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find attached the meeting minutes from the BoD meeting on March 21st.

This message is to be archived by the BoD and its deputies.


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

Florian requests budget for replacing two old servers, plus buying one additional including a Gbit port, plus buying additional IPs. 5.450 € is the amount for infrastructure costs currently planned in for the rest of the year. Florian suggests 1.672 € to be spent extra for servers.

Request: Replacement of two machines (one will then be cheaper and one will then be more expensive compared to now).

Result of vote: 6 approvals, 0 neutral, 0 disapprovals.

Decision: The request has been accepted.

In addition, an extra machine for the download system based on MirrorBrain is needed. Michael suggests we could have a sponsored machine. In case we could not have that, 108 € per month and 149 € one time fee for a new machine would be needed.

Request: Try to get sponsoring, otherwise buy an additional machine.

Result of vote: 6 approvals, 0 neutral, 0 disapprovals.

Decision: The request has been accepted.

In addition, a new set of IP addresses for one specific server is needed. In case no sponsor is found, it would cost 26,20 € per month.

Request: Try to get sponsoring, otherwise buy additional IP ddresses.

Result of vote: 6 approvals, 0 neutral, 0 disapprovals.

Decision: The request has been accepted.

2. Making the budget public

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 currently hold on our behalf by FrODeV shall be transferred to a proper account belonging to TDF, and then the capital stock of 50.000 € will be transferred to a savings account. We must check the statutes to make sure we can do that. BoD has agreed to deposit the 50.000 € of the capital stock to a regular savings account. Björn, Andreas, Thorsten and Florian are working on that.

4. Approval of sponsoring for hackfest

A t-shirt manufacturer proposes to offer 5 shirts at a value of 20 € each 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 took place, but the decision was made to pay through SPI the various travel refund requests.

6. TDF certification

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.

Meeting minutes approved:

Charles Schulz, Keeper of the minutes
Florian Effenberger, Session chair

Florian Effenberger, Chairman of the Board
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