Difference between revisions of "OSGeo-BE-general-assembly-20252112"
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| − | + | = OSGeoBE General Assembly 2025 = | |
| − | |||
| − | |||
| − | -- | + | == General Information == |
| + | * '''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 | ||
| + | * '''Meeting Secretary:''' Jonathan | ||
| − | + | == Participants == | |
| + | === Board Members === | ||
| + | * Gaël (Chairman) | ||
| + | * Roel (Treasurer) | ||
| + | * Céline | ||
| + | * Marc | ||
| + | * Michel | ||
| + | * Jordan | ||
| − | + | === Charter/Voting Members === | |
| − | + | * Maëlle | |
| − | + | * Jonathan | |
| − | |||
| − | |||
| − | |||
| − | |||
| − | + | === Non-Voting Members === | |
| − | + | * Killian | |
| − | + | * Olmo | |
| + | * Xavier | ||
| + | * Charlotte | ||
| + | * Nicholus | ||
| − | + | == 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 | ||
| − | + | == Minutes == | |
| − | + | === 1. Opening === | |
| + | * Jonathan proposes himself and is appointed as meeting secretary. | ||
| + | * Gaël suggests moving the point ''"Call to charter/voting members"'' as the first point of the meeting to include the new members present. | ||
| + | * 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 summarizes the events/meetings that have happened since 2022. | |
| − | + | * Gaël emphasizes the workload of organizing events such as FOSS4G and suggests spreading this load among members so it's not always the same "core people" doing all the work. | |
| − | + | * Gaël also emphasizes the need for more communication around OSGeoBE in our respective networks to attract more members; without new members, the organization will not survive. | |
| − | |||
| − | |||
| − | + | === 4. Financial report 2025 === | |
| − | + | * Roel presents the financial final report for 2024 and the temporary report for 2025. | |
| − | + | * Maëlle asks for changes: adapt the title to clarify the report. | |
| − | + | * Roel will make the requested changes and publish the financial report. | |
| − | + | * The financial report for 2024 is approved unanimously (after changes). | |
| − | + | === 5. Discharge of the board === | |
| − | + | * The 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, at 18:30'''. | |
| + | * Marc will communicate about the debriefing meeting via the mailing list. | ||
| − | + | '''Feedback:''' | |
| − | + | * '''(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 tasks were 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 if needed. | |
| − | + | * '''PGDay Belgium 2026 (in collaboration with PostgreSQL):''' Spring 2026; Maëlle and Gaël will help organize it. | |
| − | + | * '''FOSS4G BE:''' Sep 2026; Jonathan will take care of the OSMBE track. | |
| − | + | * We will organize 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. | ||
| + | * The provisional budget for 2026 is approved unanimously. | ||
| − | + | === 9. Approval of status updates === | |
| − | + | * Gaël presents the status updates, which were already presented and discussed during the General Assembly of 2024 but never finalized. | |
| − | + | * Maëlle requests changes to clarify the statuses: | |
| − | + | ** ''Art. 6:''' Add that members have responsibilities to stay a member (take part in meetings, vote for the board, etc.). | |
| − | + | ** ''Art. 8 and 8 bis:''' Remove any mention of a physical person as a sponsor member. | |
| + | * Gaël will make the requested changes and publish the updates 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 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 suggests moving away from Google Drive (proposal supported by several members) and proposes moving to [https://nubo.coop/ nubo.coop]. | |
| − | + | * Olmo suggests improving internal communication by setting up something similar to Slack. | |
| − | + | * We already have a channel on Element/Matrix; a few people suggest using Element/Matrix. | |
| − | + | * Jonathan will set up an '''Element/Matrix Space for OSGeoBE''' to regroup our different channels (public channel, FOSS4GBE organization, members, etc.). | |
| − | + | * The quarterly members meeting should also help improve internal communication. | |
| − | |||
Revision as of 08:16, 3 December 2025
OSGeoBE General Assembly 2025
General Information
- 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
- Meeting Secretary: Jonathan
Participants
Board Members
- Gaël (Chairman)
- Roel (Treasurer)
- Céline
- Marc
- Michel
- Jordan
Charter/Voting Members
- Maëlle
- Jonathan
Non-Voting Members
- Killian
- Olmo
- Xavier
- Charlotte
- Nicholus
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
Minutes
1. Opening
- Jonathan proposes himself and is appointed as meeting secretary.
- Gaël suggests moving the point "Call to charter/voting members" as the first point of the meeting to include the new members present.
- 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 summarizes the events/meetings that have happened since 2022.
- Gaël emphasizes the workload of organizing events such as FOSS4G and suggests spreading this load among members so it's not always the same "core people" doing all the work.
- Gaël also emphasizes the need for more communication around OSGeoBE in our respective networks to attract more members; without new members, the organization will not survive.
4. Financial report 2025
- Roel presents the financial final report for 2024 and the temporary report for 2025.
- Maëlle asks for changes: adapt the title to clarify the report.
- Roel will make the requested changes and publish the financial report.
- The financial report for 2024 is approved unanimously (after changes).
5. Discharge of the board
- The 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, at 18:30.
- Marc will communicate about the debriefing meeting via the mailing list.
Feedback:
- (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 tasks were 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 if needed.
- PGDay Belgium 2026 (in collaboration with PostgreSQL): Spring 2026; Maëlle and Gaël will help organize it.
- FOSS4G BE: Sep 2026; Jonathan will take care of the OSMBE track.
- We will organize 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.
- The provisional budget for 2026 is approved unanimously.
9. Approval of status updates
- Gaël presents the status updates, which were already presented and discussed during the General Assembly of 2024 but never finalized.
- Maëlle requests changes to clarify the statuses:
- Art. 6:' Add that members have responsibilities to stay a member (take part in meetings, vote for the board, etc.).
- Art. 8 and 8 bis:' Remove any mention of a physical person as a sponsor member.
- Gaël will make the requested changes and publish the updates 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 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 suggests moving away from Google Drive (proposal supported by several members) and proposes moving to nubo.coop.
- Olmo suggests improving internal communication by setting up something similar to Slack.
- We already have a channel on Element/Matrix; a few people suggest using Element/Matrix.
- Jonathan will set up an Element/Matrix Space for OSGeoBE to regroup our different channels (public channel, FOSS4GBE organization, members, etc.).
- The quarterly members meeting should also help improve internal communication.