Minutes for Tuesday, October 6th, 2015, 19:00 UTC
Next meeting date Tuesday, October 13th, 2015, 19:00UTC
Attending
Shaun McCance
- Rosanna Yuen
- Cosimo Cecchi
- Allan Day
- Ekaterina Gerasimova
- Jeff F. T.
Regrets
- Andrea Veri
Missing
Board meeting
- Status of Rosanna's salary increase and COLA paperwork
- Very latest salary increase from 20k USD to 48k USD happened back in 2010 and took place when Rosanna switched to a full time position
The Board has decided to increase Rosanna's salary by 17%, vote happened during GUADEC's meeting (https://mail.gnome.org/archives/foundation-announce/2015-August/msg00003.html)
- Desktop Summit taxes
- Still some numbers we haven't been able to verify
- Kat and Rosanna to review again and get back to KDE
- Heads up about Annual Report printing and shipping
- The scope of people we're mailing the report to is wider this year compared to previous years
- Print in Montréal and ship from there
- Cheap printing
- Cheap shipping
- The report is laid out in A4 and most US printers can't handle that
- Jeff estimates USD 1300 to print and ship
- Around $700 of which is for printing, which is significantly less than the amounts we typically paid in years 2007, 2008, 2009
- The $1300 figure is an upper limit estimate; might end up costing less, depending on shipping.
- VOTE: allocate $1300 for printing and shipping. +1 Allan, Cosimo, Kat, Shaun, Jeff
- VOTE PASSED
- GUADEC 2016
- We have one bid from Karlsruhe
- Ask to expand accommodation section to include some hotel suggestions for price range/proximity to other conference locations
- Venue, preferably not the first one because of no food/etc options around
- KIT would be fantastic if we could get it
- Also to consider expo space for sponsors and registration
- Scheduling: ask about
- More tracks on two days instead of two tracks in three days
- Could be balanced by adding more tracks if we don't want to drop the number of talks
- Ask what our options are for number of tracks and days
- More tracks also dilute focus/make it more chaotic
- Let's discuss further after we hear about our options
- Social events: there are many on the bid but could easily be dropped if budgeting requires
- We need to establish sponsorship levels
- It is good to find sponsors that also participate in GNOME.Asia sponsorship
- Need to put together GNOME.Asia brochure and GUADEC brochure for sponsorship
- If we can make it in time, let's send it out with the annual report to increase chance of sponsorship
- Jeff, Shaun and Allan to help with the brochure
- ACTION: Kat to invite GNOME.Asia and GUADEC teams to the next meeting to coordinate sponsorship brochure
- Budget
- Not many other categories we can add to the funding sources present on the bid
- Need to start reaching out to companies ASAP so they can factor in their budget
- ACTION: Shaun to review amounts that we typically charge our sponsors for GUADEC and GNOME.Asia, and need to come up with a proposal for this year before the next board meeeting
- Video and live streaming expenses includes accommodation and transport for people to do this
- Travel sponsorship helps bring ~50 attendees, so it's important
- Social events were usually sponsored by companies, but in this case are part of the budget: could cut out if need to save money
- Admin cost probably can't be reduced
- Overall sum is in line with previous years and makes sense
- Registration is still pay-what-you-want model, for moral and also legal reasons: fixed amounts would be considered registration fees rather than donations in Germany, which means we would be taxed as a corporate event
- VOTE: accept Karlsruhe bid: +1 Kat, Cosimo, Shaun, Jeff. Allan abstained.
- VOTE PASSED
Discussed on the mailing list
- No GUADEC bids to happen from Lyon
- Bastien Nocera contacted the Board mentioning the fact no GUADEC bids are going to be announced from the Lyon team
- HELLOTUX trademark licence agreement
- The agreement lasts for two years.
- The licensor is required to send royalty reports by email, every six months.
- Royalties are $3.5 per item.
- VOTE: Approve the trademark license agreement with HELLOTUX
- +1 Allan, Jeff, Andrea, Cosimo, Christian
- VOTE PASSED and agreement sent back to the HELLOTUX representatives
Completed actions
Pending action items
- Shaun to review amounts that we typically charge our sponsors for GUADEC and GNOME.Asia, and need to come up with a proposal for this year before the next board meeting
- Kat to invite GNOME.Asia and GUADEC teams to the next meeting to coordinate sponsorship brochure
- Trademark registration followup with Pam (Kat)
- Ubuntu GNOME agreement follwup with Pam (Allan)
- Waiting for Pam to draw up a proposal.
- GNOME logo use by podiatrist (Shaun)
- Hellotux agreement (Allan)
- Agreement was voted for on the mailing list and has been sent out. We are now waiting for it to be signed and returned.
- Logo usage for tshirts (Jeff)
- License agreement with ilovewhatido (Allan)
- Freedesktop hackfests with Groupon money (Kat)
- Privacy funds hackfest (Sri, Christian)
- Allan will follow up with Pam with the result of further discussion about the Ubuntu GNOME logo (include GNOME Shell + Control Center in the agreement with an option for the Board to review)
- Kat to draft a call for Free Desktop-style hackfests which would be sponsored with money raised for defence against Groupon
- Christian to reach out to the ED Search committee and get some updates
- Logo usage for t-shirts: Jeff to carry on with the process and follow up and have some general guidelines written down for future cases
- Podiatrist possible trademark infringement: Shaun to check the trademark details for the GNOME logo and update the licensing page on the website
- Allan to make a proposal for a different way to use the wiki/etherpad for action items, instead of using kanboard
- Jeff to get advisory board contact details from Karen. If this fails, we need to start developing our own contacts and record them on the wiki.
- Create a webpage for prior pants winners (Shaun and Allan)
- Cosimo 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 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
- Andrea to write the Privacy policy for GNOME services
- Allan will look at gnome-software privacy issues from a legal standpoint
- Cosimo to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
- Christian 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