The European Pirate Party

Agenda of the 5th PPEU Board Meeting on the 20th of July 2014

Participants:

@LunaLoof | Martina Pöser

@Gilles_PPDE | Gilles Bordelais

@tvelocity | Antonios Motakis

@AndersPirat | Anders Kleppe (left after TOP8)

@marou_pp | Maxime Rouquet

Absent

@teirdes | Amelia Andersdotter

Excused:

@CristianBulumac | Cristian Bulumac

@Popol349 | Paul Bossu
[volunteering at Dour from friday morning to sunday late]

@Radeks00 | Radek P.
[no connexion due to huge storm in poland]

Guests:

macburns (pad only) @mickjosi

@BroeckelndeWand | flow

@Thomas1G | Thomas Gaul

@Exile70860000 | Exile (O.Herzig)

TOP 0 Formalities

Martina is opening the meeting at 21:07 CEST.

Chairman: @LunaLoof | Martina Pöser

Minutes (Secretary): all together, check-proofing by Gilles

Approval of the minutes of the last Board meeting:

http://ppeu.net/wiki/doku.php?id=ppeu:board:minutes2014-05-08

→ Approved

Approval of the minutes of a Board meeting before?

http://ppeu.net/wiki/doku.php?id=ppeu:board:minutes2014-04-06

Martina has forgotten what she was asked to change…

: the minutes are approved.

Approval of the agenda:

Proposal : for consensual votes, we don't ask everybody to vote but mark in the minutes that the point is approved by the Board.

Nobody seems to be against. It will be the procedure for today?

It was unanimusly decided to put this as a default option into the RoP.

Agenda

TOP 1 Activity of Board members / Reorganising the Board and PPEU

TOP 2 IT Structure

TOP 3 Banking account

TOP 4 Registering the party

TOP 5 Activating the Council / Next Council Meeting

TOP 6 Registering of Logo as European Trademark

TOP 7 Communication Strategy

TOP 8 Procedural Rules for the Board

TOP 9 Other Stuff

TOP 10 Next Board Meeting

Approved.

TOP 1 Activity of Board Members / Reorganising the Board and PPEU

*Who is still on Board in the Board?

Paul and Radek cannot connect to the internet right now. Christian and Paul are still intend on continueing working for PPEU. No one knows for sure about Radek, but we are hopeful. of course radek is also in !

Amelia has repeatedly stated she doesn't think she can contribute much at the moment.

*Which tasks need to be relocated?

Gilles will take over the tasks that have to be done in Brussels (banking account and registering the PPEU), as he is in Brussels and here in the meeting and can allocate some time to it in August. so gilles, i can leave the bord if you do alone all what need to be done in Brussel

Board decision: Approved

Anders will support him on what needs to be done to register an organisation in Belgium. Maxime will also help with the translation and has collected information on the member parties.

*Changes in Brussels (Julia uses Amelia's office now for the next 10 months, Cristian stays there until October, Gilles will be her office administrator and therefore available in Brussels, Meeting in September in Brussels organised by Julia?)

→ Julia's office is intending to organise a meeting and she also intends to set up an electronic platform for participation of pirates and citizens. There could also be a PPEU RL Board meeting.

TOP 2 IT Structure

Gilles is reporting:

PPEU mail server (groupware as an option)

PPEU mailing lists

(PPEU) mumble server

PPEU pads
http://ppeu.piratenpad.de (Martina has now admin rights here)

PPEU websites http://ppeu.net/ | https://europeanpirates.eu/

PPEU wiki http://ppeu.net/wiki/doku.php

Gregory has set up a mailing list on the PPI servers for us (and the Delegates and the work group on educational issues) to use until we have our own infrastructure:

http://lists.pp-international.net/listinfo/pp-eu.board (and a private ml that is not listed)

→ Gilles and Martina have admin rights there.

http://lists.pp-international.net/listinfo/pp-eu.council

http://lists.pp-international.net/listinfo/pp-eu.education

Martina got admin rights for the mumble room PPEU on the German NRW mumble server.

What about the ppeu.coordinators-ml? Shall we try to get it from the Czech pirates who are admins there right now?

:Gregory: if you decide to appoint additional admin, we can do this directly.

Summary: we do not have our own server for e-mail, mumble, website. We have control of our pads (on German pads). Shall we have our own infrastructure?

pirates without borders server is nearly up and ready would it be an idea to share it?.

mumble to.?

Gregory offered to give someone admin rights to ppi-servers to be able to have full access to everything.

→ Gilles proposes to postpone this whole point until the PPEU is officially set up. Right now nothing of this is urgent, and we have other priorities on the administrative part.

Board decision : Approved

TOP 3 Banking account

*Radek: Shall report on interesting options available

Radek is not here tonight, he cannot report. The mailing-list has been checked but he does not seem to be registered in it.

Martina will send an e-mail to Radek to ask him wether he can be there on next Board meeting (August 5th), or if he can send a written report before that date to the Board.

*Decision of the Board, if we choose an ethical bank like TRIODOS or any other?

We need to move forward on this point. Radek will also be asked about his opinion on this question. The Board will take the decision during next Board meeting.

*Managing of cash in Brussels by Cristian?

As it will depend on the chosen bank account and following decisions, this point is postponed.

Board decision (TOP 3) : Approved

TOP 4 Registering the party

*Decision from the Board meeting before last: We delegate to Radek, Paul and Cristian to organise the founding of an ASBL and initiate at the same time the procedures to upgrade it as an AISBL as soon as we will fullfil the requirements. But if they get new information, they have the discretion to change the decision for the better.

Anders: The only actual option for PPEU is to register an AISBL simply because PPEU is an international organization and aspire to become a EU recognised official political party. These are two different concepts. According to laws and procedures in Belgium, we might need to change statutes in order to register both entities. PPEU as an organizational operational unit is one option. As such, PPEU might open branches in several locations around Europe, with PPEU in Belgium as PPEU HQ. It is also possible, according to the information I have gathered, to use Julia's office as an operational formal body for PPEU.

To me it seems this can be done with the statutes as they are today, but a notary is needed every time statutes are changed after each GA. Changes of board members does not require a notary and is a very simple process. A General Secretary is an absolute requirement for registering as an AISBL. As far as I can see there's nothing stopping the board to appoint one in the current statutes.

Board decision: Gilles will be the Secretary General for the AISBL, who is then allowed to do all the stuff concerning the registering process and other formal stuff that needs to be done with the Belgium authorities on behalf of the Board. i've put all what need to be done on a pad, i just need translation of the statutes and money … http://titanpad.com/aisbl

The Secretary General of an AISBL is the person in charge of administrative stuff, but takes no decision on behalf of the Board or the Council. Therefore the Board of the PPEU does not need to organise a meeting of the Council or something else and only appoints the person who will effectively take in execute the concerned administrative decisions taken by the Board.

Radek, Paul and Cristian report on the progress here:

Did you find a notary? Did you start the registering process as aisbl?

: Gilles is now starting again from scratch, with Anders' help. allis in the pad, why starting from scratch ?? we need translation to a belgian officallanguages of the statutes and money to register and pay notary ! http://titanpad.com/aisbl

@Maxime: How is the translation of the statutes coming?

Maxime : I will send a first draft this week, hopefully before Tuesday.

@Maxime: Is the list of members finished?

Maxime : it is missing PP-FI information (see below).

Here is a pad of maxime : https://piratenpad.de/w1PjaPWNoI

*Information on PP-FI is still missing. Does anyone have contacts here? (Anders, Martina or maybe ask Gregory?)

:ThomasG has no up-to-date information atm. Martina will ask Gregory, if he has any working contacts and Anders will also try to reach anyone there.

HOW-TO AISBL with work from Cristian and Paul here: http://www.titanpad.com/aisbl

TOP 5 Activating the Council / Next Council Meeting

*Martina has written to all member parties and asked for names and email-adresses of their delegates. Until now there have only been answers from the Dutch, French, Swedish and Austrian Pirates (The German information is already known to Martina).

*Jens Stomber will need the names and email-adresses to add all Council members to the Council mailing list to get the Council to work. So we should try to get this information as soon as possible.

*Here is an incomplete and not for sure list of the Council members at the Founding meeting of PPEU:

https://piratenpad.de/p/ppeubrussels (And it doesn't have email-adresses)

*As the Board could also ask for a Council meeting we should also have this information and be able to join the ml of the Council (at least with reading access).

*We also need the list of delegates from the founding meeting to add to the minutes of that meeting.

*Should there be a Council meeting soon?

Martina proposes to plan a Council meeting as soon as we will have a working PPEU structure. October or later would be great.

Board decision : Approved

TOP 6 Registering of PPEU Logo as European Trademark

*Decision by the Board: The Board should prepare a basis for the decision of the Council as the Board giving all known arguments in favour or against such a decision and what is the background to all of this. And then the Council shall decide on the issue at its next Council meeting.

Martina and Anders work together on preparing the basis for the decision taking into account legal and economic issues connected with registering a trademark.

*As there still is no Council meeting in sight, nothing has been done to implement this decision yet…

This subject is postponed until we have a working Council.

TOP 7 Communication Strategy

A meeting was called by Cristian and held on Mumble on 16th April, with one more planned for 24th April.

Cristian will write to all PPs members of PPEU asking them to provide a person that guided by Anders (PPEU board member) will provide the answers that will help in having a strategy.

Cristian: I have now access and manager rights on both PPEU pages on FB.

Next steps:

  • sending the above mentioned email to all members
  • finishing the work on the website

*What was decided and talked about on the last meeting? Anything new? A concept?

*Board decision: We ask Cristian to tell us about the state of things with the admin rights of the website and the website itself. Antonios is taking charge and can help him on technical side if needed.

*What kind of postings should be officially done via our social media accounts? Do we need some quality control or review process? There have been irritations because of a fb-posting on the Palestine-conflict.

→ As we don't have full control, we can only charge in after the fact and do some quality control after the fact. But this willl hopefully work effectively.

*Europeanpirates.eu needs to be revamped urgently. The contact email adress needs to be changed and we will need the manifesto and not or at least not alone and without a disclaimer explaining it, the CEEP on it. Who is willing to do this or help?

*We should also set up a new wiki linked to Europeanpirates.eu and move some of the content from the ppeu.net-wiki there. Could we use a media wiki then please (asks Martina) because it is prettier and easier to use. But then we would need a syntax-translator for the move from the old wiki to the new of the content there, because the ppeu.net-wiki is a doku wiki.

Proposal : this subject is postponed until the next Board meeting, after Julia's office is set up and people working around there are available to give a hand for PPEU communication.

* there is a sub-reddit for the European Pirates: http://www.reddit.com/r/EuropeanPirates/ (made by Flow, who contacted Cristian Bulumac via Twitter, no reaction so far from him)

TOP 8 Procedural Rules for the Board

*Draft: https://eu.piratenpad.de/ppeu-board-rules-of-procedure

Martina, Anders and Maxime have worked hard on it and hope that it finds the approval of all Board members now.

Any proposals for a change?

* Adding consensus

Proposal : add the following paragraph at the end of chapter § 6 Meeting minutes :

The votes of each Board member for every decision are written in the minutes. However, when no Board members present disagrees on a decision, the minutes simply give the Board decision.

Shorter alternative :

The votes of each Board member for every decision are written in the minutes, unless no Board members present disagree on the decision.

Other alternative :

The decisions of the Board are taken by unanimity/consensus, unless Board members disagrees. In the following case, the detail of the Board member votes is written in the minutes.

Martina and Maxime also suggest to study again the quotas needed to take Board decisions, before adopting it. It was written believing almost all Board members would attend Board meetings, but it has not been the case lately.

The Board must choose between two options : having a low quota required, with the risks of decisions taken by a low number of Board members, or having a high quota required, with the risks of being impossible to take decisions, if too many Board members do not attend the meetings.

Martina suggests that Anders, Maxime and her will discuss the new proposals once more among themselves and will offer the finished version of the RoP at the next Board meeting.

* Postponed for a few changes. Maxime takes charge and will invite others to work on the new changes. Martina will definitely help.

TOP 9 Other Stuff

* The address previsouly given for sending agenda additions did not work

: pp-eu.board@lists.pp-international.net is the correct address

:see http://lists.pp-international.net/listinfo/pp-eu.board

Just in case a forward has been set up for pp-eu.board@pp-international.net

* Freedom not Fear 2014 - is PPEU joining?

http://www.freedomnotfear.org/

Email:

Is European Pirate Party interested in participating and also

coordinating the participation of all member parties in the Freedom

not Fear event? Last year we managed to get 6 pirate parties on board

- can we get more this year?

I can volunteer to work on promoting this event in all pirate

communication channels - but a formal support from PPEU would help

immensely in that.

Cheers,

Zbigniew ?ukasiak

Vice President of the Polish Pirate Party

https://www.freedomnotfear.org/ Action week in September, 26.-29th, 2014

Proposal : Tony will contact Zbigniew and see how PPEU could help there. If decisions have to be done, it will be prepared and submitted to the vote at the Board meeting (August 5th).

TOP 10 Next Board Meeting

*Martina proposes to use fixed dates and meet twice a month, as we couldn't find a day of the week when everyone has time to attend a Board meeting. She proposes to reserve the 5th and the 20th of every month for PPEU Board meetings.

Approved

The Board will convene again on the 05/08/2014 at 21.00 CEST on the German NRW Mumble server in room PPEU.

Martina closes the meeting at 22:38 CEST on the 20/07/2014.