Crew Brussels/Meeting/14 03 2012

When: Wednesday, March 14th, 2012

Present: Jurgen, Line, Pieter, Jonas, Marouane, Monika, Paul, Thomas, Nofel, Xavier, mab, Xavier S.

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