Annual General Meeting 2025

Minutes of the AGM

ESIN AGM 2025 MINUTES

Present:

Spiros Apgyros, Erika Englund, Christer Friis, Lotten Hjelm, Anetté Larm Johansson,

Maria Malmlof, Ivan Matić, Aisling Moran, Sten-Åke Persson (online), Pia Prost, Kirsten Sydenal, Lise Thillemann Sorensen, Rhoda Twombly (online), Agneta Wackström, Sini Ylaesaari

Delegates from 7 member organisations present, 3 absent – quorum confirmed

1.      Election of meeting chair, secretary and minutes attestor

Sten-Åke elected chair of the meeting. Ivan elected as secretary/ note-taker. Agneta elected as minutes attestor.

2.      Approval of agenda

The agenda was unanimously adopted.

3.      Chairman’s report

Sten-Åke reminded everyone he would like to stand down as Chair. He emphasized we have 3 very active Vice-Chairs who have done most of the work when it comes to representing ESIN, and other Chair-person tasks, as was agreed on Cres during last

AGM. The last detailed Report by the Chair was given at the last Board meeting 3 weeks ago with no significant events in the meantime.

4.      Treasurer’s report including Audited statement

The ESIN balance sheet for 2024 shows the organisation has over 10.000,00 EUR on its account. All 9 memberships fees had been paid on time this year. The list of costs for 2024 sums to just under 8.000,00 EUR. Overall, in 2024 we ended with a minus of 5.183,35 EUR because of the write off (old unpaid membership fees) the Board

decided on Cres last AGM. Therefore, this year we have a fresh financial start thanks to the write off, as well as all membership fees being paid on time this year.

The Report was adopted unanimously.

5.      Appointment of Auditor

The Auditor hasn’t sent his report yet so it was agreed it would be discussed on the next Board meeting.

The old Auditor was unanimously re-elected.

6.      Adoption of reports

All reports had been discussed during last Board meeting so no discussion was needed.

7.      Annual membership fee

Annual membership fee was unanimously set at the same level as last year: 350 EUR.

8.      Election of board, chairs, treasurer and secretary

Board members:

Åland – Agneta member, John substitute Finland – Erika member, Pia substitute

Sweden – Sten-Åke member, Anette substitute Denmark – Kirsten member, Lise substitute Greece – Spyros member, Lefteris substitute Croatia – Ivan member, Maja substitute Estonia – Annely member,

Ireland – to be decided by the Comhdháil Oileáin na hÉireann at their upcoming Assembly

Scotland – Luca member, substitute tbc France – tbc

The Board was confirmed unanimously.

Sten-Åke proposed Agneta as the next Chair. The proposal was seconded by Pia and Ivan. After brief discussion Agneta was unanimously elected Chair under a strict condition that it is just for a year.

Ivan was nominated and unanimously elected as Vice-Chair for the Mediterranean. Erica was nominated and unanimously elected as Vice-Chair for the Baltic. Aisling was nominated and unanimously elected as Vice-Chair for the Atlantic until the Irish delegate members to the Board are nominated when the new Irish delegate will take on the role.

Anette was nominated and unanimously elected as the Treasurer. Rhoda was nominated and unanimously elected as the Secretary.

9.      Discuss and agree an annual general work plan

  1. It has been agreed to continue promoting Habitability and pushing for Habitability Interreg projects on Mediterranean and Baltic. Ivan will be taking charge of it.
  • ESIN should make a final push to increase its membership in 2026. Ivan will take charge on potential Italian and Portuguese members. Pia will take charge with potential German member, Kirsten with Dutch member, and Erica with a Spanish.

On the previous point, the Board unanimously supported Aisling’s idea to offer potential new members a 2-year membership suspension in order to make

membership more attractive.

  • The Board agreed to continue supporting members with traveling expenses related to ESIN related issues advocacy.
    • ESIN should continue working toward strengthening its human capacities, especially when it comes to social-media presence.

10.  Next year’s meeting location and dates

  1. 25th Anniversary will be linked to AGM 2026 and it will be held in Finland, Houtskär, 23rd to 25th of September (Wednesday to Friday, with main celebrations on Thursday)
    1. The Board will form a Jubilee Working Group to help with the organisation of the “double event” (to be discussed during January 2026 the latest)
    1. The Board will discuss additional sources of financing the Jubilee, including the possibility of asking members to contribute additional funding
    1. The Board agreed to use the 25th Anniversary to launch a new website and to prepare some commemorative design to promote the Jubilee
    1. All members are invited to keeping their eyes open for additional funding

In Waterloo, 22 of September 2025

Minutes taken by Ivan Matić Attested by Agneta Wackström

Agneta Wackström, elected to review the minutes