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= Foundation Board Minutes for Tuesday, July 31st 2018, 15:30 UTC =

Next meeting date Tuesday, August 7 2018, 15:30 UTC

== Attending ==

 * NuritziSanchez
 * KatGerasimova
 * CarlosSoriano
 * AllanDay
 * RobMcQueen
 * NeilMcGovern
 * RosannaYuen
 * PhilipChimento

== Regrets ==

 * FedericoMenaQuintero

== Missing ==

== Agenda ==

 * Hiring update (Neil)
 * Standardising bidding and budgetting processes for conferences (Kat)
 * GUADEC 2019 bidding process update (Kat)
 * Travel committee update (Philip)
 * Adding Christel to the code of conduct committee (Federico)
 * Code of Conduct questions from Benjamin Berg (Allan)
 * Who responds to what on the board mailing list (Philip)
 * Review to-do GitLab issues -

Low priority:
 * Transparency between employees and the board/community. i.e. status
reports (also read emails from Kat) (Carlos)
 * Internships status and possible ideas (Carlos)
 * Switch meetings to California time (Allan)
 * Odds and ends from the community at GUADEC (Philip)

== Minutes ==

 * Hiring update (Neil)
    * General update: few more applications for sysadmin and program
    * Sysadmin/devops - first batch of interviews planned.
    * GTK+ developer - pre-interview questionaire scheduled.
    * Allan and Kat have been added to Odoo.
    * We'll figure out who to send the questionnaire to from there.
    * Allan: we should have some questions and screening around online
conduct. Whoever we hire will also be a kind of champion of the project.
They have to have good online behaviour.
      * Neil: We do have questions about this. I'm drawing on my experience
writing similar questions for Collabora. The questions will reflect that
working for the Foundation is different.
    * Nuritzi: PSA, don't add the name of the person who should answer the
agenda item, instead add the name of the person who proposed it.

 * Standardising bidding and budgetting processes for conferences (Kat)
   * Kat: Meeting tomorrow with Allan and Carlos to talk about what we want
to standardize across conferences. After that, a call with conference
organizers. More updates next week.

 * GUADEC 2019 bidding update (Kat)
    * Kat: Nuritzi mentioned that Turkey '19 was likely to drop out. No
contact yet with Muhammet. Greece '19's bid looks relatively solid, they
are still on track to send it in by the deadline of August 6.
    * Nuritzi: Turkey '19 is stuck at getting the venue information and
that's why they are not likely to get it in on time.
    * Kat: Some of the '20 bids are already starting to look at venues.

 * Travel committee update (Philip)
    * Philip has got access to infra.
    * Philip: 2 members may become unavailable due to personal
circumstances in the near future.
    * Philip: may need to increase committee at least temporarily - will
consider after talking to the other TC members first.
    * Email from Adelia about possibly going over budget. Question is,
stick to the deadline (27 July) for LAS and stick to the budget, or allow
applications after the deadline (since the CFP deadline is 30 July) and go
over budget?
    * Kat: What's the reason that the GNOME.Asia sponsorships are coming
out of the general Foundation budget?
      * Allan: Can't remember, but we should ensure that each conference
has its own budget line for travel
    * General consensus is that we should still allow LAS applications
after the CFP deadline as people may have been waiting to see if their
paper was accepted.
    * Rosanna: Deadline was only announced on foundation-list, so many may
not have been aware.
    * Kat: travel committee can work this out and ask for more budget if
    * Philip: we should decide now whether we're OK with a reasonable
budget increase.
    * Nuritzi: let's tell them to use the LAS surplus for GNOME.Asia and
ask for more budget for LAS.
    * '''ACTION:''' Philip to communicate that we would like them to ask
for a budget and we'll vote on it next week, in the meantime they can move
the budget from LAS to GNOME.Asia as they see fit to accommodate the
last-minute requests.

 * Adding Christel to the code of conduct committee (Federico)
   * (Submitted by Federico, by email) During GUADEC, the CoC committee met
with and invited Christel Dahlskjaer to be part of it. The Board met her
during the Advisory Board meeting; she's the representative for Private
Internet Access. She is also one of the moderators, and has
experience dealing with troublesome people and with CoC enforcement. With
the Board's approval, we'd like to have Christel as part of the CoC
committee :)
   * Nuritzi: We did mention that we wanted more members from other parts
of the world
     * Kat: Are the current committee members explicitly looking for more
members from different backgrounds, e.g. Asia?
     * Rosanna: The committee itself didn't hear anything from the board on
the subject, so we didn't discuss it.
     * Rosanna: Christel brought in a lot of expertise during our
discussions at GUADEC, so it makes sense to add her as a member.
     * Kat: We should ask the committee to talk about their membership
target before appointing any new members
     * Rosanna: It would be a shame to pass on Christel's expertise.
        * Kat: can we see the contributions during GUADEC discussions
        * Rosanna: There were individual notes, no minutes.
        * Kat: There should be minutes, committees are accountable.
        * Philip: There don't need to be minutes for informal discussions.
        * Rob: If it was a committee meeting, then Christel wouldn't have
been there. On the other hand, committees do need to be board-like in their
        * Kat: The board can invite external people to a board meeting,
committees can do that too.
        * Allan: Let's talk about guidelines for committees another time.
     * Allan: the committee has requested that we appoint a new member, I'm
happy to vote on it.
   * Carlos: Is she a Foundation member?
     * Nuritzi: she is a foundation member and she's listed on the website:
   * '''VOTE:''' Appoint Christel Dahlskjær to the Code of Conduct
     * +1 Nuritzi, Rob, Allan, Philip, Carlos
     * -1 Kat
     * Kat: I am not familiar with Christel's work and the CoC discussions
from the GUADEC meeting have not been shared so I cannot see her
contributions to the CoC discussions at his point.
   * '''ACTION''' - Federico to communicate the result to Christel
   * We should followup on

 * Code of Conduct questions from Benjamin Berg (Allan)
   * Allan: There's been some discussion on the mailing list about how to
reply, Rob made a proposal, it seems fine.
   * Rob: To make the implicit explicit, we can explicitly thank the WG and
delegate the responsibilities to the COC committee.
   * '''VOTE:''' That the board thanks the Code of Conduct Working Group,
and confirms that future work on the Code of Conduct will be performed by
the Code of Conduct Committee and approved by the Board.
     * +1 Nuritzi, Rob, Carlos, Philip, Allan
     * Abstained: Kat
   * '''ACTION''' - Federico to reply to Ben

 * Who responds to what on the board mailing list (Philip)
   * Philip: We should have a guideline for "should I respond to this or
not?" Do we usually wait for the board member whose expertise it is to
answer, or should the first person to see the item respond with a quick
"Thanks, we'll get back to you"?
   * Allan: Some of both, usually.
   * Kat: If somone responds with "Thanks, we'll get back to you" then it's
their responsibility to add the item to the agenda for the next week. It's
the president's responsibility to add action items from emails to the
agenda if they haven't been answered by another board member.
   * Neil: Some things that used to go to the board list now go to me, if
it looks like something I should handle then send it on

[ Kat leaves ]

 * Review to-do GitLab issues -
   * Nuritzi: Everyone should go through these themselves, but if there's
no significant movement next week we'll do this in a seprate meeting.
   * Allan: Let's have a label for issues that need discussion by the board.

Low-priority agenda items
 * All deferred.

== Actions ==

 * Federico - Notify Christel Dahlskjær and the code of conduct committee
that she has been appointed to the committee
 * Federico - Notify Benjamin Berg of the results of the vote to thank and
disband the code of conduct working group
 * Philip - Recommend the travel committee to grant the last-minute
GNOME.Asia requests and ask them to submit a request to increase the budget
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