Edit Meeting event: Crew Brussels/Meeting/14 03 2012

== 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 * 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 * 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 ** IT Squad *** Jonas *** 15 min presentation *** itworkgroup@pirateparty.be *** Thomas wants to take on the coordination tasks. ** Social media squad *** Xavier S. will present this *** 15 minutes presentation *** twitter, facebook, papers, blogs, etc ** Welcome squad *** Paul and Monika will present *** takes in new people *** 15 minutes presentation === 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 [[Category:Meeting]]

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