Minutes for Tuesday, July 25th, 2014, 16:00 UTC

Next meeting

• Wednesday, July 30th, 2014 at 09:00 UTC

Attending

• Ekaterina Gerasimova
• Rosanna Yuen
• Marina Zhurakhinskaya
• Jeff Fortin
• Sriram Ramkrishna
• Tobias Mueller
• Emmanuele Bassi (outgoing board)
• Andreas Nilsson (outgoing board)
• Andrea Veri (afternoon)

Regrets

• Karen Sandler
• Joanmarie Diggs (outgoing board)

Missing

Board Meeting Agenda

• Documenting our board decisions/measures wrt finances
  • Documented on the wiki: if a budget is 4 weeks late, expenses should be frozen; non-essential spending is currently frozen, although some exceptions have been made
• Financial plans and ideas for the remainder of 2014 and til Q2 2015
  • Missing invoice payments
• Pants award
• Groupon
• Visa reimbursement policy
  • The board voted to reimburse for a rejected visa which triggered a discussion
  • Suggestion to modify policy text

  • Board can make exceptions for items which are normally not sponsored (https://wiki.gnome.org/Travel for a list of those items)

  • ACTION: Marina will shuffle around some paragraphs to make it look nicer now.

  • ACTION: Jeff will lead the efforts with interesting parties to prepare a new text hopefully for the next meeting

• Friends of GNOME - perks
  • Do we want to buy 25 new LWN tokens?
    • +1: Kat, Tobi, Jeff, Marina, Andrea (Sri missing)
    • Rosanna will buy tokens

    • ACTION: Tobi will mention that we pay for lwn codes when sending the offer to donors

    • ACTION: Tobi will implement that "no gift" on the FoG page also means no LWN subscription

• Receiving Donations in the EU via the WHS
  • Tobi sent around a new draft to the board
  • Tobi also sent it to the WHS and waits for feedback

• Preparing for the GUADEC AGM (reports session & open floor): Andreas Nilsson to chair the sessions

• GUADEC 2015
  • We probably need to be more flexible with the date as the venue is being renovated
  • Discuss the availability of a venue and any other issues with the Gothenburg organization team

To be discussed on Wednesday morning at GUADEC:

• Outstanding brand use requests (ex: Julio Cesar Caraça's mail sent to licensing@ on 7 Jul 2014 20:05:14 -0700, titled: "Sharing an idea...")
• Taking pictures for the Foundation's Web site
• OPW - next round and beyond (on July 30, when Karen is there)

Discussed on the mailing list

• happybirthdaygnome.org renewal

Completed Actions

• Rosanna to contact Emily about the state of the GNOME.Asia payment
• Marina to contact the GNOME.Asia local team on their current budget (obsolete)
• Kat to contact Karen and Pam about the trademark use request from Carol Hanson
• All Directors to reply Andreas's/Kat's email on board list about visa fees reimbursements (partially complete; obsolete)
• Tobi to draft a new WHS agreement after the feedback from the board
• Emmanuele to draft a date and time for the post-release meeting (obsolete from 3.12)
• Jeff to send the agenda to the advisory board list for the upcoming meeting on the 30th at GUADEC
• Kat to book a restaurant for advisory board meeting

Pending action items

• Andrea to improve board's docs about what a Board member should know before participating to board's decisions and discussions
• 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
• Andreas to ask Karen and Pam how much we should disclose to the community about the ongoing discussion with Groupon
• Emmanuele to send Zana and Tobi an update on FoG donors gifts
• Jeff to lead the efforts with parties that are interested in sponsorship to prepare a new text hopefully for the next meeting
• Jeff to send the agenda to the adboard
• 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
• Karen to write the Privacy policy for GNOME services
• Karen will look at gnome-software privacy issues from a legal standpoint
• Marina will shuffle around some paragraphs to make it look nicer now
• Marina check with engagement team about re-sharing GNOME-related job offers from adboard members
• Tobi to continue pursuing the fund collection in Europe

• Tobi to talk to Andrea to move the PayPal data extraction scripts over to the GNOME infrastructure

• Tobi will mention that we pay for lwn codes when sending the offer to donors
• Tobi will implement that "no gift" on the FoG page also means no LWN subscription
• 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)