Re: Minutes of the Foundation Board, January 16th
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 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 "-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 k
Minutes of the Foundation Board, January 16th
= 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 "-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
