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[board-discuss] BoD meeting minutes from 2015-02-02


Hello,

Find below the board meeting minutes from the BoD meeting on 2015-02-02

This message is to be archived by the BoD and its deputies
Kind regards
Sophie

Minutes 2015-02-02
The Document Foundation
In-person Board of Directors Meeting
Meeting Minutes

Date: Wednesday, February 02, 2015
Location: BetaCowork, Brussels

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

In the room: Thorsten Behrens (Chairman of the Board), Michael Meeks
(Board of Directors), Bjoern Michaelsen (Board of Directors), Fridrich
Strba (Board of Directors), Eike Rathke (Deputy Board of Directors),
Andreas Mantke (Deputy Board of Directors), Norbert Thiebaud (Deputy
Board of Directors), Florian Effenberger (Executive Director), Cor Nouws
(Chairman Membership Committee), Jan Holešovský (Membership Committee
member), Gabriele Ponzo (Membership Committee member), Sophie Gautier.

Representations: Andreas is representing Eliane, Eike is representing
Adam, Norbert is representing Joel.

Chairman of the Board is in the room. One of the Chairman or Deputy 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 or their representatives are attending the meeting.

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 meeting is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 10:15 UTC. It was held in private as the board
saw a need for confidentiality during discussions. The results are now
being made public in accordance with our statutes.

1. Budget
Norbert said that two more machines are needed for infra. There is also
a colocation offer to be further discussed.
Florian presented the report from the 2014 preliminary budget. There is
~210k of recurring costs, ~275k recurring costs in 2015, 862k in the
account and 261k of unpaid recurring costs. There is currently a good
reserve. The amount from 2013 has to be spent by the end of 2015.
Currently there is 345k to be spend. Michael proposed to spend a
fraction of the amount like 300k. Andreas proposed to earmark the money
and spend it. Also have responsible people to manage the projects in
order to make a conclusion and a get knowledge for the next projects.
proposal: have 350k spent for prospective projects
Consensus: 7/7

It was proposed that a number of non controversial items was agreed
quickly, until the LO conference for additional things that need more
time. Bjoern noted that a deadline for decisions has to be set.
Concerning the conference, there is a need to plan the travel costs for
NLPs. Bjoern will blog on the NLPs topic.
On other items, t-shirts at good costs will be followed-up with Cor.
Florian and Mike will work on investment policy.
Discussion on the topics: machines for infra, PR proposal.

Bjoern has some items that needs more time to think about:
- dashboard
- cloud machine to be used more widely out of hackfests
- a way to involve people after easy-hacks, a way to track them.

2. Conclusion
The following items were identified as uncontroversial fast-track projects:

Item                                          Budget        Oversight
-----------------------------------------------------------------------------------------
Marketing write-up                             3,000.00 €   Cor
Legal fees and paperwork                      20,000.00 €   Florian &
Norbert
English course for Sophie                      5,000.00 €
Intern
Infra build-up - CI - Build VM horsepower etc 35,000.00 €   Norbert & Bjoern
PR budget, incl. illustration and drafting    50,000.00 €   Michael &
Thorsten
Moztrap improvement                                         Joel

Meeting ended at 17:02 UTC
Presents at the end of the meeting: Thorsten Behrens, Michael Meeks,
Bjoern Michaelsen, Fridrich Strba, Eike Rathke, Andreas Mantke, Norbert
Thiebaud, Florian Effenberger, Cor Nouws, Jan Holešovský, Gabriele
Ponzo, Sophie Gautier.

Thorsten Behrens, Chairman of the Board
Sophie Gautier, keeper of the minutes
-- 
Sophie Gautier sophie.gautier@documentfoundation.org
GSM: +33683901545
IRC: sophi
Co-founder - Release coordinator
The Document Foundation

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