= 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 "YYYY-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- 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 into account the evolving nature of account balance * ACTION: Allan to prepare a new proposal to revisit this at a later meeting * 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 * 2017-10-14 * Carlos created wiki page at https://wiki.gnome.org/transfers/transfer/index_en. htm Internships * Name for internships for privacy funds * If there is no contract it is not technically an internship * Discussion needs to continue on list * 2017-10-24 * GSoC are not called internships and there is no contract with the student * The organising entity also does not have authority over the participants, the project entity does * Outreachy on the other hand is called internship and there is a contract * Same kind of relationship * We could try and reuse the contracts from Outreachy * ACTION: Zana to get a copy of the contract * Done * ACTION: Neil to ask Karen * 20171031 - Done, karen says steal away. * ACTION: Carlos to prepare a version for us * You can check at https://docs.google.com/document/d/ * 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 * 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 * 2017-10-08 - Allan got in touch with Stormy and got some login information, but he still can't access the account. More followup is required. * ACTION: Nuritzi to assess the quality and check whether we want to continue using them * 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 * 2017-10-08 * Neil is waiting for verification before this can proceed further * 2017-10-31 - we're verified! Neil to talk to sysadmin * ACTION: Neil to talk with Andrea Veri about this * ACTION: once done, Neil to announce it * 2017-12-12: [NM] av prodded again * Calls with committees * Twice a year with each committee, once after the board elections (end June/early July and then late November-early January). * The call is a touch point - a way of checking in. Needs to stimulate ongoing conversations and ad hoc problem solving. Committees will be invited to calls with the whole Board to problem solve around specific things. * One board member and the ED meet with each committee (or a board member and the director of operations if there's no ED). * Where possible the same board member should be consistent. * Board representatives then feed back to the rest of the board. * 2017-10-08 * First meetings in the sequence to happen in November. Should focus on collaboratively setting goals and identifying issues. * Once the * ACTION: Carlos to meet with membership committee, see if we should update committee charter https://wiki.gnome.org/1Ew2nW5EJfCERFWsOM11_ BoPPO5B8sWjugPpXLaX4Jno/edit? usp=sharing MembershipCommittee * ACTION: Alexandre to meet with the travel committee, see if we should update committee charter https://wiki.gnome.org/Travel/Committee * ACTION: Cosimo to meet with the sponsorship committee * 2017-12-19 Committee check-ins - we were supposed to have done this in November * Travel call should happen in January, currently being scheduled * Membership call should also happen soon * Cosimo is not on the call and won’t be back from travel until the end of January * 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 * 2017-10-08 * Neil and Rob are going to meet Karen at Freenode Live and try to talk about this * 2017-10-31 - Rob got sent to Indonesia, Neil to set up call with Karen/Rob to discuss * 2017-11-14 - Prodding email sent * ACTION: Neil to send another email to Luis and check if he’s available. * ACTION: Meg to ask Karen whether she can recommend someone * 2017-11-21 - Karen came back, call set up for next week * 2017-12-12 - Karen is drafting some texts which should get Flathub the legal framework required. * 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. * 2017-10-08 * Part of this was done at the hackfest, we'll need to update the wiki page * Another part is pending reply from Pam about how an event can use the GNOME wordmark * ACTION: Nuritzi to update the wiki page, including Alexandre's proposed statement about openness of hackfests * 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 * 2017-10-31 - Should happen around december === 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 * 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 * Current draft is at https://wiki.gnome.org/Foundation/Privacy * 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 ==