Hello,
find attached the meeting minutes from the BoD meeting on May 16th.
Sorry for the long delay.
This message is to be archived by the BoD and its deputies.
Florian
The Document Foundation
Board of Directors Meeting
Call Minutes
Date: Wednesday, May 16th, 2012
Location: Phone conference room
Keeper of the minutes: Thorsten Behrens (Deputy Chairman of the Board)
Session chair: Florian Effenberger (Chairman of the Board)
Attending: Florian Effenberger (Chairman of the Board), Olivier Hallot
(Board of Directors), Italo Vignoli (Board of Directors), Andreas Mantke
(Board of Directors Deputy), Thorsten Behrens (Deputy Chairman of the
Board), Michael Meeks (Board of Directors), Björn Michaelsen (Board of
Directors Deputy), Charles H. Schulz (Board of Directors)
Representation: None.
Chairman of the Board and Deputy Chairman are in the call. One of them
is required to be present or represented for having a quorate call.
The Board of Directors at time of the call consists of 7 seat holders
without deputies.
In order to be quorate, the call needs to have 1/2 of the Board of
Directors members, which gives 4.
A total of 6 Board of Directors members are attending the call.
The invitation to the call has been in time, fulfilling all formal
requirements.
The call is quorate.
From now on, a quorum can be reached with a simple majority of 4 votes.
The meeting commences at 15:05 UTC
1. Munich Hackfest
Discussion: The public poll yielded Nov. 23rd-25th as the most preferred
date, that was also confirmed by the host. Florian will announce on Monday.
2. LibreOffice conference planning
Discussion:
- Florian is in contact with our host, will meet next week at
LinuxTag, to finalize details and announce
- German team is about to coordinate and have conf call
- Andreas is working on a conference tool, based on a Plone addon
- Andreas has setup test site at vm5.documentfoundation.org:9090
3. Discussing the open tasks
Discussion:
- Budget for infrastructure and office supplies: Florian and Thorsten
will draft a proposal for the next meeting
- Capital stock investment: There is an offer, but only via online
access, so rejecting. Andreas contacted home bank for another offer
4. Insurances
Discussion:
- Insurances: Wiating for final offer for liability insurance. New
group offering for D&O from German head association of Foundations
- Motion to approve a budget for the insurance, because current offer
ends on Saturday. Either sign current offer, or take head association offer
Request: Authorize Thorsten and Florian to sign the D&O insurance, cap
the annual fee at EUR 1,900 per year, excluding taxes
Result of vote: 6 approvals, 0 neutral, 0 disapprovals
Decision: The request has been accepted.
5. Travel policy
Request: Approve TDF travel policy as mailed to the board discuss list
on May 16th, 2012
Result of vote: 6 approvals, 0 neutral, 0 disapprovals
Decision: The TDF travel policy has been approved.
6. Continuing discussion of the open tasks
Discussion:
- Budget: Including a planned reserve of 15k, and planned expenses,
TDF has currently 13k left until the end of year
- Stamps: Designing and procuring stamps for TDF administration is in
progress
- Advisory board and ESC: Michael's task to put AB and ESC details on
our website
- Membership committee: The membership application page and renewal
form needs to point to statutes instead of bylaws, Florian will approach
the MC to adjust that
7. Admin team weekend
Discussion:
- Linux hotel in Essen, Germany has free seats, for 50€ per weekend
and person all-inclusive
- for travel fees, Florian will collect details, find date, then mail
proposal to the list
The meeting adjournes at 15:33 UTC
Meeting minutes approved:
Thorsten Behrens, Keeper of the minutes
Florian Effenberger, Session chair
--
Florian Effenberger, Chairman of the Board
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