Foundation Board Minutes for Tue, June 27th 2017, 17:00 UTC

Next meeting date Tue, July 4th 2017, 17:00 UTC

Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20170627

Attending

Alexandre Franke
Allan Day
Nuritzi Sanchez
Shaun McCance
Carlos Soriano
Jim Hall
Meg Ford
Cosimo Cecchi
Neil McGovern
Rosanna Yuen

Lyon Team

Bastien Nocera
Matthieu Gautier

Almeria Team

Ismael Olea
Juan Pedro

Regrets

Zeeshan Ali

Missing

Agenda for 2017-06-27

GUADEC 2018 bids

Minutes

GUADEC 2018 bids
- Lyon
  - The team is not going to be able to organize next year
  - Venue rental is too expensive, more than expected (60k€) [sounds like the latest quote is ~34k€, expected to rise to ~38k€ ?]
    - Most of the cost comes from options that are more or less mandatory (catering with exclusivity, Internet…)
  - Too little time to look for another venue in time for 2018.
  - Bastien advises to consider them only if we see issues with the other bid.
- Almeria
  - PyCon-ES was organized there last year.
  - Prices aren’t final but pretty close.
  - Task split between team and GNOME.
    - local team would handle logistics.
    - board would have to take care of contacting sponsors.
    - expectation for non local people to take care of call for presentations.
  - Lack of social activities

Ongoing

This section includes items which have seen an update in the last 30 days. Format is "YYYY-MM-DD, action|discussion|abstract" for this and subsequent minutes sections

New board members - welcome, induction, agree on transition process
- Round of introduction
- Discussion about when the new directors start their term
  - In practice incoming directors join the board immediately after the election results have been confirmed (this hasn't happened yet for this year's elections)
  - We will give them an easy introduction, allowing them to vote from the 27th of June and encouraging them to rely on input from existing board members..
  - ACTION: Nuritzi to ping the membership committee about making the election results official - this was done by them without Nuritzi approaching them. woohoo!
- Bylaws could use some clarification
  - ACTION: Allan to figure out how we can improve that
GUADEC 2017 finance request
- 2017-06-13
  - The board voted to transfer GBP 5000 into the GUADEC team's UK account for live expenses
  - The board also voted to pre-approve expenditure against the confirmed sponsorship money, up to GBP 42000
    - ACTION: Allan to get back to Sam
  - The board wishes to make this a more straightforward process in the future
    - ACTION: Neil to make sure that expenses allocation for future conferences is discussed by the board in person at GUADEC
GUADEC 2018 bid presentations
- 2017-06-06
  - The Board would now like to move the presentations to a call, to be able to announce a decision during GUADEC
  - ACTION: Allan and Nuritzi to organize a call the week of June 26th
Foundation support for Flathub
- 2017-05-09
  - The Board voted to try and use some of our pro-bono counsel time towards the Flathub legal framework, provided our lawyers agree
  - ACTION: Neil to connect to Luis
- 2017-05-16 - Exact questions to ask Luis are being worked up
- 2017-06-06 - Questions sent to Luis, being looked at.
Hackfest process documentation
- 2017-02-14
  - ACTION: Nuritzi to take a stab at updating the documentation for the process to request a hackfest and responsibilities between Board and TC
- 2017-05-02
  - Nuritzi will work on this by end of May, check in then
Dropping dates in copyright claims on our websites
- 2016-12-06
  - ACTION: Alexandre to send an email to foundation-list with a proposal for discussion
- 2016-12-20
  - Next step seems to be to reach out to Creative Commons to get advice on what exactly can and should be done
- 2017-01-24
  - Alexandre reached out to Creative commons
- 2017-02-28
  - Alexandre will try alternative channels
- 2017-05-02
  - We got a reply, Alexandre to follow up
- 2017-05-30
  - Two options
    - Have terms of use on the website that state that linking to a page is sufficient attribution
    - Require contributors to assign their attribution to the GNOME Foundation
Privacy campaign funds
- 2016-09-27
  - Draft is out for the Board to review and give feedback
  - ACTION: Cosimo to try and form a committee to review internship proposals
- 2016-10-26
  - We are aiming for an internship round in spring 2017

Ongoing but stalled

This section includes items which haven't seen an update in the last 30 days.

Owncloud shared calendar for the board
- 2016-08-10
  - Cosimo tested creating an event, but with mixed results
  - ACTION: Cosimo to take it on from here
- 2016-09-06 - Allan has started a list of reoccuring events on the wiki - https://wiki.gnome.org/FoundationBoardPrivate/Minutes/UpcomingAgenda
- 2017-03-07
  - Neil is looking into a similar calendar so will take over
Paypal Giving Fund
- Alexandre suggested in december 2015 to get us enrolled in the program
  - That would give us exposure. For example Humble bundle allows to direct the charity part of purchases towards any of their participants
- Zana tried to get us in sometime before may 2016, we never heard back.
- 2016-09-06
  - ACTION: Zana to look into it
Sysadmin fundraising levels and perks
- 2016-08-10, ACTION: Nuritzi to take on this project and figure out what it entails
- 2017-05-09
  - We can talk about this item at GUADEC
Web page for prior pants winners
- 2016-08-10, ACTION: Shaun and Allan to add the web page
- 2017-03-07
  - Only missing the winner for one year, 2005
  - We can crowdsource the details and refinement of the bios/photos/etc
- 2017-06-06
  - We are trying to expedite this before next GUADEC
  - ACTION: Nuritzi to ask Shaun for a download of the information he has already collected
  - ACTION: Alexandre to suggest a suitable location to put the information and share it with the board
Friends of GNOME
- 2016-08-10
  - ACTION: Allan to get in touch with Tobi and the sysadmin team to migrate the FoG infrastructure over to GNOME
- 2017-03-07
  - Allan will pass this on to Neil, and connect him to Tobi
- 2017-04-18 - Neil has CRM working (ish) on the gnome website, we're looking at how to move the PayPal IPN to CiviCRM

Ongoing but no director assigned

This section includes items which haven't seen an update in the last 30 days and have no Director assigned

Nice to have

This section includes items which we would love to see happen at some point but lack the time to effectively become reality

Contract template for future use organizations for which we handle money
- Kat to draft this
- Alexandre took over
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
- Kat or Allan to write up the policy
- Kat or Allan to write up recommended wording for distribution privacy policies, regarding the behaviour of GNOME software