Minutes of the Board meeting of July 25th, 2014

= Minutes for Tuesday, July 25th, 2014, 16:00 UTC =

== Next meeting ==

 * Wednesday, July 30th, 2014 at 09:00 UTC

== Attending ==
 * Ekaterina Gerasimova
 * Rosanna Yuen
 * Marina Zhurakhinskaya
 * Jeff Fortin
 * Sriram Ramkrishna
 * Tobias Mueller 
 * Emmanuele Bassi (outgoing board)
 * Andreas Nilsson (outgoing board)
 * Andrea Veri (afternoon)

=== Regrets ===
 * Karen Sandler
 * Joanmarie Diggs (outgoing board)

=== Missing ===

== Board Meeting Agenda ==

 * Documenting our board decisions/measures wrt finances
  * Documented on the wiki: if a budget is 4 weeks late, expenses should be frozen; non-essential spending is currently frozen, although some exceptions have been made

 * Financial plans and ideas for the remainder of 2014 and til Q2 2015
  * Missing invoice payments

 * Pants award

 * Groupon

 * Visa reimbursement policy
  * The board voted to reimburse for a rejected visa which triggered a discussion
  * Suggestion to modify policy text
  * Board can make exceptions for items which are normally not sponsored (https://wiki.gnome.org/Travel for a list of those items)
  * '''ACTION''': Marina will shuffle around some paragraphs to make it look nicer now.
  * '''ACTION''': Jeff will lead the efforts with interesting parties to prepare a new text hopefully for the next meeting 

 * Friends of GNOME - perks
  * Do we want to buy 25 new LWN tokens?
   * +1: Kat, Tobi, Jeff, Marina, Andrea (Sri missing)
   * Rosanna will buy tokens
   * '''ACTION''': Tobi will mention that we pay for lwn codes when sending the offer to donors
   * '''ACTION''': Tobi will implement that "no gift" on the FoG page also means no LWN subscription

 * Receiving Donations in the EU via the WHS
  * Tobi sent around a new draft to the board
  * Tobi also sent it to the WHS and waits for feedback

 * Preparing for the GUADEC AGM (reports session & open floor): Andreas Nilsson to chair the sessions

 * GUADEC 2015
   * We probably need to be more flexible with the date as the venue is being renovated
   * Discuss the availability of a venue and any other issues with the Gothenburg organization team

To be discussed on Wednesday morning at GUADEC:
 * Outstanding brand use requests (ex: Julio Cesar Caraça's mail sent to licensing@ on 7 Jul 2014 20:05:14 -0700, titled: "Sharing an idea...")
 * Taking pictures for the Foundation's Web site
 * OPW - next round and beyond (on July 30, when Karen is there)

== Discussed on the mailing list ==
 * happybirthdaygnome.org renewal

== Completed Actions ==
 * Rosanna to contact Emily about the state of the GNOME.Asia payment
 * Marina to contact the GNOME.Asia local team on their current budget (obsolete)
 * Kat to contact Karen and Pam about the trademark use request from Carol Hanson
 * All Directors to reply Andreas's/Kat's email on board list about visa fees reimbursements (partially complete; obsolete)
 * Tobi to draft a new WHS agreement after the feedback from the board
 * Emmanuele to draft a date and time for the post-release meeting (obsolete from 3.12)
 * Jeff to send the agenda to the advisory board list for the upcoming meeting on the 30th at GUADEC
   * Kat to book a restaurant for advisory board meeting

== Pending action items ==
 * Andrea to improve board's docs about what a Board member should know before participating to board's decisions and discussions
 * Andreas to put together a GNOME supporter card for our donors
 * Andreas, Joanie to draft thank you letters to our donors
 * Andreas to investigate the GNOME gifts situation
 * Andreas to ask Karen and Pam how much we should disclose to the community about the ongoing discussion with Groupon
 * Emmanuele to send Zana and Tobi an update on FoG donors gifts
 * Jeff to lead the efforts with parties that are interested in sponsorship to prepare a new text hopefully for the next meeting
 * Jeff to send the agenda to the adboard
 * Joanie to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
 * Joanie and Karen to meet and discuss about the photography policy for GNOME events
 * Kat to create a private wiki page on the web services accounts holders and passwords
  * Allan and Kat decided to go for a private git account instead for security reasons
 * Kat to draft a proposal for a privacy policy for review
 * Kat to draft a contract template for future use organizations for which we handle money
 * Karen to write the Privacy policy for GNOME services
 * Karen will look at gnome-software privacy issues from a legal standpoint
 * Marina will shuffle around some paragraphs to make it look nicer now
 * Marina check with engagement team about re-sharing GNOME-related job offers from adboard members
 * Tobi to continue pursuing the fund collection in Europe
 * Tobi to talk to Andrea to move the !PayPal data extraction scripts over to the GNOME infrastructure
 * Tobi will mention that we pay for lwn codes when sending the offer to donors
 * Tobi will implement that "no gift" on the FoG page also means no LWN subscription
 * Sri to investigate better uses of adsense/adwords on the GNOME websites
 * Sri to communicate to Rosanna and work on the donation for the West Coast hackfest
 * Sri, Marina, Kat to work on establishing criteria for drafting for the hiring committee for the ED role 
 * Zana to check the inventory of merch she has in storage (low priority)

-- 

Cheers,

Andrea

Debian Developer,
Fedora / EPEL packager,
GNOME Sysadmin Team Coordinator,
GNOME Foundation Membership & Elections Committee Chairman

Homepage: http://www.gnome.org/~av

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