Final greetings
Proposal: the Board approves the Agenda above.
Yes: Florian, Alessandro, Sara, cal
No:
Abstain:
2.1.6 Dispatching of the Official Invitation and Publications on Discourse
Proposal: Florian will dispatch the invitation and publish all documents on Discourse, directly after the current Board Meeting. It should be mentionned that some documents are subjected to revisions (annual accounts 2025)
Yes: Florian, Alessandro, cal
No:
Abstain:
3. Discussions without decisions
3.1 Update on the Council Meeting operational preparations
Florian: Marco from Pirati confirmed he would be available to chair the meeting (onsite). Alessandro and myself are currently volunteering to be minute takers (onsite).
Mab: The slovenians offered to help with chairing and minute taking.
Alessandro: we can be there helping, all together
Mili & Sara on the logisitcal preparations status
Mab: everything is ok, second venue confirmed, just waiting for a booking link
Alessandro: please, could we also have meat/fish/eggs (animal proteins) in the lunch menu and not only veggies?
Sara: is there a deadline for registration?
Mab: one week before the meeting for the Meeting. Hotel rooms are on a first come, first served basis.
Sara: will payment need to be done ahead of time or on site?
Mab: will need to check.
Alessandro has to leave at 19:30 sharp
3.2 Opening of a Statutory Working Group
Florian: the Working Group did not happen.
3.3 Opening of a new bank account
The Finance Team is working on it
Mab: the progress has been slower than anticipated. The updated registration is critical to make progress.
Florian: this will probably need to happen with the next board.
4. AOB
No AOB
Meeting closed at: 19:31 CE(S)T / 18:31 UTC
Next meeting: 1st of February 2026 at 09:30 CET (UTC+1) in hybrid format following the Council Meeting