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==== Minutes ====
**Meeting 1 of the 9th PPEU board 28.1.2024, 11:00 CET/10:00 UTC**
Meeting is hybrid: https://jitsi.pirati.cz/PPEU-Board\\
 
Members of the Board\\ 
C: Mikuláš Peksa\\
VC: Veronika Murzynová\\ 
VC: Anja Hirschel\\
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:  Alessandro \\ 
Secretary for this meeting: Cal and Petra \\  
Recording: https://owncloud.ag-technik.de/s/q8PBp9KkxMkXoB9\\
Pad: https://etherpad.pp-international.net/p/Board9Meeting1 \\ 
RoP: https://wiki.ppeu.net/doku.php?id=documents:rop2021 \\ 
 
**Participants:** 
C: Mikuláš Peksa\\
VC: Veronika Murzynová\\ 
VC: Anja Hirschel\\
TR: Alessandro Ciofini\\
BM: Giuseppe Calandra (cal)\\
BM: Florian Roussel\\
BM: Sara Hjalmarsson\\
BM: Petra Kovačec\\
BM: Jan Mareš\\

**Excused:** \\  
**Not excused:** \\
**Guests:** Michal Gill, Matěj Bělohoubek\\
 
**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-meeting08_10\\
0.5 Confirmation of any decisions taken in between meetings\\
0.6 Written reports \\
1. Decisions without discussions\\
1.1 Time and place for upcoming board meetings\\
1.2 Registration of the new board in Luxembourg\\

2. Decisions with discussions\\
2.1 prorities before the elections\\
2.1.1 CEEP on webpage\\
2.1.2 Donations scheme\\

3. Discussions without decisions\\
3.1 How to set up future Council meetings\\

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 Alessandro as meeting chair\\

**0.2 Election of meeting Secretary**

The meeting elected Cal and Petra as meeting secretary and agreed that we would work collectively on the minutes in the pad\\
 
**0.3. Approval of the agenda:**\\ 

Yes:  Florian, Alessandro,  Veronika, Mikuláš, Sara, Cal., Anja, Petra, Jan\\
No: \\ 
Abstain:  \\ 
 
**0.4. Approval of the minutes of the last meetings**\\ 

Yes:   Florian, Alessandro, Veronika, Sara, Petra , Anja, Jan\\ 
No: \\ 
Abstain: Mikuláš, 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. \\
none taken\\

Yes:    \\ 
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 upcoming board meeting**
21st of March, 18:30 online\\
15th of June,  Brussels, connected to a meeting with the newly elected MEPs on the 14th of June.\\

Yes:  Florian, Alessandro, Sara, Veronika, Mikuláš,  Anja, cal, Petra\\ 
No: \\ 
Abstain: \\ 

1.2 Registration of the new board in Luxembourg\\

Proposal: the board reconfirms the mandate given to Maija Raudaskoski to register the newly elected Board with all relevant registries in Luxembourg.\\

Yes: Alessandro, Sara Anja, cal, Florian, Mikuláš , Petra, Veronika, Jan\\ 
No: \\ 
Abstain: \\ 

**2. Decisions with discussions**

**2.1 priorities before the elections**

**2.1.1 CEEP on webpage**

Link to the full CEEP: https://discourse.european-pirateparty.eu/t/ceep-2024-final-version-full-text/518\\

Given the public interest in the topics of Migration and Asylum it might be useful to display the parts covering those topics in a separate Chapter, instead of having it included in the end of the Foregin Affairs chapter\\

Proposal: the 2024 CEEP should replace the 2019 CEEP on the PPEU webpage. Mab will be asked to help with this.\\
Mab: makes sense to put it online, since the time to ratify/comment expired. Suggests to make the sections in the Foreign Affairs chapter named Migration and one named Asylum presented as a separate chapter labeled Migration and Asylum on the on the PPE website.\\

Yes: Alessandro, Veronika, Florian, Sara, Mikuláš, cal,  Anja, Petra, Jan\\ 
No: \\ 
Abstain: \\ 

Proposal: The sections in the  Foreign Affairs chapter named "Migration" and "Asylum", should be presented as a separate chapter labeled "Migration and Asylum".\\

Yes:  Alessandro, cal, Florian, Anja, Mikuláš, Sara, Petra, Veronika, Jan\\ 
No: \\ 
Abstain: \\ 

**2.1.2 Donations scheme**

It was discussed by the previous board to set up a donations scheme to improve income for the organisation. As people are more likely to want to donate during election times, it would make sense to do so rapidly.\\

Proposal: with the help of Florian, Alessandro should look into how we can set up a donation scheme in line with Luxembourgish laws, and based on this prepare a report and a decision for the next board meeting.\\
    
Yes:   Florian, cal, Alessandro, Anja, Veronika, Sara, Petra, Jan, Mikuláš \\ 
No: \\ 
Abstain: \\ 

**3. Discussions without decisions**
3.1 How to set up future Council meetings\\

Based on our experience for the last two years it seems clear that the Board don't have the capacity to prepare in person Council meetings by ourselves. As we still value the chance of physical meetings it might be worth discussing how we can involve the Member parties in hosting Council meetings. \\
Sara: Is there a policy document on organising the Council meetings?\\
Veronika:  I am volunteering to make one so that we can use it in the future and we are also it will be based on a checklist that we use for Czechs GAs. Can present it a the next board meeeting/Mattermost.\\
Mab: We do have Rules of procedure, but are a bit outdated. Need to be updated, suggest two for online and hybrid meetings. The old one was fit for physical meetings, which are no longer organised.\\
Mikulaš: Started collecting process documentation a while ago, sent the link to Wiki. It would make sense to add the info in the same document.\\
https://wiki.ppeu.net/doku.php?id=ppeu:rfcs\\

**4. AOB**\\
4.1 Setup a handover meeting with former board members (Cedric, Elisabet, Mia)\\

If no one objects, Florian can get working on it (with help pls).\\
mab : Individual or group handover ? Might be easier to do individual handover with personal schedules, and maybe full board attendance wouldn't be necessary.\\
Alessandro : concur, bilaterals (smart word I learned from the EU Commission) might be the way.\\
Veronika: set meetings according to who wants to work on the topic the board members were responsible for.\\

4.2 who is responsible for our media accounts?\\
Jan: I can volunteer for this as it has been a slump in activity there\\
Mikulaš: We should create a social media strategy.\\

Meeting closed at: 11:39 CET\\ 
Next meeting:  March 21st, 18:30 CET\\