Minutes of the Foundation Board, 27th February

[Allan Day <aday gnome org>]

= Foundation Board Minutes for Tue, February 27th 2018, 18:00 UTC =

Next meeting date Tue, March 6th 2018, 18:00 UTC

== Attending ==

 * MegFord
 * CarlosSoriano
 * AllanDay
 * NuriziSanchez
 * NeilMcGovern
 * RozannaYuen

== Regrets ==

 * DidierRoche
 * CosimoCecchi
 * AlexandreFranke

== Missing ==

== Agenda ==

 * US events box (Allan)
 * Raising privacy internship stipend (Allan)
 * Laptop for European events box (Nuritzi)
 * GUADEC 2019 call for bids (Allan)
 * Follow up to call with Andrea on 2018-02-13 (Allan)

Postponed:

 * Role of the Executive Director and Director of Operations with
regards to the Board
 * Moderation of public mailing lists (Carlos)

== Minutes ==

 * US events box (Allan)
  * We're yet to vote on Nuritzi's request for extra marketing budget
to create a US events box.
  * Allan - question about number of boxes. The request mentioned two
boxes - maybe that's too many to begin with? Nuritzi - it will
actually just be one physical box, with some materials potentially
being sent out as smaller "packs".
  * Meg - proposal looks OK, although the $500 figure is a lot.
  * Neil - the recent budget variance report shows that there's some
additional funds available. Need to look at other additional
expenditure before deciding about the events box.

 * Raising privacy internship stipend (Allan)
  * Carlos has sent a new proposal from Carlos for stipend amounts.
This raises the stipend from $6,500 to $8,000 per intern, plus the
standard $500 for travel and $500 for administration. Has also
increased the candidate requirements. The goal is to try and attract
more experienced candidates and differentiate a bit from
Outreachy/GSoC. However, it means that we can only afford two interns
rather than three, from the $20,000 available.
  * Questions about the travel allowance - what if travel cost is more
than $500? Are interns aware of the $500 (not explicitly)? Are they
encouraged to attend a conference (yes)?
  * Questions about the administration fee. The admin fee reflects the
extra time and work for our staff.
  * VOTE: allocate $18,000 from restricted funds for two privacy
internships - passed unanimously

 * US events box
  * Returning to this subject having reviewed other possible expenses.
  * There is still sufficient budget surplus to pay for the events
box. However, Alexandre has some unanswered questions on the mailing
list - postpone the vote until these have been answered

== 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'''

 * Report from Adboard meeting at FOSDEM
  * Attending Foundation representatives were Neil McGovern, Carlos
Soriano, Didier Roche and Alexandre Franke
  * Attending adboard members were Canonical, SUSE, FSF, PIA and TDF
  * Positive atmosphere, constructive discussions about shared issues
  * ACTION: Neil to send a summary to adboard list
  * ACTION: Neil to extract action items and conversation starters for
the adboard 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
  * 2018-01-23
   * Meg had a meeting with their team last week, and proposed work on
client-side rendering
    * That would not actually help the problem of many downloads
    * What may help is working on client-side caching to reduce the
number of requests instead
    * Another option could be to also write and maintain our own caching server
    * Ideally we'd love to formulate a longer-term plan with the team
   * ACTION: Meg to ask the Maps team about what kind of resources
we'd need to build a caching server on GNOME's side, and if client
side caching with pre-made data packs could work as well.
   * ACTION: Neil to ask Mapbox if they can put a cap on the number of
requests on their side
   * ACTION: Neil to ask advisory board members if there's anything
that they can help with (money or developers) (this happened at the
FOSDEM meeting)
   * 2018-01-30: They can cap the requests and voucher the rest if we need.

 * 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-transfers/transfer/index_en.htm
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
  * 2018-01-30
   * No updates on this for a while
   * ACTION: Cosimo to check status with Zeeshan

 * 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/Internships
  * 2018-01-10
   * Carlos in contact with mentors, going to publish this as soon as
one of the mentors confirms dates.
  * 2018-01-28
   * Carlos checked and we will do with Outreachy dates on the second
round. Everything ready, waiting a small clean up on the wiki ideas
and to be anounced.
  * 2018-01-30:
   * ACTION: Carlos to clean up the wiki and announce it

 * 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
  * 2018-01-30:
   * Feedback from multiple sources has been that the quality is low.
   * Designs needs to be updated.
   * We might want to close the store down. Allan to contact stormy
again to get access, then possibly defer the question of what to do
with the store to the Engagement Team.
 * 2018-02-02:
   * Allan has been in touch with Stormy again, and she can't access
the account either. He's now contacted Zazzle directly.
  * 2018-02-12: Allan heard back from Zazzle - they need the holder of
the email address that originally created the account to ask for
access. This is stormy gnome org. Stormy agreed to do this but hasn't
responded to messages subsequently.

 * 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/MembershipCommittee. - DONE
   * 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.'''

 * 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

 * 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

== Discussed on the mailing list ==


== Completed actions ==

 * Membership committee call update
  * Notes from the call at https://etherpad.gnome.org/p/MembershipCommitteeCall
  * Emeritus member's list is available at
https://wiki.gnome.org/MembershipCommittee/EmeritusMembers#List_of_Emeritus_Members
  * VOTE: approve Emeritus status as a class of Foundation member with
no voting rights under section 6.2 of the constitution
   * +1 unanimous.
  * ACTION: Carlos to notify committee of approval and ask them to
update the wiki. DONE
  * Calls with other committees still to be arranged - travel, sponsorship
  * 25-02-2018 Carlos sent notification to the membership committee - complete

 * 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.
  * 2018-01-09 Sri joins the call
   * https://mail.gnome.org/mailman/private/board-list/2018-January/msg00038.html
(with slides)
  * 2018-01-23
   * ACTION: Carlos to email the LAS team with a summary of the
board's thoughts on the latest proposal, and to ask the team to send
us a fresh proposal to decide on. DONE
    * 25-02-2018 Carlos sent email to Sri - complete

 * Raising internship stipends to $7000
  * Previous agreement was on $6500
  * Google Summer of code can go up to $6600
  * Current total budget from the privacy campaign is $20000
  * Outreachy does $5500 + $500 travel stipend, although they don’t
have a travel committee
   * also $500 administrative fee, so total cost $6500
  * We are targetting a fall internship
  * ACTION: Carlos to take everything into account and come up with a
new proposal.
  * 25-02-2018 Carlos sent  new proposal to board-list - complete