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Re: Minutes of the Board Meeting of January, 23th, 2015

----- Original Message -----

From: "Magdalen Berns" <m berns thismagpie com>
To: "Sriram Ramkrishna" <sri ramkrishna me>
Cc: "Stormy Peters" <stormy gnome org>, "foundation-announce" <foundation-announce gnome org>, "GNOME 
Foundation"
<foundation-list gnome org>
Sent: Wednesday, February 4, 2015 8:53:35 AM
Subject: Re: Minutes of the Board Meeting of January, 23th, 2015

Karen, Marina:

Can you elaborate on your plans for OP? It seems unclear whether you intend
to continue to lean on the infrastructure of larger organisations like GNOME
or SFC or whether you intend to create a concrete autonomous model for OP in
the long run and these things are just necessary steps towards that goal.


Organizationally, Outreachy will be hosted by Conservancy for the time being. Conservancy is set up to 
encourage self-governance of the projects it hosts to a great degree.

Thanks,
Marina



As you are likely aware, there is an awful lot more to consider in organising
project which is focused on engaging and minority groups than logistics, but
this is especially so now that OP is has begun expanding its reach to
include potentially vulnerable people, too. Personally I would support a
move towards the establishment of OP as an organisation, with a European
base.

Magdalen

p.s. Consider what "Outreachy" rhymes with, before finalising this as a name.

On Tue, Feb 3, 2015 at 8:20 PM, Sriram Ramkrishna < sri ramkrishna me >
wrote:


On Tue, Feb 3, 2015 at 9:01 AM, Stormy Peters < stormy gnome org > wrote:

Did anything happen with the adboard at FOSDEM? It's very important to keep
up relationships with adboard members if we want to continue to depend on
them for financial contributions. And you should never pass up a chance to
meet with them in person!



I agree completely. It's a lot harder without a executive director
who primarily does this. That said, I did send a note out about
having an adboard meeting possibly during the Conservency dinner. We
generally have enough members do one at FOSDEM. This time we did not
have a quorom unfortunately.

sri


Stormy

On Mon, Feb 2, 2015 at 2:51 PM, Andrea Veri < av gnome org > wrote:


= Minutes for Friday, January 23th, 2015, 17:00 UTC =

Next meeting due on February 6th, 2015 at 17:00 UTC

== Attending ==
* Ekaterina Gerasimova
* Rosanna Yuen
* Marina Zhurakhinskaya
* Jeff Fortin
* Andrea Veri
* Karen Sandler
* Tobias Mueller
* Sriram Ramkrishna

== Regrets ==

== Missing ==

== Board meeting ==

* Adboard meeting at FOSDEM 2015
* Unfortunately was not organized yet, so possibility of piggybacking
on the SFC dinner event with a "GNOME table"? ($40 in advance/euro 40 at
the
door per attendee)
* People can go on an individual basis, but the general feeling among
board members seems to be "we're probably not setting this up as an
official
event"; maybe just sending an informal invitation email to the adboard
list
to let them know they can join us there
* ACTION: Sri to send an informal invitation mail to the adboard for
the event

* Next steps for the Outreach Program
* Marina sent an e-mail to board-list with all the planned next steps
for the OP
* This is a follow-up to a discussion we started during the GUADEC 2014
board meeting about the growth & requirements for the Outreach Program
* GNOME has been a good home to launch and grow the project so far, but
the program has somewhat outgrown the capabilities of GNOME. Preparations
are being made to create an environment where the OP can grow over time
without creating too much burden to the GNOME Foundation (in terms of
workload on the Board, Rosanna's time handling the payments and invoices)
* OP is being renamed to "Outreachy"
* OP would be joining the SFC; GNOME would still be providing its
infrastructure, for the time of the transition
* When this round will end (around March) funds (general OP and travel
funds) will have to be transferred from the GNOME Foundation to the SFC
* Obligations (reimbursements etc.) will be then moved to the SFC
itself
* Rosanna will still be required to help out OP with invoicing /
reimbursement till the end of March
* Travel allowances will still have to be approved by the Board for
this (round that ends in March) and previous rounds
* VOTE: The board agrees to move of OP to the SF Conservancy to further
the growth of the program. GNOME will continue to be the infrastructure
partner for the time being. Details on the transfering of funds and any
other information and the exact timetable will be established in due
course,
upon consulation with counsel.
* The GNOME Foundation would not be bound by the contract of the SFC.
The primary reason for this vote is that SFC wants to make sure that
"GNOME
is okay with this move"
* +1 from Jeff, Tobi, Sri, Kat, Andrea - Karen & Marina abstain
* ACTION: Karen & Marina should provide a more detailed plan as things
are being figured out (timeframe, next steps)

* 500$ materials sponsorship request for GNOME Peru Fest 2015
* VOTE: approve the 500$ materials sponsorship: +1 unanimous

* Next board meeting: our backlog is huge. We could have an extra meeting
right after FOSDEM, intsead of waiting 2 weeks.
* ACTION: Tobi/Sri to evaluate the situation while at FOSDEM and
request an extra meeting if needed

Deferred:
* Responding to a phone press inquiry asking to reach Stormy Peters
* Comment from Stormy: "There is a press mailing list to deal with press
inquiries. And if they are looking for me, they should be able to find me
but you are welcome to point them my way."
* ACTION: maybe Rosanna can check with the caller to see what he wants
and see if we need to get back to him by press contact, or if he really
wanted to reach Stormy in particular?
* Sysadmin sponsorship: should we have a guadec-style sponsors' brochure
to help with that?
* WHS
* OEM Linux distribution including GNOME - any action required wrt Narcis
Garcia's email?
* Review action items in kanban board, for completeness and status
* ED search

* Deferred until further mailing list discussion occurs from other board
members (or missing info):
* Reviewing and harmonizing our logos & trademark guidelines wrt ®, ™,
etc.
* Discuss plans for reviewing salaries/hourly rates of
employees/contractors
* Trademark defense campaign has ended and been a success: start
evaluating the use of funds to wrap up the matter and to make GNOME better
* GNOME Privacy project: what to do with the gathered funds? (hackfest?
internships? more ideas?)
* NDA for sysadmins (for the privacy policy)

== Discussed on the mailing list ==
* Midpoint payments to Outreach interns

== Completed Actions ==
* Edward Swartz's "philantropist donation": Sri to email him to thank,
say we're getting a gift together, ask about reasons motivating his great
donation, maybe offer an interview? And verify his mailing address.

== Pending action items ==
* GNOME's CoC: Board to follow up in the upcoming meetings and prepare a
version of the CoC to be finally considered final over all the GNOME
yearly
events
* Kat to create a private wiki page on the web services accounts holders
and passwords
* Allan and Kat decided to go for a private git account instead for
security reasons
* Kat to draft a proposal for a privacy policy for review
* Kat to draft a contract template for future use organizations for which
we handle money
* Karen to write the Privacy policy for GNOME services
* Karen will look at gnome-software privacy issues from a legal
standpoint
* Karen to draft a proposal for the photography policy at GNOME
conferences to discuss on foundation-list
* Tobi to continue pursuing the fund collection in Europe
* Tobi to talk to Andrea to move the PayPal data extraction scripts over
to the GNOME infrastructure
* Sri to investigate better uses of adsense/adwords on the GNOME websites
* Sri to communicate to Rosanna and work on the donation for the West
Coast hackfest
* Sri, Marina, Kat to work on establishing criteria for drafting for the
hiring committee for the ED role
* Sri to investigate the GNOME gifts situation


--

Cheers,

Andrea

Debian Developer,
Fedora / EPEL packager,
GNOME Sysadmin Team Coordinator,
GNOME Foundation Membership & Elections Committee Chairman

Homepage: http://www.gnome.org/~av

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