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[board-discuss] BoD minutes from 2014-04-02


Hello,

find below the board meeting minutes from the BoD meeting on 2014-04-02.

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

Sophie
================
Minutes 2014-04-02
The Document Foundation
Board of Directors Meeting
Call Minutes

Date: Wednesday, April 02, 2014
Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board)
Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Michael Meeks
(Board of Directors), Joel Madero (Board of Directors), Adam Fyne (Board
of Directors), Norbert Thiebaud (Deputy Board of Directors), Eike Rathke
(Deputy Board of Directors), Florian Effenberger (Executive Director),
Olivier Hallot, Sophie Gautier.

Representation: Eike Rathke representing Fridrich Strba

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 5 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 3 votes.

The meeting commences at 15:00 UTC. It was held partly in public and
partly in private as the board saw a need for confidentiality during
discussions. The results are now being made public in accordance with
our statutes.

===Public part:===

1. AskBot tasks and budget
Proposal: Florian proposes to approve an additional budget of 4.000 €,
dedicated to feature implementation and languages support improvements.
This tops up the AskBot budget to a new total amount of 6.540 €,
including all taxes. Payment and ordering of tasks will happen one after
another, handled by Florian.
    Result of the vote: Consensus approval (5 out of 5)
    Decision: The additional budget of 4.000 € has been approved. The
new total amount for the AskBot budget is 6.540 €, including all taxes.

2. Travel reports
Florian proposed to amend our official travel refunding policy, to ask
every attendee for a short travel report. As the policy needs to be
adjusted anyways, Florian will make a proposal and send it to the board
for consideration.

3. Plone websites
Having reviewed the proposal we received, which exceeded the projected
budget already for pure maintenance, leaving alone any feature
implementation, Florian proposes to offer "implementation of a template
and extensions website" as public offering. He will draft a text and
send it to the board for consideration.

4. LibOCon update
The organization is working nicely, with about 20 tasks assigned and
distributed via Redmine. Reminders for the call for papers will be sent
out by Sophie on regular basis. The call for the 2015 location is ready
and will be sent when Italo is back, coordinated by Sophie.

Attending at the end of the public meeting: Thorsten Behrens, Michael
Meeks, Joel Madero, Adam Fyne, Norbert Thiebaud, Eike Rathke, Florian
Effenberger, Olivier Hallot, Sophie Gautier.

Meeting adjourned at: 15:35 UTC

===Private part:===

In the call: Thorsten Behrens (Chairman of the Board), Michael Meeks
(Board of Directors), Bjoern Michaelsen (Board of Directors), Joel
Madero (Board of Directors), Adam Fyne (Board of Directors), Norbert
Thiebaud (Deputy Board of Directors), Eike Rathke (Deputy Board of
Directors), Florian Effenberger (Executive Director), Olivier Hallot,
Sophie Gautier.

Representation: Eike Rathke representing Fridrich Strba

5. Vendor branches
The purpose was to have the sources in a git branch and give a
restricted access to it via gerrit. However, this is resolved
differently now.

6. State of accounting
Thorsten asks Florian about the state of accounting. He informs that all
documents - except the payroll so far - have been handed over to the
accountant, and we now wait for his feedback. Basically, the process is
running now.

7. Forum
Joel asks about the kind of support we can provide for forums. The board
agrees that infra can provide a VM, but no ongoing moderation or
software maintenance, beyond security updates. The board asks interested
volunteers to step up, and is happy to sponsors things from the infra/VM
side, should there be critical mass. The decision (and execution,
besides the infra part) should happen inside the community.

Attending at the end of the call: Thorsten Behrens, Michael Meeks,
Bjoern Michaelsen, Joel Madero, Adam Fyne, Norbert Thiebaud, Eike
Rathke, Florian Effenberger, Olivier Hallot, Sophie Gautier.

Meeting adjourned at 16:02 UTC

-- 
Sophie Gautier <sophie.gautier@documentfoundation.org>
Tel:+33683901545
Membership & Certification Committee Member - Co-founder
The Document Foundation

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