Apologies for the incorrect subject line - these minutes are for the 9th of January.
Allan On Thu, Feb 15, 2018 at 10:31 AM, Allan Day <a...@gnome.org> wrote: > = Foundation Board Minutes for Tue, January 9th 2018, 18:00 UTC = > > Next meeting date Tue, January 16th 2018, 18:00 UTC > > == Attending == > > * Alexandre Franke > * Carlos Soriano > * Meg Ford > * Allan Day > * Nuritzi Sanchez > * Rosanna Yuen > * Neil McGovern > * Sriram Ramkrishna > > == Regrets == > > * Cosimo Cecchi > > == Missing == > > == Agenda == > > * LAS update & Sri joins the call > > == Postponed agenda == > > * Conference spending policy updates (see ongoing agenda item and mailing > list proposal) (Allan) > * GNOME Maps (Meg) > * Review outgoing items > > == Minutes == > > * Sri joined the call to give an update on LAS > > == 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''' > > * LAS update and budget request > * A bid for Denver has been put together > * They want to book the venue as soon as possible > * We didn’t get any information before the meeting and we would like some > time to get through it > * Vote will happen on the list. > > * GNOME Maps and Amisha's email > * The Mapbox service is going to run out at the end of the year > * Meg spoke to some of the Maps developers about this the last time it was > an issue. Available options back then: > 1. Get another coupon for free access > 2. Pay, but with a discounted rate > 3. Run our own tile server > * We probably need a short-term solution before the coupon runs out, and we > don't have long > * We think that the current coupon was organised directly between the Maps > developers and Mapbox - the Foundation Board probably wasn't involved > * Neil backs a short-term solution by renewing the coupon; then need to > calculate how much capacity we're using and what it would cost > * ACTION: Meg to speak to the Maps developers about renewing the coupon and > calculating the long-term cost > * 2017-12-19 > * We got a cost estimate and they are willing to give us a discount, we > need to tell them how much we’d be able to pay > * They are willing to extend the free coupon temporarily > * We need to explore options > * Client-side rendering + our own vector server should be the preferred > one > * ACTION: Meg to discuss with the Maps team > > * Events code of conduct arrangements > * Draft in progress > * Once ready, we can start a community consultation phase > * Current draft mentions a committee that would help resolving incidents > * Is the board ok with forming a committee for that purpose? > * No objections, the responsabilities and attributions will be explored > further down the line > * When a local organisation handles the event in Europe for us, we need a > contract with them > * This contract should cover handling of personal data that they collect > for us > * See > http://ec.europa.eu/justice/data-protection/international-transfers/transfer/index_en.htm > for the standard contracts > * The board needs to consider letting the community vote eventually > > * GNOME.Asia committee & Board membership > * Nuritzi is considering joining the organizing committee, to be the board > liaison > * Other directors can think about it and eventually join too > > * Follow-up on "Reviving Free Software Macedonia" > * Monthly rental fee for the place where they meet (€300) > * They seem to have a lead for sponsors, but would like us to help bootstrap > * Not clear what their ask is. > * We recommend they come up with a clear plan and specific outcomes for > GNOME, then take it to the engagement budget holder > > * Conference spending policy updates > * The current policy would allow organizers to spend money they haven’t > raised yet, which could lead to a loss > * Carlos suggested to approve two complementary budgets > * a part that can only be spent if raised > * a part that can be spent even if not raised, to make sure the conference > happens > * Organizers are expected to make a profit, but a small loss would not be a > problem > * The main goal should be to make a good conference > * How does the organizers forecast the amount they’ll raise? > * How does the newly appointed sponsorship committee tie in with that? > * Coordination between the two is expected > * VOTE: approve new policy with 2 budgets for conferences (minimal + extras > depending on money raised) > +1 Carlos, -1 Allan, Meg. Abstained: Alexandre. VOTE DOESN’T PASS > * VOTE: conference organizers should be required to have a new budget > approved by the board if they raised less than 70% of their budgeted income > +1 Allan, Meg, Abstained: Carlos, Alexandre. VOTE PASSED > * 70% by what time? The problem is that conferences often don't know what > their income is going to be until very late - sponsors are often confirmed at > the last minute. > * VOTE: invalidate the previously passed vote (let's give this more time to > see if we can find a good solution) > +1 Alexandre, Allan, Carlos, Abstained: Meg. VOTE PASSED > * 20171031 - Neil suggests new rule that allows to limit the loss and gives > organizers a bit of leeway, taking into account the evolving nature of > account balance > * ACTION: Allan to prepare a new proposal to revisit this at a later > meeting > > * 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 > * 2017-10-14 > * Carlos created wiki page at https://wiki.gnome.org/Internships > > * Name for internships for privacy funds > * If there is no contract it is not technically an internship > * Discussion needs to continue on list > * 2017-10-24 > * GSoC are not called internships and there is no contract with the student > * The organising entity also does not have authority over the > participants, the project entity does > * Outreachy on the other hand is called internship and there is a contract > * Same kind of relationship > * We could try and reuse the contracts from Outreachy > * ACTION: Zana to get a copy of the contract > * Done > * ACTION: Neil to ask Karen > * 20171031 - Done, karen says steal away. > * ACTION: Carlos to prepare a version for us > * You can check at > https://docs.google.com/document/d/1Ew2nW5EJfCERFWsOM11_BoPPO5B8sWjugPpXLaX4Jno/edit?usp=sharing > > * 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 > > * 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 > * 2017-10-08 - Allan got in touch with Stormy and got some login > information, but he still can't access the account. More followup is required. > * ACTION: Nuritzi to assess the quality and check whether we want to > continue using them > > * 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 > * 2017-10-08 > * Neil is waiting for verification before this can proceed further > * 2017-10-31 - we're verified! Neil to talk to sysadmin > * ACTION: Neil to talk with Andrea Veri about this > * ACTION: once done, Neil to announce it > * 2017-12-12: [NM] av prodded again > > * Calls with committees > * Twice a year with each committee, once after the board elections (end > June/early July and then late November-early January). > * The call is a touch point - a way of checking in. Needs to stimulate > ongoing conversations and ad hoc problem solving. Committees will be invited > to calls with the whole Board to problem solve around specific things. > * One board member and the ED meet with each committee (or a board member > and the director of operations if there's no ED). > * Where possible the same board member should be consistent. > * Board representatives then feed back to the rest of the board. > * 2017-10-08 > * First meetings in the sequence to happen in November. Should focus on > collaboratively setting goals and identifying issues. > * Once the > * ACTION: Carlos to meet with membership committee, see if we should > update committee charter https://wiki.gnome.org/MembershipCommittee > * ACTION: Alexandre to meet with the travel committee, see if we should > update committee charter https://wiki.gnome.org/Travel/Committee > * ACTION: Cosimo to meet with the sponsorship committee > * 2017-12-19 Committee check-ins - we were supposed to have done this in > November > * Travel call should happen in January, currently being scheduled > * Membership call should also happen soon > * Cosimo is not on the call and won’t be back from travel until the end of > January > > * 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 > * 2017-10-08 > * Neil and Rob are going to meet Karen at Freenode Live and try to talk > about this > * 2017-10-31 - Rob got sent to Indonesia, Neil to set up call with > Karen/Rob to discuss > * 2017-11-14 - Prodding email sent > * ACTION: Neil to send another email to Luis and check if he’s available. > * ACTION: Meg to ask Karen whether she can recommend someone > * 2017-11-21 - Karen came back, call set up for next week > * 2017-12-12 - Karen is drafting some texts which should get Flathub the > legal framework required. > > * 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. > * 2017-10-08 > * Part of this was done at the hackfest, we'll need to update the wiki page > * Another part is pending reply from Pam about how an event can use the > GNOME wordmark > * ACTION: Nuritzi to update the wiki page, including Alexandre's proposed > statement about openness of hackfests > > * 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 > * 2017-10-31 - Should happen around december > > === 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 > > * 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 == > > >
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