Meeting Minutes Published - January 21, 2010

[Brian Cameron <Brian Cameron Sun COM>]

The meeting minutes for the January 21st board meeting is now public.
Refer here:

        http://live.gnome.org/FoundationBoard/Minutes/20100121

Other past board meetings are archived here:

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

-- text of the latest minutes follows --

Minutes for Meeting of January 21st, 2010

Next Meeting

Foundation IRC meeting, January 30th

    * When: Saturday, January 30th, 16:00 UTC
    * Where: irc.gnome.org, #foundation

Attending

    * Brian Cameron
    * Diego Escalante Urrelo
    * Rosanna Yuen
    * Srinivasa Ragavan
    * Stormy Peters
    * Vincent Untz

Regrets

    * Germán Póo-Caamaño
    * Lucas Rocha

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

    * Dave Neary sent a proposal to the GNOME Foundation board that he
      will organize and coordinate a 2 day professional training
      session before GUADEC - in the same location as the conference,
      ideally. This will include defining the syllabus, finding &
      paying trainers from within the GNOME community and also giving
      part of the training.
          o The board agreed to move forward, but we still need to work
            out details such as how the profits will be split, how much
            of a discount attendees who sign up for the training will
            receive towards GUADEC, etc.
    * FOSS Nigeria 2010 (March 5-7 in Kano, Nigeria)
          o http://fossnigeria.org/
          o The board agreed to pay travel costs associated with
            sending Luis de Bethencourt to the event. This will be
            funded from the general travel budget.
          o If others have an interest in also participating, please
            let the GNOME Foundation know.
    * The Libre Graphics Meeting 2010 requested assistance with their
      Pledgie campaign.
          o http://pledgie.com/campaigns/2926
          o The GNOME Foundation has done this in previous years. This
            involves hosting their money in the GNOME Foundation bank
            account, and not charging a fee.
          o ACTION - Rosanna will provide a list of stipulations that
            they need to agree to in order to ensure that there is not
            too much work.
          o Assuming that they are agreeable to these stipulations, the
            board agrees to provide this service to LGM.
          o ACTION - Vincent will send an email to the LGM organizers
            to let them know that we will work with them.
    * Budget for Accessibility Hackfest
          o Received a request from the GNOME travel committee for
            $12,000, and they say that they could possibly reduce this
            to $8,000. The board agrees to provide the $10,000 provided
            by Mozilla for a11y purposes to fund this event, and to let
            the organizers know if they can further reduce costs to
            $8,000 that would be best.
          o ACTION - Diego will respond to the a11y hackfest organizers
            and let them know.
    * Update about Annual Report for 2009
          o Paul Culter recently sent an update to the board.
          o ACTION - Brian will suggest to Paul that there be more
            discussion on GNOME marketing list to find volunteers.
          o Paul proposes that the Annual Report will have the
            following sections. Help is needed. Feedback about the
            proposed list of articles would be helpful, and volunteers
            are needed to help write some sections of the report. The
            proposed list of articles includes:
                + Letter from the ED (Stormy - confirmed)
                + A Year in Review (Paul - edited version of the
                  quarterly reports by team)
                + GUADEC (Tentative - Need Author)
                + Boston Summit Review (Jason Clinton)
                + User Groups (Tentative)
                + History of the Pants (Paul)
                + GNOME Foundation in 2009 (May be duplication between
                  this and Stormy's introduction)
                + Sponsored community activities (Year of the hackfest)
                + Finances (TBD, email sent to Germán)
                + Did You Know? (A collection of little facts that can
                  be sprinkled through the report)
    * Foundation and CEO Goals Document
          o The goals document was sent to the foundation-list, so the
            board is now awaiting feedback.
    * Status about the need to acquire hardware for the GNOME servers
      hosted at Red Hat.
          o Stormy sent an email to the advisory board.
          o ACTION - 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.
    * Usability and Marketing hackfest update.
          o Need to seek sponsorship.
          o ACTION - Stormy will send an email to the Advisory Board
            asking for sponsors for the Usability hackfest.
          o The Marketing hackfest is targeting March. Paul Cutler and
            Jason Clinton are organizing. The board will wait until the
            hackfest is more defined before helping with seeking
            sponsors.
    * Employee Handbook
          o Draft is mostly done and under review.
          o ACTION - 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, or whether we should modify
            them to reflect what we currently do. For example, does the
            Records Retention Policy match what we do, or do we need to
            change our process to match the proposed policy?
    * Planning for an upcoming IRC board meeting
          o Announced on January 21st.

Action Items

Completed Actions

    * Brian - Will suggest to Paul Cutler that there be more discussion
      on GNOME marketing list and desktop-devel-list to find volunteers
      to help with the Annual Report. This is a new action item that
      was done quickly after the meeting.
    * Brian - Look into organizing a hackfest on "how to make it easier
      for more people to do some usability magic". The Usability
      hackfest is well underway.
      See http://live.gnome.org/UsabilityProject/London2010
    * Diego - Will work to organize an IRC Foundation meeting.
    * Diego - Start discussion about how to improve how money is
      allocated for hackfests.
    * Diego - Will migrate the proposal for how hackfests are organized
      to the Wiki for more public review.
    * Lucas - Will ping Paul for the 2009 Annual Report.
    * Srini - Task taken over from Stormy. Create a more public process
      for suggesting and deciding upon topics for future advisory board
      meetings.
    * Stormy - Will put together another revision of the goals proposal.
    * Vincent - Add the link to the Usability hackfest to the main page.
    * Vincent - Will send an email to the Libre Graphics Meeting
      organizers to let them know that we will help them, although we
      need to work on details. This is a new action item that was done
      quickly after the meeting.

Old Actions

    * 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 - 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.
    * Lucas & Alberto - Set up a Euro bank account. Still in progress.
      Lucas contacted Chema from GNOME Hispano for advice but still no
      reply.
    * Paul - Will provide an overview of hiring a sysadmin and the
      benefits that has for the overall GNOME community.
    * 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.
    * Rosanna - Will send an email to Behdad describing the extra
      scripts that she needs.
    * 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
      with 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.
    * 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.
    * 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 - 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 - 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? A first draft was received on the
      20th. Need to take a closer look and get feedback from Michael.
    * 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")
      http://autonomo.us/2008/07/franklin-street-statement/
          o Status: No change. Will propose to not make any big
            announcement until we have something to announce with it
            (like web services we might propose), but just make it our
            policy until then.

New Action Items

    * Diego - Will respond to the a11y hackfest organizers know they
      will have a budget of $10,000 for travel sponsorship.
    * 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.
    * 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. 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 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.
    * Stormy - Will send an email to the Advisory Board asking for
      sponsors for the Usability hackfest.
    * Stormy - Will send a draft of of the Free Software statement to
      Bradley for review, with Vincent cc'ed.

Discussed on the mailing list

    * Preparing the 2009 Q4 GNOME Quarterly Report.
    * All GCDS sponsors have now paid and KDE is transferring a small
      amount to the GNOME Foundation to balance the books. (We
      collected a lot of the sponsorship fees directly so we already
      have most of our money.)
    * The GNOME Foundation Google Grants application was approved on
      January 13th.
    * An Advisory Board meeting was held on Tuesday, January 12th.
      Topics included discussing whether to have another co-located
      Desktop conference with the KDE Akademy community in 2011 and a
      review of the GNOME Foundation and CEO Goals document that Stormy
      prepared.
    * Final review of the GNOME Foundation and CEO Goals document
      before it was sent to foundation-list for public discussion of
      January 20th.
    * The http://live.gnome.org/AdvisoryBoard/FutureTopics Wiki page
      has been set up so that people in the GNOME community can
      propose ideas for upcoming Advisory Board meetings.
    * Vincent is organizing a "Co-location survey" to get more feedback
      from the GNOME community about the idea.
    * Final planning for the a11y hackfest travel budget.
    * Dave Neary sent a proposal to the GNOME Foundation board that he
      will organise and co-ordinate a 2 day professional training
      session before GUADEC - in the same location as the conference,
      ideally. This will include defining the syllabus, finding &
      paying trainers from within the GNOME community & also giving
      part of the training.
    * The GNOME Foundation received a request from Alexandre Prokoudine
      for assistance with the Libre Graphics Meeting 2010 Pledgie
      campaign.
          o http://pledgie.com/campaigns/2926
    * Discussion about having the board use the GNOME Foundation CRM.
    * Mustapha Abubakar, the organiser of FOSS Nigeria 2010 asked the
      GNOME Foundation to participate. Luis de Bethencourt will
      represent GNOME at this event.
          o http://fossnigeria.org/
          o If others have an interest in also participating, please
            let the GNOME Foundation know.
    * Juan José Sánchez Penas contacted the GNOME Foundation with the
      final WebKitGTK+ hackfest travel costs to start the invoice
      process.
    * Arun Raghavan from FOSS.IN submitted a request for the GNOME
      Foundation to provide USD 254.00 to cover the costs associated
      with "GNOME Day" at the FOSS.IN event.
    * Ongoing discussion about how to improve planning for hackfests.
    * Ongoing review of the draft GNOME Foundation "Employee Handbook".
    * Discussed contacting the startup company "AlwaysInnovating"
      since it was recently highlighted that they use some GNOME
      technologies in their products. Stormy contacted them, had an IRC
      meeting and set up an in person meeting at a conference they
      will both be attending.
    * Planning for having an upcoming GNOME Foundation with the board
      meeting via IRC.
    * Vincent suggested that people who receive sponsorship from GNOME
      should be asked to help promote free software.
    * Planning for the 2009 Annual Report.
    * Discussion about the "free software" vs "open source" thread on
      the GNOME foundation-list.