= 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
  * 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
   * 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 "YYYY-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
   * 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
    * 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
out what the plans are wrt.
   * ACTION: Neil to reach out, making sure to also mention the need for an
agreement on logo trademark
  * 2017-06-13
   * The board has some questions about this year's GNOME.Asia budget and
overall plans for the conference
    * We will try to organize a call or meet in-person at GUADEC if possible
   * ACTION: Nuritzi to follow up separately about the logo, asking the
organizers to reach out to the board list seeking for approval - done

 * 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

 * (PRIVATE) Advisory board meeting at GUADEC
  * Meeting will take place July 27th, we have a tentative agenda
  * 2017-06-13
   * We have received a response from most AdBoard members, only missing a
   * ACTION: Nuritzi and Allan will start putting together an agenda for
the meeting - still need to do this

 * 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.

 * (PRIVATE) IamGNOME hackfest post-mortem
  * 2017-05-02
   * Approving specific items vs. providing guidelines for events spending
    * Allan's draft:
    * ACTION: Neil will look over the draft
  * 2017-05-16 - Neil has done so, all looks good. Possibly vote on it in a
couple of weeks, once Shaun is officially the treasurer (see below)?
   * This will be discussed at GUADEC

 * 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

 * (PRIVATE) What should we do with the funds that are in our WHS account?
  * We have an account in Europe that has money in it, we'd like to use it
for e.g. GUADEC expenses, but are not sure we can from a tax perspective,
since the money technically belongs to WHS
  * We could also ask WHS how they handle it for other organizations, since
it does not seem to be an unique problem
  * 2017-05-02
   * ACTION: Neil to ask WHS this
   * ACTION: Neil to also follow up with Karen and see if she has any advice
  * 2017-05-16 - No update from either of them
  * Neil will check with Karen at GUADEC

 * (PRIVATE) GNOME Continuous Integration
  * Mail from Allan about the state of GNOME continuous
   * There are a number of areas that need work. Emmanuele is hoping to do
make some improvements to the infrastructure.
   * We should keep an eye on it and check if there’s anything we can do to
help move this forward.
   * ACTION: share progress with advisory board at GUADEC
  * Discussion about using continuous images as "reference images"
   * ACTION: Cosimo to summarize benefits to GNOME of having reference
images, so we can discuss further

 * (PRIVATE) GNOME Shoes possible trademark violation
  * Nothing we can do with the information we have
  * 2017-05-02
   * Cosimo reached out to the reporter for more information

 * (PRIVATE) Treasurer situation
  * Kat intends to resign before the next elections
  * A written notice from Kat is necessary for this to be processed as a
  * 2017-05-02
   * ACTION: Neil is organizing a call with Shaun, Kat and Rosanna
  * 2017-05-09
   * Neil talked to Rosanna and Shaun, this is in progress
   * Let's leave this here until Shaun officially takes over
  * 2017-05-16
   * Call held, next step is for Kat to resign, and Shaun to take over (if
he's happy to do so!)
   * Kat needs to send an email and the Board needs to vote; Neil is going
to follow up with her now
  * 2017-06-06
   * The Board voted to appoint Shaun as the new treasurer
   * ACTION: Nuritzi to get in touch with Shaun and send an email to
foundation-list if it's OK with them - done

 * (PRIVATE) Use of GNOME logo on https://campingrocks.bg/
  * 2017-05-02
   * ACTION: Meg to follow up with Karen to get more information before
getting back to campingrocks
   * ACTION: Meg to follow up with maintainers who currently use the logo
about including licenses in their repos
  * 2017-05-16
   * The Board is going to have Karen join a future meeting (2017-05-30) to
discuss this

 * (PRIVATE) Advisory Board meeting retrospective
   * Open Source Comes to Campus - might be a good thing to promote. Can
work with Open Hatch on this. The set up for GNOME has normally been too
   * Campus outreach
    * ACTION: Jim to send an email to Walter Bender to ask about his
students and set up
    * ACTION: Meg to reach out to Open Hatch organizers after they hear
back from Walter
     * 2017-05-02
      * OpenHatch is effectively closed down, so we cannot partner with
them on the initiative. We can still use their resources for events.
      * Additional suggestions for contacts working on campus outreach: Tom
Calloway (Red Hat), Carol Smith, Beth Eicher
     * 2017-05-09
      * Should we keep moving along with this and pursue other contacts?
       * Yes, Meg will talk back with Jim and try to connect to some of
these contacts
     * 2017-06-20
      * Meg contacted Beth Lynn Eicher and she is interested in helping to
create a curriculum and put together a pilot workshop at University of
      * Meg contacted Teaching Open Source and their community is
interested in partnering to hold workshops/use curriculum in classes at
various universities around the world
       * Mozilla would also like to partner with us to use GNOME in
       * The OSI is interested in potentially sponsoring. It sounds like
they are looking to partner with a more general organization like
OpenHatch, though, which is not the goal.
      * Action: Meg will meet with Beth Lynn to start putting together a
      *Action: Meg will spend this week meeting with/reviewing info about
potential partners and present findings to the board next meeting

 * 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

 * 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
  * 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

 * 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 website, we're
looking at how to move the PayPal IPN to CiviCRM

=== 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

 * 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

== Discussed on the mailing list ==

== Completed actions ==
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