Minutes for Tuesday, July 7th, 2015, 16:00 UTC

Next meeting date, Monday, July 20th, 2015, 17:00 UTC

Attending

• Rosanna Yuen
• Jeff Fortin

• Shaun McCance

• Allan Day
• Cosimo Cecchi
• Ekaterina Gerasimova
• Old board members attending
  • Marina Zhurakhinskaya
  • Tobias Mueller

Regrets

• Andrea Veri
• Old board members:
  • Karen Sandler

Missing

• Christian Hergert
• Old board members:
  • Sriram Ramkrishna

Board meeting

• Desktop Summit 2011 taxes
  • The Desktop Summit was reclassified as a commercial event rather than a charity fundraiser in 2014
  • KDE e.V. had to pay more taxes (6821.95 EUR) on the profit as a result, which were paid in 2014
  • Contacted GNOME to request half of the extra amount (3410.97 EUR) that had to be paid (as per agreement)
  • Supporting paperwork from the Finanzamt provided
  • Supporting paperwork does not correspond to the totals provided by KDE e.V.
  • Clarification has been requested but is not satisfactory
    • Need further clarificatoin
  • ACTION: Rosanna to request them the annotated document (circling the relevant amounts and calculations leading up to the total etc.)
• Travel committee budget

  • Need to assign travel committee budget for future events ( https://wiki.gnome.org/Travel/Budget )

    • The board allocates a budget for the travel committee bi-annually.
    • The last round (in October 2014) was quite small (6k) as we were worried about how the situation with regard to the Groupon trademark infringement would evolve
  • Does the travel committee need a new budget allocation now?
    • Yes
    • No events occurred since April 2015, but some are expected to occur in September.
    • It would be reasonable to allocate another 6k for April-September 2015 sooner rather than later
    • Budget for October 2015-March 2016 should be voted on by

    • We should also follow-up with Matthias whether the Boston/Montreal summit planning is underway; detailed organization notes from last year (where the coffee comes from?!) https://wiki.gnome.org/Events/Summit/Organization

    • ACTION: Allan to follow up and check on the status of the Boston/Montreal Summit
    • ACTION: Cosimo to take the vote for the new 6k allocation for the 2nd half of this financial year to the mailing list
  • ACTION: Rosanna to check that Andreas received the money for GUADEC accommodation
• Travel subsidy for keynote at Open Source Hong Kong

  • https://mail.gnome.org/mailman/private/board-list/2015-June/msg00127.html

  • EUR 650.00 for Tobi to attend and present a keynote
  • Very late request (20th June for a 26th June event)
  • Tobi did not receive travel sponsorship from elsewhere, accomodation was covered by Open Source Hong Kong
  • VOTE: assign EUR 650.00 to Tobi for the event? +1 Allan, Jeff, Shaun; Cosimo and Kat abstain
  • VOTE PASSED
• Annual report:
  • As things stand currently, it is not going to happen in time for GUADEC
    • It is extremely important to get paper copies out for adboard representatives to help justify their involvement with the GNOME Foundation
  • Badly needs more/new volunteers to get involved and write chunks of it

  • Current state: https://wiki.gnome.org/Engagement/AnnualReport/2014

  • Jeff has been working on the intro letter for it
  • Shaun willing to take up prodding duties
• GUADEC Adboard meeting

  • ACTION: Jeff to reach out again to adboard members, past & present, to encourage them to talk to us at GUADEC

  • ACTION: Allan to start drafting the agenda for that meeting through the mailing list
  • The Document Foundation would like to exchange Advisory Board members with the GNOME Foundation
    • Everyone: Excellent idea

    • Consider asking for booth at https://conference.libreoffice.org/ if we can staff it, and offering them to have a booth at GUADEC

    • ACTION: Kat to follow up

• DEFERRED: https://kickstarter.com/projects/technoruninc/stratos/

• DEFERRED: General Foundation budget update
• To mailing list: New standard meeting time (for the new board)
• DEFERRED: GUADEC status update

Discussed on the mailing list

• VOTEs on invitations letters (for GUADEC participants needing a VISA) for GUADEC 2015
  • Srinivasa Ragavan (former Board member, Evolution contributor, speaker)
  • Jonathan Kang (GSoC student)
  • Luo, Yangcheng (gnome-logs contributor)
  • VOTE regarding all the three applicants as the requests were sent as a cumulative e-mail: +1 Andrea, Karen, Jeff, Sri
• Gift for Gavin Ferris
  • Gavin made his second significant donation to the GNOME Foundation
  • Allan proposed to send Gavin a framed poster with a special thank-you from the Board

    • https://cloud.gnome.org/index.php/s/MJy8nUY8FV9Q0Qd

  • VOTE: +1 Andrea, Jeff, Karen, Marina, Kat, Sri

Completed actions

• Marina to follow up with Andreas about the GUADEC 2015 proposed budget and with Fabiana about the party night event
• Kat to mail back asking for more details on how the total amount we should pay was reached for Desktop Summit 2011 (old item)

Pending action items

• GUADEC Adboard meeting

  • Jeff to reach out again to adboard members, past & present, to encourage them to talk to us at GUADEC

  • Allan to start drafting the agenda for that meeting through the mailing list
• Travel committee budget:
  • Allan to follow up and check on the status of the Boston/Montreal Summit
  • Cosimo to take the vote for the new 6k allocation for the 2nd half of this financial year to the mailing list
  • Rosanna to check that Andreas received the money for GUADEC accommodation
• Desktop 2011 taxes: Rosanna to request KDE e.V the annotated document (circling the relevant amounts and calculations leading up to the total etc.)
• Sri to forward the HELLOTUX brand use agreement to Pam for a first review
• Board 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
• 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 propose privacy bounty T&C/rules for review

• Karen to write the Privacy policy for GNOME services
• Karen will look at gnome-software privacy issues from a legal standpoint
• Karen to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
• Tobi to continue pursuing the fund collection in Europe

• 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
• Sri to investigate the GNOME gifts situation
• Sri to coordinate with engagement team to better standardize the licensing of GNOME artwork
• Jeff to find existing fundraising brochure/proposal documents and come up with one for fundraising for a sysadmin