Minutes for Monday, April 11th 2016, 19:30 UTC

Next meeting date Monday, April 18th, 19:30 UTC

Attending

• Alexandre Franke
• Jeff F. T.
• Andrea Veri
• Allan Day

• Shaun McCance

• Rosanna Yuen

Regrets

• Ekaterina Gerasimova
• Cosimo Cecchi

Missing

Agenda

• GUADEC 2017 call for bids
• Next Advisory Board meeting planning
• Tibit

• Google AdWords non-profit grant

• Advertising on gnome.org

• Handling friends@gnome.org queries

• ED search
• Selling 3rd party merch at confs
• Wau Holland Stiftung Foundation (EU donations)

Ongoing:

• Yorba copyrights
• Google Play account
• Status of logo copyright
• Meta-discussion on attracting new contributors
• Sysadmin fundraising levels and perks
• Trademark license agreement with Unixstickers

Minutes

• GUADEC 2017 call for bids

  • Call for Bids e-mail was sent out to foundation-announce: https://mail.gnome.org/archives/foundation-announce/2016-April/msg00004.html

  • Kat mentioned the fact Directors should be poking GNOME user groups or individual contributors willing to bid for GUADEC 2017
  • Possible bids: Lyon (FR), Manchester (UK)
• Next Advisory Board meeting planning
  • ACTION: Shaun to pick up potential dates and mail advisory-board list proposing a new date (ideally during the first week of May, it's too late already to plan it in April)
• Tibit
  • No updates. Alexandre still to get back to them.

• Google AdWords non-profit grant

  • If the non-profit is US-based it should be enough for Google to directly check IRS data in order for the grant to be assigned to the GNOME Foundation
  • The Engagement team should ideally handle the consecutive steps (i.e find keywords to broadcast, organize a campaign)
  • ACTION: Rosanna to provide Shaun the needed tax-related documentation

• Handling friends@gnome.org queries

  • Allan, Andreas Nilsson and Tobi are going to meet this upcoming wednesday to discuss possible improvements on the FoG program
  • Andrea touched base with Tobi about migrating his scripts over to the GNOME Foundation Infrastructure

    • We have a tarball with all the scripts, which are also available through a version control system at http://hg.cryptobitch.de/gnome-paypal

    • Tobi is busy and won't be able to handle the migration on his own right now
• ED search
  • Jonathan mailed the Board mentioning the ED Search Committee is back on track, they'll start meeting on a regular basis again
  • The main question he had was whether it made sense to re-use the same job description
    • Should the overall position be rethought?
      • The requirement for deep fundraising experience and fat rolodex has been limiting the amount of candidates that fit the main criterion
        • People who have such amounts of experience are often not applying for positions in a non-profit (esp. a small-medium sized one)
      • There are plenty of other skills besides fundraising that comprise this position
• Selling 3rd party merch at confs
  • There's a proposal (by Allan) to sell third party merchandise during GNOME events
  • Sellers could send us samples and order forms for customers to fill in. After the event we'd send the forms back and they'd process the orders.
• Wau Holland Stiftung Foundation (EU donations)
  • Alexandre asked for updates about the status of EU donations
  • WHS replied back with some statistics
    • Contact information is missing from the donors
    • Are privacy requirements more strict in the EU than in the US? Many details about the donors themselves are missing from the provided documents
  • They're requesting a GPG key for mail exchanges with them. Should Alexandre use his own key? We don't have a "GNOME foundation" one.

  • Public copy of the contract is located at https://wiki.gnome.org/FoundationBoard/Resources/WHSAgreement

  • ACTION: Alexandre to ask for further information

Ongoing

• ED search update
  • 2015-12-01, No news received in recent weeks, mostly because of holidays
  • 2015-12-08, 3 candidates are going to have a couple of one hour interviews with ~2 members of the hiring committee per interview. Scheduling of these metings is just beginning.
  • 2015-12-15 to 2015-01-12, No updates.
  • 2016-01-19
    • Committee has completed interview with two final candidates
    • They should have a final answer/proposal to the board within a few weeks
  • 2016-02-02, Expect more news this week - we'll start scheduling interviews soon
  • 2016-02-09
    • Sri from the ED committee wants to present to the Board at next week's meeting
    • A list of candidates that are deemed good and have been vetted by the committee will be presented at the meeting
  • 2016-02-16, The ED Search committee converged on a single candidate

  • 2016-02-23, The item has been discussed during the meeting, details are available at https://mail.gnome.org/archives/foundation-announce/2016-February/msg00003.html

  • 2016-03-14, Jonathan Blandford (jrb) has agreed to lead
• Unixstickers
  • 2016-02-02
    • Allan has an action item to follow up with this
    • Kat put some information on the agreements page for similar cases
  • 2016-02-09, Allan drafted email - need to send that out
  • 2016-02-16, Allan has been in touch with them. Got a good response and sent a draft agreement document. Will be having a call with them on Friday.
  • 2016-02-23 (excerpts taken from the mailing list)
    • Allan confirms the Unixstickers team read the draft trademark agreement and acknowledged it
    • 10% of the proceeds will be returned back as royalties
    • Only GNOME sticakers are sold right now, the idea is to encourage them to also sell t-shirts and mugs
  • 2016-03-01, Allan followed up and is now waiting to hear back to Unixstickers
  • 2016-03-08, Allan to ask who will pay for postage
  • 2016-03-22, they'll pay for sticker postage
  • 2016-04-04, Allan has asked Pam to draft an agreement for them to sign. Waiting to hear back.
• Google ad grant
  • 2016-02-02, Alexandre to follow up with the procedure to get registered
  • 2016-02-09 to 2016-02-23, No updates

  • 2016-03-01, Shaun will ask his contacts about TechSoup as joining the organization is required for us to be recognized as a non-profit from Google

• Next adboard meeting
  • 2016-02-09, ACTION: Shaun to send out email to find a good time for the meeting
  • 2016-02-16, ACTION: Shaun to schedule the next meeting

  • 2016-03-15, The item has been discussed during the meeting, details are available at https://mail.gnome.org/archives/foundation-announce/2016-April/msg00000.html

  • 2016-03-22, The item has been discussed during the meeting, details are available at https://mail.gnome.org/archives/foundation-announce/2016-April/msg00001.html

  • 2016-03-28, The item has been discussed during the meeting, details are available at https://mail.gnome.org/archives/foundation-announce/2016-April/msg00002.html

  • 2016-04-04, ACTION: Allan to follow-up to Rosanna's e-mail to the advisory-board mailing list proposing a new date
• Conference sponsorships
  • 2016-03-15
    • ACTION: Kat to adapt a contract from previous years' conference brochures
    • ACTION: Jeff to chase the companies for a second time after the pages (where the status of whether/which companies have been contacted is listed) are up to date
• Yorba Copyrights
• 2016-03-28, ACTION: Kat to communicate with Yorba and propose them to first get in touch with other organizations then come back to the GNOME Foundation if not satisfied by the proposed options
• Friends of GNOME
  • 2016-04-04, ACTION: Andrea to get in touch with Tobi about what he needs in order to migrate the Paypal scripts over to the GNOME Foundation Infrastructure
  • 2016-04-04, ACTION: Shaun to investigate other possible solutions to mere Python scripts + Paypal API solution

  • 2016-04-04, ACTION: Allan to investigate what information is needed to answer friends@gnome.org queries, with a view to potentially turning off paypal notifications to that address.

    • 2016-04-11: Allan has documented the result of conversations with Rosanna and Tobi here: https://wiki.gnome.org/Engagement/FriendsOfGNOME/FAQ . Next step is to discuss the privacy aspests.

  • 2016-04-04, ACTION: Allan to get in touch with the Engagement team about all this as a first step,with a view to recruiting people to maintain Friends of GNOME and document how it operates.
  • 2016-04-11, ACTION: Get donation data from European donations system
• tibit (from the mailing list)
  • 2016-02-23, ACTION: Alexandre to investigate a way to eventually include the Tibit donate button together with the existing ones
  • 2016-03-08, Alexandre fixed the broken Flattr image link url at wgo
  • 2016-03-15, Action item for Alexandre to get back to Carl still pending
  • 2016-03-28, FoG web page should require a revamp, we can then start to re-discuss this item

Ongoing but stalled (no discussions / actions since more than a month)

• Google Play account
  • 2015-12-01, ACTION: Alexandre to follow up with the Release Team about this
  • 2015-12-08, Alexandre mailed the Release Team today, still waiting for an answer.
  • 2015-12-15 to 2016-01-19, No updates.
  • 2016-02-02, Release team did not come to an agreement/conclusion. Unclear what next steps should be
• Status of logo copyright
  • 2015-12-01, ACTION: Shaun to send out email to d-d-l with proposal
  • 2015-12-08 to 2016-01-19, No updates.
  • 2016-02-02, Shaun will try to pick it up this week

• Meta-discussion on attracting new contributors - https://etherpad.gnome.org/p/attracting-contributors-discussion

  • 2016-01-05, Item has been deferred.
  • 2016-02-09, Allan and Jeff have a list of ideas, we could rank them by feasibility/effectiveness and take action on the first few
• Bitcoins donations data
  • Tobi is the only person with access to the Bitcoin donations data
  • 2016-02-23, ACTION: Alexandre to get in touch with him about this

Ongoing but no director assigned

• Sysadmin fundraising levels and perks (last discussion from 2016-01-05)
  • 2016-01-12, Awaiting for Andrea's reply
  • 2016-01-19
    • Andrea replied back to Jeff
    • Jeff to bring the item back during any of the upcoming meetings
  • 2016-02-23, Jeff un-assigned the action item from himself, no current assignee

Nice to have

• Web page for prior pants winners
  • Shaun and Allan to do this
• Contract template for future use organizations for which we handle money
  • Kat to draft this
• Gifts situation
  • Inventory management: some stuff we have heaps of, some we run out of stock quickly; consider an on-demand production service
  • Christian to investigate
• Licensing of artwork and visual assets
  • Engagement team doesn't always licence photos on gnome.org and soon. We need guidelines for them to follow.
  • Allan and Sri to draft guidelines and discuss withthe Engagement Team
• Privacy campaign funds

  • Previous plan was for Kat to propose privacy bounty T&C/rules for review

  • Cosimo to follow up with interested parties on how to spend the Privacy campaign funds
• GNOME logo use by podiatrist - possible trademark infringement
  • Shaun to check the trademark details for the GNOME logo and update the licensing page on the website (obsolete)
• Money raised for defense against Groupon
  • Kat to draft a call for Free Desktop-style hackfests which would be sponsored with money raised for defence against Groupon
• Logo usage for t-shirts
  • Allan to carry on with the process and follow up and have some general guidelines written down for future cases
• Standard code of conduct for GNOME annual events (so we don't have to reinvent the wheel each year)
  • 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
• Privacy policy for GNOME services

  • Current draft is at https://wiki.gnome.org/Foundation/Privacy

  • Sysadmin Team's NDA should also be covered when dealing with this item
  • Andrea to write up the policy
• gnome-software privacy issues
  • Software sends information to third parties; could have legal implications for GNOME
  • Allan to look at this
• Photography policy for GNOME conferences
  • Cosimo to draft a proposal to discuss on foundation-list

Completed actions

• GUADEC 2017 call for bids
  • 2016-03-15, Kat will take this over from Cosimo and will send something out within the next two weeks (Allan to help Kat out as well)

  • 2016-04-07, Announcement was published, https://mail.gnome.org/archives/foundation-announce/2016-April/msg00004.html