GNOME Foundation: Minutes of the Board Meeting – September 9, 2012

wiki: https://live.gnome.org/FoundationBoard/Minutes/20120907

= Minutes for Meeting of September 7th, 2012 =

== Next Meeting ==

 * Tuesday, September 18st, 2012, 14:00 UTC

== Attending ==

 * Emmanuele Bassi
 * Rosanna Yuen
 * Joanmarie Diggs
 * Tobias Mueller
 * Bastien Nocera
 * Shaun !McCance
 * Karen Sandler

=== Regrets ===

 * Andreas Nilsson
 * Seif Lotfy

=== Missing ===

== Board Meeting Agenda ==

 * Some board members have issues making the meetings on Fridays.
  * Look into if changing board meeting time is needed/possible.
  * '''ACTION''': Everybody needs to mark their availability for the
next IRC meeting
  * Looks like we're good for Tuesday, 14:00 UTC. So the next meeting
will be then.
   * Until US/EU daylight saving time happens.

 * Boston Summit is one month away.
  * What is the status.
  * Is there anything specific we need to address or prepare?
  * Karen contacted Colin to get a status report, waiting for a reply.
  * Budget
    * USD 20,000 have been budgeted for the summit
    * Increased budget for the travel sponsorship
    * Sponsorship for the summit
      * Red Hat already a sponsor, SUSE in talks
      * Corporate sponsorship for the evening drinks?
      * '''ACTION''': Karen and Joanie to get feedback on corporate
sponsorship for the Boston Summit

 * What are the status of the planned IRC meeting?
  * Proposed date of 2012-09-12 sent to foundation-list
    * Waiting for feedback on date/time
  * Agenda
    * Release team scope and role
  * Is there anything specific we need to address or prepare?
    * '''ACTION''': Emmanuele will send reminders to the mailing list
and foundation blog
    * '''ACTION''': Emmanuele will check with release team for availability

 * We want to release a web version of the Annual report.
   * What is missing to push that out?
     * List of FoG donors is missing, but Emmanuele will prepare that very soon

 * Sending meeting-agenda to prior to board meeting
  * There have been requests of sending the agenda to
foundation-announce prior to board meeting.
  * https://mail.gnome.org/archives/foundation-list/2012-August/msg00039.html
  * Needs to be done on a regular basis
  * The agenda needs to be edited before release
  * Put the provisional agenda in the public wiki?
    * Vincent mailed that it was possible to make the wiki include
pages, maybe that's a possible solution
  * The board approves the idea of publishing the provisional Agenda
before the meeting
    * Leave the decision to the President and the Secretary as to what
is the best approach to publish the agenda
    * '''ACTION''': Andreas and Emmanuele to discuss the best approach
to publish the Agenda before the board meeting

 * Vote: Do we want former board-members to still have access to
GNOME's Paypal data?
   * Former board members have access to the administrative interface
to retrieve the payment data
     * Germàn has access to help Rosanna
   * Are there legal implications?
   * The more people have access to the data the more problematic it
becomes for security
   * '''ACTION''': Rosanna to ask whether people still use the access
to help out and if not, remove the access. Otherwise, we will
re-evaluate the situation.

 * GSOC stipends handling. We need to reply and send the correct info.
   * '''ACTION''': Rosanna to double check the information to send to Google.

 * Hendrik Richter asked for reimbursement for GNOME Event Box
shipping on to the board. Do we approve to reimburse?
   * Should we even vote?
   * Still need the receipt
   * Vote: "The organization may reimburse (reasonable) Event Box
shipping expenses without an explicit vote by the Board, provided an
officer of the organization or the Executive Director approves the
expenditure"
     * Unanimous

 * GNOME/Mono hackfests and Banshee Amazon revenue
   * '''ACTION''': Bastien will research what the status of the
Banshee Amazon revenue is and report back

 * 3.6 release is coming up.
   * Are all teams on track?
   * Do the board need to cover any of Karen's tasks around a release?
   * To be discussed on the mailing list.

== Recurring Items ==

 * Review past action items.
 * Did each person update their action items?
 * Approve and make sure that minutes of last meeting were published
to foundation-announce and foundation-list.
 * Make sure to use gobby server for better minute taking.

== Completed Actions ==

 * Karen to communicate to Federico that the Observation hackfest was
approved by the board
 * Karen to send an email to each director to bring her or him up to
speed on each specific area
 * Tobias to create a date poll for the board meeting and send the URL
to board-list
 * Emmanuele to send the announcement of the foundation's IRC meeting
date poll to foundation-announce
 * Emmanuele to publish the agenda for the IRC meeting once the date
has been decided
 * Emmanuele to send the minutes of the AB meeting at GUADEC to the
adboard list

== Status of action items ==

 * All directors should discuss the first-response contact for emails
 * Bastien - To contact the BBC to discuss about possible
collaboration in working directly with GNOME.
 * Bastien - Reach out to the GNOME Advisory Board via email to see if
they can help out with providing contacts at Yahoo.
 * Emmanuele - Will audit the current donors and check that everybody
received their benefits.
 * Emmanuele - to start a wiki page on the community feedback of GUADEC 2012
 * Joanie, Seif - to go through the board-list archives to categorize
the types  of contacts and come up with the various areas
 * Joanie - to work with the A11y team to write proposals for using
the Mozilla and FoG money
 * Karen - To look into Google Checkout as an annual payment option for FoG.
 * Karen - To finish the Privacy Policy, get review from James Vasile, etc.
 * Karen - To continue working with Justin about renewing the old trademarks.
 * Karen - Will reach out to Mozilla to find advice about negotiating
partnerships.
 * Karen - To continue following up with CiviCRM contractors.
 * Karen to contact foundation-list to get feedback for CiviCRM
 * Karen - Develop trademark usage forms for common use cases. James
Vasile from legal is working with Brian on this.
   * This has been done.  Will close once the Foundation website is
updated, refer to bug #644932.
   * https://bugzilla.gnome.org/show_bug.cgi?id=644932
 * Karen - Check records of organizations with existing contracts to
use the GNOME trademark. Taken over from Vincent Untz. Look at the
archives in 2005 and try to determine which companies can use the
GNOME trademark. Know what kind of contracts we had with them.
 * Karen to investigate alternative solutions for CiviCRM (security,
reliability)
 * Karen to contact sysadmin team to evaluate existing contract proposals
 * Karen to check if an AB meeting would be possible at the Boston Summit
 * Karen to look at other potential sponsors for Boston Summit
 * Rosanna - Automate the process of entering !PayPal information into !GnuCash.
 * Rosanna - Will apply for the GNOME credit card.
 * Seif to get more information on the event and create a proposal
about a possible event in Egypt
 * Seif to send an email on board-list to start the discussion on the
areas of involvement for each board member
 * Shaun - Will post the January 18th, 2012 IRC meeting minutes.
 * Shaun - To contact Dave Neary and Ekaterina Gerasimova to get a
list of attendees to get feedback for the summit.
 * Shaun - To help out extracting the GNOME respondents of Describe
FoundationBoard/Minutes/20111115 here.the Desktop Summit survey.
 * Shaun - To contact the previous editors of the Annual Report to
gather a better picture of how to move forward.
 * Shaun - To coordinate with Germán to write a report for the
Financials section of the Annual Report.
 * Shaun - To start a discussion with Andrea about the Emeritus status.
 * Shaun - To finish the Financial section of the Annual Report before
the end of the week (week 20).
 * Shaun - To review the Desktop Summit draft before the end of the
week (week 20).
 * Karen - to make LWN integration with CiviCRM one of the
requirements for the contracted project
 * Stormy - To create a wiki page on the web services accounts holders.

=== New Action Items ===
 * '''ACTION''': Everybody needs to mark their availability for the
next IRC meeting
 * '''ACTION''': Karen and Joanie to get feedback on corporate
sponsorship for the Boston Summit
 * '''ACTION''': Emmanuele will send reminders to the mailing list and
foundation blog
 * '''ACTION''': Emmanuele will check with release team for availability
 * '''ACTION''': Andreas and Emmanuele to discuss the best approach to
publish the Agenda before the board meeting
 * '''ACTION''': Rosanna to ask whether people still use the access to
help out and if not, remove the access. Otherwise, we will re-evaluate
the situation.
 * '''ACTION''': Rosanna to double check the information to send to Google.
 * '''ACTION''': Bastien will research what the status of the Banshee
Amazon revenue is and report back

== Discussed on the mailing list ==

 * Budget approval of 8,415 USD for Boston Summit travel.
   * There is also room for more as we have 20,000 USD in the budget
for the Boston Summit.

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