Minutes for Tuesday, June 3rd, 2014, 16:00 UTC

Next meeting

Tuesday, June 17th, 2014, 16:00 UTC

Attending

Marina Zhurakhinskaya
Joanmarie Diggs
Ekaterina Gerasimova
Emmanuele Bassi
Rosanna Yuen
Sriram Ramkrishna

Regrets

Andreas Nilsson
Tobias Mueller

Missing

Board Meeting Agenda

Monthly financial update
- We have received various adboard and outreach payments
- USD 361k in cash reserves
- Just over half is earmarked
- This allows to send out reimbursements for West Coast hackfest and DX hackfest
- Should be possible to increase the travel budget for GUADEC to EUR 30k
Reimbursements:
- VOTE: early reimbursement for GNOME.Asia for Sammy Fung: $400: +1 Kat, Marina, Joanie, Sri, Emmanuele
- West coast hackfest reimbursements
  - Need to get all the details and receipts for the attendees
- Delegating back to the Travel Committee
  - Updated proposal from the Travel Committee to the board: https://wiki.gnome.org/Travel/wip/Events
    - VOTE: Approve the proposal from the Travel Committee: +1 Kat, Marina, Joanie, Emmanuele, Sri
Events
- GUADEC 2014
  - VOTE: Rosanna's flight (USD 1900): +1 Kat, Marina, Joanie, Emmanuele
    - Hotel, internet connection reimbursements are under operational expenses for Rosanna
  - Board/adboard meeting dates
    - Proposal for board meeting on the 24th July (Thursday)
    - Proposal for adboard meeting on the 25th July (Friday)
    - Local organizers are okay with the dates
    - Need the dates to check with the candidates for the elections
    - ACTION: Kat to contact the board candidates for the dates for the board/adboard meetings at GUADEC
  - Contract with LiLo
    - Time sensitive
    - Needs final review from the board
    - ACTION: All board directors to vote on the contract with LiLo on board-list
  - Organisation
    - Papers
      - Emmanuele wants to thank Allan, Kat, David, and the other members of the papers committee for picking up the task
    - Travel
      - Proposal to increase travel budget from €15000 to €30000 (standard travel budget)
      - VOTE: Increase the budget for GUADEC travel to EUR 30k: +1 Kat, Marina, Sri, Joanie, Emmanuele
      - No extra money from GSoC towards interns
        No budget from Google this year
        Google allocates a maximum of USD 5000 per organization per year
        In 2013 we funded 21 GSoC interns, and ended up getting $10K from Google, which took up our allowance for two years
- Evince hackfest
  - Pre-GUADEC
  - USD 1767.96 requested by two interns from the GUADEC budget
  - A donation of $840 will be made to the Foundation to cover the costs of this hackfest
  - VOTE: USD 840 to sponsor Christian Persch, José Aliste and Juanjo Marín: +1 Marina, Kat, Emmanuele, Sri, Joanie
- GNOME.Asia
  - Reports
    - Good outreach for users, not just developers and then encouraging them to apply for sponsorship to attend GUADEC
    - We need more outreach for getting non-coding contributors in Asia into the Foundation
      - The proportion of foundation members attending GUADEC/GNOME summits is higher than that attending GNOME.Asia
        Even if the amount of contributions is comparable
      - Outreach in both directions is harder because of the disconnect between western and eastern social services
      - It would be good to have a greater presence of the Asian community leaders on the engagement team
      - Increase the visibility of the eastern contributors
  - Preliminary estimate that $2500 is left over
    - Good news, it has been a cost-effective conference
    - Increases the chances for outreach
    - We have great potential for expansion of the community
OPW
- Intern payments: board review of which ones can be sent and which ones cannot be sent yet for the upcoming round
  - We sent out a purchase order to Intel, but it got re-routed towards a different session
    - We also had issues with the Intel online system for submitting PO
  - Mozilla were invoiced late for round 5, but they did pay for round 6, 7, and 8
    - They haven't paid yet for round 5
    - ACTION: Marina to follow up with Mozilla for the payment for OPW round 5
  - We received payments for the current round, but we're still waiting for the money for a previous round
  - We will have to front the payment for the interns
  - VOTE: Unblock payments for OPW interns sponsored by Intel and Mozilla: +1 Marina, -1 Kat, Emmanuele and Joanie abstain
  - ACTION: Marina to request for the vote to be finished on the mailing list.
Reach out from SourceForge to the Foundation
- Emmanuele was contacted by a rep from SourceForge
- There's the possibility of partnering and generate additional income for the Foundation
- ACTION: Emmanuele to send the SorceForge information to board-list
Potential meeting on Tue, June 10
- Emily and Alexandre asked to attend for report on GNOME.Asia and GUADEC
- ACTION: Kat to propose the meeting for June 10th on board-list

Completed Actions

Rosanna to contact Emily about the state of the GNOME.Asia payment
Kat to update the travel committee proposal and send the new draft to the list
Kat to contact Brian Cameron about the Groupon legal team
Joanie to go over Michael Schumacher ideas on the Gimp funding processes and merge them with her ideas on the wiki (obsolete)
Emmanuele to send hackers up for "adoption" the list of donors that want a postcard
Emmanuele to ask the adboard members for help with Bugzilla update (Kat, Andrea Veri completed this item)
Emmanuele to send a proposal to foundation-list about possible IRC meetings (dropped)

Pending action items

All Directors to reply Andreas's/Kat's email on board list about visa fees reimbursements
All board directors to vote on the contract with LiLo on board-list
Andreas to put together a GNOME supporter card for our donors
Andreas, Joanie to draft thank you letters to our donors
Andreas to investigate the GNOME gifts situation
Emmanuele to send Zana and Tobi an update on FoG donors gifts
Emmanuele to draft a date and time for the post-release meeting
Emmanuele to send the SorceForge information to board-list
Joanie to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
Joanie and Karen to meet and discuss about the photography policy for GNOME events
Kat to create a private wiki page on the web services accounts holders and passwords
- Allan and Kat decided to go for a private git account instead for security reasons
Kat to draft a proposal for a privacy policy for review
Kat to draft a contract template for future use organizations for which we handle money
Kat to contact the board candidates for the dates for the board/adboard meetings at GUADEC
Kat to propose the meeting for June 10th on board-list
Karen to write the Privacy policy for GNOME services
Karen will look at gnome-software privacy issues from a legal standpoint
Marina to contact the GNOME.Asia local team on their current budget
Marina to follow up with Mozilla for the payment for OPW round 5
Marina to request for the vote to be finished on the mailing list.
Tobi to continue pursuing the fund collection in Europe
- Tobi to draft a new WHS agreement after the feedback from the board
Tobi to talk to Andrea to move the PayPal data extraction scripts over to the GNOME infrastructure
Sri to investigate better uses of adsense/adwords on the GNOME websites
Sri to communicate to Rosanna and work on the donation for the West Coast hackfest
Sri, Marina, Kat to work on establishing criteria for drafting for the hiring committee for the ED role
Zana to check the inventory of merch she has in storage (low priority)