Minutes for Tuesday, October 6th, 2015, 19:00 UTC

Next meeting date Tuesday, October 13th, 2015, 19:00UTC

Attending

  • Shaun McCance

  • Rosanna Yuen
  • Cosimo Cecchi
  • Allan Day
  • Ekaterina Gerasimova
  • Jeff F. T.

Regrets

  • Andrea Veri

Missing

Board meeting

  • Status of Rosanna's salary increase and COLA paperwork
  • Desktop Summit taxes
    • Still some numbers we haven't been able to verify
    • Kat and Rosanna to review again and get back to KDE
  • Heads up about Annual Report printing and shipping
    • The scope of people we're mailing the report to is wider this year compared to previous years
    • Print in MontrĂ©al and ship from there
      • Cheap printing
      • Cheap shipping
      • The report is laid out in A4 and most US printers can't handle that
    • Jeff estimates USD 1300 to print and ship
      • Around $700 of which is for printing, which is significantly less than the amounts we typically paid in years 2007, 2008, 2009
      • The $1300 figure is an upper limit estimate; might end up costing less, depending on shipping.
    • VOTE: allocate $1300 for printing and shipping. +1 Allan, Cosimo, Kat, Shaun, Jeff
      • VOTE PASSED
  • GUADEC 2016
    • We have one bid from Karlsruhe
    • Ask to expand accommodation section to include some hotel suggestions for price range/proximity to other conference locations
    • Venue, preferably not the first one because of no food/etc options around
      • KIT would be fantastic if we could get it
      • Also to consider expo space for sponsors and registration
    • Scheduling: ask about
      • More tracks on two days instead of two tracks in three days
      • Could be balanced by adding more tracks if we don't want to drop the number of talks
      • Ask what our options are for number of tracks and days
      • More tracks also dilute focus/make it more chaotic
      • Let's discuss further after we hear about our options
    • Social events: there are many on the bid but could easily be dropped if budgeting requires
    • We need to establish sponsorship levels
      • It is good to find sponsors that also participate in GNOME.Asia sponsorship
      • Need to put together GNOME.Asia brochure and GUADEC brochure for sponsorship
        • If we can make it in time, let's send it out with the annual report to increase chance of sponsorship
        • Jeff, Shaun and Allan to help with the brochure
      • ACTION: Kat to invite GNOME.Asia and GUADEC teams to the next meeting to coordinate sponsorship brochure
    • Budget
      • Not many other categories we can add to the funding sources present on the bid
      • Need to start reaching out to companies ASAP so they can factor in their budget
      • ACTION: Shaun to review amounts that we typically charge our sponsors for GUADEC and GNOME.Asia, and need to come up with a proposal for this year before the next board meeeting
      • Video and live streaming expenses includes accommodation and transport for people to do this
      • Travel sponsorship helps bring ~50 attendees, so it's important
      • Social events were usually sponsored by companies, but in this case are part of the budget: could cut out if need to save money
      • Admin cost probably can't be reduced
      • Overall sum is in line with previous years and makes sense
      • Registration is still pay-what-you-want model, for moral and also legal reasons: fixed amounts would be considered registration fees rather than donations in Germany, which means we would be taxed as a corporate event
      • VOTE: accept Karlsruhe bid: +1 Kat, Cosimo, Shaun, Jeff. Allan abstained.
        • VOTE PASSED

Discussed on the mailing list

  • No GUADEC bids to happen from Lyon
    • Bastien Nocera contacted the Board mentioning the fact no GUADEC bids are going to be announced from the Lyon team
  • HELLOTUX trademark licence agreement
    • The agreement lasts for two years.
    • The licensor is required to send royalty reports by email, every six months.
    • Royalties are $3.5 per item.
    • VOTE: Approve the trademark license agreement with HELLOTUX
      • +1 Allan, Jeff, Andrea, Cosimo, Christian
      • VOTE PASSED and agreement sent back to the HELLOTUX representatives

Completed actions

Pending action items

  • Shaun to review amounts that we typically charge our sponsors for GUADEC and GNOME.Asia, and need to come up with a proposal for this year before the next board meeting
  • Kat to invite GNOME.Asia and GUADEC teams to the next meeting to coordinate sponsorship brochure
  • Trademark registration followup with Pam (Kat)
  • Ubuntu GNOME agreement follwup with Pam (Allan)
  • Waiting for Pam to draw up a proposal.
  • GNOME logo use by podiatrist (Shaun)
  • Hellotux agreement (Allan)
    • Agreement was voted for on the mailing list and has been sent out. We are now waiting for it to be signed and returned.
  • Logo usage for tshirts (Jeff)
  • License agreement with ilovewhatido (Allan)
  • Freedesktop hackfests with Groupon money (Kat)
  • Privacy funds hackfest (Sri, Christian)
  • Allan will follow up with Pam with the result of further discussion about the Ubuntu GNOME logo (include GNOME Shell + Control Center in the agreement with an option for the Board to review)
  • Kat to draft a call for Free Desktop-style hackfests which would be sponsored with money raised for defence against Groupon
  • Christian to reach out to the ED Search committee and get some updates
  • Logo usage for t-shirts: Jeff to carry on with the process and follow up and have some general guidelines written down for future cases
  • Podiatrist possible trademark infringement: Shaun to check the trademark details for the GNOME logo and update the licensing page on the website
  • Allan to make a proposal for a different way to use the wiki/etherpad for action items, instead of using kanboard
  • Jeff to get advisory board contact details from Karen. If this fails, we need to start developing our own contacts and record them on the wiki.
  • Create a webpage for prior pants winners (Shaun and Allan)
  • Cosimo 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 draft a proposal for a privacy policy for review
  • Kat to draft a contract template for future use organizations for which we handle money

  • Kat to propose privacy bounty T&C/rules for review

  • Andrea to write the Privacy policy for GNOME services
  • Allan will look at gnome-software privacy issues from a legal standpoint
  • Cosimo to draft a proposal for the photography policy at GNOME conferences to discuss on foundation-list
  • Christian to investigate the GNOME gifts situation
  • Sri to coordinate with engagement team to better standardize the licensing of GNOME artwork
  • Jeff to find existing fundraising brochure/proposal documents and come up with one for fundraising for a sysadmin

FoundationBoard/Minutes/20151006 (last edited 2015-11-02 13:32:24 by AndreaVeri)