= Foundation Board Minutes for Tue, October 17th 2017, 17:00 UTC = Next meeting date Tue, October 24th 2017, 17:00 UTC
Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20171017 == Attending == * Alexandre Franke * Allan Day * Rosanna Yuen * Meg Ford * Carlos Soriano == Regrets == * Cosimo Cecchi * Zeeshan Ali * Neil McGovern == Missing == * Nuritzi Sanchez == Agenda for 2017-10-17 == * Conference spending policy updates * Travel support for UX hackfest * Name for internships for privacy funds * Review ongoing actions == Minutes == * 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 * Travel support for UX hackfest * Allan has emailed the board asking for help - didn’t get a response to his last email and timing is becoming an issue * All of the Travel Committee is at GNOME.Asia * Main requirement at the moment is to book accommodation * ACTION: Carlos to send an email to board list to have the full board make a decision; will ask the board to approve budget for the cost of the accommodation; hackfest attendees to apply to the travel committee for travel costs in the usual manner * Name for internships for privacy funds * If there is no contract it is not technically an internship * Discussion needs to continue on list == 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''' * 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 * Employee travel policy updates * https://lists.sfconservancy.org/pipermail/policies- discuss/2017-August/000104.html and https://lists.sfconservancy. org/pipermail/policies-discuss/2017-August/000103.html are changes that have been made by Conservancy to update their travel policy. * VOTE: incorporate changes into the Staff Travel Policy * +1 Unanimous. VOTE PASSES * ACTION: Allan to put this on a public wiki page * ACTION: Neil to make the changes * 2017-10-16 - the policy is now public at https://wiki.gnome.org/ Foundation/TravelPolicy and Neil has made the changes ( https://wiki.gnome.org/action/info/Foundation/TravelPolicy? action=diff&rev2=8&rev1=6 ) - COMPLETE * Conference spending policy * VOTE: approve the policy as specified on the wiki page: https://wiki.gnome.org/FoundationBoardPrivate/Budget# Conference_spending_policy * +1 Unanimous. VOTE PASSES * ACTION: Allan to review budget page and move relevant sections to the public area * ACTION: Allan to create conference requirements page, should include a requirement that they follow the brand guidelines * 2017-10-16 - both actions are done - https://wiki.gnome.org/ Foundation/Conferences - COMPLETE * 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 * 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 * 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 * 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 * 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 * 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 == * Freenode Live trip * Neil is set to keynote the event * VOTE: approve travel for Neil * +1 Unanimous. VOTE PASSES * CoC Workshop sponsorship * A group of people (Sarah Sharp, others) in SF are putting together a workshop about enforcement of CoC in communities or events * The CoC working group would like to attend to e.g. help them with the enforcing guidelines * The organizers of the workshop asked us to consider donating resources to this event, including sponsoring Sarah's travel for the event * Total request: up to $3600 for training materials, flight and accommodation for Sarah, but whatever we can afford * The request comes from Rosanna and Nuritzi; Rosanna has been contacted privately by the organizers * 2017-09-19 * Would like to see a cost breakdown * General feeling we should not cover all the cost ourselves, and we should make sure it's geared towards our needs too * ACTION: Nuritzi to get on a call with Josh and report back to the Board * 2017-09-26 * Timing not ideal * Would help establishing a relationship with a local community * Cost is high * We’d prefer more planning * ACTION: Nuritzi to work on planning something in the same vein * 2017-10-03 * far from ideal situation * everyone rather hesitant * still an opportunity * also a nudge towards a local community * VOTE: offer to fund up to $1800 * +1 Nuritzi, Cosimo, Zeeshan, -1 Alexandre, Abstained Allan. PASSED * ACTION: Nuritzi to get back to them * DONE (via text to Josh so he can talk to Sarah) * ACTION: Nuritzi to send an email to foundation-list to gauge interest * DONE * Mexico workshop * 2017-08-29 * Was supposed to start yesterday, has been delayed. * 2017-10-08 * We will stop tracking this, and put it back here if it comes back * 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 * 2017-10-08 * This was discussed at our hackfest and has been replaced by other action items * 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. * 2017-10-08 * This should be covered by the brand guidelines; we're going to track this together with the conference policy page * 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 * 2017-10-08 * This was discussed at our hackefst. DONE
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