= Foundation Board Minutes for Sat, October 7th 2017, 15:40 UTC =
Next meeting date Tue, October 17th 2017, 17:00 UTC
== 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
* 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
* 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
* +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
* 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
* 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)
* 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
