Minutes for Tuesday, June 17th, 2014, 16:00 UTC

Next meeting

• Tuesday, July 1st, 2014, 16:00 UTC

Attending

• Joanmarie Diggs
• Ekaterina Gerasimova
• Emmanuele Bassi
• Rosanna Yuen
• Andreas Nilsson
• Tobias Mueller (connection issues towards the later end of the call)

Regrets

• Marina Zhurakhinskaya
• Sriram Ramkrishna

Missing

Board Meeting Agenda

• Trademark request
  • Carol Hanson wants to print a one-off t-shirt design that includes the GNOME logo, for personal use
  • Cafepress raised the issue of the trade mark
  • We should put Karen and Pam in the loop

  • ACTION: Kat to contact Karen and Pam about the trademark use request from Carol Hanson

• GUADEC invitation letters
  • There is the issue of invitation letters for GUADEC for non-members going through the foundation
  • We need to keep proper records of who sends and who gets invitation letters

    • It also depends on who is sending the invitation letters for GUADEC: either LiLo (the legal entity organising GUADEC) or the Foundation itself

    • LiLo is involved on behalf of the foundation, so the Board will have to vote on every invitation letter in order to record the details for the future

    • VOTE: Record every request for visa invitation letters: +1 Kat, Joanie, Andreas, Emmanuele

  • Coordinators for the invitation letters: Marina, Srini, and other foundation members
• Events
  • GNOME.Asia
    • Leftover funds: USD 5000
    • We should use these funds for direct GUADEC travel sponsorship of foundation members from China
    • It would be more expensive to have those funds transferred back to the foundation and then used for sponsorship
  • GUADEC 2014
    • Report from the team meeting yesterday
    • Accommodation and venue are sorted
    • Presentations: we had late cancellations from speakers
      • We have a pool to pick speakers from
      • We can also expand the lightning talks slots, or leave them open for last minute submissions directly at the conference
    • Travel committee: does not need a budget extension
      • Allan asked if there can be an increase in sponsorship for speakers if that is an issue for attendance
      • The travel committee should be able to handle that on a case by case basis
• Dates of the board/adboard meetings at GUADEC
  • Proposed dates: 24/7 and 25/7
  • We don't have consensus on the dates yet
  • Further discussion on the mailing list
• Privacy campaign
  • Stef won't be able to coordinate, but will be able to work as an advisor
  • Open a proposal period on foundation-list
• OPW
  • OPW travel sponsorship
  • We should ask for a report/blog post for all the sponsored interns

  • VOTE: Request a report/blog post for OPW interns sponsored for travel: unanimous

• Visa fees reimbursements
  • To be discussed further on the board list
• Next meeting: July 1st
  • New board directors will attend and vote
  • Old board directors will attend in advisory capacity
  • Current officers will maintain their role until the hand over meeting at GUADEC

Discussed on the mailing list

• Privacy campaign

Completed Actions

• Kat to contact the board candidates for the dates for the board/adboard meetings at GUADEC
• Kat to propose the meeting for June 10th on board-list

Pending action items

• All Directors to reply Andreas's/Kat's email on board list about visa fees reimbursements

• All board directors to vote on the contract with LiLo on board-list

• Andreas to put together a GNOME supporter card for our donors
• Andreas, Joanie to draft thank you letters to our donors
• Andreas to investigate the GNOME gifts situation
• Emmanuele to send Zana and Tobi an update on FoG donors gifts
• Emmanuele to draft a date and time for the post-release meeting

• Emmanuele to send the SorceForge information to board-list

• Joanie to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
• Joanie and Karen to meet and discuss about the photography policy for GNOME 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
• Karen to write the Privacy policy for GNOME services
• Karen will look at gnome-software privacy issues from a legal standpoint
• Marina to contact the GNOME.Asia local team on their current budget
• Marina to follow up with Mozilla for the payment for OPW round 5
• Marina to request for the vote to be finished on the mailing list.
• Tobi to continue pursuing the fund collection in Europe
  • Tobi to draft a new WHS agreement after the feedback from the board

• 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
• Zana to check the inventory of merch she has in storage (low priority)