Minutes of the board meeting of July 8, 2019

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Wiki location: https://wiki.gnome.org/FoundationBoard/Minutes/20190708

=3D Foundation Board Minutes for Monday 8th July 2019, 15:30 UTC =3D

=3D=3D Attending =3D=3D

 * PhilipChimento
 * CarlosSoriano
 * RosannaYuen
 * FedericoMenaQuintero
 * TristanVanBerkom
 * BrittYazel
 * NuritziSanchez
 * NeilMcGovern
 * RobertMcQueen

=3D=3D Regrets =3D=3D

 * AllanDay
 * KatGerasimova

=3D=3D Agenda =3D=3D

 * Approve minutes of June 17
 * Approve minutes of June 24
 * Delayed officer elections
 * Committee membership confirmation
 * Impostor's Syndrome workshop costs
 * GUADEC travel sponsorship status
 * Note of thanks to outgoing board members

=3D=3D Minutes =3D=3D

 * Approve minutes of June 17
   * Philip: One possible correction: I wasn't sure about whether Federico
was present or not, because he didn't speak during the meeting, and I was
attending by phone and so didn't see the list of attendees.
     * Federico was there.
   * Rosanna: Can we email the draft minutes with the agenda next time? If
they are in Etherpad it's difficult to see if anyone changed anything since
the last time we read it.
     * '''ACTION''': Philip - Change the guideline to say that the draft
minutes should be emailed along with the agenda.
   * June 17 minutes are approved.

 * Approve minutes of June 24
   * June 24 minutes are approved.

 * Delayed officer elections
   * Nuritzi: The proposal is to reappoint the current officers for now,
since it is required annually; and then elect new officers when Allan
returns from vacation, likely in the meeting of July 22.
   * '''VOTE''': Re-elect current officers to their posts.
     * +1 unanimous

 * Committee membership confirmation
   * Neil: Committees are appointed annually like officers, so this is
similar to the previous item.
   * Nuritzi: The only committee that has been inactive is the Sponsorship
committee. We also wanted to re-evaluate the membership of each committee
and remove inactive members.
     * Neil: It's possible to remove inactive members at any later time,
such as at GUADEC.
     * Britt: I'd prefer to wait to remove inactive members until GUADEC
when I have a better idea of who's doing what on each committee.
   * Britt: Should it be a public announcement so that committee members
can decide to withdraw themselves if they are not active?
     * Rosanna: It is up to each committee's liaison to talk to their
members.
   * '''VOTE''': Re-appoint current committee members to their respective
committees.
     * +1 unanimous

 * Impostor's Syndrome workshop costs
   * Nuritzi: As a part of improving diversity and inclusion initiatives at
GNOME, the GUADEC organizers wanted to have some sort of workshop for the
participants to attend. Kristi Progri found an impostor's syndrome workshop
including also a portion on unconscious bias and how to combat it. The
workshop leader is willing to give the workshop for free if we reimburse
the flight costs. The reason we are not requesting this through the travel
committee is because it should come from a different bucket, e.g. the same
way we approved training for the code of conduct committee. Proposal is to
approve up to EUR 500.00 for this expense.
   * Carlos: Why does this not go through the travel committee?
     * Rosanna: It's the same rationale as for keynote speakers.
  * Federico: Does lodging not need to be included?
    * Nuritzi: The workshop leader didn't request it.
   * '''VOTE''': Approve up to EUR 500 in travel costs for the workshop
leader to attend GUADEC.
     * +1 unanimous
  * '''ACTION''': Nuritzi - Communicate the approved costs for the workshop
to Kristi.

 * GUADEC travel sponsorship status
   * We've received a mail from Meg Ford from the travel committee asking
us to discuss three questions in the board meeting:
     1. Is the money that Google sent for mentors available to pay for GSoC
student travel?
     2. What is the current travel sponsorship budget from GUADEC, which
depends on the conference's sponsorship income?
     3. A proposal to spend USD 3000=E2=80=935000 of the travel committee's=
 annual
budget on the GUADEC travel budget.
   * Rosanna: The biggest issue currently is not knowing whether they can
use EUR 30000 or EUR 35000, based on the figures from GUADEC budgets with
low, expected, or high sponsorship income. They hope to use leftover budget
for visa fees; the priciest people to be sponsored right now come from
GSoC. Some people who requested financial assistance didn't specify a
number; they just asked for the package itself. They are currently hoping
to spend an additional USD 731 for visa costs and USD 544 for financial
assistance costs.
  * Philip: To clarify, financial assistance is about extra expenses like
food. This is not about "pre-imbursements" which is a different program.
  * Philip: What do we normally use the mentor money for?
    * Rosanna: It goes into general funds and has already been for
accounted in our budget.
    * Carlos: So using the regular travel committee budget is equivalent to
using the Google mentor money.
    * Rob: Yes, questions 1 and 3 are equivalent. The answer to question 1
is "No, ask us question 3 instead."
   * Neil: The funding level of GUADEC is currently at the expected budget
level, not the high budget level. Making an estimate at the current time,
it would be more prudent to have EUR 30000 as the travel budget for GUADEC.
   * Rosanna: The travel committee is expressing frustration because the
new travel policy is more lenient but the budget is unchanged.
     * Nuritzi: We had talked in the past about changing the budget based
on the travel committee's recommendation.
   * Nuritzi: Is LAS in next fiscal year?
     * Rosanna: Yes.
   * Federico: Has the travel committee said a number they would need to
receive in extra budget?
     * Rosanna: I'm not entirely sure. My last question was if they were
able to use the EUR 35000 budget would they be okay. The answer seemed to
be yes.
   * Carlos: In the past we've seen that people are frustrated with a
funding level of 80%, and sometimes it's better to be clear about not being
able to sponsor someone. Sponsoring fewer people is also an option.
   * Nuritzi: We need to factor this into next year's GUADEC budget and
operating forecast.
     * Rosanna: We do want our conferences to be self-funding.
   * Rob: Although the money is there, using the general budget on the
GUADEC travel is something of an accounting fudge. We need to just
acknowledge that the new policy means more money is needed, which wasn't
reflected in the original budget, and re-allocate the funds.
   * Britt: Many of the board members have requested travel sponsorship
themselves and could be benefiting from this decision.
     * Rosanna: It's definitely due to the new requirements of visa costs
and financial assistance, rather than the board members.
     * Rob: In any case, the board members can choose to apportion funds
under e.g. the Foundation travel policy, provided we are acting in the
interests of the Foundation.
   * '''VOTE''': Move up to USD 5000 from the travel committee's budget to
the GUADEC travel budget, noting for future that the new travel policy will
require conference travel budgets to be higher.
     * +1 unanimous
   * '''ACTION''': Philip - Communicate the results of the vote to the
travel committee.

 * Note of thanks to outgoing board members
   * Neil proposes a vote.
   * '''VOTE''': To thank outgoing board members for their time and
dedication on the Foundation.
     * +1 unanimous

=3D=3D Actions =3D=3D

 * '''Philip''' - Change the minutes guideline to say that the draft
minutes should be emailed along with the agenda.
 * '''Nuritzi''' - Communicate the approved costs for the impostor's
syndrome workshop to Kristi Progri.
 * '''Philip''' - Communicate the results of the vote to reorganize travel
sponsorship funds to the travel committee.

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<div dir=3D"ltr"><div>Wiki location: <a href=3D"https://wiki.gnome.org/Foun=
dationBoard/Minutes/20190708">https://wiki.gnome.org/FoundationBoard/Minute=
s/20190708</a></div><div><br></div><div>=3D Foundation Board Minutes for Mo=
nday 8th July 2019, 15:30 UTC =3D<br><br>=3D=3D Attending =3D=3D<br><br>=C2=
=A0* PhilipChimento<br>=C2=A0* CarlosSoriano<br>=C2=A0* RosannaYuen<br>=C2=
=A0* FedericoMenaQuintero<br>=C2=A0* TristanVanBerkom<br>=C2=A0* BrittYazel=
<br>=C2=A0* NuritziSanchez<br>=C2=A0* NeilMcGovern<br>=C2=A0* RobertMcQueen=
<br><br>=3D=3D Regrets =3D=3D<br><br>=C2=A0* AllanDay<br>=C2=A0* KatGerasim=
ova<br><br>=3D=3D Agenda =3D=3D<br><br>=C2=A0* Approve minutes of June 17<b=
r>=C2=A0* Approve minutes of June 24<br>=C2=A0* Delayed officer elections<b=
r>=C2=A0* Committee membership confirmation<br>=C2=A0* Impostor&#39;s Syndr=
ome workshop costs<br>=C2=A0* GUADEC travel sponsorship status<br>=C2=A0* N=
ote of thanks to outgoing board members<br><br>=3D=3D Minutes =3D=3D<br><br=
>=C2=A0* Approve minutes of June 17<br>=C2=A0 =C2=A0* Philip: One possible =
correction: I wasn&#39;t sure about whether Federico was present or not, be=
cause he didn&#39;t speak during the meeting, and I was attending by phone =
and so didn&#39;t see the list of attendees.<br>=C2=A0 =C2=A0 =C2=A0* Feder=
ico was there.<br>=C2=A0 =C2=A0* Rosanna: Can we email the draft minutes wi=
th the agenda next time? If they are in Etherpad it&#39;s difficult to see =
if anyone changed anything since the last time we read it.<br>=C2=A0 =C2=A0=
 =C2=A0* &#39;&#39;&#39;ACTION&#39;&#39;&#39;: Philip - Change the guidelin=
e to say that the draft minutes should be emailed along with the agenda.<br=
>=C2=A0 =C2=A0* June 17 minutes are approved.<br><br>=C2=A0* Approve minute=
s of June 24<br>=C2=A0 =C2=A0* June 24 minutes are approved.<br><br>=C2=A0*=
 Delayed officer elections<br>=C2=A0 =C2=A0* Nuritzi: The proposal is to re=
appoint the current officers for now, since it is required annually; and th=
en elect new officers when Allan returns from vacation, likely in the meeti=
ng of July 22.<br>=C2=A0 =C2=A0* &#39;&#39;&#39;VOTE&#39;&#39;&#39;: Re-ele=
ct current officers to their posts.<br>=C2=A0 =C2=A0 =C2=A0* +1 unanimous<b=
r><br>=C2=A0* Committee membership confirmation<br>=C2=A0 =C2=A0* Neil: Com=
mittees are appointed annually like officers, so this is similar to the pre=
vious item.<br>=C2=A0 =C2=A0* Nuritzi: The only committee that has been ina=
ctive is the Sponsorship committee. We also wanted to re-evaluate the membe=
rship of each committee and remove inactive members.<br>=C2=A0 =C2=A0 =C2=
=A0* Neil: It&#39;s possible to remove inactive members at any later time, =
such as at GUADEC.<br>=C2=A0 =C2=A0 =C2=A0* Britt: I&#39;d prefer to wait t=
o remove inactive members until GUADEC when I have a better idea of who&#39=
;s doing what on each committee.<br>=C2=A0 =C2=A0* Britt: Should it be a pu=
blic announcement so that committee members can decide to withdraw themselv=
es if they are not active?<br>=C2=A0 =C2=A0 =C2=A0* Rosanna: It is up to ea=
ch committee&#39;s liaison to talk to their members.<br>=C2=A0 =C2=A0* &#39=
;&#39;&#39;VOTE&#39;&#39;&#39;: Re-appoint current committee members to the=
ir respective committees.<br>=C2=A0 =C2=A0 =C2=A0* +1 unanimous<br><br>=C2=
=A0* Impostor&#39;s Syndrome workshop costs<br>=C2=A0 =C2=A0* Nuritzi: As a=
 part of improving diversity and inclusion initiatives at GNOME, the GUADEC=
 organizers wanted to have some sort of workshop for the participants to at=
tend. Kristi Progri found an impostor&#39;s syndrome workshop including als=
o a portion on unconscious bias and how to combat it. The workshop leader i=
s willing to give the workshop for free if we reimburse the flight costs. T=
he reason we are not requesting this through the travel committee is becaus=
e it should come from a different bucket, e.g. the same way we approved tra=
ining for the code of conduct committee. Proposal is to approve up to EUR 5=
00.00 for this expense.<br>=C2=A0 =C2=A0* Carlos: Why does this not go thro=
ugh the travel committee?<br>=C2=A0 =C2=A0 =C2=A0* Rosanna: It&#39;s the sa=
me rationale as for keynote speakers.<br>=C2=A0 * Federico: Does lodging no=
t need to be included?<br>=C2=A0 =C2=A0 * Nuritzi: The workshop leader didn=
&#39;t request it.<br>=C2=A0 =C2=A0* &#39;&#39;&#39;VOTE&#39;&#39;&#39;: Ap=
prove up to EUR 500 in travel costs for the workshop leader to attend GUADE=
C.<br>=C2=A0 =C2=A0 =C2=A0* +1 unanimous<br>=C2=A0 * &#39;&#39;&#39;ACTION&=
#39;&#39;&#39;: Nuritzi - Communicate the approved costs for the workshop t=
o Kristi.<br><br>=C2=A0* GUADEC travel sponsorship status<br>=C2=A0 =C2=A0*=
 We&#39;ve received a mail from Meg Ford from the travel committee asking u=
s to discuss three questions in the board meeting:<br>=C2=A0 =C2=A0 =C2=A01=
. Is the money that Google sent for mentors available to pay for GSoC stude=
nt travel?<br>=C2=A0 =C2=A0 =C2=A02. What is the current travel sponsorship=
 budget from GUADEC, which depends on the conference&#39;s sponsorship inco=
me?<br>=C2=A0 =C2=A0 =C2=A03. A proposal to spend USD 3000=E2=80=935000 of =
the travel committee&#39;s annual budget on the GUADEC travel budget.<br>=
=C2=A0 =C2=A0* Rosanna: The biggest issue currently is not knowing whether =
they can use EUR 30000 or EUR 35000, based on the figures from GUADEC budge=
ts with low, expected, or high sponsorship income. They hope to use leftove=
r budget for visa fees; the priciest people to be sponsored right now come =
from GSoC. Some people who requested financial assistance didn&#39;t specif=
y a number; they just asked for the package itself. They are currently hopi=
ng to spend an additional USD 731 for visa costs and USD 544 for financial =
assistance costs.<br>=C2=A0 * Philip: To clarify, financial assistance is a=
bout extra expenses like food. This is not about &quot;pre-imbursements&quo=
t; which is a different program.<br>=C2=A0 * Philip: What do we normally us=
e the mentor money for?<br>=C2=A0 =C2=A0 * Rosanna: It goes into general fu=
nds and has already been for accounted in our budget.<br>=C2=A0 =C2=A0 * Ca=
rlos: So using the regular travel committee budget is equivalent to using t=
he Google mentor money.<br>=C2=A0 =C2=A0 * Rob: Yes, questions 1 and 3 are =
equivalent. The answer to question 1 is &quot;No, ask us question 3 instead=
.&quot;<br>=C2=A0 =C2=A0* Neil: The funding level of GUADEC is currently at=
 the expected budget level, not the high budget level. Making an estimate a=
t the current time, it would be more prudent to have EUR 30000 as the trave=
l budget for GUADEC.<br>=C2=A0 =C2=A0* Rosanna: The travel committee is exp=
ressing frustration because the new travel policy is more lenient but the b=
udget is unchanged.<br>=C2=A0 =C2=A0 =C2=A0* Nuritzi: We had talked in the =
past about changing the budget based on the travel committee&#39;s recommen=
dation.<br>=C2=A0 =C2=A0* Nuritzi: Is LAS in next fiscal year?<br>=C2=A0 =
=C2=A0 =C2=A0* Rosanna: Yes.<br>=C2=A0 =C2=A0* Federico: Has the travel com=
mittee said a number they would need to receive in extra budget?<br>=C2=A0 =
=C2=A0 =C2=A0* Rosanna: I&#39;m not entirely sure. My last question was if =
they were able to use the EUR 35000 budget would they be okay. The answer s=
eemed to be yes.<br>=C2=A0 =C2=A0* Carlos: In the past we&#39;ve seen that =
people are frustrated with a funding level of 80%, and sometimes it&#39;s b=
etter to be clear about not being able to sponsor someone. Sponsoring fewer=
 people is also an option.<br>=C2=A0 =C2=A0* Nuritzi: We need to factor thi=
s into next year&#39;s GUADEC budget and operating forecast.<br>=C2=A0 =C2=
=A0 =C2=A0* Rosanna: We do want our conferences to be self-funding.<br>=C2=
=A0 =C2=A0* Rob: Although the money is there, using the general budget on t=
he GUADEC travel is something of an accounting fudge. We need to just ackno=
wledge that the new policy means more money is needed, which wasn&#39;t ref=
lected in the original budget, and re-allocate the funds.<br>=C2=A0 =C2=A0*=
 Britt: Many of the board members have requested travel sponsorship themsel=
ves and could be benefiting from this decision.<br>=C2=A0 =C2=A0 =C2=A0* Ro=
sanna: It&#39;s definitely due to the new requirements of visa costs and fi=
nancial assistance, rather than the board members.<br>=C2=A0 =C2=A0 =C2=A0*=
 Rob: In any case, the board members can choose to apportion funds under e.=
g. the Foundation travel policy, provided we are acting in the interests of=
 the Foundation.<br>=C2=A0 =C2=A0* &#39;&#39;&#39;VOTE&#39;&#39;&#39;: Move=
 up to USD 5000 from the travel committee&#39;s budget to the GUADEC travel=
 budget, noting for future that the new travel policy will require conferen=
ce travel budgets to be higher.<br>=C2=A0 =C2=A0 =C2=A0* +1 unanimous<br>=
=C2=A0 =C2=A0* &#39;&#39;&#39;ACTION&#39;&#39;&#39;: Philip - Communicate t=
he results of the vote to the travel committee.<br><br>=C2=A0* Note of than=
ks to outgoing board members<br>=C2=A0 =C2=A0* Neil proposes a vote.<br>=C2=
=A0 =C2=A0* &#39;&#39;&#39;VOTE&#39;&#39;&#39;: To thank outgoing board mem=
bers for their time and dedication on the Foundation.<br>=C2=A0 =C2=A0 =C2=
=A0* +1 unanimous<br><br>=3D=3D Actions =3D=3D<br><br>=C2=A0* &#39;&#39;&#3=
9;Philip&#39;&#39;&#39; - Change the minutes guideline to say that the draf=
t minutes should be emailed along with the agenda.<br>=C2=A0* &#39;&#39;&#3=
9;Nuritzi&#39;&#39;&#39; - Communicate the approved costs for the impostor&=
#39;s syndrome workshop to Kristi Progri.<br>=C2=A0* &#39;&#39;&#39;Philip&=
#39;&#39;&#39; - Communicate the results of the vote to reorganize travel s=
ponsorship funds to the travel committee.<br></div><div><br></div></div>

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