Minutes of the Board meeting of September, 5th, 2017

= Foundation Board Minutes for Tue, September 5th 2017, 17:00 UTC =

Next meeting date Tue, September 12th 2017, 17:00 UTC

Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170905

== Attending ==

 * Alexandre Franke
 * Carlos Soriano
 * Zeeshan Ali
 * Nuritzi Sanchez
 * Meg Ford
 * Rosanna Yuen
 * Neil McGovern
 * Allan Day
 * Cosimo Cecchi

== Regrets ==


== Missing ==


== Agenda for 2017-09-05 ==

 * Foundation hackfest - has everyone submitted their travel requests?
 * Review ongoing items

== Minutes ==

 * Foundation hackfest - has everyone submitted their travel requests?
  * Not yet

== Ongoing ==

'''This section includes items which have seen an update in the last 30
days. Format is "YYYY-MM-DD, action|discussion|abstract" for this and
subsequent minutes sections'''

 * Mexico workshop
  * 2017-08-29
    * Was supposed to start yesterday, has been delayed.

 * GUADEC 2017 accounts
  * ACTION: Allan talk to GUADEC organizers to get a report

 * Budget for release parties
  * VOTE: grant $500 to the engagement team for the 3.26 release parties,
to be administered by Nuritzi
   * +1 unanimous
  * ACTION: Nuritzi to write a report about the usage of previously
allocated funds
  * ACTION: Nuritzi to advertise the budget to the relevant channels (we
suggest foundation-list, the engagement blog, and social media)

 * Foundation hackfest
  * 2017-08-15
   * Berlin on Oct 5th-8th seems the most likely to work for the most of us.
   * ACTION: Cosimo to send a follow up on the list
  * 2017-08-22
   * Accommodation needs to be decided
   * Dates confirmed: Friday 6th through Sunday 8th.
   * VOTE: send Neil and Rosanna to the hackfest
    * +1: Cosimo, Nuritzi, Allan, Alexandre. Abstained: Zeeshan. VOTE
PASSED.
   * ACTION: Nuritzi to create a private agenda for the Board Hackfest
  * 2017-08-29
   * Travel assistance requests for Foundation Hackfest
    * Only 3 directors have made their requests so far
    * Needs to be done ASAP

 * Engagement team committee for funds
  * The committee would allocate small budgets for events like release
parties
  * Board to vote on this once we have a list of volunteers and a
description of the committee's role

 * GNOME.Asia logo / "A simple explanation of GNOME.Asia 2017's logo to
FoundationBoard" email
  * The design is not optimal, could use some tweaking but it’s alright.
  * ACTION: Allan to write recommendations for next year
   * 2017-07-11 - Allan still not done this. Sad face.

 * GUADEC 2017 finance request
   * The board wishes to make this a more straightforward process in the
future
    * ACTION: Neil to make sure that expenses allocation for future
conferences is discussed by the board in person at GUADEC

 * Foundation support for Flathub
  * 2017-05-09
   * The Board voted to try and use some of our pro-bono counsel time
towards the Flathub legal framework, provided our lawyers agree
   * ACTION: Neil to connect to Luis
  * 2017-05-16 - Exact questions to ask Luis are being worked up
  * 2017-06-06 - Questions sent to Luis, being looked at.
  * 2017-09-05 - Being passed to Karen now, discussions have stalled a
little, Neil chasing up

 * Hackfest process documentation
  * 2017-02-14
   * ACTION: Nuritzi to take a stab at updating the documentation for the
process to request a hackfest and responsibilities between Board and TC
  * 2017-05-02
   * Nuritzi will work on this by end of May, check in then
 * 2017-09-05: Nuritzi updated the wiki about a week ago but we should go
over this in Berlin.

 * Owncloud shared calendar for the board
  * 2016-08-10
   * Cosimo tested creating an event, but with mixed results
   * ACTION: Cosimo to take it on from here
  * 2016-09-06 - Allan has started a list of reoccuring events on the wiki
- https://wiki.gnome.org/FoundationBoardPrivate/Minutes/UpcomingAgenda
  * 2017-03-07
   * Neil is looking into a similar calendar so will take over
  * 2017-07-26
   * (Neil) can someone else have this? Alexandre volunteers.
#challengeaccepted
  * 2017-08-19
   * Alexandre tested the shared calendar that Allan set up a while back on
nextcloud, seems to work well
   * We are entering beta phase with some directors opting in

=== Ongoing but stalled ===

'''This section includes items which haven't seen an update in the last 30
days.'''

 * Dropping dates in copyright claims on our websites
  * 2016-12-06
   * ACTION: Alexandre to send an email to foundation-list with a proposal
for discussion
  * 2016-12-20
   * Next step seems to be to reach out to Creative Commons to get advice
on what exactly can and should be done
  * 2017-01-24
   * Alexandre reached out to Creative commons
  * 2017-02-28
   * Alexandre will try alternative channels
  * 2017-05-02
   * We got a reply, Alexandre to follow up
  * 2017-05-30
   * Two options
    * Have terms of use on the website that state that linking to a page is
sufficient attribution
    * Require contributors to assign their attribution to the GNOME
Foundation

 * Privacy campaign funds
  * 2016-09-27
   * Draft is out for the Board to review and give feedback
   * ACTION: Cosimo to try and form a committee to review internship
proposals
  * 2016-10-26
   * We are aiming for an internship round in spring 2017
  * 2017-07-26
   * Carlos and Zeeshan are taking this over -- the plan is still to do
internships

 * Friends of GNOME
  * 2016-08-10
   * ACTION: Allan to get in touch with Tobi and the sysadmin team to
migrate the FoG infrastructure over to GNOME
  * 2017-03-07
   * Allan will pass this on to Neil, and connect him to Tobi
  * 2017-04-18 - Neil has CRM working (ish) on the gnome website, we're
looking at how to move the PayPal IPN to CiviCRM
   * At sysadmin meeting at GUADEC

 * Paypal Giving Fund
  * Alexandre suggested in december 2015 to get us enrolled in the program
   * That would give us exposure. For example Humble bundle allows to
direct the charity part of purchases towards any of their participants
  * Zana tried to get us in sometime before may 2016, we never heard back.
  * 2016-09-06
   * ACTION: Zana to look into it

=== Ongoing but no director assigned ===

'''This section includes items which haven't seen an update in the last 30
days and have no Director assigned'''


== Nice to have ==

'''This section includes items which we would love to see happen at some
point but lack the time to effectively become reality'''

 * Contract template for future use organizations for which we handle money
  * Kat to draft this
  * Alexandre took over
  * 2017-07-26
   * This is close to being done

 * Privacy policy for GNOME services
  * Current draft is at https://wiki.gnome.org/Foundation/Privacy
  * Sysadmin Team's NDA should also be covered when dealing with this item
  * Kat or Allan to write up the policy
  * Kat or Allan to write up recommended wording for distribution privacy
policies, regarding the behaviour of GNOME software
  * 2017-07-26
   * Allan is still working on this, but with low priority

== Discussed on the mailing list ==


== Completed actions ==

 * Travel committee budget, October 2017 - April 2018
  * Usually 20k/half year, can be increased later if needed
  * VOTE: approve $20k for that period
   * +1 unanimous
  * ACTION: Carlos to get back to the travel committee and update the
budget in the file
  * 2017-04-09
   * Carlos sent an email to Travel Committee informing about 20k$ for next
half fiscal year.
   * There is not need to update the budget spreadsheet since it was
already using this budget.

 * GNOME.Asia budget request
  * Request for $13k. Includes travel, estimated at $9k.
  * VOTE: approve $13k as requested.
   * +1 unanimous
  * ACTION: Nuritzi to notify them and request an explanation for the
difference with the hosting bid. - done on Aug 23rd

 * Liability insurance - still pending (see mail from 31st July)
  * Check again next week (August 8th)
  * ACTION: Rosanna to send insurance broker information for renewing
General Liability and Directors and Officers Liability insurances. - done
on Aug 24

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