Minutes of the board meeting of March 16, 2020
"philip.chimento--- via foundation-announce" <[email protected]> Mon, 30 Mar 2020 09:06:20 -0700
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Wiki location: https://wiki.gnome.org/FoundationBoard/Minutes/20200316
= Meeting of the GNOME Foundation Board of Directors, 16 March 2020, 14:30
UTC =
== Attending ==
* AllanDay
* BrittYazel
* PhilipChimento
* FedericoMenaQuintero
* NeilMcGovern
* TristanVanBerkom
* RobertMcQueen
== Regrets ==
* CarlosSoriano
== Agenda ==
* Approve minutes of 10 February
* Fiscal year 2019-20 budget
* Requirements for committees
* Future of the engagement committee
* Add travel budget notes to the conference guidelines
== Minutes ==
* Approve minutes of 10 February
* Approved.
* Fiscal year 2019-20 budget
* Neil: The FY2020 numbers are split up into a "base" and a "prediction"
column, and there is also a column of FY2021 estimates which are intended
to give context. In FY2020 we intend to run a deficit, and in FY2021 a
slightly larger deficit. Those who remember the initial plan for expansion
of the Foundation, will be aware that is deliberate.
* Rob: The changes we asked for have been made. It's now clearer where
we are drawing down the restricted expenses such as the Challenge, and it's
clear that we are running a deliberate deficit.
* Allan: According to the budget the deficit is going to take us down to
the limit of the reserves policy, but since we budget conservatively, we
don't actually expect that to happen.
* Neil: Note that the level of the reserves policy doesn't mean that we
don't have any money, it means we can operate normally for one year with
zero income.
* Federico: Does "zero income" count advisory board fees?
* Neil: It's really zero income, so no advisory board fees.
* Tristan: We spent significantly more than expected on GUADEC in 2019,
but what about it being late?
* Neil: It was GNOME.Asia that was late enough to be moved into the
next fiscal year.
* Tristan: But then what about the budgeted amount for GNOME.Asia?
* Neil: That refers to the GNOME.Asia that already happened after the
start of the fiscal year.
* Federico: If we run a deficit, and if fundraising is low, then will
that be enough to carry us into next year?
* Neil: If fundraising were low then we would start running into
problems in 2022, and therefore our fundraising plans are based on
increasing the fundraising before that point.
* Philip: This question is likely irrelevant due to the coronavirus
situation, but we had discussed increasing the travel budget to accommodate
more people requesting the financial aid package. We also predicted an
increase in funding requests for GUADEC travel, should it be able to go
ahead.
* Neil: Looking at the line items for travel grants and travel, there
is an increase in travel expense budget. We could increase it further.
However the actuals for 2019 are well below the forecasted amounts.
* Philip: Let's note that we can amend the budget when GUADEC comes
around in case it turns out to be necessary.
* Allan: There are questions from Carlos, sent separately, which we
should discuss. We'll make our vote contingent on Carlos' approval so that
we don't approve a budget without the treasurer's approval. Neil will talk
to Carlos separately and he can notify the board if he approves.
* '''VOTE''': Approve FY19-20 budget, subject to the treasurer's approval
* +1 unanimous
* Requirements for committees
* Allan: I suggest that we should approve what we have, which is a draft
set of requirements for committees, and at a later date we can build that
out.
* Philip: I notice that Allan gave some feedback which I hadn't yet
incorporated. Should we defer this until the next time?
* Allan: If my feedback is the only feedback then I'm fine with
proceeding.
* Allan: Is anyone not prepared to vote on this today?
* Tristan and Britt would like more time.
* Allan: Let's defer this until next time.
* Future of the engagement committee
* https://gitlab.gnome.org/Teams/Board/issues/155
* Britt: The summary is that the engagement committee was created to
approve engagement team spending, so that the board didn't have to.
However, Kristi now has that power, and she is chair of the engagement
team. The engagement committee hasn't needed to meet in over a year.
* '''VOTE''': Since it is no longer required, disband the engagement
committee. The board thanks the members of the engagement committee for
their contributions.
* +1 unanimous
* Add travel budget notes to the conference guidelines
* Allan: In the past it's been unclear whether a conference budget
includes travel sponsorship or not. We discussed in the past that it does.
The amendment at https://gitlab.gnome.org/Teams/Board/issues/131 would
require that conference organizers consider the travel sponsorship in their
budget as a part of the total picture of costs.
* '''VOTE''': Adopt the requirement that conference budgets should
include travel spending as part of their expenditure, and amend the
conference requirements policy as described here:
https://gitlab.gnome.org/Teams/Board/issues/131#note_700727
* +1 unanimous
== Actions ==
* '''Neil''' - Discuss the budget with Carlos.
* '''Britt''' - Inform the engagement committee of its disbandment.
* '''Allan''' - Update any relevant wiki pages to remove the engagement
committee.
* '''Allan''' - Update any relevant wiki pages and sample spreadsheets to
include travel sponsorship in conference budgets.
* '''Neil''' - Notify Kristi of the requirement for travel sponsorship in
conference budgets.
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<div dir=3D"ltr"><div>Wiki location: <a href=3D"https://wiki.gnome.org/Foun=
dationBoard/Minutes/20200316">https://wiki.gnome.org/FoundationBoard/Minute=
s/20200316</a></div><div><br></div><div>=3D Meeting of the GNOME Foundation=
Board of Directors, 16 March 2020, 14:30 UTC =3D</div><br>=3D=3D Attending=
=3D=3D<br><br>=C2=A0* AllanDay<br>=C2=A0* BrittYazel<br>=C2=A0* PhilipChim=
ento<br>=C2=A0* FedericoMenaQuintero<br>=C2=A0* NeilMcGovern<br>=C2=A0* Tri=
stanVanBerkom<br>=C2=A0* RobertMcQueen<br><br>=3D=3D Regrets =3D=3D<br><br>=
=C2=A0* CarlosSoriano<br><br>=3D=3D Agenda =3D=3D<br><br>=C2=A0* Approve mi=
nutes of 10 February<br>=C2=A0* Fiscal year 2019-20 budget<br>=C2=A0* Requi=
rements for committees<br>=C2=A0* Future of the engagement committee<br>=C2=
=A0* Add travel budget notes to the conference guidelines<br><br>=3D=3D Min=
utes =3D=3D<br><br>=C2=A0* Approve minutes of 10 February<br>=C2=A0 =C2=A0*=
Approved.<br><br>=C2=A0* Fiscal year 2019-20 budget<br>=C2=A0 =C2=A0* Neil=
: The FY2020 numbers are split up into a "base" and a "predi=
ction" column, and there is also a column of FY2021 estimates which ar=
e intended to give context. In FY2020 we intend to run a deficit, and in FY=
2021 a slightly larger deficit. Those who remember the initial plan for exp=
ansion of the Foundation, will be aware that is deliberate.<br>=C2=A0 =C2=
=A0* Rob: The changes we asked for have been made. It's now clearer whe=
re we are drawing down the restricted expenses such as the Challenge, and i=
t's clear that we are running a deliberate deficit.<br>=C2=A0 =C2=A0* A=
llan: According to the budget the deficit is going to take us down to the l=
imit of the reserves policy, but since we budget conservatively, we don'=
;t actually expect that to happen.<br>=C2=A0 =C2=A0* Neil: Note that the le=
vel of the reserves policy doesn't mean that we don't have any mone=
y, it means we can operate normally for one year with zero income.<br>=C2=
=A0 =C2=A0 =C2=A0* Federico: Does "zero income" count advisory bo=
ard fees?<br>=C2=A0 =C2=A0 =C2=A0* Neil: It's really zero income, so no=
advisory board fees.<br>=C2=A0 =C2=A0* Tristan: We spent significantly mor=
e than expected on GUADEC in 2019, but what about it being late?<br>=C2=A0 =
=C2=A0 =C2=A0* Neil: It was GNOME.Asia that was late enough to be moved int=
o the next fiscal year.<br>=C2=A0 =C2=A0 =C2=A0* Tristan: But then what abo=
ut the budgeted amount for GNOME.Asia?<br>=C2=A0 =C2=A0 =C2=A0* Neil: That =
refers to the GNOME.Asia that already happened after the start of the fisca=
l year.<br>=C2=A0 =C2=A0* Federico: If we run a deficit, and if fundraising=
is low, then will that be enough to carry us into next year?<br>=C2=A0 =C2=
=A0 =C2=A0* Neil: If fundraising were low then we would start running into =
problems in 2022, and therefore our fundraising plans are based on increasi=
ng the fundraising before that point.<br>=C2=A0 =C2=A0* Philip: This questi=
on is likely irrelevant due to the coronavirus situation, but we had discus=
sed increasing the travel budget to accommodate more people requesting the =
financial aid package. We also predicted an increase in funding requests fo=
r GUADEC travel, should it be able to go ahead.<br>=C2=A0 =C2=A0 =C2=A0* Ne=
il: Looking at the line items for travel grants and travel, there is an inc=
rease in travel expense budget. We could increase it further. However the a=
ctuals for 2019 are well below the forecasted amounts.<br>=C2=A0 =C2=A0 =C2=
=A0* Philip: Let's note that we can amend the budget when GUADEC comes =
around in case it turns out to be necessary.<br>=C2=A0 =C2=A0* Allan: There=
are questions from Carlos, sent separately, which we should discuss. We=
9;ll make our vote contingent on Carlos' approval so that we don't =
approve a budget without the treasurer's approval. Neil will talk to Ca=
rlos separately and he can notify the board if he approves.<br>=C2=A0 =C2=
=A0* '''VOTE''': Approve FY19-20 budget, subject to=
the treasurer's approval<br>=C2=A0 =C2=A0 =C2=A0* +1 unanimous<br><br>=
=C2=A0* Requirements for committees<br>=C2=A0 =C2=A0* Allan: I suggest that=
we should approve what we have, which is a draft set of requirements for c=
ommittees, and at a later date we can build that out.<br>=C2=A0 =C2=A0* Phi=
lip: I notice that Allan gave some feedback which I hadn't yet incorpor=
ated. Should we defer this until the next time?<br>=C2=A0 =C2=A0* Allan: If=
my feedback is the only feedback then I'm fine with proceeding.<br>=C2=
=A0 =C2=A0* Allan: Is anyone not prepared to vote on this today?<br>=C2=A0 =
=C2=A0 =C2=A0* Tristan and Britt would like more time.<br>=C2=A0 =C2=A0* Al=
lan: Let's defer this until next time.<br><br>=C2=A0* Future of the eng=
agement committee<br>=C2=A0 =C2=A0* <a href=3D"https://gitlab.gnome.org/Tea=
ms/Board/issues/155">https://gitlab.gnome.org/Teams/Board/issues/155</a><br=
>=C2=A0 =C2=A0* Britt: The summary is that the engagement committee was cre=
ated to approve engagement team spending, so that the board didn't have=
to. However, Kristi now has that power, and she is chair of the engagement=
team. The engagement committee hasn't needed to meet in over a year.<b=
r>=C2=A0 =C2=A0* '''VOTE''': Since it is no longer =
required, disband the engagement committee. The board thanks the members of=
the engagement committee for their contributions.<br>=C2=A0 =C2=A0 =C2=A0*=
+1 unanimous<br><br>=C2=A0* Add travel budget notes to the conference guid=
elines<br>=C2=A0 =C2=A0* Allan: In the past it's been unclear whether a=
conference budget includes travel sponsorship or not. We discussed in the =
past that it does. The amendment at <a href=3D"https://gitlab.gnome.org/Tea=
ms/Board/issues/131">https://gitlab.gnome.org/Teams/Board/issues/131</a> wo=
uld require that conference organizers consider the travel sponsorship in t=
heir budget as a part of the total picture of costs.<br>=C2=A0 =C2=A0* '=
;''VOTE''': Adopt the requirement that conference budge=
ts should include travel spending as part of their expenditure, and amend t=
he conference requirements policy as described here: <a href=3D"https://git=
lab.gnome.org/Teams/Board/issues/131#note_700727">https://gitlab.gnome.org/=
Teams/Board/issues/131#note_700727</a><br>=C2=A0 =C2=A0 =C2=A0* +1 unanimou=
s<br><br>=3D=3D Actions =3D=3D<br><br>=C2=A0* '''Neil''=
' - Discuss the budget with Carlos.<br>=C2=A0* '''Britt'=
;'' - Inform the engagement committee of its disbandment.<br>=C2=A0=
* '''Allan''' - Update any relevant wiki pages to r=
emove the engagement committee.<br>=C2=A0* '''Allan''&#=
39; - Update any relevant wiki pages and sample spreadsheets to include tra=
vel sponsorship in conference budgets.<br>=C2=A0* '''Neil'&=
#39;' - Notify Kristi of the requirement for travel sponsorship in conf=
erence budgets.<br><br></div>
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