Minutes of the Board meeting of July, 4th, 2017

= Foundation Board Minutes for Tue, July 4th 2017, 17:00 UTC =

Next meeting date Tue, July 11th 2017, 17:00 UTC

Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170704

== Attending ==

 * Allan Day
 * Alexandre Franke
 * Neil McGovern
 * Nuritzi Sanchez
 * Zeeshan Ali
 * Rosanna Yuen
 * Carlos Soriano

== Regrets ==

 * Meg Ford
 * Cosimo Cecchi
 * Jim Hall
 * Shaun McCance

== Missing ==


== Agenda for 2017-07-04 ==

 * GNOME.Asia logo / "A simple explanation of GNOME.Asia 2017's logo to
FoundationBoard" email
 * AGM planning
 * 2017/2018 General Liability and Directors & Officers Liability
 * GNOME Pants award 2017

== Minutes ==

 * 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.
  * VOTE: approve the logo that GNOME.Asia sent for the 2017 conference
    +1 Nuritzi, Alexandre, Allan, Carlos, Zeeshan. VOTE PASSED
  * ACTION: Nuritzi to notify that they can use it for this year
  * 5-7-17: Nuritzi emailed GNOME.Asia team and said Engagement team (aka
Allan) would follow up with design feedback of the logo
  * ACTION: Allan to write recommendations for next year

 * AGM planning
  * request raw material for the team reports by July 14th
  * Teams to reach out to: translations (Alexandre), docs (kat), engagement
(nuritzi), bugsquad (andre), design (allan), release team (matthias),
sysadmin (av), outreach/newcomers (Carlos/Bastian)
  * Committees: travel, membership, ed search
  * ACTION: Allan to reach out to the committees to get their rolls for
renewal
  * ACTION: Nuritzi to reach out to the teams to get their material for the
slides

 * 2017/2018 General Liability and Directors & Officers Liability
  * ACTION: Neil to make a list

 * GNOME Pants award 2017
  * ACTION: Allan to give Neil a template (done)
  * ACTION: Neil to call for nominations

== 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'''

 * GUADEC 2017 finance request
  * 2017-06-13
   * The board voted to transfer GBP 5000 into the GUADEC team's UK account
for live expenses
   * The board also voted to pre-approve expenditure against the confirmed
sponsorship money, up to GBP 42000
    * ACTION: Allan to get back to Sam
   * 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.

 * 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

 * 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

=== Ongoing but stalled ===

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

 * 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

 * 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

 * Sysadmin fundraising levels and perks
  * 2016-08-10, ACTION: Nuritzi to take on this project and figure out what
it entails
  * 2017-05-09
   * We can talk about this item at GUADEC

 * Web page for prior pants winners
  * 2016-08-10, ACTION: Shaun and Allan to add the web page
  * 2017-03-07
   * Only missing the winner for one year, 2005
   * We can crowdsource the details and refinement of the bios/photos/etc
  * 2017-06-06
   * We are trying to expedite this before next GUADEC
   * ACTION: Nuritzi to ask Shaun for a download of the information he has
already collected
   * ACTION: Alexandre to suggest a suitable location to put the
information and share it with the board

 * 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

=== 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

 * 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

== Discussed on the mailing list ==


== Completed actions ==

 * New board members - welcome, induction, agree on transition process
  * Round of introduction
  * Discussion about when the new directors start their term
   * In practice incoming directors join the board immediately after the
election results have been confirmed (this hasn't happened yet for this
year's elections)
   * We will give them an easy introduction, allowing them to vote from the
27th of June and encouraging them to rely on input from existing board
members..
   * ACTION: Nuritzi to ping the membership committee about making the
election results official - this was done by them without Nuritzi
approaching them. woohoo!
   * Bylaws could use some clarification
    * ACTION: Allan to figure out how we can improve that
    * 2017-07-04: There's not going to be time to do this for the 2017 AGM.
We might want to revisit in 2017-18 - COMPLETED

 * GUADEC 2018 bid presentations
  * 2017-06-06
   * The Board would now like to move the presentations to a call, to be
able to announce a decision during GUADEC
   * ACTION: Allan and Nuritzi to organize a call the week of June 26th
   * 2017-06-27 - this happened - COMPLETED

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