---

tags: Annual Meeting

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# Annual meeting 2025

:::danger
**General info**
- **Video connection details:**
- Zoom invite link: https://aalto.zoom.us/j/62426845282
- Zoom ID: 624 2684 5282
- **Contact:** [e-mail]
- **Date and time**: Friday 17th January 2025 at 13 CET (14 EET, 12 UTC)
- **This page:** https://hackmd.io/@nordic-rse/annual_meeting_2025
- **If you cannot edit this document**: Add your HackMD username below and we will add you
:::

## Participants

- Jarno Rantaharju
- Radovan Bast
- Ruslan Zhuravchak
- Shashank S. Harivyasi
- Thomas Pfau
- Matteo Tomasini
- Samantha Wittke
- Richard Darst
- Rainer Bohm
- Luca Ferranti

## Summary schedule

1. opening the meeting
2. choosing a chair, secretary, two auditors of the minutes and when necessary two vote counters
3. determining quorum and legality of the meeting
4. approving the agenda for the meeting
5. the associations financial statements, annual report and the statements of the auditors are presented
6. deciding on approving the financial statements and the discharging of the board and other accountable persons
7. establishing the action plan, the revenue and expenditure estimate and the amount of the membership and membership fees
8. choosing the chair of the board and other board members
9. choosing one or two auditors and deputy auditors (auditor = toiminnantarkastaja or tilintarkastaja depending on the size of the budget)
10. discussing other issues mentioned in the invitation to the meeting
- No other topics
11. Closing the meeting

## Opening the meeting
- Opened at 13:05 CET
- Note that prefilled items are suggestions from the board (and may be altered in the meeting)

### Choosing chair
- Chair: Jarno Rantaharju
- Note taker: Matteo Tomasini

### Choosing votes counter
- Voting procedure: anyone can make proposals, vote arises only if there are multiple suggestions after discussion
- Thomas Pfau
- Radovan Bast

### 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.
- Thomas Pfau
- Radovan Bast

## Determining legality and quorum
- Invitation was sent 7 days before the meeting by email. The meeting is in accordance to the statutes and has quorum.
- Verified that the e-mail was sent in time (before Christmas)
- Quorum accepted

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

## The associations financial statements, annual report and the statements of the auditors are presented
- Annual report:
- Management:
- Short time since previous meeting
- Day to day affairs mainly managed by the biweekly meeting
- [Events](https://nordic-rse.org/events/):
- Advent of Code event Dec 19 (half-day)
- Weekly coffee break
- Biweekly community meeting
- Meetings to organize conference Gothenburg 20-21 May 2025
- 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
- [Budget](https://docs.google.com/spreadsheets/d/16XH8uQCTw7ANI4ht7gqYM-98i6HQXrAsnPpTVWcLYms/edit?usp=sharing)
- Auditors statement (Thomas Pfau)
- Thomas pointed out internal inconsistencies in the membership fees. Some members have paid more also for past years. This "overpayment" has to be budgeted in the year in which the payment was received, even if it was meant for past years.
- However, the accounts look correct in the end, the problem stems from how memberships that were paid in different periods.
- Wise is taxable in Belgium, but Nordic RSE is registered in Finland. Do we need to declare something for tax purposes.
- According to Jarno, the amount is too small, Finland does not care. We need to check where the limit of this is (that is, how much interest we can declare without needing to declare by country)

## 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
- Unanimously agreed to discharge the board.

## Establishing the action plan, the revenue and expenditure estimate and the amount of the membership and membership fees
- Membership fee: 10 eur
- No need to renew after the short accounting period in 2024
- Action plan:
- Conference in Gothenburg on 20-21 May 2025
- [Seminar series](https://nordic-rse.org/events/seminar-series/)
- Advent of Code event
- Weekly coffee break
- Biweekly community meeting
- [Budget](https://docs.google.com/spreadsheets/d/16XH8uQCTw7ANI4ht7gqYM-98i6HQXrAsnPpTVWcLYms/edit?usp=sharing)

## Electing the chair and vice chair and members of the board
- Need
- secretary (someone with a Finnish address)
- chair and vice chair
- 1-5 more members
- possibly alternate members for each full member

- Call for volunteers
- Suggestions / Volunteers:
- Chair: Matteo Tomasini SE
- Vice chair: Jarno Rantaharju FI
- Samantha Wittke FI
- Radovan Bast NO;
- Luca Ferranti FI;
- Ruslan Zhuravchak NO
- Rainer Bohm DK;
- result of the vote: no one disagrees with this composition

## Electing auditors
- choosing one or two auditors and deputy auditors
- Volunteers:
- Thomas Pfau
- (deputy) Shashank S. Harivyasi

## Discussing other issues mentioned in the invitation to the meeting

## Closing the meeting
- closed 14:57 EET
-

## Signatures

<pre>

---------------- ----------------
Thomas Pfau Radovan Bast

----------------
Matteo Tomasini

</pre>

# Invitation Email

Dear Nordic RSE members and followers,

We would like to invite you to the Nordic RSE associations annual meeting in 1 month, on January 17th at 13 CEST (14 EEST). The meeting will take place over Zoom meeting 624 2684 5282 (link: https://aalto.zoom.us/j/62426845282). The meeting should take less than one hour.

In our previous meeting we decided to move our annual meeting time to the start of each year and our accounting period to match the calendar year. This is mainly to make sure that each accounting period covers only Nordic RSE live conference.

Therefore we will hold an annual meeting in January. Since the previous meeting was just a couple of months ago, we expect this meeting to be relatively fast. We have no suggested topics of discussion other than the mandatory topics mentioned in the statutes.

If you cannot make it to the meeting, but would like to make a suggestion or vote, you can do so by emailing [e-mail] before the meeting. Note that only Nordic RSE members can vote.

Schedule for the meeting:
1. Opening the meeting
2. Choosing a chair and 2 auditors of meeting minutes
3. Determining legality and quorum
4. Accepting the agenda of the meeting
5. Associations annual report and statements of the auditors
6. Approving the reports and discharching the board
7. Establishing an action plan and budget for 2025
8. Electing the chair and other the board members
10. Electing 2 auditors
10. Other issues mentioned in the invitation:
- None suggested
11. Closing the meeting

Don't hesitate to contact me if you have any questions or suggestions.

See you there!

Regards,
Jarno Rantaharju