wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20130917
= Minutes for Tuesday, September 17th, 2013, 16:00 UTC = == Next Meeting == * Tuesday, October 1st, 2013, 16:00 UTC == Attending == * Andreas Nilsson * Joanmarie Diggs * Karen Sandler * Ekaterina Gerasimova * Marina Zhurakhinskaya * Emmanuele Bassi * Sriram Ramkrishna * Tobias Mueller === Regrets === * Rosanna Yuen == Board Meeting Agenda == * Adopting a photography policy for GNOME events. * No update * Karen volunteers to help Joanie * Social media accounts * Allan suggested that we should use a more secure way of storing the passwords than the wiki and one which can be kept up-to-date * The passwords will be stored in a private (to board and select Engagement Team members) git account and will be encrypted * The Git repository is accessible by specific people based on SSH key which will be assigned to select people * Update about Private Internet Access joining the advisory board. * Tobi wrote a quote for the PR * Karen sent the quote and material up to PIA for review * We should be able to announce it soon * Travel reimbursement time frame request form Michael Hill * Reimbursement should happen within a specified time period, for example 2 weeks after receipts are sent in * The travel committee takes a week to process the reimbursement * This leaves another week to wire the reimbursement * This does not take into account eventual delays in the wire transfer * Should we bump that time to 30 days? * Companies usually have 30 days * Foundations/event organisers have longer turnarounds * How will this affect the new process for small events? * We are late with reimbursements * We should probably have somebody else have access to PayPal but we need somebody in the US for cheques * In case there are holdups or delays or too many reimbursements * Alternatively, we should use PayPal as much as possible * There is an issue of fees with PayPal * The treasurer should have access to the PayPal account, in order to check if the PayPal fees present a technical issue, and also to help process reimbursements * We should have a formal process to notify the foundation that the reimbursement has not been wired * Send an email to board@ or to Karen? * '''ACTION''': Kat to contact Cesar Fabian Orcoon Chipana to add a way to file a reimbursement complaint to the future travel commitee form * '''ACTION''': Karen to check with Rosanna if a 30 day turnaround fits in to her travel reimbursement workflow * New travel sponsorship process for small events * Update for Montreal Summit * We should get actual numbers in terms of attendance and travel sponsorship before amending or revisiting the travel sponsorship for the Summit * If we want to do bulk room booking then we need to get information on the attendees accommodation * September 26th is the deadline for asking for travel assistance * '''ACTION''': Karen and Joanie to manage the bulk hotel booking for the Montreal Summit * The board should establish a travel funding committee for the Summit - the board assigns the authority to Joanie and Karen, subject to the approval of Kat * The committee should meet on September 27th in order to process the travel assistance requests * Womens Outreach Program * New round is coming up * General status update * Open up applications on October 1st. Closing on November 1st. Dec 10th - March 10th * Wiki page has been updated: https://wiki.gnome.org/OutreachProgramForWomen * We probably need some way to integrate applications tracking within the Wordpress installation for the OPW website * Maybe have the website changes be a project for the next OPW round * The board needs to check if we need to allocate funding for this round of the OPW * We should have at least one intern * We saved money from the previous cycle * It would be good to discuss some questions around the contracts for the mentors * '''ACTION''': Karen, Kat, Marina, Andreas to discuss the OPW contract issues during the board's work session == Completed Actions == * Karen to ask on foundation-list if somebody wants to work with Gitorious.org to create a GNOME mirror there == Pending action items == * Andreas to put together a GNOME supporter card for our donors * Emmanuele to send Zana and Tobi an update on FoG donors gifts * Emmanuele to send hackers up for "adoption" the list of donors that want a postcard * Joanie and Kat to draft a new travel assistance form to replace the current one (Kat, Joanie and Zana to discuss and come up with a solution) * Joanie to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list * Joanie will ping the Release Team again for the Foundation IRC meeting after the 3.10 release is completed * Kat to create a private wiki page on the web services accounts holders and passwords * Kat to contact Cesar Fabian Orcoon Chipana to add a way to file a reimbursement complaint to the future travel commitee form * Karen to write the Privacy policy for GNOME services * Karen to contact Tor, EFF, OTI for feedback and eventual funding for privacy work * Karen to "call for ideas" for privacy work related bids at GUADEC and by blog/email to foundation-announce * Karen and Tobi to continue pursuing the fund collection in Europe * Karen to check with Rosanna if a 30 day turnaround fits in to her travel reimbursement workflow * Karen and Joanie to manage the bulk hotel booking for the Montreal Summit * Karen, Kat, Marina, Andreas to discuss the OPW contract issues during the board's work session * Sri to investigate better uses of adwords on the GNOME websites * Tobi to talk to Andrea to move the PayPal data extraction scripts over to the GNOME infrastructure -- W: http://www.emmanuelebassi.name B: http://blogs.gnome.org/ebassi/ _______________________________________________ foundation-list mailing list foundation-list@gnome.org https://mail.gnome.org/mailman/listinfo/foundation-list