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Re: [board-discuss] vote on travel policy changes


The Board of Directors at the time of voting consists of 7 seat holders without deputies. In order to be quorate, the vote needs to have 1/2 of the Board of Directors members, which gives 4.

A total of 7 Board of Directors members have participated in the vote. The vote is quorate.

A quorum could be reached with a simple majority of 4 votes.

Result of vote: 7 approvals, 0 neutral, 0 disapprovals.
Decision: The request has been accepted.

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


Florian Effenberger wrote on 2014-04-10 12:00:

as a follow-up to the previous discussion, I'd like to ask the board to
vote on changes to our travel policy. I actually have two requests, and
ask to vote on them together.

The first one is adding the wish for travel reports. I propose the
following wording:

     "To illustrate the diversity of the community, and all the projects
and events we engage with and participate in, the board strongly
encourages everyone applying for a travel refund to send in a short
written report along with their refund request to

     A few sentences about the event and your general impression would
be wonderful, and ideally you send it in under the Creative Commons
Attribution-ShareAlike 3.0 Unported License
<>, so we can use it in
our annual report. Feel free to also blog about your impressions and
send us a link - in fact, this would be even better, to spread the word
already during the year!

     Thank you very much for your support, and to everyone who takes the
time to send in travel reports about their trip!"

The second one is a change to the per-diem rate, to reflect binding
changes in German tax law. The new wording for the "out of town meals"
part should be:

     "Members traveling on behalf of TDF are reimbursed a per diem for
their meal expenses. The following rates apply for travels to Germany:

     * single day trip
     ** 0 up to 8 hours: no per diem refunded
     ** more than 8 and up to 24 hours: 12€

     * multiple day trip, only with overnight stay
     ** arrival day, independent from travel duration: 12 €
     ** departure day, independent from travel duration: 12 €
     ** every additional day: 24 € per day

     The detailed regulations, sums, possible limitations and deductions
on the per diem vary from your travel destination, whether meals are
provided or how they are included in the hotel's invoice, and a couple
of other parameters.

     If you plan to ask for a per diem refund, we strongly recommend
asking the treasurer before your trip, to get the current details for
your destination."

Thanks for considering,

Florian Effenberger, Executive Director (Geschäftsführer)
Tel: +49 8341 99660880 | Mobile: +49 151 14424108
The Document Foundation, Kurfürstendamm 188, 10707 Berlin, DE
Gemeinnützige rechtsfähige Stiftung des bürgerlichen Rechts
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