= Foundation Board Minutes for Tue, October 24th 2017, 17:00 UTC =
Next meeting date Tue, October 31st 2017, 17:00 UTC
== Attending ==
 * Meg Ford
 * Zeeshan Ali
 * Carlos Soriano
 * Rosanna Yuen
 * Allan Day
 * Nuritzi Sanchez
 * Neil McGovern
 * Alexandre Franke
== Regrets ==
== Missing ==
 * Cosimo Cecchi
== Agenda for 2017-10-24 ==
 * Name for internships for privacy funds
 * Review ongoing actions
== Minutes ==
 * Name for internships for privacy funds
 * 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
 * ACTION: Neil to ask Karen
== _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'''
 * 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 raisedÂ
  * 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
 * Travel support for UX hackfest
 * Allan has emailed the board asking for help - didn’t get a response to his last email and timing is becoming an issue
 * All of the Travel Committee is at GNOME.Asia
 * Main requirement at the moment is to book accommodation
 * ACTION: Carlos to send an email to board list to have the full board make a decision; will ask the board to approve budget for the cost of the accommodation; hackfest attendees to apply to the travel committee for travel costs in the usual manner
  * 18-10-2017 Carlos sent an email to board-list for a vote. VOTE was: Approve required budget for the cost of the accommodation for the UI & UX hackfest based on the estimate as written in
https://wiki.gnome.org/Hackfests/UX2017.
  * + Carlos, Alexandre, Cosimo, Meg, Zeeshan, Abstained: Allan, Didn't vote: Nuritzi. VOTE PASSES.
 * Name for internships for privacy funds
 * If there is no contract it is not technically an internship
 * Discussion needs to continue on list
 * Payment authorization policy
 * VOTE: approve the new Payment authorization policy as specified on the private budget wiki page
  * +1 Allan, Nuritzi, Carlos, Cosimo, Meg, Alexandre, Zeeshan - VOTE PASSES
 * ACTION: Allan to make the page public (with ACL to prevent modifications from anyone else than the board)
  * 2017-10-08 - page has been made public but Allan isn't certain what to do about the ACL
 * ACTION: Nuritzi to ensure that this is announced to the Foundation
 * Employee travel policy updates
 * VOTE: incorporate changes into the Staff Travel Policy
  * +1 Unanimous. VOTE PASSES
 * ACTION: Allan to put this on a public wiki page
 * ACTION: Neil to make the changes
  * +1 Unanimous. VOTE PASSES
 * ACTION: Allan to review budget page and move relevant sections to the public area
 * ACTION: Allan to create conference requirements page, should include a requirement that they follow the brand guidelines
 * Budget for FY2018
 * VOTE: approve the budget as presented by Neil
  * +1 Unanimous. VOTE PASSES
 * ACTION: Neil to communicate with Shaun
 * ACTION: Neil to put the budget spreadsheet into
cloud.gnome.org and link to it from appropriate places, including a written version of the reserves policy
 * 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
 * Using TransferWise or some other payment system
 * This has been recommended to us as a good alternative to Paypal that is cheaper and works in certain countries where Paypal does not work
 * 2017-09-19
  * Since Rosanna and Neil would be the main users of this, a good next step would be for them to review options and report to the Board
  * ACTION: Neil will look into this and coordinate with Rosanna when she's back
 * 2017-10-08
  * This is now set up
  * Need to put this into travel sponsorship form
  * ACTION: Alexandre to talk to the travel committee to add this to the options
  * ACTION: Nuritzi to add this option to the small events reimbursement page
  * ACTION: Rosanna to test if it works well
   * 2017-10-24 - DONE. Tested two separate payments that both went through
  * ACTION: Nuritzi to announce it to foundation-list
 * 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
 * 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 theÂ
  * ACTION: Cosimo to meet with the sponsorship committee
 * 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
 * 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
 * Owncloud shared calendar for the board
 * 2016-08-10
  * Cosimo tested creating an event, but with mixed results
  * ACTION: Cosimo to take it on from here
 * 2017-03-07
  * Neil is looking into a similar calendar so will take over
 * 2017-07-26
  * (Neil) can someone else have this? Alexandre volunteers. #challengeaccepted
 * 2017-08-19
  * Alexandre tested the shared calendar that Allan set up a while back on nextcloud, seems to work well
  * We are entering beta phase with some directors opting in
 * 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
=== 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
 * 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
 * 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
 * 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 ==
