Minutes for Tuesday, July 1st, 2014, 16:00 UTC

Next meeting

• Friday, July 18th, 2014, 16:00 UTC

Attending

• Joanmarie Diggs (previous board)
• Ekaterina Gerasimova
• Emmanuele Bassi (previous board)
• Rosanna Yuen
• Andreas Nilsson (previous board)
• Marina Zhurakhinskaya
• Andrea Veri
• Jeff Fortin
• Tobias Mueller

Regrets

• Karen Sandler

Missing

• Sriram Ramkrishna

Board Meeting Agenda

• Welcome new board!
  • This is the first meeting with both the outgoing and incoming board.
  • People on the outgoing board are invited in advisory capacity until the official hand over meeting at GUADEC
  • Only newly elected (and re-elected) board members can vote
  • Are officials going to be appointed at GUADEC?
    • We have early regrets from Karen and Tobi, who are going to be travelling on the 25th
    • We should move the appointment of the new officers of the board to the meeting before GUADEC
  • Explanation of the procedures of the board
    • Voting
    • Conflict of interests
    • Further discussion at the in person meeting at GUADEC
• Monthly financial update
  • Financial year starts on October 1st
    • We generally should have a budget by that date
    • If we don't have a budget within 30 days the board voted to automatically freeze all non-essential expenditures
  • Outlook of the financial situation of the Foundation for the benefit of the new board members
    • Something to do for the upcoming year is to ensure companies are invoiced at the start of January to mitigate delays
    • Sent out new invoices for GUADEC sponsoring
    • We have sent all the adboard invoices
      • After they have been paid, we are going to rely on personal donations
    • We are also holding money for other organizations
      • This money is in our care, but it's not ours to use
• Events
  • GUADEC 2014
    • Sponsors
      • New sponsors from China
        • Added GUADEC sponsorship on top of their GNOME.Asia one
        • The board would like to thank Emily Chen for her work
      • Canonical reached out to us
      • We should try to get more sponsors
        • Marina is contacting Collabora, Mozilla, and the Linux Foundation
        • Marina also wants to contact CERN - European organization, employs GNOME developers, uses RHEL
      • Possibly have lower rungs of sponsorship for smaller companies/organization
      • Party sponsorship is another venue of funding
        • Not necessarily cheaper, depending on the location and type of the party

      • ACTION: Jeff to follow up with potential sponsors for GUADEC and brainstorm new ideas

      • People to follow up on authorization for two invitations to GUADEC on-list
    • Funds

      • GUADEC 2013 leftover money has been transferred to LiLo for GUADEC 2014

      • Approx USD 4000
    • Travel sponsorships
      • Committee is almost done with sponsorship requests
      • Under budget
      • Some last minute requests
    • Pending vote for invitation letters for GUADEC
      • To be completed on the list
  • GNOME.Asia
    • Leftover funds: USD ~6000
    • Discussed on board-list to have Emily Chen hold on to those funds to reimburse travel sponsorship from China
      • Easier to bypass all the issues with moving funds back and forth
      • Emily will transfer the leftover funds after reimbursements
      • Expected: USD 2000
• Receiving Donations in the EU via the WHS
  • No new update
• Gandi discounts / promo codes for Foundation Members
  • Andrea has followed up with Gandi
  • Andrea is going to send an email after getting more information
• Next meeting
  • Potential conflcts for various new/old board members
  • To be discussed on the board list

Discussed on the mailing list

• Privacy campaign
• Visa fees reimbursements

Pending action items

• All Directors to reply Andreas's/Kat's email on board list about visa fees reimbursements
• 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
• Andreas to ask Karen and Pam how much we should disclose to the community about the ongoing discussion with Groupon
• Emmanuele to send Zana and Tobi an update on FoG donors gifts
• Emmanuele to draft a date and time for the post-release meeting
• 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
• Kat to contact Karen and Pam about the trademark use request from Carol Hanson
• 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
• 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)
• Rosanna to contact Emily about the state of the GNOME.Asia payment