Minutes for Friday, April 10th, 2015, 17:00 UTC
Next meeting due on April 30th, 2015 at 17:00 UTC
Attending
- Rosanna Yuen
- Marina Zhurakhinskaya
- Jeff Fortin
- Sriram Ramkrishna
- Karen Sandler
- Andrea Veri
- Tobias Mueller
Regrets
- Ekaterina Gerasimova
Board meeting
- Agreement with Conservancy about Outreachy (due by April 28)
- vote on the waiver for Pamela Chestek
https://mail.gnome.org/mailman/private/board-list/2015-April/msg00105.html
- Vote has been deferred to the mailing list as Andrea and Jeff would prefer reading the waiver outside from meeting's time. Karen and Marina to abstain.
- vote on the waiver for Pamela Chestek
- Adboard outreach
- Jeff reached the adboard out
- a date was proposed for the next adboard meeting to happen over the phone
- a discussion was started on when the adboard meeting at GUADEC should be scheduled (before or after the core days during the BOFs)
- we should start discussing a possible date for the board meeting at GUADEC as well
- outreach phone calls to individual adboard members
- Who would like to participate in doing the actual calls?
- Jeff to do it, and Sri + Karen can probably do 1 call each depending on the adboard member
- Who would like to participate in doing the actual calls?
- Jeff reached the adboard out
- Desktop Summit 2011 taxes
- ACTION: Kat to mail Marta back asking for more details on how the total amount we should pay was reached
- GNOME Peru Fest 2015 expenses
- The Board approved a reimbursement amount of $500 in January
- Julita revised the amount we should be reimbursing her from $716.94 to $542.23
- ACTION: Jeff to get back to Julita asking for the receipts as they weren't attached on the last e-mail she sent us
- HELLOTUX shirt sample evaluation
- HELLOTUX is proposing the Board to start selling t-shirts with the GNOME logo embroidered on them
- Bastian Hougaard was sent a t-shirt sample from HELLOTUX which he positively commented
- Kat confirmed (on IRC) her trust on Bastian on this matter and would suggest him to continue communications with the company until they're ready for a contract with the GNOME Foundation
Sample agreements at the bottom of https://wiki.gnome.org/FoundationBoardPrivate. More information at https://wiki.gnome.org/FoundationBoard/Resources/Trademark.
- ACTION: Sri to check with the engagement team for validating this, and then we'd need to sign a formal agreement
Meeting/Coordination with the local GUADEC 2015 team (from foundation-list: https://mail.gnome.org/archives/foundation-list/2015-April/msg00038.html)
- The Board will try to join for an IRC meeting and will continue helping find more volunteers
- ACTION: Jeff to ask: in addition to requesting the board to be c.c.ed on calls for guadec team IRC meetings, invite the GUADEC team to a portion of the next board meeting
- Deferred until further mailing list discussion occurs from other board members (or missing info):
- ED search
- Discuss plans for reviewing salaries/hourly rates of employees/contractors
Discussed on the mailing list
- ED Search Committee
- Invitations to the ED Search Committee have been sent out to the interested parties
- Possible members of the Committee have started replying back to the invitations asking more details about how the Committee is going to operate
- The Committee and its members will be publicly announced as soon as all the accessions have been received
- Increasing the GNOME.Asia Summit allocated travel budget by $1764 to cover accommodation (but no speaker's dinner)
- The Board previously approved a grand total of $8800 which was allocated to the Travel Committee
- The GNOME.Asia organizers got in touch with the Board requesting an additional amount of $1764
- VOTE: +1 Karen, Jeff, Andrea, Marina, Kat
GitCafe is kindly sponsoring GUADEC 2015 as a bronze sponsor, thanks for your support!
- Sending payments to two OPW interns from May 2014 round
- Two interns did not receive their payments for the 2014 round
- A vote is required from the Board as the payments would be covered outside of the usual time window to make payments for an internship.
- Funds have been received by the relevant sponsors and verified by the Board.
- VOTE: +1 Marina, Tobi, Jeff, Andrea
- Change on "Attorney of Record" on the GNOME Trademarks registration
- The GNOME Trademarks registration required an update both in terms of the assigned "Attorney of Record" and on the Correspondent address which still listed our old Massachusetts address
- Having an "Attorney of Record" on the registrations would be a benefit when it comes to receiving US PTO's notifications related to renewals or other maintenance tasks on the trademarks.
- Maintenance tasks on the registrations (i.e renewals) can be handled even without a registered "Attorney of Record".
- Andrea discussed the matter with Pam and came to the conclusion that having an "Attorney of Record" address would become a single point of failure in case the attorney becames unavailable.
Andrea's proposal has been to not have an "Attorney of Record" at all and keep the changes on the trademark registrations as simple as updating the address of the GNOME Foundation to its new location. The GNOME Foundation and its addresses will match both the owner and the correspondence fields, that way we will ensure possible notifications by the PTO will be registered on our archives and received by many. (as the correspondence e-mails will be both legal-private@gnome.org and board@gnome.org)
- VOTE: +1 Andrea, Marina, Jeff, Karen, Kat, Sri
- Long term we definitely want to set up some sort of shared calendar (maybe a shared .ics file we can import on our calendars) and keep track of the renewal dates ourself.
Completed actions
- Karen will check email address on file with trademark office and identify the place we have the next renewal date recorded on the wiki to be sure we have a mechanism for doing this on-time
- Rosanna to check the remaining amount assigned to the Travel Committee back in October 2014. (amount is $1183.44)
Pending action items
- GUADEC 2015 organization: Jeff ask the GUADEC 2015 organization team to keep the Board c.c.ed on calls for GUADEC irc meetings, additionally invite the GUADEC team to a portion of the next Board meeting
- HELLOTUX t-shirts with GNOME's logo: Sri to check with the engagement team for validation for this, and then we'd need to sign a formal agreement
- GNOME Peru Fest 2015: Jeff to get back to Julita asking for the receipts as they weren't attached on the last e-mail she sent us
- Desktop Summit 2011 taxes: Kat to mail Marta back asking for more details on how the total amount we should pay was reached
- Board to follow up in the upcoming meetings and prepare a version of the CoC to be finally considered final over all the GNOME yearly 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 propose privacy bounty T&C/rules for review
- Karen to write the Privacy policy for GNOME services
- Karen will look at gnome-software privacy issues from a legal standpoint
- Karen to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
- 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
- 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
- Sri to investigate the GNOME gifts situation
- Sri to coordinate with engagement team to better standardize the licensing of GNOME artwork
- Jeff to find existing fundraising brochure/proposal documents and come up with one for fundraising for a sysadmin