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[board-discuss] Board of Directors Meeting 2018-03-16

The Document Foundation
Board of Directors Meeting 2018-03-16
Call Minutes

Date: Monday, March 16, 2018
Location: Jitsi

Session chair: Marina Latini
Keeper of the minutes: Michael Meeks

In the call: Thorsten, Björn, Franklin, Marina, Florian, Michael, Simon, Eike, Cor, Kendy - Regrets: Osvaldo

The Board of Directors at the 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, motions can be passed with the agreement of a simple majority of those remaining present. The majority threshold is currently 4.

The meeting commences at 14:03 Berlin time.

Public part:

1. Discuss: 2018 budget, projects and reserve building (Florian)
We need to finalize the 2018 budget and reserve building, cf. the shared spreadsheet.

   * deadline for agreeing on budget: April 13
   * spreadsheet updated
   * orange marked items have some flexibility
   * some items approved
   * ranking sheet updated
   * AI everyone: please 1. add items that are missing 2. rank
   * maybe have an extraordinary board call to nail down details ?

   => move on & do the ranking - ideally in the next week.
       + put number 1 - low, 100 high; don't re-use the number.

   + NLP collected proposals wrt. events etc. for budgeting
      + all inside the marketing / community budget.
   + ESC - budgeting may miss the budget deadline (Michael)
+ propose bin new ESC items this cycle unless startlingly cheap & good.
AI:   + update the sheet with what we have next week (Thorsten)
      + would like to finalize by April 13th (Florian)

2. Vote: Areas of oversight and responsibilities (Marina)
We need to update

The following is the updated version discussed during the previous meeting. Please, read carefully the proposal and confirm your availability.

    employees:     Michael, Thorsten
    infrastructure: Franklin, Kendy
    QA: Cor, Marina
    documentation: Marina, Kendy, Osvaldo
native language projects, translation, marketing, non-English QA activities etc: Franklin, Osvaldo certifications and other business development activities: Franklin, Marina
    development: Michael, Eike
    license: Simon, Michael
    releases including schedules: Michael, Björn
    events: Cor, Björn
affiliations, e.g. advisory board, peer foundations, politics: Björn, Simon
    marketing, communication & design: Cor, Franklin
    assets, finance: Thorsten, Cor
contracts, hiring, taxes, legal compliance, GDPR, trademarks and brands: Simon, Eike

    Vote to adopt above responsibilities: unanimous.

Public call ends at 15:09 Berlin time.

Next meetings:
No board meeting on Friday, March 30 (public holiday/Good Friday).
Next meeting Friday, April 13, will be the formal meeting for approval of the annual report, reserve building and budget. All board members should attend if possible.

Fridays bad until the 13th generally; ad-hoc meeting if needed (Florian)

Florian Effenberger, Executive Director (Geschäftsführer)
Tel: +49 30 5557992-50 | IRC: floeff on Freenode
The Document Foundation, Kurfürstendamm 188, 10707 Berlin, DE
Gemeinnützige rechtsfähige Stiftung des bürgerlichen Rechts
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