General Meeting June 16th 2020

MyData Global – Spring General Meeting 2020 was held online 16 June 2020 8am-10am CEST the final and signed meeting minutes are here.


The agenda and all meeting materials can be found below on this page. The meeting minutes can be found here: https://mydata-global.org/spring2020-gm-agenda

What is the general meeting all about?

Video intro (Teemu Ropponen):

MyData Global strategy

Video intro (Teemu Ropponen), see also the Strategy docoment http://mydata.org/strategy

Revised Business Plan 2020

Video intro (Teemu Ropponen), see also revised business plan objectives

Internal Regulation for Local Hubs

Video intro (Sille Sepp), see also the Hub regulation document

Internal Regulation for Thematic Groups

Video intro (Viivi Lähteenoja), see also the Thematic Group regulation document

Invitation

Time: June 16th 8am-10am CEST (see your timezone here).

Online meeting: The general meetings will be ‘online first’ (Zoom call). All members will receive the participation link by email on June 2nd, 2020. For the minutes the official physical location of the meeting is the MyData Global office at Lapinlahdenkatu 16, 00180 Helsinki.

No registration: No prior registration is needed. The password to join the Zoom call and voting codes will be sent to all members before the meeting.

Bylaws and voting and elections regulations: The meeting is organised according to the association bylaws and the approved process for voting and elections is defined in the Voting and Elections Regulations.

Agenda and materials: The agenda of the meeting consists of the points mandated by bylaws Section 10.4 “Agenda for General Meetings”, possible proposed amendments to bylaws and other issues that members want to raise to be discussed. In addition, the agenda covers decisions deferred from Autumn General Meeting and new issues (changes to annual plans due to COVID19).

The detailed agenda and all materials for the meeting are published 14 days prior to the meeting June 2nd, 2020 at: https://mydata.org/general-meeting

The agenda will include at least the following items:

  • The annual report by the Board, the financial audit, and the statement of the accountants shall be presented
  • The financial statement of the preceding year of activity is approved and the Board and others accountable for that fiscal period are relieved of responsibility
  • The performance report as prepared by the Steering Group.
  • Bylaws amendment proposals
  • Internal regulations approval
  • Ratification of updated budget and annual plan for 2020 (changes due to COVID-19)
  • Strategy approval
  • Other issues (to be brought up at least 14 days before the meeting)

The agenda document is available at: https://mydata-global.org/spring2020-gm-agenda

Questions? If you have any questions, please don’t hesitate to contact the board Chair Sarah Medjek (sarah[at]mydata.org) or Vice Chair Antti ‘Jogi’ Poikola (jogi[at]mydata.org). We encourage you to raise any concerns on Slack (join here) in the #general-meeting channel.

Agenda and materials

Note: Final and signed meeting minutes are here.

The detailed agenda and materials for the meeting were published here 14 days prior to the meeting on June 2nd, 2020.

General meeting agenda

Links below are pointing to the sections of the agenda document: https://mydata-global.org/spring2020-gm-agenda

1. Opening the general meeting 

2. Calling the meeting to order

2.1 Chair

2.2 Secretary, Tellers and Examiners of the minutes 

2.3 Other officers for the meeting

2.4 Notice of the meeting

3. Approving the agenda for the meeting

4. Bylaws amendment (10.5 Voting in General Meetings)

5. Approving the financial statement and relief of responsibility

6. Approval of the revised strategy

7.  Ratification of the revised business plan 2020

8. Ratification of the revised budget for the fiscal year 1.1.2020-31.12.2020

8. Internal regulations proposals

8.1 Internal Regulation for Local Hubs

8.2 Internal Regulation for Thematic Groups

9. Other discussion matters

10. Closing the meeting


General meeting materials

Due to the unexpected circumstances the closing of bookkeeping and financial auditing was delayed and the materials were not available for the membership required 14 days before the Spring General Meeting. This influences in the Spring General Meeting agenda point 5. Approving the financial statement and relief of responsibility.

The Revised Budget for 2020 was published as draft on June 2nd and some changes are still excepted prior to the general meeting.

*Amendment suggestions latest by June 14, 2020 at 23.59 CEST

If you would like to suggest changes to the strategy, internal regulations, business plan or revised budget, please use the section “Amendment suggestions” at the end of each attached document and include your rationale for the suggestion. Please add your name in the suggestion so we can verify that the suggestions are coming from members of the association.

Additional materials for the auditors

General meeting minutes

Board minutes
Grant contracts

Practicalities

Online participation: The password to join the Zoom call and voting codes will be sent to all members before the meeting.

General best practices:

  • Please keep your microphone muted by default to avoid potential sound issues.
  • The meeting is moderated by the Chair.
  • If you’d like to make a comment or proposal, please indicate this by raising your hand in Zoom
  • NB. If you are dialled into the meeting using a phone number, you will not be able to raise your hand or participate in indicative voting.