OSGeo-BE-general-assembly-20252112

Location: Le Cercle des Voyageurs - Rue des Grands Carmes 18, 1000 Bruxelles Date: Nov 21, 2025 18:30 - Started at 19:00 ; Ended at 22:10 Agenda Opening Call to charter/voting members Activity report 2025 Financial report 2025 Discharge of the board Debriefing FOSS4G BE 2025 Events planning for 2026 Provisional budget for 2026 Approval of status updates Call for board members Miscellaneous Participants: Board members: Gaël (Chairman) Roel (Treasurer) Céline Marc Michel Jordan Charter/Voting members: Maëlle Jonathan Non-voting members: Killian Olmo Xavier Charlotte Nicholus Meeting secretary: Jonathan Meeting started at 19:00

1. Opening Jonathan proposes himself and is appointed as meeting secretary.

Gaël suggest to move the point "Call to charter/voting members" as first point of the meeting to include the new members that are present (see below).

There is no proxy for the votes.

Quorum is reached: Maëlle and Jonathan are present.

2. Call to charter/voting members The following people are proposing themselves as charter/voting members:

Charlotte Killian Olmo Xavier Those 4 new members are endorsed by at least 2 charter/voting/board members and are approved as new charter/voting members.

3. Activity report 2025 Gaël makes a small summary of the events/meetings/… that have happened since 2022.

Gaël emphasize on how much work it is to organise events such as FOSS4G and would like that that load would be spreaded amongst the members so it's not always the same "core people" that do all the work.

Gaël also emphasizes over needing more communication around OSGeoBE in our respective networks to try to bring more members inside OSGeoBE ; without any (new) members, the organization will not survive.

4. Financial report 2025 Roel presents the financial final report for 2024 and temporary report for 2025.

Maëlle asks for some changes: adapt the title to clarify the report.

Roel will make the requested changes and publish the financial report.

Financial report for 2024 is approved unanimously (after changes).

5. Discharge of the board Board is discharged (unanimous vote).

6. Debriefing FOSS4G BE 2025 A separate meeting to debrief FOSS4G BE 2025 will be organized on Dec 3, 2025 18:30.

Marc will communicate about the debriefing meeting via the mailing-list.

Few comments and remarks already made:

(Mostly) negative:

Ticket price too high Not enough food/drinks More involvement needed Start preparation earlier Make clear/defined tasks Difficult for newcomers to know what to do to help Split the work Need to send a feedback form after the event Debriefing needed More communication on social media needed Location too expensive (Mostly) positive:

Happy with the talks and the event Clear task was assigned Nice location Important event ; we must keep organizing it 7. Events planning for 2026 New Year celebration: Jan 2026 ; Gaël will organize it FOSSDEM 2026 GeoSpatial Dev Room: Jan 31, 2026 or Feb 1, 2026 ; not organized by OSGeoBE but Michel and Jordan will support it if needed PGDay Belgium 2026 (in collaboration with PostgreSQL): Spring 2026 ; Maëlle and Gaël will help organizing it FOSS4G BE: Sep 2026 ; Jonathan will take care of the OSMBE track We will organise an OSGeo BE members meeting per quarter in Brussels on the last (or first) Wednesday of the month ; Gaël will organize it

8. Provisional budget for 2026 There is no real need to search for extra income ; FOSS4G BE is enough to cover our yearly costs.

Roel will publish the provisional budget.

Provisional budget for 2026 is approved unanimously.

9. Approval of status updates Gaël presents the status updates. Those status updates were already presented and discussed during the General Assembly of 2024 but never finalized.

Maëlle requests some changes to clarify the statuses:

Art. 6: Add that the members have some responsibilities to stay a member (take part to the meetins, vote for the board, …) Art. 8 and 8 bis: Remove any mention for a physical person to be a sponsor member Gaël will make the requested changes and publish the changes to the monitor (including the list of updated board members).

Status updates are approved unanimously (after changes).

10. Call for board members Board members should take some defined responsibilities.

Secretary: no candidate Web/Archives: Marc and Gaël ; Jonathan will help (even though he's not a board member) Sponsors/Partnership: no candidate Events: no candidate 11. Miscellaneous Marc suggest we move away from Google Drive (proposal supported by several members). He's suggesting to move to https://nubo.coop/. Olmo suggest to improve our internal communication by setting up something similar to Slack. We already have a channel on Element/Matrix, a few people suggest to use Element/Matrix. Jonathan will setup a Element/Matrix Space for OSGeoBE that will regroup our different channels (public channel, FOSS4GBE organisation, members, …). The quarterly members meeting should also help improve our internal communication.