attached are the board meeting minutes from the formal BoD in-person
meeting on September 24th.
This message is to be archived by the BoD and its deputies.
Minutes 2013-09-24 from the Milan in-person meeting
The Document Foundation
Board of Directors Meeting
Date: Tuesday, September 24th, 2013
Location: Conference room Alfa at the Milan State University CS
departement, Milano, Italy
Keeper of the minutes: Thorsten Behrens (Deputy Chairman of the Board)
Session chair: Florian Effenberger (Chairman of the Board)
The meeting commences at 13:30 UTC
1. Welcome and introduction
Chairman welcomes everyone to Milano, and the LibreOffice conference.
2. Formal invitation, representation and quorum
Attending: Florian Effenberger (Chairman of the Board), Olivier Hallot
(Board of Directors), Italo Vignoli (Board of Directors), Andreas Mantke
(Board of Directors Deputy), Charles Schulz (Board of Directors),
Thorsten Behrens (Deputy Chairman of the Board), Michael Meeks (Board of
Directors), Björn Michaelsen (Board of Directors Deputy), Caolan
McNamara (Board of Directors), Jesus Corrius (Board of Directors Deputy)
Chairman of the Board and Deputy Chairman are in the meeting. One of
them is required to be present or represented for having a quorate meeting.
The Board of Directors at time of the meeting consists of 7 seat holders
without deputies. In order to be quorate, the meeting needs to have 1/2
of the Board of Directors members, which gives 4. A total of 7 Board of
Directors members are attending the meeting.
The board waives all formal statutory requirements, or requirements in
the foundations articles, or other requirements regarding form and time
limits for the topics discussed in this meeting.
The invitation to the formal in-person meeting, and the agenda have been
posted in time, fulfilling all formal requirements.
The meeting is quorate.
From now on, a quorum can be reached with a simple majority of 4 votes.
Further present are representatives from the Membership Committee
(Sophie Gautier, Cor Nouws, Leif Lodahl), and Mike Schinagl as legal
3. Overview of past activities, finances and budget for 2013
Florian and Thorsten give a summary update about the financial history
and the outlook for the upcoming year. The board looks into the payment
provider fee structures, and accepts them as a necessary evil. Florian
is researching Bitcoin options.
4. Planning and strategy for 2014
4.1. Upcoming board elections and changes in roles
The new boards term starts on 18 February 2014, and the election
announcement needs to happen 45 days before the actual election. The
Membership Committee is in charge of overseeing the board elections.
The MC representatives propose to have a board elected by the end of the
year for a smooth handover and transitioning phase. The new board will
be still legally in charge only from 18 February 2014 on. The MC
representatives will prepare and announce the elections during October.
4.2. Strategy, finances and budget
The board discusses the budget-driven spending mode, and acknowledges it
being a good effort and success, and plans to continue this model for
the future. Given the amount of donations coming in, another round of
budget extensions, as done previously already in August, is likely.
Details to follow soon.
4.3. Entities and partnerships
TDF has grown massively during 2013, allowing it to do more activities
worldwide. Based on discussions from the previous two conferences in
Paris and Berlin, some more detailed plan on how to interact and
cooperate with local NGOs should be worked on.
4.4. Events (participating and hosting)
TDF has participated in lots of events during this year, and also
organized several own meetings. This has greatly contributed to
community growth, as well as spreading the word on LibreOffice and TDF
itself. Consensus is to continue our activities with events for 2014.
5. Community building and focal points
The board happily acknowledges the growth of the community, leading to
more activity, marketing, the availability of LibreOffice in more
languages, and an overall better product with a higher quality,
resulting in a higher adoption rate of the software. For 2014 and
beyond, one of the key tasks of TDF is to foster community growth
outside Europe as well, like in North and South America, and the Asian
Sophie Gautier leaves the room and the meeting.
6.1. Vote on contracting Sophie Gautier for release assistance and l10n
and QA documentation
With recent changes, TDF needs to handle proper release planning,
coordination and management on its own, including localization and
quality assurance, to ensure we keep the important time-based release
schedule and the high quality and availability of the software. With
Christian Lohmaier as fulltime employee, we now have the the technical
parts completely done by TDF. What is still lacking is coordination and
organization of the releases, plus documentation of localization and QA,
which the board deems to be extremely necessary, but hard to catch up
with on a pure volunteer basis.
Having received a proposal from Sophie Gautier on covering these tasks,
the board votes on it.
Proposal: Accept Sophie Gautier's proposal to work on l10n and release
process documentation, QA support, and communication process
bootstrapping for 3 months, until the end of 2013, with a total value of
10.200 € EUR, including all taxes and other fees, on a freelance basis.
Result of vote: 7 approvals, 0 abstaining, 0 disapprovals. Approved.
The meeting adjournes by unanimous consent at 15:15 UTC.
Meeting minutes approved:
Thorsten Behrens, Keeper of the minutes
Florian Effenberger, Session chair
Florian Effenberger, Chairman of the Board (Vorstandsvorsitzender)
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- [board-discuss] BoD minutes from 2013-09-24 · Florian Effenberger
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