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The Document Foundation
Board of Directors Meeting 2021-09-10
Meeting Minutes

Date: 2021-09-10
Location: Jitsi

Session chair: Franklin Weng
Keeper of the minutes: Stephan Ficht

In the meeting:
   Board - Franklin Weng, Emiliano Vavassori, Michael Meeks, Thorsten
   Board Deputies - Paolo Vecchi
   Membership Committee -
   Membership Committee Deputies - Dennis Roczek, Shinji Enoki
   Team - Sophie Gautier, Guilhem Moulin, Stephan Ficht, Florian Effenberger
   Community - Jan Holešovský

Representation: Franklin to represent Lothar, Paolo to represent Cor

Deputy Chairman of the Board is in the meeting. One of the Chairman or
Deputy Chairman 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 6 Board of
Directors members 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 meeting is quorate and invitation happened in time. 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 13:04 Berlin time.

Public Part

1. Q&A: Answering questions from the community (all, 10 minutes)
   Rationale: Provide an opportunity for the community to ask questions
to the board and about TDF
   + any questions? (Franklin)

2. Inform: LibOCon status update (team, 5 minutes)
   Rationale: Get information about status of conference

   * have weekly sync calls in the team
   * schedule: no changes, deadline end of this week, current version at
   * sponsors: Collabora, allotropia, LPI, possibly a fourth one coming
up; videos to be recorded early next week

   * conferencing system:
     * streaming to YouTube: in progress
     * streaming to a website: in progress
     * video playback: working
     * idea is to have "non-interactive" attendees/listeners via website
or YouTube, interaction then via Jitsi
     * moderators to coordinate questions from IRC, Matrix, Telegram
     * feedback from FOSDEM and DebConf factored in, we reached out to them
   * talks
     * template has been sent
     * prerecorded talks get sent in slowly
     * upload of slides during and after LibOCon, via Pretalxs
   * recording: via both dedicated hardware that's in place now, and via
YouTube as backup
   * test session planned for next week, for streaming/recording/moderation
   * t-shirt to be shipped to board, MC, team, speakers, sponsors;
available in store for attendees
   * Matrix rooms, bridges to IRC, bridged to Telegram: will be created
   * Hybrid conference in Hamburg:
   * so far 114 attendees registered (for virtual LibOCon)
   * conference app in progress
   + some updates? (Franklin)
    + deadline for schedule changes end of this week (Florian)
     + conference recording this week
     + infrastructure working well
     + got advise from other conferences
     + slides provided after LibOCon
     + test streaming recording scheduled next week
     + merch has been sent
     + hybrid conf in Hamburg
       + opportunity to meet (Thorsten)
  + what is the streaming system? (Thorsten)
     + a hack - a headless Chromium - send 1 to youtube and another
     + converting streams too
  + tests of peertube live? (Paolo)
     + privacy solved by streaming on our website (Florian)
        + not looked at peertube
     + can look at having a stream to my peertube server (Paolo)
  + asked about streaming to telegram (Dennis)
     + more streams - more brittle (Guilhem)
        + more to test.
        + system now solves privacy concern
  + can someone in the community bridge it themselves ?
     + no problem (Guilhem)

3. Discuss: LibOCon internal meetings on September 27 (Florian, 5 minutes)
   Rationale: Plan joint meeting with board, MC and team on September 27

   * Monday, September 27, 1200-1500 Berlin time (1000-1300 UTC)
     * proposal to have 90 minutes joint meeting, followed by 90 minutes
board meeting
       * marketing plan situation (Italo)
       * certification (Italo)
   * Tuesday, September 28, 1200-1500 Berlin time (1000-1300 UTC)
     * board-only meeting
     + collecting items for the agenda (Florian)
      + next steps marketing plan

Public meeting ends at 13:19 Berlin time.

Private Part

4. Discuss: legal advisor questions (Thorsten, 10 minutes)
   Rationale: Discussion about the answered questions and decision on
the next steps
   Reason why in private: Discussion about a legal text

5. Discuss: Possible transfer of domain names (Thorsten, 10 minutes)
   Rationale: Decide on whether we want to continue keeping a number of
domains reserved for the business entity
   Reason why in private: Don't encourage domain squatters in case we
decide to relinquish

6. Last-minute addition: Discussion around an internal policy document:
process (Emiliano, 5 minutes)
   Rationale: Discussion around policy document and next steps in the
   Reason why in private: The proposed item is private, because it will
possibly regulate the functioning of the Board only and the document is
not yet approved by the board

7. Last-minute addition: Discussion: Windows 11 app store (Paolo, 10
   Rationale: Italo's e-mail from August 27 at 09:27CET, discussion
about status and next steps
   Reason why in private: Private as part of new potential strategies to
be evaluated

Private meeting ends at 13:59 Berlin time.

Franklin Weng (Session chair)
Stephan Ficht (Keeper of the minutes)
Stephan Ficht, Administrative Assistant
Tel: +49 30 5557992-64 | Mail:
The Document Foundation, Kurfürstendamm 188, 10707 Berlin, DE
Gemeinnützige rechtsfähige Stiftung des bürgerlichen Rechts
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