Minutes of the Board meeting of July, 07th, 2015

= Minutes for Tuesday, July 7th, 2015, 16:00 UTC =

Next meeting date, Monday, July 20th, 2015, 17:00 UTC

== Attending ==
 * Rosanna Yuen
 * Jeff Fortin
 * Shaun McCance
 * Allan Day
 * Cosimo Cecchi
 * Ekaterina Gerasimova

 * Old board members attending
  * Marina Zhurakhinskaya
  * Tobias Mueller
 
== Regrets ==
 * Andrea Veri

 * Old board members:
  * Karen Sandler

== Missing ==
 * Christian Hergert

 * Old board members:
  * Sriram Ramkrishna

== Board meeting ==

 * Desktop Summit 2011 taxes
  * The Desktop Summit was reclassified as a commercial event rather than a charity fundraiser in 2014
  * KDE e.V. had to pay more taxes (6821.95 EUR) on the profit as a result, which were paid in 2014
  * Contacted GNOME to request half of the extra amount (3410.97 EUR) that had to be paid (as per agreement)
  * Supporting paperwork from the Finanzamt provided
  * Supporting paperwork does not correspond to the totals provided by KDE e.V.
  * Clarification has been requested but is not satisfactory
   * Need further clarificatoin
  * ACTION: Rosanna to request them the annotated document (circling the relevant amounts and calculations leading up to the total etc.)
 * Travel committee budget
  * Need to assign travel committee budget for future events ( https://wiki.gnome.org/Travel/Budget )
    * The board allocates a budget for the travel committee bi-annually.
    * The last round (in October 2014) was quite small (6k) as we were worried about how the situation with regard to the Groupon trademark infringement would evolve
  * Does the travel committee need a new budget allocation now?
   * Yes
   * No events occurred since April 2015, but some are expected to occur in September.
   * It would be reasonable to allocate another 6k for April-September 2015 sooner rather than later
   * Budget for October 2015-March 2016 should be voted on by 
   * We should also follow-up with Matthias whether the Boston/Montreal summit planning is underway; detailed organization notes from last year (where the coffee comes from?!) https://wiki.gnome.org/Events/Summit/Organization
   * ACTION: Allan to follow up and check on the status of the Boston/Montreal Summit
   * ACTION: Cosimo to take the vote for the new 6k allocation for the 2nd half of this financial year to the mailing list
  * ACTION: Rosanna to check that Andreas received the money for GUADEC accommodation
 * Travel subsidy for keynote at Open Source Hong Kong
  * https://mail.gnome.org/mailman/private/board-list/2015-June/msg00127.html
  * EUR 650.00 for Tobi to attend and present a keynote
  * Very late request (20th June for a 26th June event)
  * Tobi did not receive travel sponsorship from elsewhere, accomodation was covered by Open Source Hong Kong
  * VOTE: assign EUR 650.00 to Tobi for the event? +1 Allan, Jeff, Shaun; Cosimo and Kat abstain
  * VOTE PASSED
 * Annual report:
  * As things stand currently, it is not going to happen in time for GUADEC
    * It is extremely important to get paper copies out for adboard representatives to help justify their involvement with the GNOME Foundation
  * Badly needs more/new volunteers to get involved and write chunks of it
  * Current state: https://wiki.gnome.org/Engagement/AnnualReport/2014
  * Jeff has been working on the intro letter for it
  * Shaun willing to take up prodding duties
 * GUADEC Adboard meeting
   * ACTION: Jeff to reach out again to adboard members, past & present, to encourage them to talk to us at GUADEC
   * ACTION: Allan to start drafting the agenda for that meeting through the mailing list
   * The Document Foundation would like to exchange Advisory Board members with the GNOME Foundation
    * Everyone: Excellent idea
    * Consider asking for  booth at https://conference.libreoffice.org/ if we can staff it, and offering them to have a booth at GUADEC
    * ACTION: Kat to follow up
 * DEFERRED: https://kickstarter.com/projects/technoruninc/stratos/
 * DEFERRED: General Foundation budget update
 * To mailing list: New standard meeting time (for the new board)
 * DEFERRED: GUADEC status update

== Discussed on the mailing list ==
 * VOTEs on invitations letters (for GUADEC participants needing a VISA) for GUADEC 2015
  * Srinivasa Ragavan (former Board member, Evolution contributor, speaker)
  * Jonathan Kang (GSoC student)
  * Luo, Yangcheng (gnome-logs contributor)
  * VOTE regarding all the three applicants as the requests were sent as a cumulative e-mail: +1 Andrea, Karen, Jeff, Sri

 * Gift for Gavin Ferris
  * Gavin made his second significant donation to the GNOME Foundation
  * Allan proposed to send Gavin a framed poster with a special thank-you from the Board
   * https://cloud.gnome.org/index.php/s/MJy8nUY8FV9Q0Qd
  * VOTE: +1 Andrea, Jeff, Karen, Marina, Kat, Sri

== Completed actions ==
 * Marina to follow up with Andreas about the GUADEC 2015 proposed budget and with Fabiana about the party night event
 * Kat to mail back asking for more details on how the total amount we should pay was reached for Desktop Summit 2011 (old item)

== Pending action items ==
 * GUADEC Adboard meeting
   * Jeff to reach out again to adboard members, past & present, to encourage them to talk to us at GUADEC
   * Allan to start drafting the agenda for that meeting through the mailing list
 * Travel committee budget: 
  * Allan to follow up and check on the status of the Boston/Montreal Summit
  * Cosimo to take the vote for the new 6k allocation for the 2nd half of this financial year to the mailing list
  * Rosanna to check that Andreas received the money for GUADEC accommodation
 * Desktop 2011 taxes: Rosanna to request KDE e.V the annotated document (circling the relevant amounts and calculations leading up to the total etc.)
 * Sri to forward the HELLOTUX brand use agreement to Pam for a first review
 * Board to follow up in the upcoming meetings and prepare a version of the CoC to be finally considered final over all the GNOME yearly 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
 * Kat to propose privacy bounty T&C/rules for review
 * Karen to write the Privacy policy for GNOME services
 * Karen will look at gnome-software privacy issues from a legal standpoint
 * Karen to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
 * 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
 * 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
 * Sri to investigate the GNOME gifts situation
 * Sri to coordinate with engagement team to better standardize the licensing of GNOME artwork
 * Jeff to find existing fundraising brochure/proposal documents and come up with one for fundraising for a sysadmin


-- 

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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