Dear members of the Board of Directors,
per § 9 I of our statutes, [1] the Board of Directors is required to have one formal meeting per year, with both the invitation issued and the agenda fixed no later than two weeks in advance.
I hereby, in my role as Chairman of The Document Foundation, officially invite the Board of Directors as well as its deputies to a formal meeting on
Tuesday, October 16th,
at 1300 UTC (i.e. 1500 local time, UTC+2/CEST)
during the LibreOffice Conference 2012
at the "Konferenzzentrum des Bundesministeriums für Wirtschaft und Technologie", entry "Tor 2, Scharnhorststraße 35", in Berlin, Germany. Please plan in enough time for entering the venue.
In case you cannot personally attend the meeting, per § 9 II you can nominate another board member or a deputy to represent you. Please do so publically on this mailing list, in time before the meeting. Be advised that only one representation is possible per representative.
I have received no agenda proposals since my formal invitation from August, [2] so the following outlined agenda is the binding one for the upcoming meeting:
1. Welcome and introduction
2. Formal invitation, representation and quorum
3. Overview of past activities, finances and budget for 2012
4. Planning for 2013
4.1. Finances and budget
4.2. "Zweckbetrieb" and "Wirtschaftsbetrieb"
4.3. Events (participating and hosting)
4.4. Merchandising and shops
4.5. Certification
4.6. Partnership with NGOs
4.7. Tablet and cloud versions
5. Community building and focal points
6. List of board tasks and roles
7. Various
As per § 9 III of our statutes, at least 1/2 of the board must take part in the meeting or be represented in order to have a quorum.
Certain changes to the statutes require the non-represented, personal presence of every board member, as per § 15 III, with the need of the decision to be taken unanimously.
While the meeting is a private one, decisions and results will be made public as soon as possible, given our approach of transparency, taking into account § 8 III c 2nd sentence.
Looking forward to meeting you in Berlin,
Florian
[1] http://www.documentfoundation.org/statutes.pdf
[2] http://www.mail-archive.com/board-discuss@documentfoundation.org/msg02486.html