= Foundation Board Minutes for Tue, November 14th 2017, 17:00 UTC = Next meeting date Tue, November 21th 2017, 17:00 UTC
Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20171114 == Attending == * Alexandre Franke * Carlos Soriano * Zeeshan Ali * Meg Ford * Rosanna Yuen * Neil McGovern == Regrets == * Allan Day * Cosimo Cecchi * Nuritzi Sanchez == Missing == == Agenda == * Follow-up on "Reviving Free Software Macedonia" * Review outgoing items == Minutes == * Follow-up on "Reviving Free Software Macedonia" * Monthly rental fee for the place where they meet (€300) * They seem to have a lead for sponsors, but would like us to help bootstrap * Not clear what their ask is. * We recommend they come up with a clear plan and specific outcomes for GNOME, then take it to the engagement budget holder == 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''' * Check in about budget and policies roll out * Blocking on a couple action items from Neil, hopefully sorted out today * Neil will then announce it, as well as TransferWise being an option * 2017-11-14: * Waiting for Nuritzi to come back from her trip so she can review drafts before they are sent out * Conference spending policy updates * The current policy would allow organizers to spend money they haven’t raised yet, which could lead to a loss * Carlos suggested to approve two complementary budgets * a part that can only be spent if raised * a part that can be spent even if not raised, to make sure the conference happens * Organizers are expected to make a profit, but a small loss would not be a problem * The main goal should be to make a good conference * How does the organizers forecast the amount they’ll raise? * How does the newly appointed sponsorship committee tie in with that? * Coordination between the two is expected * VOTE: approve new policy with 2 budgets for conferences (minimal + extras depending on money raised) +1 Carlos, -1 Allan, Meg. Abstained: Alexandre. VOTE DOESN’T PASS * VOTE: conference organizers should be required to have a new budget approved by the board if they raised less than 70% of their budgeted income +1 Allan, Meg, Abstained: Carlos, Alexandre. VOTE PASSED * 70% by what time? The problem is that conferences often don't know what their income is going to be until very late - sponsors are often confirmed at the last minute. * VOTE: invalidate the previously passed vote (let's give this more time to see if we can find a good solution) +1 Alexandre, Allan, Carlos, Abstained: Meg. VOTE PASSED * 20171031 - Neil suggests new rule that allows to limit the loss and gives organizers a bit of leeway, taking into account the evolving nature of account balance * ACTION: Allan to prepare a new proposal to revisit this at a later meeting * 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 * 2017-10-14 * Carlos created wiki page at https://wiki.gnome.org/Internships * Name for internships for privacy funds * If there is no contract it is not technically an internship * Discussion needs to continue on list * 2017-10-24 * GSoC are not called internships and there is no contract with the student * The organising entity also does not have authority over the participants, the project entity does * Outreachy on the other hand is called internship and there is a contract * Same kind of relationship * We could try and reuse the contracts from Outreachy * ACTION: Zana to get a copy of the contract * Done * ACTION: Neil to ask Karen * 20171031 - Done, karen says steal away. * ACTION: Carlos to prepare a version for us * Payment authorization policy * https://wiki.gnome.org/FoundationBoardPrivate/Budget#Payment_authorization * VOTE: approve the new Payment authorization policy as specified on the private budget wiki page * +1 Allan, Nuritzi, Carlos, Cosimo, Meg, Alexandre, Zeeshan - VOTE PASSES * ACTION: Allan to make the page public (with ACL to prevent modifications from anyone else than the board) * 2017-10-08 - page has been made public but Allan isn't certain what to do about the ACL * ACTION: Nuritzi to ensure that this is announced to the Foundation * Intention to create marketing committee * To dispense money for small events and marketing line items * In the meantime, we would have an individual budget holder * VOTE: appoint Nuritzi as the temporary budget holder * +1 Nem con. VOTE PASSES * There are concerns about the correct course of action. * ACTION: Nuritzi to come up with a charter for the proposed committee * Zazzle store * We have a link on the page where we list vendors * Andreas confirmed that Stormy is the one with access * ACTION: Allan to try to reach out to Stormy * 2017-10-08 - Allan got in touch with Stormy and got some login information, but he still can't access the account. More followup is required. * ACTION: Nuritzi to assess the quality and check whether we want to continue using them * Using TransferWise or some other payment system * This has been recommended to us as a good alternative to Paypal that is cheaper and works in certain countries where Paypal does not work * 2017-09-19 * Since Rosanna and Neil would be the main users of this, a good next step would be for them to review options and report to the Board * ACTION: Neil will look into this and coordinate with Rosanna when she's back * 2017-10-08 * This is now set up * Need to put this into travel sponsorship form * ACTION: Alexandre to talk to the travel committee to add this to the options * ACTION: Nuritzi to add this option to the small events reimbursement page * ACTION: Rosanna to test if it works well * 2017-10-24 - DONE. Tested two separate payments that both went through * ACTION: Nuritzi to announce it to foundation-list * Looking for sponsorship for GitLab runners * To increase our Continuous Integration capacity on the GNOME GitLab server, we'll need to provision some more servers, as we migrate more projects there * We could ask for help to our Advisory Board, or use our network to ask for support from other companies * It would make more sense to ask for hardware/cycles directly, rather than fundraising, since server bandwidth is a recurring cost * 2017-10-08 * Neil is waiting for verification before this can proceed further * 2017-10-31 - we're verified! Neil to talk to sysadmin * ACTION: Neil to talk with Andrea Veri about this * ACTION: once done, Neil to announce it * Calls with committees * Twice a year with each committee, once after the board elections (end June/early July and then late November-early January). * The call is a touch point - a way of checking in. Needs to stimulate ongoing conversations and ad hoc problem solving. Committees will be invited to calls with the whole Board to problem solve around specific things. * One board member and the ED meet with each committee (or a board member and the director of operations if there's no ED). * Where possible the same board member should be consistent. * Board representatives then feed back to the rest of the board. * 2017-10-08 * First meetings in the sequence to happen in November. Should focus on collaboratively setting goals and identifying issues. * Once the * ACTION: Carlos to meet with membership committee, see if we should update committee charter https://wiki.gnome.org/MembershipCommittee * ACTION: Alexandre to meet with the travel committee, see if we should update committee charter https://wiki.gnome.org/Travel/Committee * ACTION: Cosimo to meet with the sponsorship committee * 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 * 2017-10-08 * Neil and Rob are going to meet Karen at Freenode Live and try to talk about this * 2017-10-31 - Rob got sent to Indonesia, Neil to set up call with Karen/Rob to discuss * 2017-11-14 - Prodding email sent * ACTION: Neil to send another email to Luis and check if he’s available. * ACTION: Meg to ask Karen whether she can recommend someone * 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. * 2017-10-08 * Part of this was done at the hackfest, we'll need to update the wiki page * Another part is pending reply from Pam about how an event can use the GNOME wordmark * ACTION: Nuritzi to update the wiki page, including Alexandre's proposed statement about openness of hackfests * 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 * 2017-10-31 - Should happen around december === 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 * 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 == * Nextcloud 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 * 2017-10-31 * Positive feedback from those who used it * Would be used for meetings (to avoid e.g. people getting off because of DST), away time, reminders (e.g. call for GUADEC bids) * 2017-11-07 * It's up and running and we should use it. * Add things like time that you'll be away, recurring events like renewals and trademark filings, AdBoard meetings, etc. * There is a list of reoccuring events that we might want to include in the calendar on the wiki - https://wiki.gnome.org/FoundationBoardPrivate/Minutes/UpcomingAgenda#Reoccurring_Events * Julita’s new programme * Programme to get students ready for outreach programme applications * Budget request for $? for 3 events * We should probably approve a budget for the whole programme, 6 events * To be taken out of the GNOME events budget, held by Nuritzi * Questions collected on the list * Budget holders to keep records under https://wiki.gnome.org/Foundation/Budget/ , or perhaps in a spreadsheet on cloud.gnome.org? * Reviving Free Software Macedonia * Zeeshan met with Jovanka Gulicoska * The activity has come to a halt for lack of funding * Seems to fall under our GNOME events budget, deferred to budget holder * Budget for FY2018 * VOTE: approve the budget as presented by Neil * +1 Unanimous. VOTE PASSES * ACTION: Neil to communicate with Shaun * ACTION: Neil to put the budget spreadsheet into cloud.gnome.org and link to it from appropriate places, including a written version of the reserves policy * 2017-11-14: Done!
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