Meeting Minutes Published - February 4, 2010

[Brian Cameron <Brian Cameron Sun COM>]

Sorry for the repost, the subject line in the last email was wrong.

The meeting minutes for the February 4th board meeting is now public.
Refer here:

         http://live.gnome.org/FoundationBoard/Minutes/20100204

Other past board meetings are archived here:

         http://live.gnome.org/FoundationBoard/Minutes

-- text of the latest minutes follows --

Minutes for Meeting of February 4th, 2010

Next Meeting

    * February 18th, 2010

Attending

    * Behdad Esfahbod
    * Brian Cameron
    * Germán Póo-Caamaño
    * Lucas Rocha (late)
    * Rosanna Yuen
    * Srinivasa Ragavan
    * Stormy Peters
    * Vincent Untz

Regrets

    * Diego Escalante Urrelo

Recurring Items

    * Review past action items.
    * Did each person with action items send their status reports to
      the board list before the meeting?
    * Approve and make sure that minutes of last meeting were published
      to foundation-announce and foundation-list.
    * Make sure to start up the gobby server for better note taking.
    * System administrator hiring - waiting for funding.
    * Update foundation.gnome.org website.

New items

    * Changes with regards to Rosanna Yuen's management.
          o Vincent announced that Rosanna will now be reporting to
            Stormy.
    * Lucas announced that he will be stepping down from the board. The
      board discussed planning for a replacement.
          o It was announced on February 17th that Jorge Castro will
            replace Lucas on the board.
    * Co-locating GUADEC with Akademy in 2011
          o Considering the positive responses in the survey, the board
            voted unanimously to co-locate in 2011.
          o Need to discuss planning for co-located hackfests with the
            KDE community.
          o Since many Foundation members complained the organization
            of the last co-located conference was not ideal, the board
            needs to plan to start pushing people to help with
            organizing co-location soon after GUADEC 2010.
          o ACTION - Vincent to discuss co-location organizing with the
            KDE board.
          o ACTION - Vincent will start the bidding process for
            co-location in 2011. Joe "Zonker" Brockmeier would be a
            good person to ask for help.
    * Status for GUADEC 2010 in the Netherlands.
          o Stormy has been working with volunteers to find sponsors.
          o Recently put out call-for-volunteers.
          o GUADEC Website is in progress.
          o Volunteers have been asked to help with organizing talks.
          o It was suggested that GUADEC organization would be a good
            topic for the next Advisory Board meeting.
          o ACTION - Vincent will invite GUADEC organizers to the next
            board meeting so we can discuss further how they can help.
          o Discussed making arrangements to have training at GUADEC as
            proposed by Dave Neary.
          o ACTION - Stormy will ping James Vasile about the legal
            arrangements for Dave Neary's proposed training.
    * Events
          o GNOME Usability Hackfest
                + Need $6064 to cover travel expenses. Have a budget of
                  only $1000 right now.
                + ACTION - Germán will determine if we have budget to
                  cover this event.
          o Running a booth at the Texas Linux Fest will cost will be
            $450. Voted to provide the funding needed.
                + ACTION - Vincent will reply to the Texas Linux Fest
                  organizers to let them know the $450 requested is
                  approved.
          o GNOME event in Zaragoza
                + Still in planning.
                + Would be good to plan a hackfest to happen at the
                  same time and place.
                + Need to plan and discuss further.
    * Finances
          o Taxes
                + ACTION - Rosanna will touch base with the accountant
                  to determine if we need an extension for taxes.
          o Libre Graphics Meeting 2010 Pledgie Campaign
                + The board will handle GSoC and not charge a fee for
                  money received via PayPal, but will charge the normal
                  fee for any money received not via PayPal.
                + ACTION - Vincent will notify the Libre Graphics
                  Meeting organizers about how we fees will be handled.
          o FOSS.IN has been paid.
          o The GSoC mentor that the GIMP Google Summer of Code
            administrator requested has been paid.
          o GnuCash
                + Automation
                      # ACTION - Behdad will automate the process of
                        entering PayPal information into GnuCash.
                        Rosanna sent Behdad a sample of incoming PayPal
                        information looks like and has shown how it
                        should be incorporated into the GnuCash file.
                        Behdad is now looking into this.
                + Rosanna provided an updated GnuCash file recently.
                      # ACTION - Rosanna will send a newer updated
                        version of the GnuCash file soon.
    * GNOME Foundation/CEO Goals
          o ACTION - Brian will send an email to the board-only list to
            start a discussion about how to define Stormy's Bonus
            goals.
    * Donation Ruler
          o Lucas plans to update the GNOME website tomorrow.

Completed Actions

    * Diego - Will respond to the a11y hackfest organizers know they
      will have a budget of $10,000 for travel sponsorship.
    * Germán - Will determine if we have budget to cover this event.
      This new action was completed shortly after the meeting.
    * Lucas - Ensure the work for updating the donation ruler design
      gets done. Lucas pinged Paul, Vinicius and Andreas on January
      26th to come up with a simple plan to get the ruler online this
      week.
    * Paul - Will provide an overview of hiring a sysadmin and the
      benefits that has for the overall GNOME community. Paul Cutler
      and Owen Taylor wrote a Job Description for the sysadmin role at
      http://live.gnome.org/Sysadmin/AdvisoryMeeting/JobDescription.
    * Rosanna - Will provide a list of stipulations that the Libre
      Graphics Meeting organizers need to agree to in order to ensure
      that there is not too much work. The board will handle GSoC and
      not charge a fee for money received via PayPal, but will charge
      the normal fee for any money received not via PayPal.
    * Rosanna - Will send an email to Behdad describing the extra
      scripts that she needs. The information was provided to Behdad
      during this meeting.
    * Rosanna - Will review the "Records Retention" and "Employee
      Reimbursement" policies in the Employee Handbook and to provide
      feedback about whether we should adopt the proposed policies from
      Karen Sandler, or whether we should modify them to reflect what
      we currently do. This task was done shortly after the meeting.
      For example, does the Records Retention Policy match what we do,
      or do we need to change our process to match the proposed policy?
    * Stormy - Will send an email to the Advisory Board asking for
      sponsors for the Usability hackfest.Done. Disappointingly there
      were no responses.
    * Stormy - Will send a draft of of the Free Software statement to
      Bradley for review, with Vincent cc'ed. Done.
    * Vincent - Will start discussion with the advisory board about
      co-locating in 2011 after the announcement. This is a topic for
      the next advisory board meeting in January, so discussion will be
      started a week before the meeting. Discussion with the advisory
      board happened during the last meeting. Survey ready to be
      announced, and it should bootstrap some discussion on
      foundation-list. We hopefully can take a decision before the
      first meeting of February.
    * Vincent - Will invite GUADEC organizers to the next board meeting
      so we can discuss further how they can help. This new action item
      was completed shortly after the meeting.
    * Vincent - Will reply to the Texas Linux Fest organizers to let
      them know the $450 requested is approved. This new action item
      was completed shortly after the meeting.
    * Vincent & Lucas - Determine how to announce the endorsement of
      Franklin Street Statement on Freedom and Network Services. This
      is blocking on a release team action that Lucas has ("push for a
      "web services" set of libraries")
          o http://autonomo.us/2008/07/franklin-street-statement/

Status of action items

    * Behdad - Tasked with scrubbing the GnuCash file so it can be made
      public. Behdad sent a scrubbed GnuCash file to Rosanna to check,
      but still pending.
    * Brian - Get information about what should be in an "Employee
      Handbook". Draft under review.
    * Brian - Develop trademark usage forms for common use cases. James
      Vasile from legal is working with Brian on this.
    * Diego - Taken over from Stormy. Will work with Gil Forcada from
      guifi.net and gnome-marketing to define the best way for
      organizations like guifi.net to participate in the GNOME
      community. Not many replies from the community. Diego will draft
      something more concrete and ask for comments.
    * Germán - Put together a proposal for how to address board members
      who become inactive. Still pending.
    * Lucas - Work to ensure that Foundation members sign the GNOME
      Code of Conduct, and make it a requirement that new Foundation
      members need to sign this. Lucas completed a draft currently
      under review, tarted discussion on foundation list, got a lot
      comments and feedback, and summarized the discussion points. The
      board seems to be still interested in proposing Code of Conduct
      as an official guideline for Foundation members as a way have a
      more clear message about the values of the GNOME community. Lucas
      will send an updated official proposal to members this week.
    * Lucas & Alberto - Set up a Euro bank account. Still in progress.
      Lucas contacted Chema from GNOME Hispano for advice but still no
      reply.
    * Rosanna - Research the GNOME Guidestar website and update if
      necessary. Rosanna sent an update about the status of Guidestar,
      but work is still needed. Need to find someone to keep the
      website up-to-date.
    * Rosanna - Will check who received the 2008 Annual Report and send
      an email to board-list letting everybody know who received them.
    * Srini - Ping John Palmieri for status about importing Paypal data
      into GnuCash. John Palmieri was pinged, but no response yet.
    * Srini - Send out the GUADEC call-for-hosts, and the next meeting
      will be an IRC meeting to discuss. This is done. Srini has the
      meeting logs, but these are not yet published in the wiki. Yet to
      format and upload and announce the meeting logs. Leaving this as
      an open action item until the logs are available.
    * Stormy - To propose a case study on how the improvements we made
      with bugzilla made a difference as input for the marketing
      materials for why the Foundation needs to hire a system
      administrator. Max sent a write-up. Working with the GNOME
      Journal folks to turn it into a GNOME Journal article
      (tentatively have an author).
    * Stormy - To schedule a meeting with companies that do consulting
      work with GNOME to start discussions on how we can help (how can
      we work together). Sent email. Got a couple of positive
      responses. Will follow up with others and schedule meeting.
    * Stormy - To follow up with the Advisory Board about acquiring a
      second machine. Email sent, but no response yet.
    * Stormy - Will set up a "Wish List" Wiki page to highlight things
      that the GNOME community needs help with funding with a link from
      Friends of GNOME.
    * Vincent - Touch base with Matthew Garrett and with the GNOME
      community to determine how the GNOME Code of Conduct needs to be
      enhanced to reflect speakers. Ongoing. First draft is available,
      need to push this. Vincent sent a ping to put this on the wiki
      for public review.
          o Status: Draft published at
            http://live.gnome.org/CodeOfConduct/SpeakerGuidelines
            and will announce it to the membership for review next
            week.
    * Vincent - Update the blog and planet to highlight that people are
      expected to sign and follow the GNOME Code of Conduct. Waiting
      for Lucas' action on Code of Conduct.
    * Vincent - Follow-up with Intel to determine what to do about
      copyright assignment for clutter. Waiting for an official update
      from Intel. Ongoing
    * Vincent - Check records of organizations with existing contracts
      to use the GNOME trademark. Ongoing.
    * Vincent - Follow up with Michael Meeks and Bradley Kuhn to see if
      there is an interest in defining a policy the release team can
      follow to know whether a project with a copyright assignment
      requirement can be accepted or not. What sorts of copyright
      assignments are acceptable? Draft is under review.

New Action Items

    * Behdad - Automate the process of entering PayPal information into
      GnuCash. Rosanna sent Behdad a sample of incoming PayPal
      information looks like and has shown how it should be
      incorporated into the GnuCash file. Behdad is now looking into
      this.
    * Brian - Will send an email to the board-only list to start a
      discussion about how to define Stormy's Bonus goals.
    * Rosanna - Will touch base with the accountant to determine if we
      need an extension for taxes.
    * Rosanna - Will send a newer updated version of the GnuCash file
      soon.
    * Stormy - Will ping James Vasile about the legal arrangements for
      Dave Neary's proposed training. Done shortly after the meeting.
    * Vincent - To discuss co-location organizing with the KDE board.
    * Vincent - Start the bidding process for co-location in 2011. Joe
      "Zonker" Brockmeier might be a good person to help.
    * Vincent - Will notify the Libre Graphics Meeting organizers about
      how we will handle fees. The board will handle GSoC and not
      charge a fee for money received via PayPal, but will charge the
      normal fee for any money received not via PayPal.

Discussed on the mailing list

    * Planning for the Foundation IRC meeting which was held on
      Saturday, January 30th.
    * Discussion about how to best moderate the discussion about the
      GNOME Foundation and CEO Goals.
    * The Public live.gnome.org Foundation Wiki has been reorganized so
      that public pages are all under
      http://live.gnome.org/FoundationBoard.
      The old FoundationBoardPublic sites have been migrated to the new
      location.
    * Michael Meeks provided a draft policy/statement on Copyright
      Assignment for the board to review and it has gone through
      revisions.
    * Talking with legal advisors about fleshing out the GNOME
      Foundation "Conflict of Interest" policy.
    * Discussion to prepare for filing taxes.
    * Preparation and discussion about the 2011 Co-Location Survey and
      making the information public, which has been done.
    * Making final arrangements for the Usability, a11y and WebKit GTK+
      hackfest travel budgets.
    * Vincent proposed a plan to make a statement to support the
      Franklin Street Statement on Freedom and Network Services. The
      board will make a statement in the meeting minutes to this effect
      and announce more publicly if/when GNOME will host some online
      service (such as Snowy) for users. The creation of a
      http://www.gnome.org/philosophy
      page would be a good place to put such information.
    * Agustín Benito Bethencourt has proposed a GNOME event in Zaragoza
      which would include a public event and meetings with the local
      government. The local governments would cover all local costs.
      Currently having discussion to work out providing people to
      participate.
    * Discussion with the Libre Graphics Meeting organizers to let them
      know that we will help them again this year, and to work out an
      arrangement so that it is not as much work as it was last year.
    * Making arrangements to pay the organizers of GNOME Day at FOSS.IN
      the $254 (USD) the Foundation agreed to sponsor.
    * Further review and improvements for the draft "Employee Handbook".
    * Diego made a suggestion that the GNOME Foundation board of
      directors have a more formal performance review process (he
      suggested 360° reviews as a starting point for discussion).
    * Lucas made the suggestion that people who receive travel funding
      or other subsidies from the GNOME Foundation should be more
      clearly expected to have the duty of actively promoting free
      software. Suggestions on how volunteers should be encouraged to
      do this is under discussion.
    * The GNOME Foundation received a request from Michael Schumacher
      (the GIMP Google Summer of Code administrator) to arrange a money
      transfer to a GSoC mentor.