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