2nd Meeting of the 11th PPEU Board - 29MAR2026 18:30CE(S)T / 17:30 UTC
Meeting is remote
Rules of Procedure: documents:rop2023 [European Pirates Wiki]
Invitations
Members of the Board
C: Florian Roussel
VC: Paul Diegel
VC: Marietta Le
TR: Alessandro Ciofini
BM: Matěj Bělohoubek
BM: Giuseppe Calandra
BM: Petr Kadlec
BM: Nathalie Ylitalo
Standing invitations
Mattias Bjärnemalm, Secretary General
Participants
C: Florian Roussel
VC: Paul Diegel
VC: Marietta Le
TR: Alessandro Ciofini
BM: Matěj Bělohoubek
BM: Giuseppe Calandra
BM: Nathalie Ylitalo
Mattias Bjärnemalm, Secretary General
Excused:
Not excused:
BM: Petr Kadlec
Agenda
0. Opening and 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: Etherpad
0.5 Notice of any decisions taken in between meetings
0.6 Written reports
1. Decisions without discussions
1.1 Time and place for next board meeting
2. Decisions with discussions
2.1 Appointment of the Secretary General
2.2 Update of the Secretary General Regulations
3. Discussions without decisions
3.1 The possibility of growing the Pirate delegation inside the European Parliament before the mid-mandate resource recalculation
3.2 Preliminary Agenda of the Mandate
3.3. Redefinition of role of Member Organizations in PPEU (Matěj)
3.4 Checkout
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. Opening and formalities
Meeting is open at 18:37 CEST / 16:30 UTC
0.1 Election of meeting chair
The meeting elected Florian as meeting chair.
0.2 Election of meeting Secretary
The meeting elected Alessandro as meeting secretary and agreed that we would work collectively on the minutes in the outline pad. Due to technical issues, Florian took over the minutes taking.
0.3. Approval of the agenda:
Yes: Natalie, Paul, Florian, cal, Marietta, Matěj, Alessandro
No:
Abstain:
0.4. Approval of the minutes of the last meetings
Yes: Alessandro, Natalie, Paul, Matěj, cal, Florian, Marietta
No:
Abstain:
0.5 Notice of any decisions taken in between meetings
N/A
0.6 Written reports
Any written reports or other updates that have been submitted before the start of the meeting shall be added here. Verbal reports given during the meeting go under 4.0 (AOB).
0.6.1 Secretary General
- To accommodate better reporting we have changed the rhythm of reporting from the Secretariat. The new model is for the Team Leaders to create a monthly report for every month directly after the end of the month. These monthly reports are then stored here: Reports to the board. Please let me know if anyone has problems accessing those reports.
- There’s been some shifts in the management team, which has caused delays and absences of some reports. Hopefully that will be over now, and we will start to retroactively create reports for the missing months. This in particular has impacted the Finance, Operations and Outreach team. Current teamleaders can be found here: Secretariat – European Pirates
- Michaela Moricová has agreed to join the Secretariat as Deputy Secretary General. This should ideally give us a better connection with the parliamentary group of the Czech Pirates. She will assume the role at some point mid april. Exact date still to be determined.
- I’ve created a dedicated task force with everyone involved in setting up the bank account, and reached out to Post.lu to open an account with them.
0.6.2 Chairperson
- Main focus has been the registration with the help of Alexander and Lina:
- RCS
- RBE
- Council Meeting Minutes (pending approval)
- Statutes Update (pending approval)
- Annual Account 2025 (to be done)
- Else, it has mainly been the handling of questions from the community (Mastodon…) and members (German Pirates) or prospective members (Danube Federation)
- Collaboration with the Secretary General on the ongoing actions of the Secretariat (e.g. Bank Account)
1. Decisions without discussions
1.1 Time and place for next board meeting
26th of April 2026, 18:30 CEST, as per previous Board decision.
2. Decisions with discussions
2.1 Appointment of the Secretary General
Proposal : The Board reappoints Mab as Secretary General, retroactively if needed.
Yes: Natalie, Paul, Matěj, Florian, cal, Marietta, Alessandro
No:
Abstain:
2.2 Update of the Secretary General Regulations
As stated in the role description, the Secretary General mandates end on the first Board Meeting, each term.
The Secretary general is an official of the organisation, appointed by the board, with an annual mandate, that lapses at the end of the first regular board meeting of a newly elected board. The board may dismiss the Secretary General before the end of the mandate at their discretion.
Proposal:
The Secretary general is an official of the organisation, appointed by the board.
with an annual mandate, that lapses at the end of the first regular board meeting of a newly elected board.A newly elected Board must take a decision within its three first meetings, to extend or revoke the current Secretary General’s mandate. If not, the mandate is automatically considered to be revoked. The Board may dismiss the Secretary General before the end of the mandate at their discretion.
Yes: Natalie, Paul, Matěj, Alessandro, Florian, Marietta, cal,
No:
Abstain:
3. Discussions without decisions
3.1 The possibility of growing the Pirate delegation inside the European Parliament before the mid-mandate resource recalculation
Reminder: there is a cooperation agreement with the Greens/EFA Group, allowing the Pirates to welcome MEPs into the Pirate delegation, and outlining the resource sharing, from the group to the Pirates.
Mab advises the discussion needs to be started now, in view of the mid-mandate resource calculation deadline in December. It will be done in collaboration with Marketa. The Common Pirate Strategy might need to be reworked through a Council Meeting to allow for it.
Paul will help, thanks to his position.
3.2 Preliminary Agenda of the Mandate
The document will be shared for input and coordination with the Secretariat.
3.3. Redefinition of role of Member Organizations in PPEU (Matěj)
Matěj presents his idea. He considers the communication with Member Organisation with PPEU to be centred around the Council Meetings. He would like to have more regular meetings with Member Organisations, through persons mandated by their party to represent them at these meetings. The meetings would be part of the inside work of the association. Maybe some items which are currently discussed in Council Meetings (General Assemblies) could be offloaded to these “new” regular meetings.
Mab asks if there is a difference between this and more frequent Council Meetings. What would they discuss and decide on?
Matěj answers the main idea is to move from an organisation where the Council meets twice a year to where it follows more closely the executive work, for approval if needed.
Paul thinks it focuses too much on process and asks what is the goal.
Matěj answers it is to get the Member Organisation to be closer to the work.
Paul suggests Matěj should present how the Czech Pirates function to better understand this initiative.
Florian highlights there is a point of the work plan about closer cooperation with Member Organisations and delegates.
Mab states one of the avenue for cooperation would be to obtain feedback on Commission policy consultations.
Matej argues the delegates for the moment are appointed for a Council Meeting, and the proximity with them outside the meetings is not existent.
3.4 Check-out
How has everyone been settling into being in the Board, and their tasks ?
Do not hesitate to reach out for direction and help.
Chair and Vice-Chairs will aim to provide more support proactively.
4. AOB
Meeting closed at: 19:32 CE(S)T / 17:32 UTC
Next meeting: 26APR2026, 18:30 CE(S)T / 16:30 UTC