Chapter/Belgium/Meetings/2011-12-20

=OKFN Belgium December 20th, 2011=

Present

 * Hans Constandt (Ontoforce)
 * Tom Vankemmel (Ontoforce)
 * Stephane Roelandt (Ontoforce)
 * Erik Mannens (MMLab)
 * Pieter Colpaert
 * Lieven Janssen (Xplore+)
 * Andrew Vande Moere (Professor KUL)
 * Wouter Vanden Hove (WVH Consulting)
 * Katleen Janssen (collaborator KUL)
 * Bart Van Loon (ZeroPoint IT)

Wanted to be there but couldn't make it: We hope to see you again at the next meeting!
 * Martin De Wulf
 * Bart Rosseau
 * Miel Vander Sande
 * Jan Vansteenlandt
 * Peter Dedecker
 * Saskia Scheltjens
 * Andries De Reyghere

Next meeting
(thanks to Bart Van Loon)
 * When: Thursday February 9th, 2012, 16h30-18h30
 * Where: FlandersDC in Leuven can be found at the Diestsevest 76 (next to the station)
 * Program: The board will be officially approved, the papers will be signed by all founding members, we'll discuss our goals & events for 2012 and we'll have a drink together (sandwiches are to be discussed).

All founding members need to bring a copy (both sides) of their ID card for the next meeting

To prepare the meeting, 2 weeks before the meeting a draft of the legal document will be shared with all the founders. (Thanks Katleen Janssen)

Want to be a founder and/or board member yourself? Shout on the mailing list!

Minutes!
Preparation of the legal document to start the OKFN BE chapter

Name?
Open Knowledge Foundation Belgium

Vision?
Copy the vision from the okfn website: http://okfn.org/about/vision/

Number of members?
At least 3, if not the association will be dissolved

Address?
Multimedia Lab in Ghent: Gaston Crommenlaan 8

Membership fee?
There needs to be a maximum fee, but the board can decide how much it will be for the upcoming year

The maximum fee is set to 500 euro nevertheless. We can alter this later on if needed.

Members
We need to make a distinction between active members (with voting rights) and non-active members (no voting rights).

Membership fee for active members: TBD Membership fee for non-active members: TBD

Membership conditions?

 * e.g. The directors need to be active members first.
 * e.g. Organisations: opening up 2 datasources from his/her company or organisation.

But... We need to have a group of people we can trust.

So we decided on: There needs to be an approval of the board before a new member can enter the organisation.

Who can become a member?
We do not exclude a group of people. Every member however needs to be accepted by a majority of the board.

Participation of members on the okfn be online platform ?
Members need to know they can participate in the decision making of okfn be => We can do it with polls, but it should only count as advice

General meeting?
To be hold at least once a year and decisions like the exclusion of members are done during this meeting. Other decisions are taken by the board.

Voting?
Keep the standards, so voting is valid with a normal majority

But there needs to be a minimum of attendees: at least 10% of all members and at least 3 peopleThere needs to be a clear convocation, in different steps (website, email, etc.) to be sure there will be enough people present

Number of board members
At least 3 and maximum 7

Activities
operational activities like accountancy, administration, budgeting, PR, legal, etc.

Roles

 * president
 * vice-president
 * secretary
 * treasurer

How to appoint a board member
By nomination and election

Term
mandate of 3 years and is renewable, but it is also possible to give his/her resignation

Who wants to be a board member?

 * Pieter (president)
 * Hans (vice president)
 * Lieven (apps for x, coo)
 * Wouter (lead of certain task forces, treasurer)
 * Kathleen (PR)
 * Bart Van Loon(?)
 * You? Drop us a line at the mailinglist!

What happens when the association is dissolved
All assets are given to okfn (uk)

Responsibility of founding members?
Katleen: founding members are not responsible for the rest of their live => Katleen will do some research to be sure

Language ?
English needs to be the language used for all communication

Participation of Walloon members?
We need to look for them => Everybody needs to check his own network and attract Walloon members

Finance ?

 * Can we use sponsorship ?
 * Membership fees
 * Grants

Open data year (Lieven Janssen)
What ? Will be a website, using The DataTank as a tool to open as much as datasets possible. Domain 'opendatayear.org' has been registered

Lieven will propose this to okfn (uk)