Minutes of the Board meeting of July, 18th, 2017
= Foundation Board Minutes for Tue, July 18th 2017, 17:00 UTC = Next meeting date Tue, July 25th 2017, 17:00 UTC Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170718 == Attending == * Allan Day * Zeeshan Ali * Alexandre Franke * Carlos Soriano * Neil McGovern * Meg Ford * Shaun McCance == Regrets == * Cosimo Cecchi * Nuritzi Sanchez * Rosanna Yuen == Missing == == Agenda for 2017-07-18 == * GUADEC agenda * AGM * Review ongoing items == Minutes == * GUADEC agenda * directors should put their slides in before GUADEC * AGM * the Foundation update bullet point needs some work * reviewing who presents every item * Review ongoing items == Ongoing == '''This section includes items which have seen an update in the last 30 days. Format is "-MM-DD, action|discussion|abstract" for this and subsequent minutes sections''' * Python Jamaica: PyCon 2017 GNOME Foundation email * 2017-07-11 * The board denied the request for sponsorship of this conference * ACTION: Neil to follow up to the request saying that we can't help financially * 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. * 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
Minutes of the Board meeting of July, 11th, 2017
= Foundation Board Minutes for Tue, July 11th 2017, 17:00 UTC = Next meeting date Tue, July 18th 2017, 17:00 UTC Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170711 == Attending == * Zeeshan Ali * Rosanna Yuen * Allan Day * Neil McGovern * Meg Ford * Carlos Soriano * Nuritzi Sanchez * Cosimo Cecchi * Shaun McCance * Jim Hall == Regrets == * Alexandre Franke == Missing == == Agenda for 2017-07-11 == * Budget request for stickers * Updated budget request for Julita's events * AGM & GUADEC planning * Python Jamaica: PyCon 2017 GNOME Foundation email * University Outreach * ED/OD trip to GUADEC == Minutes == * GNOME.Asia presentation at GUADEC 2017 * We should make sure that the GNOME.Asia team also has the opportunity to present their conference at GUADEC * During the AGM sounds like a reasonable time * ACTION: Nuritzi to follow up with the GNOME.Asia team to make sure they know they have this opportunity - Done on July 11th * Budget request for stickers * There's a budget request for 5k stickers, including those for GUADEC attendees, special stickers for the 20th birthdays and other events in Europe and Peru * Total amount requested: $1150 * We don't have a budget broken down to each team, but we do have marketing budget. Currently we're at $1391 spent against a $2000 budget * However we could reallocate some money from events/hackfests that haven't happened for this. We budgeted $80k for that but only spent $9215 * That's excluding GUADEC travel though, but it still should not get us to $80k * The recommendation of the treasurer is to vote positively, and go over budget instead of moving money around in our accounting documens, since that will educate our budget for the next year * VOTE: approve the requested amount * +1 Nuritzi, Allan, Meg, Carlos, Cosimo, Zeeshan. VOTE PASSED * Updated budget request from Julita for CONECIT 2017 * The budget request is $290 for snacks, 300 balloons and 24 GNOME-branded USB sticks * The event is going to be a newcomer's workshop, similar to those that happen at GUADEC or those that Carlos does * Are the USB sticks required for the newcomer's workshop to be successful? * Yes, they are live systems for those that come with a Windows laptop and should not be given away * It does not feel necessary to brand the USB sticks with a GNOME logo, but the difference is about $1 * The number of 24 sticks does not seem necessary for the event, since we would not give them away * If we wanted to give them away as swag or sell them at events, we would make them centrally and in a larger quantity to negotiate a better price * Up to 8 USB sticks, snacks/cake and balloons would be a $150 * VOTE: approve a reduced budget of $150 for the event * +1 Nuritzi, Allan, Zeeshan, Carlos, Meg. Abstained: Cosimo * ACTION: Nuritzi to follow up with Julita (DONE) * AGM & GUADEC planning * Things are mostly all prepared by now * Closer to the time we'll need to book a table for the AdBoard lunch * We should prepare a page on the wiki for when people are arriving/travel plans * ACTION: Allan will post a link to this * Python Jamaica: PyCon 2017 GNOME Foundation email * There's a request for us to sponsor this outside event * It does not feel like we want to give them money, but we can help them with exposure on our social media channels * ACTION: Neil to follow up to the request saying that we can't help financially * University Outreach * Mozilla is interested in partnering with us for University outreach; they have an initiative to support open source labs in universities in summer/fall * Meg is asking whether it's OK with the Board if she works with Mozilla on that initiative * Sounds great! * This is also something that could be mentioned during the AdBoard presentation, since it was one of the things that they have previously mentioned * ED and Rosanna's trip to GUADEC * Neil and Rosanna are seeking approval for their trip to GUADEC * For our travel policy, the event needs to be approved explicitly by the Board * VOTE: approve the attendance to the event * +1 Allan, Nuritzi, Cosimo, Meg. Abstained: Zeeshan, Carlos. VOTE PASSED == Ongoing == '''This section includes items which have seen an update in the last 30 days. Format is "-MM-DD, action|discussion|abstract" for this and subsequent minutes sections''' * Python Jamaica: PyCon 2017 GNOME Foundation email * 2017-07-11 * The board denied the request for sponsorship of this conference * ACTION: Neil to follow up to the request saying that we can't help financially * 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 * 2017/2018 General Liability and Directors & Officers
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 "-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
Minutes of the Board meeting of June, 27th, 2017
= Foundation Board Minutes for Tue, June 27th 2017, 17:00 UTC = Next meeting date Tue, July 4th 2017, 17:00 UTC Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170627 Call URL: https://bluejeans.com/6361797715 == Attending == * Alexandre Franke * Allan Day * Nuritzi Sanchez * Shaun McCance * Carlos Soriano * Jim Hall * Meg Ford * Cosimo Cecchi * Neil McGovern * Rosanna Yuen * Bastien Nocera * Matthieu Gautier * Ismael Olea * Juan Pedro == Regrets == * Zeeshan Ali == Missing == == Agenda for 2017-06-20 == * GUADEC 2018 bids == Minutes == * GUADEC 2018 bids * Lyon * The team is not going to be able to organize next year * Venue rental is too expensive, more than expected (60k€) [sounds like the latest quote is ~34k€, expected to rise to ~38k€ ?] * Most of the cost comes from options that are more or less mandatory (catering with exclusivity, Internet…) * Too little time to look for another venue in time for 2018. * Bastien advises to consider them only if we see issues with the other bid. * Almeria * PyCon-ES was organized there last year. * Prices aren’t final but pretty close. * Task split between team and GNOME. * local team would handle logistics. * board would have to take care of contacting sponsors. * expectation for non local people to take care of call for presentations. * Lack of social activities * (PRIVATE) Board discussion after presentations: * Generally positive about the Almeria bid * Some concerns about the local team's knowledge of GUADEC and integration with the GNOME community. Will they take care of the GUADEC website? Do they understand what is expected for GUADE? Desirable to have more community members involved, possibly from gnome-es, and have the local organisation accessible to the community. * ACTION: Carlos to follow up with Ismael and Florian to get a better idea of how the Almeria team will work with the GNOME community * ACTION: board to make a final decision at their next meeting == Ongoing == '''This section includes items which have seen an update in the last 30 days. Format is "-MM-DD, action|discussion|abstract" for this and subsequent minutes sections''' * 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 * (PRIVATE) GNOME Foundation 2017 AGM - 4pm on July 29th * Team Reports * Financial Report * Announcement of New Board, intro * Pants * New officers introduced by outgoing person * Formal introduction of Neil * Possible to have votes but then we need to * verify that voters are members * announce vote items in advance * Vote on bylaws changes if any * Assessment of committees * Questions from members * Without being too formal, we should focus a bit more on the Foundation and its role * We should find ways to engage the audience * Have a “Fun part”, with teams playing against each other? * ACTION: Nuritzi to send the announcement * (PRIVATE) GNOME Peru Challenge at CONECIT 2017 * Alexandre advised on the list against granting the budget * It’s the same type of expenses we already said we thought weren’t the best way to spend our money on * There is no hurry to vote on that because the event is mid-August * We should discuss further how we want to handle event budgets * Julita is coming to GUADEC we can also have a discussion with her there * 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 * (PRIVATE) AdBoard check in & Debian sponsorship request * 2017-06-13 * The board voted to approve an expense of GBP 100 to sponsor Chris Lamb to attend the GUADEC AdBoard meeting * ACTION: Nuritzi to get back to him - done but he wants to know when he should submit expenses for reimbursement * (PRIVATE) GNOME.Asia 2017 plans * 2017-06-06 * We should reach out to the organizers and the GNOME.Asia team to find
Minutes of the Board meeting of June, 20th, 2017
= Foundation Board Minutes for Tue, June 20th 2017, 17:00 UTC = Next meeting date Tue, June 20th 2017, 17:00 UTC Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170620 == Attending == * Allan Day * Alexandre Franke * Nuritzi Sanchez * Carlos Soriano * Neil McGovern * Cosimo Cecchi * Meg Ford * Rosanna Yuen * Shaun McCance * Zeeshan Ali == Regrets == * Jim Hall == Missing == == Agenda for 2017-06-20 == * New board members - welcome, induction, agree on transition process * GNOME Foundation 2017 AGM == Minutes == * 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 * Bylaws could use some clarification * ACTION: Allan to figure out how we can improve that * GNOME Foundation 2017 AGM - 4pm on July 29th * Team Reports * Financial Report * Announcement of New Board, intro * Pants * New officers introduced by outgoing person * Formal introduction of Neil * Possible to have votes but then we need to * verify that voters are members * announce vote items in advance * Vote on bylaws changes if any * Assessment of committees * Questions from members * Without being too formal, we should focus a bit more on the Foundation and its role * We should find ways to engage the audience * Have a “Fun part”, with teams playing against each other? * ACTION: Nuritzi to send the announcement == Ongoing == '''This section includes items which have seen an update in the last 30 days. Format is "-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 * 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 * 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
