Foundation Board Minutes for Sat, October 7th 2017, 15:40 UTC

Next meeting date Tue, October 17th 2017, 17:00 UTC

Wiki: https://wiki.gnome.org/FoundationBoard/Minutes/20171007

Attending

Allan Day
Cosimo Cecchi
Zeeshan Ali
Meg Ford
Alexandre Franke
Nuritzi Sanchez
Carlos Soriano
Neil McGovern
Rosanna Yuen

Regrets

Missing

Agenda for 2017-10-07

Payment authorization policy
Employee travel policy updates
Conference spending policy
Budget for FY2018
Intention to create marketing committee
Freenode Live trip

Minutes

Payment authorization policy
- https://wiki.gnome.org/FoundationBoardPrivate/Budget#Payment_authorization
- VOTE: approve the new Payment authorization policy as specified on the private budget wiki page
  - +1 Unanimous. VOTE PASSES
- ACTION: Allan to make the page public (with ACL to prevent modifications from anyone else than the board)
- ACTION: Nuritzi to ensure that this is announced to the Foundation
Employee travel policy updates
- https://lists.sfconservancy.org/pipermail/policies-discuss/2017-August/000104.html and https://lists.sfconservancy.org/pipermail/policies-discuss/2017-August/000103.html are changes that have been made by Conservancy to update their travel policy.
- VOTE: incorporate changes into the Staff Travel Policy
  - +1 Unanimous. VOTE PASSES
- ACTION: Allan to put this on a public wiki page
- ACTION: Neil to make the changes
Conference spending policy
- VOTE: approve the policy as specified on the wiki page: https://wiki.gnome.org/FoundationBoardPrivate/Budget#Conference_spending_policy
  - +1 Unanimous. VOTE PASSES
- ACTION: Allan to review budget page and move relevant sections to the public area
- ACTION: Allan to create conference requirements page
Budget for FY2018
- VOTE: approve the budget as presented by Neil
  - +1 Unanimous. VOTE PASSES
- ACTION: Neil to communicate with Shaun
- ACTION: Neil to put the budget spreadsheet into cloud.gnome.org and link to it from appropriate places
Intention to create marketing committee
- To dispense money for small events and marketing line items
- In the meantime, we would have an individual budget holder
- VOTE: appoint Nuritzi as the temporary budget holder
  - +1 Nem con. VOTE PASSES
- There are concerns about the correct course of action.
- ACTION: Nuritzi to come up with a charter for the proposed committee
Freenode Live trip
- Neil is set to keynote the event
- VOTE: approve travel for Neil
  - +1 Unanimous. VOTE PASSES

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

Zazzle store
- We have a link on the page where we list vendors
- Andreas confirmed that Stormy is the one with access
- ACTION: Allan to try to reach out to Stormy
- ACTION: Nuritzi to assess the quality and check whether we want to continue using them
Using TransferWise or some other payment system
- This has been recommended to us as a good alternative to Paypal that is cheaper and works in certain countries where Paypal does not work
- 2017-09-19
  - Since Rosanna and Neil would be the main users of this, a good next step would be for them to review options and report to the Board
  - ACTION: Neil will look into this and coordinate with Rosanna when she's back
Looking for sponsorship for GitLab runners
- To increase our Continuous Integration capacity on the GNOME GitLab server, we'll need to provision some more servers, as we migrate more projects there
- We could ask for help to our Advisory Board, or use our network to ask for support from other companies
  - It would make more sense to ask for hardware/cycles directly, rather than fundraising, since server bandwidth is a recurring cost
- 2017-09-19
  - ACTION: Meg and Neil to look into connecting to hosting companies using Meg's connections
    - 2017-09-26
      - Meg sent an email about applications to Neil
  - ACTION: Meg to get back to Javier
    - 2017-09-26
      - DONE
CoC Workshop sponsorship
- A group of people (Sarah Sharp, others) in SF are putting together a workshop about enforcement of CoC in communities or events
- The CoC working group would like to attend to e.g. help them with the enforcing guidelines
- The organizers of the workshop asked us to consider donating resources to this event, including sponsoring Sarah's travel for the event
- Total request: up to $3600 for training materials, flight and accommodation for Sarah, but whatever we can afford
  - The request comes from Rosanna and Nuritzi; Rosanna has been contacted privately by the organizers
- 2017-09-19
  - Would like to see a cost breakdown
  - General feeling we should not cover all the cost ourselves, and we should make sure it's geared towards our needs too
  - ACTION: Nuritzi to get on a call with Josh and report back to the Board
- 2017-09-26
  - Timing not ideal
  - Would help establishing a relationship with a local community
  - Cost is high
  - We’d prefer more planning
  - ACTION: Nuritzi to work on planning something in the same vein
Mexico workshop
- 2017-08-29
  - Was supposed to start yesterday, has been delayed.
Engagement team committee for funds
- The committee would allocate small budgets for events like release parties
- Board to vote on this once we have a list of volunteers and a description of the committee's role
GNOME.Asia logo / "A simple explanation of GNOME.Asia 2017's logo to FoundationBoard" email
- The design is not optimal, could use some tweaking but it’s alright.
- ACTION: Allan to write recommendations for next year
  - 2017-07-11 - Allan still not done this. Sad face.
GUADEC 2017 finance request
- 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
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.
- 2017-09-05 - Being passed to Karen now, discussions have stalled a little, Neil chasing up
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
- 2017-09-05: Nuritzi updated the wiki about a week ago but we should go over this in Berlin.
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
- 2017-07-26
  - (Neil) can someone else have this? Alexandre volunteers. #challengeaccepted
- 2017-08-19
  - Alexandre tested the shared calendar that Allan set up a while back on nextcloud, seems to work well
  - We are entering beta phase with some directors opting in

Ongoing but stalled

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

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
- 2017-07-26
  - Carlos and Zeeshan are taking this over -- the plan is still to do internships
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
  - At sysadmin meeting at GUADEC
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

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
- 2017-07-26
  - This is close to being done
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
- 2017-07-26
  - Allan is still working on this, but with low priority

Discussed on the mailing list

Completed actions

Berlin & social events sync (Nuritzi)
- https://wiki.gnome.org/Hackfests/Foundation2017
- GNOME Beer event + pizzas at c-base on Saturday
- VOTE: allocate 100€ for pizzas
  - +1 Unanimous. PASSED
- ACTION: Nuritzi to update the wiki
- ACTION: Nuritzi to send an email to foundation-list, local mailing list if there is one
  - DONE
Feedback request: spending Foundation money
- Question in the thread: does/will the board help organizer raise sponsorship?
  - This should be part of our discussion at the Berlin hackfest next week.
  - Could be part of the new committee responsibilities
  - ACTION: Nuritzi to get back to the list
    - 2017-09-27: Nuritzi completed this action.
Foundation hackfest processing
- Misunderstanding has been confirmed
  - TC thought we had allocated a special budget, outside of TC fund
  - Alexandre hasn’t booked yet, still waiting for confirmation since there were questions about his initial request
  - TC is also busy with GNOME.Asia
  - Situation is complicated, deadlines are close. We should do better with processes in the future.
  - VOTE: handle that budget ourselves, and allocate up to $8000 for the total
    - +1 Unanimous, PASSED.
  - ACTION: Cosimo to help Rosanna processing receipts after the event.
  - ACTION: Cosimo to get back to the TC and let them know how we’re dealing with this
  - ACTION: Cosimo to tell Shaun he’s welcome to join
    - 2017-09-27: Nuritzi completed these action items instead