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[board-discuss] BoD minutes from 2012-05-16


Hello,

find attached the meeting minutes from the BoD meeting on May 16th. Sorry for the long delay.

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

Florian


The Document Foundation
Board of Directors Meeting
Call Minutes

Date: Wednesday, May 16th, 2012
Location: Phone conference room

Keeper of the minutes: Thorsten Behrens (Deputy Chairman of the Board)
Session chair: Florian Effenberger (Chairman of the Board)

Attending: Florian Effenberger (Chairman of the Board), Olivier Hallot (Board of Directors), Italo Vignoli (Board of Directors), Andreas Mantke (Board of Directors Deputy), Thorsten Behrens (Deputy Chairman of the Board), Michael Meeks (Board of Directors), Björn Michaelsen (Board of Directors Deputy), Charles H. Schulz (Board of Directors)

Representation: None.

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 invitation to the call has been in time, fulfilling all formal requirements.

The call is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:05 UTC


1. Munich Hackfest

Discussion: The public poll yielded Nov. 23rd-25th as the most preferred date, that was also confirmed by the host. Florian will announce on Monday.


2. LibreOffice conference planning

Discussion:
- Florian is in contact with our host, will meet next week at LinuxTag, to finalize details and announce
 - German team is about to coordinate and have conf call
 - Andreas is working on a conference tool, based on a Plone addon
 - Andreas has setup test site at vm5.documentfoundation.org:9090


3. Discussing the open tasks

Discussion:
- Budget for infrastructure and office supplies: Florian and Thorsten will draft a proposal for the next meeting - Capital stock investment: There is an offer, but only via online access, so rejecting. Andreas contacted home bank for another offer


4. Insurances

Discussion:
- Insurances: Wiating for final offer for liability insurance. New group offering for D&O from German head association of Foundations - Motion to approve a budget for the insurance, because current offer ends on Saturday. Either sign current offer, or take head association offer

Request: Authorize Thorsten and Florian to sign the D&O insurance, cap the annual fee at EUR 1,900 per year, excluding taxes

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

Decision: The request has been accepted.


5. Travel policy

Request: Approve TDF travel policy as mailed to the board discuss list on May 16th, 2012

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

Decision: The TDF travel policy has been approved.


6. Continuing discussion of the open tasks

Discussion:
- Budget: Including a planned reserve of 15k, and planned expenses, TDF has currently 13k left until the end of year - Stamps: Designing and procuring stamps for TDF administration is in progress - Advisory board and ESC: Michael's task to put AB and ESC details on our website - Membership committee: The membership application page and renewal form needs to point to statutes instead of bylaws, Florian will approach the MC to adjust that


7. Admin team weekend

Discussion:
- Linux hotel in Essen, Germany has free seats, for 50€ per weekend and person all-inclusive - for travel fees, Florian will collect details, find date, then mail proposal to the list


The meeting adjournes at 15:33 UTC

Meeting minutes approved:

Thorsten Behrens, Keeper of the minutes
Florian Effenberger, Session chair

--
Florian Effenberger, Chairman of the Board
Tel: +49 8341 99660880 | Mobile: +49 151 14424108
The Document Foundation, Zimmerstr. 69, 10117 Berlin, Germany
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