Crew Brussels/Meeting/14 03 2012
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| Workgroup | Crew Brussels | ||
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| Date | Wed 14 March 2012 | ||
| Time | ? | ||
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| City | |||
| Attendees | Jurgen, Line, Pieter, Jonas, Marouane, Monika, Paul, Thomas, Nofel, Xavier, mab, Xavier S. | ||
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Organisational discussion
- The main topic for the meeting is the organisation of General Assembly of PPBe
- Prior to the agenda discission, a discussion on language during meeting
- try english
- otherwise fall back on native
Preparation of General Assembly
Location
- Proposals:
1) Paul and Marouan's proposal 2) demarkten.be 3) coworking place
- We have chosen demarkten.be for Sunday 25th of March
- To confirm the location availability, Line will go in the morning (i.e. Thursday 8th March) :
- Preferred date: 25th of March, or 1st of April, backup date
- get invoice on Black Pearl
- Monika will provide info on info required to put invoice on Black Pearl
- check if they have wifi
- We need at least 1 flipchart
- Check about tables
- Line will ask and get confirmation on paper
- We need to know when we can access the location, earliest and latest hour
Time schedule
- Suggestion of doors opening at 09:00 am
- start of GA at 10:00 am
- start with financial stuff which is not to interest to everyone
- Food question
- what do we do
- markten can provide
Agenda for General Assembly
- mab: what we have right now: three hour meeting
- we need to send agenda 2 weeks in advance (preliminary)
- Annotations des présences et validité de l'assemblée
- Compte rendu des activités du parti pour 2011
- Compte rendu des comptes / finances du parti pour 2011
- financial activities report
- presentation + QA
- reports done by Monika and Jurgen
- no time really to send this out in advance, if it turns out it's possible, would be nice to send it out
- one number that Thomas wants on the table: what is the total income of the year.
- QA for the party;
- Jurgen will do answering or relay question
- add info@pirateparty.be for people to send in questions ahead of time
- Note: Démission des responsables actuels
- Elections de nouveaux responsables:
- elections at the end of the day
- 3 co-presidents
- list of candidates:
- most candidates will be available beforehand on wiki
- spur of the moment candidates are also allowed
- should create a wiki page for candidates
- each candidate have to present on ga, 5 min max. Half hour or more Q and A, let everyone ask questions to any or all candidates
- acceptance ritual
- the mail that calls people to the assembly NEEDS TO CONTAIN request for candidacy
- list of candidates:
- Two possibilities: five or seven board members. Vote on the approach during the meeting
- five member system
- 3 co-presidents
- treasurer
- secretary general
- seven members system
- 3 co-presidents
- treasurer
- secretary general
- 2 extra people
- idea of replacements for each post
- note that the treasurer becomes head of npo
- make intro for this point
- five member system
- Operation mode
- Explain the current structure, i.e. three pirates rule
- Jurgen will explain
- Squads, Crew, CoreTeam
- F***** manual
- Paul and Marouane worked on a document: statutes
- Liquid feedback system presentation. Used for political discussions
- Jonas will do presentation
- Sandb backup/help presentation
- Vote the statutes
- minimum: containing the clause on liquid feedback and board/presidents
- full: The F**** manual
- in any case, from there on, it's on liquid feedback
- ask anyone to bring in motions, proposals on the manual; to say how long they need; on the mail
- The F**** needs to be mailed
- Discussion community elections 2012
- Intro by Marouan
- do we talk about this on the meeting
- someone presents all we know right now about elections community
- general info’s
- Thomas will do this for Flanders
- Squads
- Web Squad
- Mike & Line will do this
- 15 min presentation
- Web Squad
- IT Squad
- Jonas
- 15 min presentation
- itworkgroup@pirateparty.be
- Thomas wants to take on the coordination tasks.
- IT Squad
- Social media squad
- Xavier S. will present this
- 15 minutes presentation
- twitter, facebook, papers, blogs, etc
- Social media squad
- Welcome squad
- Paul and Monika will present
- takes in new people
- 15 minutes presentation
- Welcome squad
To Do
- Final docs need to be put online
- Translated into Dutch, English
- Friday finalized 9th F***** manual by Marouan, when ready, put it on wiki
- David translates into Dutch (Monika will follow up)
- Pieter will translate into English
- Monika will coordinate the preparations for to GA
- Job descriptions
- first draft on wiki, asap, by Monika
- they need to be completed, everyone help out!
- especially the co-president one
- Application for candidate president
- Monika has samples from 2010
- agreed on the form
- Online docs availability
- Put up GA page on wiki
- Candidates can make subpages
- Marouan will put the F** manual in FR on wiki
- Note: Wiki and language
- Wiki language English, if you want, translate to French and Dutch, if you want
- Letter GA
- Line will translate to NL for Monika
- Pieter is backup translator
- send to all mailing lists
- we need to ask for confirmation that they will come, will scare them into confirming by saying it's needed.
Practical aspects of GA
- Language: ask at the beginning of the meeting, suggest to held GA in English only
- Who votes for the regional presidents: everyone votes for all presidents (not the flemish for the flemish)
- Voting system: STV - Schultz method - on paper
- everyone can vote first, second, third, ... (to rank)
- practically: printing ballots, distribute ballots
- Thomas is doing the lightning fast generation of a document and then print it for everyone
- Jurgen will provide Thomas with a template
- Election commission required: randomly selected 2 people at least
- GA invitation send out for people who are paying members; captains provide lists of the members of the crew by Tuesday evening next week. 13th. captains communicate with majong@pirateparty.be
- Streaming, video recording
- Streaming requires good internet connection, 300kbps, most probably not
- Rapporteur: Pieter, Paul backup
- Leading assembly: Jurgen & Monika
- Line will greet the pirates
- IT Part; Pieter will ask Mike, Pieter backup
- Printing before the GA (manual, candidatures): Jeremy via Paul
- Badges for people: Pin machine by Thomas, we can prepare those beforehand, thomas will disperse the templates for anyone to design
- sticker badges we have
- Merchandising: Pieter will bring what gent has
- Food, drinks: drinks by the markten, at the end; "verre de l'amitie" Line needs to check how we can make this happen
Note: IF ANYONE WHO COMITTED SOMTHING, CAN'T MAKE IT, CONTACT JURGEN OR MONIKA IMMEDIATELY (WE ARE ON A THIGHT SHEDULE). IF YOU DID NOT DO IT IMMEDIATELY, DO IT NOW.
List of responsible people/tasks
- To do's before assembly
- Monika: Monika will provide info on info required to put invoice on Black Pearl to Line
- Monika: First drafts Job Description on wiki, asap, by Monika
- Line: Line will go in the morning to demarkten, rent room and get confirmation on paper
- Line: Line will translate Invitation letter dutch
- Line: Line will check regarding "verre de l'amitié"
- Jurgen: Jurgen will provide Thomas with a Voting form template
- Jeremy: Printing before the GA (manual, candidatures): Jeremy via Paul
- David: David translates statutes into Dutch
- Pieter: Pieter will translate statutes into English
- Thomas: will disperse the pin templates for anyone to design
- To do’s on assembly day
- Monika & Jurgen: Jurgen and Monika: short financial presentation
- Monika & Jurgen: Leading assembly: Jurgen & Monika
- Jurgen: Jurgen Q&A on the party; answer or relay questions
- Jurgen: operation mode: Jurgen will explain the three pirates rule
- Monika: welcome squad presentation
- Jonas: Jonas does presentation on Liquid Feedback
- Jonas: on IT
- Marouan & Thomas: Marouan (Intro) and Thomas: presentation on community elections 2012 & 2014 in Flanders
- Mike & Line: presentation Web Squad
- Line: Line will greet the pirates at the GA
- Mike: IT Part; Pieter will ask Mike, Pieter backup
- Xavier S.: Social media squad presentation
- Marouan: will create wiki General Assembly page
- Thomas: is going to take care of the printing of the voting forms
- Pieter: Rapporteur, Paul backup
- Pieter: will bring merchandising of Gent