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[board-discuss] BoD minutes from 2013-04-17


Hello,

attached are the board meeting minutes from the BoD phone meeting on April 17th.

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

Florian



Minutes 2013-04-17
The Document Foundation
Board of Directors Meeting
Call Minutes

Date: Wednesday, April the 17th, 2013
Location: Phone Conference Room

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

In the call: Thorsten Behrens, Florian Effenberger, Caolan McNamara, and Italo Vignoli.

Representations: Jesus Corrius (representing Olivier Hallot), Björn Michaelsen (representing Charles H. Schulz), and Andreas Mantke (representing Michael Meeks).

Chairman of the Board is in the call. One of the Chairman or Deputy 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 7 Board of Directors members or their representatives are attending the call.

The board waives all formal statutory requirements, or requirements in the foundations articles, or other requirements regarding form and invitation, time limits, and for the topics discussed in this meeting.

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. Formal approval of the annual report and the financial report - see http://listarchives.documentfoundation.org/www/board-discuss/msg03163.html

Request: approve annual report and annual financial report, authorize Florian and Thorsten to sign letter of representation towards tax advise, and order tax advise to hand in report to tax office. Also authorize Florian and Thorsten to send in annual report to foundation authorities on behalf of the board.

Florian explains the annual report needs to outline how we met our objectives in 2012, and that it must give an overview of our activities. Thorsten likewise explains the financial report must accurately report all accounting-relevant numbers towards the tax office.

- Florian asks to have the following vote and further discussions private, the call continues in the private conference room -

Result of vote: consensus approval (7 out of 7)

Decision: The request has been accepted.

2. Conference 2013 website

Discussion: Italo will provide Andreas with content.

3. Creating administrative access point to the board for project internal requests

Discussion: advertise info@documentfoundation.org for private and board-discuss@documentfoundation.org for public inquiries. For interactive help on administrative things, ask on the #tdf-infra irc channel

AI: Thorsten to add corresponding line to BoD / QA meetings wiki page.

4. New download page, and further website improvements

Discussion: roll out new donation page to all NL projects, then if technically feasible implement it inside SilverStripe itself.

5. Travel budgets

Discussion: Suggestion to account for travel approval via normal Berlin budgets, if possible refund via SPI. Once the SPI payment clears, free the Berlin budget again. This leverages the lightweight budget approval process, and conservatively backstops travel with Berlin capital.

End of agenda, no additions.
Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Caolan McNamara, Italo Vignoli, Jesus Corrius, Björn Michaelsen, and Andreas Mantke.

The meeting adjournes at 16:04 UTC.

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