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[board-discuss] Minutes of the 21st of March BoD call


Hello everyone,

Please find the minutes of the BoD call of the 21st of March. The wiki
has been updated accordingly.

The Document Foundation
Board of Directors Meeting
Call Minutes

Date: Wednesday, March 21st 2012
Location: Phone conference room

Keeper of the minutes: Charles-H. Schulz (Board of Directors)
Session chair: Florian Effenberger (Chairman of the Board)

Attending: , Florian Effenberger (Chairman of the Board), Thorsten
Behrens (Deputy Chairman of the Board), Olivier Hallot (Board of
Directors), Charles Schulz (Board of Directors), Michael Meeks (Board
of Directors), Italo Vignoli (Board of Directors), Björn Michaelsen
(Board of Directors Deputy),  Andreas Mantke (Board of Directors
Deputy) Representation: None. No representative represents more than
one person.

Chairman of the Board and Deputy Chairman are in the call. One of them
is required to be present or represented for having a quorate call. The
Board of Directors at time of the call consists of 7 seat holders
without deputies. In order to be quorate, the call needs to have 1/2 of
the Board of Directors members, which gives 4. A total of 6 Board of
Directors members are attending the call.

The call is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.
1.Vote on infrastructure replacement: replacing two old servers, buying
one additional one plus Gbit port, buying additional IPs [Florian]
5,450 Euros is the amount for infrastructure costs for the rest of the
year. Florian suggests 1672 Euros to be spent extra for servers. In
detail : replacing two machines (one cheaper and one more expensive)
BoD agreed to vote on these two in block :6 out of 6 voted in favour of
the replacement as described by Florian. An extra machine for download
and mirror brain is needed. Michael suggests we could have a sponsored
machine. In case we could not have that, 108 Euros per month and 149
one time fee for a new machine would be needed. BoD votes on the
described solution (and its alternative) : 6 out of 6 votes in favour
of that.

Infra needs a new set of IP addresses on one server. It could be
provided by a potential sponsor. 26,20 Euros per month. BoD votes : 6
on 6 agrees on the described solution


2.Make the budget public [Florian] 

The budget draft shall be made public. Only the identity of the AB
members and their specific donations will not be disclosed. BOD agreed
unanimously. 3. Cash Account for TDF (Björn)
The money in FroDev shall be transferred to a proper account belonging
to TDF and then part of it will then be transferred to a savings
account. We must check the statutes to make sure we can do that. BoD
has agreed to deposit the 50K of capital stock to a regular savings
account. Thorsten, Florian, Andreas, Björn. 4. Approval of sponsoring
of shirts The shirt manufacturer proposes to offer 5 shirts costing 20
Euros for the hackfest. They require a mention in the blog entry we
will write for the hackfest. BoD unanimously agrees to this.

5. approval of travel refund 
no formal vote on this but the decision was made to pay through SPI the
various travel refund requests.

6. TDF certification (Italo)
Italo outlined the upcoming certification process and certification
announcements. The first certified members ought to be ready by April,
but we will have to raise comments on this. Italo to send out in
document on this in the coming days. 



best,

-- 
Charles-H. Schulz
Co-founder & Director,
The Document Foundation.

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