Hi Elle!

On Thu, Feb 8, 2018 at 5:25 AM, Elle O <elleolt...@gmail.com> wrote:

> Are the printouts/related stuff already settled/designed? If not then I
> might have time to do it later this week.
>

We can definitely add more! Just as an FYI, one of the problems we've faced
in the past is designing print-outs in the correct size for different
geographical locations. If you'd be interested in helping us create a few
new items for events we would love the help!


> Unfortunately the engagement group calls are now a little early for me
> (since I'm in CA), so I'm out of the loop on those and may have missed
> something.
>
>
Yeah, we scheduled calls at that time so we could encourage our friends in
Asia to join. The time is still pretty terrible for them, and now is also
pretty bad for us on the West Coast of the US, so we may have to rethink
meeting times yet again. If the meeting time were to shift 30 minutes
later, would that help you join, or when would you generally be able to
join? Just curious :)

Also -- we are now using the Engagement team workboard on GitLab
<https://gitlab.gnome.org/Community/Engagement/General/boards> in order to
work together asynchronously. Let me know if you want to jump on a call
sometime and learn how to use it if you don't already know how to! Also,
feel free to send me your username and I can add you to the board.



... Answering the rest of the thread here...

> Ekaterina Gerasimova <kittykat3...@gmail.com> wrote:
> > ...
> >> There was already one in the US when I was on the board, what's
> happened to it?
> >>
> >> https://wiki.gnome.org/Events/Box/NorthAmerica
> >
> > As far as I know, Emily still has it. This has been discussed at
> > various points while I've been on the board and I'm not entirely sure
> > what the current status is. It's possible that we decided that the box
> > is too big to be practical, but I might be wrong about that.
>

There are a few issues at play: 1) we've tried to recover the box for
several years now (even before I joined the Engagement team), without
success; and 2) everything in the box is pretty old by now and would need a
serious refresh anyway. The Engagement team discussed this on a call a few
times and we would really like to create a new box if we move forward with
having a box in North America. One problem though is that we don't have a
designated place to store the box.

Endless donated a GNOME tablecloth last year that I have stored in SF and
can add to a North American travel box.

*@Sri *-- do you think System 76 has any extra storage space? :)
Unfortunately, the Endless office in SF doesn't have a lot of storage
space, so I would only be able to keep the small box with me.



> I think that box is the same size as the smaller European box. If
> there was a size issue, then it would make sense to have a critical
> look at what it would be used for and how it would be transported.
> e.g. if it's always transported by someone rather than shipped, then a
> smaller suitcase could work, but contents would be restricted to
> pretty much laptop and stickers.


> If the box will be shipped, my recommendation after having gone
> through 4 cases is to go for heavy duty ones because while they are
> heavy, they won't need to be replaced every year.


I think it makes sense to have two boxes, a small one and a large one.
Noted: we should buy a sturdy box.


>
> >> Our table cloth is green because we wanted to use the Foundation
> >> colour. The roller banner is blue. One of the old banners is green and
> >> the other is blue. As we're next to the KDE stand, if we have only
> >> blue banners, we blend in too much and it looks weird. Also, we do
> >> represent the Foundation rather than just the project at FOSDEM. i.e.
> >> we talk about the Foundaiton and the work that it does, we've signed
> >> people up for FoG before, etc. I don't know how much this is the case
> >> at other events though.
> >
> > I'd like to encourage people to use the colours in the draft brand
> > guidelines. There was a fair amount of work put into these, and it's
> > important that we use consistent branding wherever possible. go for
>

+1 to what Allan said.



On Thu, Feb 8, 2018 at 8:43 AM, Ekaterina Gerasimova <kittykat3...@gmail.com
> wrote:

>
> > Here are instructions for how to ask for reimbursement after you have
> made
> > the purchases: https://wiki.gnome.org/Engagement/Reimbursements.
> > Note: this page needs to be slightly updated, but is mostly correct. In
> this
> > case, you can send the reimbursement request to nuri...@gnome.org and cc
> > z...@gnome.org.
>
> I think it's better all round to share reimbursement details with as
> few people as possible. Can the process be changed so that Rosanna
> gets the ack about the funds being approved and the reimbursement
> (bank) details are only sent to her?
>

Unfortunately, someone else still has to check the reimbursement details
and put it on the Board wiki for Rosanna, so it's a 2 person job. Since I'm
on the Board right now, I'm able to have access to the reimbursement info
page, but once we have a committee I'm not sure how we will want to handle
this.

Once we get more into the logistics of creating the committee and new
processes, it'd be great if you could be involved, Kat. Your experience
will no doubt help us think through all of the details and would be really
useful!


> As the former treasurer, I am also interested in how you are keeping
> track of the budget. Are you using a spreadsheet? I actually manage
> similar sorts of budgets at work and would be happy to share how we
> separate the reimbursements from the approval and our processes.


Yes, I'm using a spreadsheet to track expenses but we will rethink the
whole process as we begin to create the new committee and reimbursement
process.

During our last call, Michael shared some ways that Ubuntu approves and
tracks community reimbursements -- if you have some examples, please do
share them.
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