Wiki location: https://wiki.gnome.org/FoundationBoard/Minute= s/20200316

=3D Meeting of the GNOME Foundation= Board of Directors, 16 March 2020, 14:30 UTC =3D

=3D=3D Attending= =3D=3D

=C2=A0* AllanDay
=C2=A0* BrittYazel
=C2=A0* PhilipChim= ento
=C2=A0* FedericoMenaQuintero
=C2=A0* NeilMcGovern
=C2=A0* Tri= stanVanBerkom
=C2=A0* RobertMcQueen

=3D=3D Regrets =3D=3D

= =C2=A0* CarlosSoriano

=3D=3D Agenda =3D=3D

=C2=A0* Approve mi= nutes of 10 February
=C2=A0* Fiscal year 2019-20 budget
=C2=A0* Requi= rements for committees
=C2=A0* Future of the engagement committee
=C2= =A0* Add travel budget notes to the conference guidelines

=3D=3D Min= utes =3D=3D

=C2=A0* Approve minutes of 10 February
=C2=A0 =C2=A0*= Approved.

=C2=A0* Fiscal year 2019-20 budget
=C2=A0 =C2=A0* Neil= : The FY2020 numbers are split up into a "base" and a "predi= ction" column, and there is also a column of FY2021 estimates which ar= e intended to give context. In FY2020 we intend to run a deficit, and in FY= 2021 a slightly larger deficit. Those who remember the initial plan for exp= ansion of the Foundation, will be aware that is deliberate.
=C2=A0 =C2= =A0* Rob: The changes we asked for have been made. It's now clearer whe= re we are drawing down the restricted expenses such as the Challenge, and i= t's clear that we are running a deliberate deficit.
=C2=A0 =C2=A0* A= llan: According to the budget the deficit is going to take us down to the l= imit of the reserves policy, but since we budget conservatively, we don'= ;t actually expect that to happen.
=C2=A0 =C2=A0* Neil: Note that the le= vel of the reserves policy doesn't mean that we don't have any mone= y, it means we can operate normally for one year with zero income.
=C2= =A0 =C2=A0 =C2=A0* Federico: Does "zero income" count advisory bo= ard fees?
=C2=A0 =C2=A0 =C2=A0* Neil: It's really zero income, so no= advisory board fees.
=C2=A0 =C2=A0* Tristan: We spent significantly mor= e than expected on GUADEC in 2019, but what about it being late?
=C2=A0 = =C2=A0 =C2=A0* Neil: It was GNOME.Asia that was late enough to be moved int= o the next fiscal year.
=C2=A0 =C2=A0 =C2=A0* Tristan: But then what abo= ut the budgeted amount for GNOME.Asia?
=C2=A0 =C2=A0 =C2=A0* Neil: That = refers to the GNOME.Asia that already happened after the start of the fisca= l year.
=C2=A0 =C2=A0* Federico: If we run a deficit, and if fundraising= is low, then will that be enough to carry us into next year?
=C2=A0 =C2= =A0 =C2=A0* Neil: If fundraising were low then we would start running into = problems in 2022, and therefore our fundraising plans are based on increasi= ng the fundraising before that point.
=C2=A0 =C2=A0* Philip: This questi= on is likely irrelevant due to the coronavirus situation, but we had discus= sed increasing the travel budget to accommodate more people requesting the = financial aid package. We also predicted an increase in funding requests fo= r GUADEC travel, should it be able to go ahead.
=C2=A0 =C2=A0 =C2=A0* Ne= il: Looking at the line items for travel grants and travel, there is an inc= rease in travel expense budget. We could increase it further. However the a= ctuals for 2019 are well below the forecasted amounts.
=C2=A0 =C2=A0 =C2= =A0* Philip: Let's note that we can amend the budget when GUADEC comes = around in case it turns out to be necessary.
=C2=A0 =C2=A0* Allan: There= are questions from Carlos, sent separately, which we should discuss. We= 9;ll make our vote contingent on Carlos' approval so that we don't = approve a budget without the treasurer's approval. Neil will talk to Ca= rlos separately and he can notify the board if he approves.
=C2=A0 =C2= =A0* '''VOTE''': Approve FY19-20 budget, subject to= the treasurer's approval
=C2=A0 =C2=A0 =C2=A0* +1 unanimous

= =C2=A0* Requirements for committees
=C2=A0 =C2=A0* Allan: I suggest that= we should approve what we have, which is a draft set of requirements for c= ommittees, and at a later date we can build that out.
=C2=A0 =C2=A0* Phi= lip: I notice that Allan gave some feedback which I hadn't yet incorpor= ated. Should we defer this until the next time?
=C2=A0 =C2=A0* Allan: If= my feedback is the only feedback then I'm fine with proceeding.
=C2= =A0 =C2=A0* Allan: Is anyone not prepared to vote on this today?
=C2=A0 = =C2=A0 =C2=A0* Tristan and Britt would like more time.
=C2=A0 =C2=A0* Al= lan: Let's defer this until next time.

=C2=A0* Future of the eng= agement committee
=C2=A0 =C2=A0* https://gitlab.gnome.org/Teams/Board/issues/155=C2=A0 =C2=A0* Britt: The summary is that the engagement committee was cre= ated to approve engagement team spending, so that the board didn't have= to. However, Kristi now has that power, and she is chair of the engagement= team. The engagement committee hasn't needed to meet in over a year.=C2=A0 =C2=A0* '''VOTE''': Since it is no longer = required, disband the engagement committee. The board thanks the members of= the engagement committee for their contributions.
=C2=A0 =C2=A0 =C2=A0*= +1 unanimous

=C2=A0* Add travel budget notes to the conference guid= elines
=C2=A0 =C2=A0* Allan: In the past it's been unclear whether a= conference budget includes travel sponsorship or not. We discussed in the = past that it does. The amendment at https://gitlab.gnome.org/Teams/Board/issues/131 wo= uld require that conference organizers consider the travel sponsorship in t= heir budget as a part of the total picture of costs.
=C2=A0 =C2=A0* '= ;''VOTE''': Adopt the requirement that conference budge= ts should include travel spending as part of their expenditure, and amend t= he conference requirements policy as described here: https://gitlab.gnome.org/= Teams/Board/issues/131#note_700727
=C2=A0 =C2=A0 =C2=A0* +1 unanimou= s

=3D=3D Actions =3D=3D

=C2=A0* '''Neil''= ' - Discuss the budget with Carlos.
=C2=A0* '''Britt'= ;'' - Inform the engagement committee of its disbandment.
=C2=A0= * '''Allan''' - Update any relevant wiki pages to r= emove the engagement committee.
=C2=A0* '''Allan''&#= 39; - Update any relevant wiki pages and sample spreadsheets to include tra= vel sponsorship in conference budgets.
=C2=A0* '''Neil'&= #39;' - Notify Kristi of the requirement for travel sponsorship in conf= erence budgets.