---

tags: Annual Meeting

---

# Annual meeting 2023

:::danger
**General info**
- **Video connection details:**
- Zoom invite link: https://aalto.zoom.us/j/62247607160?pwd=dU1KdFFmOWZrNkk4U1c1RHpzYnU2Zz09
- Zoom ID: 622 4760 7160
- password: nrsebw
- **Contact:**
- **Date and time**: Thursday 19th October 2023 at 14 CEST (15 EEST, 12 UTC)
- **This page:** https://hackmd.io/@nordic-rse/annual_meeting_2023
- **If you cannot edit this document**: Add your HackMD username below and we will add you
:::

## Participants

- Jarno Rantaharju, Luca Ferranti, Annajiat Alim Rasel, Sunniva Indrehus, Aurélie Vancraeyenest, Stephan Smuts, Shashank S. Harivayasi, Richard Darst, Patric Holmvall, Rohit Goswami

## Summary schedule

1. opening the meeting
2. choosing a chair, secretary, two auditors of the minutes and when necessary two vote counters
5. determining quorum and legality of the meeting
4. approving the agenda for the meeting
6. the associations financial statements, annual report and the statements of the auditors are presented
7. deciding on approving the financial statements and the discharging of the board and other accountable persons
8. establishing the action plan, the revenue and expenditure estimate and the amount of the membership and membership fees
9. choosing the chair of the board and other board members
10. choosing one or two auditors and deputy auditors (auditor = toiminnantarkastaja or tilintarkastaja depending on the size of the budget)
11. discussing other issues mentioned in the invitation to the meeting

## Opening the meeting
- Opened at 15:04
- Note that prefilled items are suggestions from the board (and may be altered in the meeting)

### Choosing chair
- Chair: Jarno Rantaharju
- Note taker: Luca Ferranti

### Choosing votes counter
- Voting procedure: anyone can make proposals, vote arises only if there is opposition
- Matteo Tomasini
- Stephan Smuts

### Choosing 2 auditors of meeting minutes
- Need volunteers, easy job: Read and sign the meeting minutes after the meeting. Either print, sign and scan, or sign electronically.
- Sunniva Indrehus
- Shashank Harivyasi

## Determining legality and quorum
- Invitation was sent no less than 7 days before the meeting by email. The meeting is in accordance to the statutes and has quorum.
- all good

## Accepting the agenda
- This meeting follows the agenda for the annual meeting presented in the statutes.
- agenda accepted

## The associations financial statements, annual report and the statements of the auditors are presented
- Annual report:
- Management:
- Day to day affairs mainly managed by the biweekly meeting
- Domain registration fee sponsored by IEDL for 2 years
- [Events](https://nordic-rse.org/events/):
- [Seminar series](https://nordic-rse.org/events/seminar-series/)
- talks interesting for RSEs, resuming next month
- Advent of Code event
- getting together weekly and chatting about advent of code challenges
- Unconference
- will be on 25. -- 26. 10, talks and discussions about RSE themes
- Weekly coffee break
- weekly moment to relax and chat
- the best!!! :heart: :heart_eyes_cat:
- Biweekly community meeting
- biweekly meeting open to anyone to propose ideas, activities etc.
- have been discussing on
- Other activities:
- JUFO class 1 recommendation for JOSS
- JUFO is Finnish ranking system of publication forums. JOSS currently not recognized (JUFO 0), lobbying to get it recognized
- still following up, should have updates mid November
- Preparing funding applications for RSE collaboration in Nordics
- No NeIC call this time
- Partially included in the FCCI renewal application
- Participated in creating the [International RSE Survey 2021/2022](https://softwaresaved.github.io/international-survey-2022/)
- [Budget](https://docs.google.com/spreadsheets/d/16XH8uQCTw7ANI4ht7gqYM-98i6HQXrAsnPpTVWcLYms/edit?usp=sharing)
- accepted by auditor

## Deciding on approving the financial statements and the discharging of the board and other accountable persons

- The current members of the board and other accountable persons are discharged from duty. This releases them from accountability.
- Either by unanimous agreement or by majority vote.
- everything is good

## Establishing the action plan, the revenue and expenditure estimate and the amount of the membership and membership fees
- Suggested membership fee: 10-20 eur
- **approved 10e**
- Action plan:
- In person workshop / unconference
- [Seminar series](https://nordic-rse.org/events/seminar-series/)
- Advent of Code event
- Unconference
- Weekly coffee break
- Biweekly community meeting
- Add low effort talks and other events to coffee break or biweekly. These could make increase community participation
- [Budget](https://docs.google.com/spreadsheets/d/16XH8uQCTw7ANI4ht7gqYM-98i6HQXrAsnPpTVWcLYms/edit?usp=sharing)
- suggested to change the accounting year
- don't include membership fees in events budget, especially if people are reimbursed by their insitution
- have some prizes, e.g. for students, for best talk

## Electing the chair and vice chair and members of the board
- Need
- secretary
- chair and vice chair
- 1-5 more members
- possibly alternate members for each full member
- Registering a chair without a Finnish residence requires a permit, which costs 100€. I think this would only need to be paid once.

- Call for volunteersSuggestions / Volunteers:
- Chair: Matteo Tomasini SE
- Vice chair: Jarno Rantaharju FI
- Samantha Wittke FI
- Radovan Bast NO
- Luca Ferranti FI
- Rohit Goswami IS
- Patric Holmvall SE
- Stephan Smuts DK
- result of the vote: confirmed unanimously

## Electing auditors
- choosing one or two auditors and deputy auditors
- Volunteers:
- Sunniva Indrehus
- Shashank Harivyasi

## Discussing other issues mentioned in the invitation to the meeting
- None mentioned.

## Closing the meeting
- closed 15:11 CEST

## Signatures

<pre>

---------------- ----------------
<Sunniva Indrehus> <Shashank Harivyasi>

----------------
<Matteo Tomasini>

</pre>