Minutes for Tuesday, September 17th, 2013, 16:00 UTC

Next Meeting

  • Tuesday, October 1st, 2013, 16:00 UTC

Attending

  • Andreas Nilsson
  • Joanmarie Diggs
  • Karen Sandler
  • Ekaterina Gerasimova
  • Marina Zhurakhinskaya
  • Emmanuele Bassi
  • Sriram Ramkrishna
  • Tobias Mueller

Regrets

  • Rosanna Yuen

Board Meeting Agenda

  • Adopting a photography policy for GNOME events.
    • No update
    • Karen volunteers to help Joanie
  • Social media accounts
    • Allan suggested that we should use a more secure way of storing the passwords than the wiki and one which can be kept up-to-date
    • The passwords will be stored in a private (to board and select Engagement Team members) git account and will be encrypted
    • The Git repository is accessible by specific people based on SSH key which will be assigned to select people
  • Update about Private Internet Access joining the advisory board.
    • Tobi wrote a quote for the PR
    • Karen sent the quote and material up to PIA for review
    • We should be able to announce it soon
  • Travel reimbursement time frame request form Michael Hill
    • Reimbursement should happen within a specified time period, for example 2 weeks after receipts are sent in
      • The travel committee takes a week to process the reimbursement
      • This leaves another week to wire the reimbursement
      • This does not take into account eventual delays in the wire transfer
      • Should we bump that time to 30 days?
        • Companies usually have 30 days
        • Foundations/event organisers have longer turnarounds
    • How will this affect the new process for small events?
    • We are late with reimbursements

    • We should probably have somebody else have access to PayPal but we need somebody in the US for cheques

      • In case there are holdups or delays or too many reimbursements

      • Alternatively, we should use PayPal as much as possible

      • There is an issue of fees with PayPal

      • The treasurer should have access to the PayPal account, in order to check if the PayPal fees present a technical issue, and also to help process reimbursements

    • We should have a formal process to notify the foundation that the reimbursement has not been wired
      • Send an email to board@ or to Karen?

      • ACTION: Kat to contact Cesar Fabian Orcoon Chipana to add a way to file a reimbursement complaint to the future travel commitee form

      • ACTION: Karen to check with Rosanna if a 30 day turnaround fits in to her travel reimbursement workflow

  • New travel sponsorship process for small events
    • Update for Montreal Summit
    • We should get actual numbers in terms of attendance and travel sponsorship before amending or revisiting the travel sponsorship for the Summit
    • If we want to do bulk room booking then we need to get information on the attendees accommodation
    • September 26th is the deadline for asking for travel assistance

    • ACTION: Karen and Joanie to manage the bulk hotel booking for the Montreal Summit

    • The board should establish a travel funding committee for the Summit - the board assigns the authority to Joanie and Karen, subject to the approval of Kat
      • The committee should meet on September 27th in order to process the travel assistance requests
  • Womens Outreach Program
    • New round is coming up
    • General status update
      • Open up applications on October 1st. Closing on November 1st. Dec 10th - March 10th

      • Wiki page has been updated: https://wiki.gnome.org/OutreachProgramForWomen

      • We probably need some way to integrate applications tracking within the Wordpress installation for the OPW website
        • Maybe have the website changes be a project for the next OPW round
      • The board needs to check if we need to allocate funding for this round of the OPW
        • We should have at least one intern
        • We saved money from the previous cycle
    • It would be good to discuss some questions around the contracts for the mentors

    • ACTION: Karen, Kat, Marina, Andreas to discuss the OPW contract issues during the board's work session

Completed Actions

  • Karen to ask on foundation-list if somebody wants to work with Gitorious.org to create a GNOME mirror there

Pending action items

  • Andreas to put together a GNOME supporter card for our donors
  • Emmanuele to send Zana and Tobi an update on FoG donors gifts
  • Emmanuele to send hackers up for "adoption" the list of donors that want a postcard
  • Joanie and Kat to draft a new travel assistance form to replace the current one (Kat, Joanie and Zana to discuss and come up with a solution)
  • Joanie to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
  • Joanie will ping the Release Team again for the Foundation IRC meeting after the 3.10 release is completed
  • Kat to create a private wiki page on the web services accounts holders and passwords
  • Kat to contact Cesar Fabian Orcoon Chipana to add a way to file a reimbursement complaint to the future travel commitee form
  • Karen to write the Privacy policy for GNOME services
  • Karen to contact Tor, EFF, OTI for feedback and eventual funding for privacy work
  • Karen to "call for ideas" for privacy work related bids at GUADEC and by blog/email to foundation-announce
  • Karen and Tobi to continue pursuing the fund collection in Europe
  • Karen to check with Rosanna if a 30 day turnaround fits in to her travel reimbursement workflow
  • Karen and Joanie to manage the bulk hotel booking for the Montreal Summit
  • Karen, Kat, Marina, Andreas to discuss the OPW contract issues during the board's work session
  • Sri to investigate better uses of adwords on the GNOME websites

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

FoundationBoard/Minutes/20130917 (last edited 2013-09-26 13:35:12 by EmmanueleBassi)