TODO: monday: process notes (melanie and maarten) monday: list of administrator tasks (maarten) wednesday: sign up to volunteer for specific administrator task (all) wednesday: draft mission statement on the wiki for feedback (maja and federico) 1 week: check institutional implications of becoming an administrator/founding member (melanie coordinates with julien the attorney) couple of weeks statutes (melanie will share model from julien, statutes will have to be in french and we can discuss and amend them based on an automatic working translation in English) march 24 cost proposal (melanie and peter will coordinate) Anne Cathering Lorrain. IP lawer from TACD... based in Brussels... Peter connected The first question to which each of the participants answered is: Do we want to incorporate? It's useful for several things... and now we can externalize the biggest costs... Philip: Clearly define the bureaucratic burden. Good to define also the terms for other members to join. Define rules for other networks... CC ok... EDRI maybe... Peter: doubts about the opportunity of going down this road is that an associatino is quite heavy on formal stuff... but agrees that it's a good idea to have a bases in Brussels, with OECD, WIPO, etc. Maya: severine and peter informed us about the burdens of administration and cost, but now there is a windows of opportunity to take the communia money now to start... it is a one time opportunity... better than returning the money Melanie: same than Maya + as Anne-Catherine says: there is a need of representation of the public interest side of our questions in Brussels - now noone to counter-lobby + it will be easier to continue to meet if we have a formal instrument Federico: it is a necessary tool Primavera: since we have the funds now filip and bardil: yes, an official institution, but we should define the burden clearly Maarten would be useful to have an instrument for memory institutions to open up and lobby for exceptions and limitations Marcell: about membershup fees: this should be addressed in the statutes Filip about the opportunity or not to have other members, define how they can join and avoid overstreching and lose focus, see case by case if privacy, security, human rights, have a procedure to regulate, communia was open to new members Melanie: some institutions already in brussels would be nice to have: eg EDRI + CC affiliated institutions in and outside europe (as discussed with Maja and Renata in Berlin asks Maarten) agreement for non european members, already interest from US and latam Anne Catherine: it is a very good idea, there is a lack of structures on the public interest, beuc, tacd to define an agenda to defend the existence of the PD with positive arguments a notion which is poorly understood educational role towards policy makers Peter about incorporation agrees with the argument to be in brussels hesitant as AISBL is heavy on admin with annual report but is satisfied with the argument we have the money to cover the costs and withdraws his objections maja argument we have the money window opportunity: we started communia out of CC, we need a formal push to continue + the costs are covered we will ask whether it is possible to cover also membership fee and accounting for 2012 (later answer after checking: no for 2012) Federico and Maja say 500 euros should not be a pb costs of accountings, the yearly burden for which administrators are liable/personal responsability to fill the form: between 500 (if zero invoice) and 1.000 euros or 2.000 if you have invoices... Federation of the internazional associations in Brussels... 165 € to have their premises for meetings, mailbox, etc., IT equipment, etc. Peter: supporting organization commit to pay the costs if no income? yes, for one or two rounds, if we have hope in the associatino... 100 euros for association... GOALS (to write before we leave) We need to write the mission statement, a few sentences in the statutes Frank: educating, researching, raising awareness defending the PD Anne Catherine: providing expertise Marcell: 2nd sentence to define the PD should be the 1st one of the manifesto Pro: include part of PSI TODO Federico with Maya: write a paragraph on the basis of these notes: * raise awareness in the digital public domain * researching, promoting (?) and strenghtening (not defending)... * educating... * Re-use stuff from the Maniesto, including the broad definitino of PD (including PSI, for instance). * The main goal of the COMMUNIA association is to maintain and reinforce a network of organisations that represent the (NOT ONLY European) point of reference for policy discussion and strategic action on all issues related to the public domain in the digital environment, as well as related topics such as alternative forms of licensing for creative material (including, but not limited to, Creative Commons licenses), open access to scientific publications and research results, management of works whose authors are unknown (i.e. orphan works). Members: not only European... TODO NEXA: check if we have a domain name or register one List of administrators (about 10 people) ptroxler OK Prodromos OK Giancarlo OK Anne-Cathrine OK Melanie OK Website: techn: NEXA content: Primavera Until Wednesday modify a few things... Melanie will send models for statutes when provided by the attorney... Monday understand the deadline FROM CHAT: ptroxler ban: hi there ... seeing and hearing you all, thx nexacenter mod: ok, great! nexacenter mod: if you want to speak, you can say something here ptroxler ban: Prodromos is away for a few minutes, I think nexacenter mod: if you're connected say you name, please nexacenter mod: nexa-center nexacenter mod: Pro, are you connected? ptroxler ban: we should not preempt the Brussels question now. ptroxler ban: I am really questioning this route, because it is heavy on admin, see my email nexacenter mod: OK, I'm going to repeat this to the ohers and you can connect after Anne-C. finishes ptroxler ban: but that argument of representing the issue in Brussels is a good one, I have to admit nexacenter mod: yes, I think that the link with Commissione, WIPO, OECD is the main argument nexacenter mod: (formal link, I mean) ptroxler ban: sorry, I missed the beginning of the discussion nexacenter mod: it's our fault in staring the streaming a few minutes late ptroxler ban: maybe Anne Catherine could give her insight into running costs and exact requirements of annual formalities, also in terms of cost ptroxler ban: the organisations supporting the association would have to say, if they would be willing to cover these expenses if there is no money in the pot? ptroxler ban: OK, that makes sense, I'm satisfied with the response and withdraw my objections nexacenter mod: great, thanks! Prodromos ban: hi there! I m here as well! nexacenter mod: hi! ptroxler ban: cool thx guys Prodromos changed their nickname to Prodromos. Prodromos ban: before moving on can you pls confirm the costs for members? nexacenter mod: 500 € per year (total) for accounting, if we have no budget... not per member: in total Prodromos ban: and what about the administrators. Do they have to be physially present in Brussels? Prodromos ban: is it going to be just about public domain? will it include PSI that is not PD as well? nexacenter mod: Maybe we can define the PD in a broad way (see COMMUNIA & PD Manifesto) Prodromos ban: ok that sounds good Giancarlo ban: my take is that "protecting and promoting" should be constantly used... Prodromos ban: are you using etherpad for the notes? Prodromos ban: or a Google doc? Prodromos ban: pls do :) TODO Maarten: list of tasks and the time-costs involved ptroxler ban: I'm not easily scared by accountants ;) ptroxler ban: or accounting requirements, that is. nexacenter mod: http://okfnpad.org/communia-future nexacenter mod: going to use this pad balaitous ban: Hi, this is Philippe from Paris. I can follow only for a very short time. The short story is: Sopinspace and me will move to be members after reviewing --- NOTES MAARTEN start: 15:00 present: frank, federico, maja, melanie, marcel (multimedia instutute zagreb, free software and cc advocacy), primavera (pd wg okf), bardil & filip (metamorphoses foundation, macedonia, free culture, cc lead) remote: anne catherine (researcher in ip and ict law, brussels), peter, phillipe algrain Background: JC discussed with PO, to use leftover budget to incorporate into an association under Belgian Law. Use to lobby EU level. IASBL seems to be best. Budget is 4k (attorney to write statutes, one of three belgian languages, translated in english). Selina arranges money. Q1: Do we want to create an association under belgian law? (pros and cons) + we have money, reasonable way to spend the money - yearly costs Expensive to incorporate (anne catherine lorrain)! Maja, Melanie & Renata: there is a window of opportunity. Couple of weeks. Write proposals for funding, if successful we could hire somebody for coordination and lobbying. Severine and Peter have objections. Time-consuming and costy every year. Accounting needs to be certified. COMMUNIA money will cover first year ONLY. Second year accounting certification will be another 500 euros even if there are no invoices to be processed, otherwise more (but if we have a budget to spend, it should cover its own accounting). In case we don't have a budget, the cost should be paid by members. Cost funding deadline march. Probably no new project before 2012. http://www.cost.esf.org/participate/open_call Maja: We should also try to cover accountings 2012 (500 euros). If then no money: Maybe a membership fee (should be written in the statutes). Larger orgs pay more? Criteria. (in statutes) COMMUNIA as entity to strengthen the arguments and counter lobby the create a balanced view. burocratic burden should be clear and membership should be somewhat limited. anne catherine says: it would be a good idea. lack of structures to represent the public interest on the eu level. eff brussels office has disappeared. would represent a new idea in brussels. defend positive arguments. pd is poorly understood in general and policy makers. educational role. federation of associations in brussels could also be beneficial. peter says: hesitant because belgian law is quite heavy on overhead (money and time). maja: formal way to continue will push. otherwise enthousiasm might fade. Background to AISBL can also be found here: * http://www.just.fgov.be/vzw_asbl/fr/aisbl/personnalite.html * http://www.coj.be/fichejurid_48.htm Q2: What is the goal/mission statement? art. 1 of the statutes 1-2 sentences maja -> digital libraries: future for the past and memory for the future melanie -> to educate/raise awareness on the pd frank -> researching, promoting and defending the public domain coordinate the formulation of the sentence. -> to advance research, raise awareness and strenghten the public domain anne catherine: providing expertise, reference the network please note this (from http://www.coj.be/fichejurid_48.htm) " * La modification de la dénomination ou de l'adresse du siège social de l'AISBL, ou encore du ou des but(s) en vue desquels elle est constituée, ainsi que des activités qu'elle se propose de mettre en œuvre pour atteindre ces buts requiert un arrêté royal. * La modification des mentions relatives à l'organe général de direction, à l'organe d'administration, aux administrateurs ou aux personnes habilitées à représenter l'AISBL doivent faire l'objet d'un nouvel acte authentique. " no objection to no eu members etc. Q3: Who are administrators (personally responsible)? anne catherine as liaison two sorts of memberships (voluntary administrators and founding members/members institutions) list (board members) - what does it mean? responsible regarding belgian law. what to do formally? answered in the statutes. point of view from the institute is needed! 1. can you be administrator? 2. can the institution join and what are the consequences. Melanie What are the tasks: idea to map tasks with administrators: make a list on the wiki idea to have project officers/like WG leads psi: federico digitization: maja website/communication/pr officer (native) - primavera call/request for comments/consultations monitor + coordinate process - anne catherine check call for proposals and grants - ... drafting proposal - melanie and peter (first round cost proposal) website technical - nexa maja - future lead of digital libraries prodromos peter melanie giancarlo anne catherine ignasi? someone poland? Q4: Cost proposal peter and melanie propose a short statement then open up for feedback before drafting the 2 pages to answer the CfP deadline 24 march TO-DO: notes with melanie list of tasks and volunteered administrators Q: Whats is the deadline for the initial founding members.