path: root/2016/meeting-20160918-log.txt

Sep 18 15:00:01 *	NeddySeagoon bangs the gavel to open the September 18 Trustees meeting
Sep 18 15:00:11 <NeddySeagoon>	Roll call
Sep 18 15:00:18 <antarus>	present
Sep 18 15:00:24 <SwifT>	present as well
Sep 18 15:00:28 <dabbott>	present
Sep 18 15:00:32 <prometheanfire>	present
Sep 18 15:00:43 <NeddySeagoon>	robbat2: ...
Sep 18 15:00:46 <robbat2>	present
Sep 18 15:01:04 <NeddySeagoon>	Who has the log  its usually dabbott ?
Sep 18 15:01:10 <dabbott>	yes on it 
Sep 18 15:01:24 <NeddySeagoon>	hanx you
Sep 18 15:01:36 <NeddySeagoon>	Thank you.
Sep 18 15:01:39 <NeddySeagoon>	Old Business
Sep 18 15:01:48 <NeddySeagoon>	Activity Tracker ..
Sep 18 15:02:40 <NeddySeagoon>	Do we need anything there?
Sep 18 15:03:03 <robbat2>	we need to update the dates :-)
Sep 18 15:03:09 <robbat2>	but nothing else to do this month
Sep 18 15:03:27 <NeddySeagoon>	moving on ...
Sep 18 15:03:27 <prometheanfire>	renew the domain?
Sep 18 15:03:28 <dabbott>	Presidents and Treasurers reports done, correct?
Sep 18 15:03:34 <prometheanfire>	oh, that's next year
Sep 18 15:03:36 <NeddySeagoon>	IRS Status Report
Sep 18 15:03:48 <dabbott>	No news
Sep 18 15:04:16 <dabbott>	We still have not been in contact with them afaik
Sep 18 15:04:34 <robbat2>	i need to call bob and get his exact wording, since dabbott didn't have it
Sep 18 15:04:47 <NeddySeagoon>	Elect President  ... I suggest advertising on -foundation-announce and -nfp
Sep 18 15:04:51 <robbat2>	based on some more recent research re IRS
Sep 18 15:05:02 <robbat2>	i'm fairly certain that they issued us a document
Sep 18 15:05:09 <robbat2>	'IRS status determination'
Sep 18 15:05:24 <robbat2>	but I've never seen the physical document nor any scans of it
Sep 18 15:05:46 <NeddySeagoon>	via Matt or Wane Chew ?
Sep 18 15:06:01 <dabbott>	the last letter he got said they mailed a letter to the last known address
Sep 18 15:06:20 <robbat2>	i have been unable to get any response from Matt for it, but I didn't think of asking Wayne Chew
Sep 18 15:06:27 <dabbott>	afaik it could be robbins
Sep 18 15:06:52 <robbat2>	maybe I'll try phoning Daniel tommorow as well as Wayne Chew
Sep 18 15:06:54 <NeddySeagoon>	It may be worth checking with  Wane Chew, though he should have forwarded it
Sep 18 15:07:21 <NeddySeagoon>	Elect President  ... I suggest advertising on -foundation-announce and -nfp
Sep 18 15:07:23 <robbat2>	this ties in well to the mail forwarding bug shortly
Sep 18 15:07:30 <NeddySeagoon>	yep
Sep 18 15:08:27 <robbat2>	do we need to vote re advertising, I think we can just do it
Sep 18 15:08:57 <NeddySeagoon>	OK,  I'll make a post.
Sep 18 15:09:03 <dabbott>	yes just do it
Sep 18 15:09:08 <dabbott>	thanks NeddySeagoon 
Sep 18 15:09:13 <SwifT>	yup go for it
Sep 18 15:09:34 <NeddySeagoon>	Is the member list and mail list up to date following the election?
Sep 18 15:09:52 <NeddySeagoon>	Notthat it matters - President is an offic.
Sep 18 15:10:08 <dabbott>	yes, just one more to add after today ryao
Sep 18 15:10:09 <prometheanfire>	tie breaking vote only? /me goes to look it up
Sep 18 15:10:40 <NeddySeagoon>	prometheanfire: No vote.  There are 5 trustees.  £ votes are needed
Sep 18 15:11:09 <NeddySeagoon>	robbat2: Treasurer Report.  You wanted to do some more work on it
Sep 18 15:11:25 <NeddySeagoon>	£ == shift and 3
Sep 18 15:11:42 *	prometheanfire hasn't been asked to go into the bank
Sep 18 15:11:54 <robbat2>	NeddySeagoon: i'm still working on the deprecrition numbers for the value of assets
Sep 18 15:12:06 <robbat2>	i have an interesting problem in them
Sep 18 15:12:11 <robbat2>	that i'll describe for the record
Sep 18 15:12:37 <robbat2>	we have to restate our early financial reports, so that values carried forward are correct...
Sep 18 15:12:53 <NeddySeagoon>	Do we have any assets that are not fully depreciated at tiwe of purchase?
Sep 18 15:12:54 <robbat2>	in doing so, and looking at the expenses that must have been paid via the netbank account (not paypal)
Sep 18 15:13:11 <robbat2>	the known expenses exceed the known income by more than $500
Sep 18 15:13:41 <robbat2>	NeddySeagoon: IRS laws require that our "IT equipment" be deprecated over a 5 year period
Sep 18 15:13:53 <robbat2>	depreciated*
Sep 18 15:14:07 <NeddySeagoon>	robbat2: bummer.  In the UK, its immediate
Sep 18 15:14:47 <robbat2>	so from the above, somewhere we have $500 in unknown income, that went directly to the netbank account (eg donations as cheques/wire-transfers)
Sep 18 15:14:58 <NeddySeagoon>	That $500 excess of expenditure over income in a year is possible.  
Sep 18 15:15:42 <robbat2>	it's not over a year, it's over all known expenses, income & balances
Sep 18 15:15:54 <robbat2>	but happens to be specific to the netbank time frame
Sep 18 15:16:16 <NeddySeagoon>	Once we have full control of that account, we may get the history too
Sep 18 15:16:28 <robbat2>	no, we won't get the netbank history
Sep 18 15:16:38 <robbat2>	that was the collapsed bank where we got the FDIC insurance
Sep 18 15:16:49 <NeddySeagoon>	OK
Sep 18 15:17:06 <robbat2>	what I'm going to do, subject to confirming with Bob
Sep 18 15:17:23 <robbat2>	is have an income adjustment, of estimated unknown income deposited to the NetBank account
Sep 18 15:17:35 <robbat2>	that's the only way it balances
Sep 18 15:17:38 <NeddySeagoon>	Thats about all there is to do
Sep 18 15:18:04 <NeddySeagoon>	Foundation Mailing Address (bug 592200)
Sep 18 15:18:06 <willikins>	NeddySeagoon: https://bugs.gentoo.org/592200 "Foundation needs to handle inbound postal mail better, by scanning & emailing"; Gentoo Foundation, Proposals; CONF; robbat2:trustees
Sep 18 15:18:35 <robbat2>	other than which organization we choose, can we have two votes on it:
Sep 18 15:18:35 <NeddySeagoon>	robbat2: Have you identified a preferred service
Sep 18 15:18:46 <robbat2>	1. do the trustees agree it's a needed service
Sep 18 15:19:24 <robbat2>	2. approve $250/year for the service, and $50/year max in legal paperwork 
Sep 18 15:19:40 <prometheanfire>	I think that's fine
Sep 18 15:19:44 <NeddySeagoon>	We seem to have lost mail over the years with it going to one individual
Sep 18 15:19:46 <antarus>	its fine
Sep 18 15:19:54 <SwifT>	yes on both accounts
Sep 18 15:20:03 <prometheanfire>	and yes to both votes ;P
Sep 18 15:20:09 <NeddySeagoon>	robbat2: You can vete too
Sep 18 15:20:11 <robbat2>	aye to both for me
Sep 18 15:20:17 <dabbott>	yes x 2
Sep 18 15:20:18 <antarus>	aye to both
Sep 18 15:20:20 <robbat2>	NeddySeagoon: is that an aye from you?
Sep 18 15:20:23 <NeddySeagoon>	carried
Sep 18 15:20:40 <dabbott>	I will update the motion page
Sep 18 15:20:42 <NeddySeagoon>	robbat2: I don't get a vote now I'm not a trustee
Sep 18 15:21:04 <robbat2>	thanks; Travelling Mailbox is the leading candidate, but i'm looking at their registered agent requirements still
Sep 18 15:21:19 <robbat2>	the registered agent requirements is why I included the legal paperwork costs
Sep 18 15:21:32 <NeddySeagoon>	prometheanfire D&O insurance
Sep 18 15:22:09 <prometheanfire>	https://bugs.gentoo.org/show_bug.cgi?id=592198
Sep 18 15:22:38 <prometheanfire>	at the moment I'm just looking for a vote for if we want to go out and get the insurance (think it's a good idea)
Sep 18 15:22:49 <prometheanfire>	I can bring a few options to next meeting if so
Sep 18 15:23:25 <robbat2>	i'm in favour of us having D&O insurance, esp as your rackspace legal contact recommended it
Sep 18 15:23:46 <NeddySeagoon>	We should find out who it would cover but it looks like a good idea
Sep 18 15:23:50 <dabbott>	Why not can't hurt
Sep 18 15:23:51 <prometheanfire>	I'd consider him more as the legal guy behind the PSF
Sep 18 15:24:01 <antarus>	I am in favor of D&O insurance, but I expect it will not cover tons of stuff
Sep 18 15:24:07 <prometheanfire>	and I'm in favor of it
Sep 18 15:24:08 <antarus>	speaking of D&O
Sep 18 15:24:18 <robbat2>	so yes, please get quotes & info of what is covered better
Sep 18 15:24:18 <prometheanfire>	so I'll make a list in the bug
Sep 18 15:24:18 <antarus>	we have an indemnification clause in our bylaws
Sep 18 15:24:31 <antarus>	and its vaguely unclear (to me at least)
Sep 18 15:24:51 <robbat2>	it's stock from the new mexico bylaw templates
Sep 18 15:25:01 <prometheanfire>	antarus: ya, I'm not sure if that's binding or not, we'd probably need to pay a lawyer to tell us
Sep 18 15:25:06 <NeddySeagoon>	antarus: Its lifted from NM statutes IIRC
Sep 18 15:25:12 <robbat2>	yes it's binding
Sep 18 15:25:14 <prometheanfire>	robbat2: you know how easy it is to void?
Sep 18 15:25:20 <prometheanfire>	that's my worry
Sep 18 15:25:39 <robbat2>	why do you want to void it?
Sep 18 15:25:48 <robbat2>	or you mean accidently?
Sep 18 15:26:00 <prometheanfire>	I mean accidently
Sep 18 15:26:34 <antarus>	anyway, I don't want to get side tracked
Sep 18 15:26:38 <NeddySeagoon>	Its persons acting on behalf of the foundation.  Its not clear if that includes projects.  I suspect the answer to that is not a constant either
Sep 18 15:27:00 <prometheanfire>	ya, I'm not sure how hat switching works, legally
Sep 18 15:27:11 <NeddySeagoon>	OK, we agreed to get more deals of D&O Insurance
Sep 18 15:27:14 <dabbott>	Motion: acquire D&O insurance up to $1,000 USD per year
Sep 18 15:27:14 <robbat2>	prometheanfire: ask your PSF guy
Sep 18 15:27:16 <prometheanfire>	I should ask my lawyer friend, but he's bussy with rackspace getting bought out
Sep 18 15:27:19 <prometheanfire>	ya
Sep 18 15:27:28 <prometheanfire>	aye
Sep 18 15:27:45 <antarus>	I'm not passing that motion
Sep 18 15:27:49 <robbat2>	prometheanfire: i suspect wherever PSF is incorporated, will have substantially similar provisions, so that should help
Sep 18 15:27:55 <NeddySeagoon>	dabbott: don't we need to see whats covered first?
Sep 18 15:28:00 <antarus>	we should see the agreement ;)
Sep 18 15:28:18 <robbat2>	UnMotion: get information/quotes & coverage info of D&O insurance
Sep 18 15:28:20 <SwifT>	yes, let's agree that we go for D&O and start looking at them
Sep 18 15:28:36 <dabbott>	Sounds good
Sep 18 15:28:40 <NeddySeagoon>	Do we need a vote?
Sep 18 15:28:40 <prometheanfire>	that's fine too
Sep 18 15:28:41 <antarus>	I will second robbat2's motion
Sep 18 15:28:52 <antarus>	if you want it to be a motion ;p
Sep 18 15:29:39 <prometheanfire>	so, action item for me at least
Sep 18 15:29:40 <NeddySeagoon>	Its just data gathering.  Nobody wanst to spent any money yet.  
Sep 18 15:29:58 <NeddySeagoon>	Looks like a continuing action on prometheanfire
Sep 18 15:30:09 <prometheanfire>	yarp
Sep 18 15:30:23 <NeddySeagoon>	Bugs
Sep 18 15:31:29 <robbat2>	bug #584594: we said last meeting we want to form a group to approve artwork
Sep 18 15:31:33 <willikins>	robbat2: https://bugs.gentoo.org/584594 "FreeWear.org - Permission & Possibility of collaboration."; Gentoo Foundation, Proposals; CONF; dabbott:trustees
Sep 18 15:31:58 <robbat2>	a3li gave some good input on it, then FreeWear responded nicely; so I think we can spin that to an email alias/project group
Sep 18 15:32:34 <NeddySeagoon>	Souds like a plan.
Sep 18 15:32:42 <prometheanfire>	yep
Sep 18 15:32:57 <NeddySeagoon>	Who wants to set it up?
Sep 18 15:33:05 <dabbott>	sounds great, hope people get involved
Sep 18 15:34:09 <robbat2>	i'm short on time, so I'd like somebody else to take that up
Sep 18 15:34:41 <NeddySeagoon>	Is a3li  interested?  or someone in docs ?
Sep 18 15:34:50 <SwifT>	I'm short on time as well, but perhaps I can do the initial setup and get people on it
Sep 18 15:35:13 <robbat2>	a3li is very short on time
Sep 18 15:35:14 <SwifT>	i was indeed also thinking about asking a few other devs to help out on it
Sep 18 15:35:18 <NeddySeagoon>	SwifT: One volunteer is worth 10 pressed men.  Thank you
Sep 18 15:35:49 <dabbott>	be nice if sping wanted to get involved, he started the artwork project but I don't see him around much
Sep 18 15:36:20 <veremit>	o/
Sep 18 15:36:39 <SwifT>	veremit: noted ;)
Sep 18 15:36:40 <NeddySeagoon>	veremit: You have a job 
Sep 18 15:36:47 <dabbott>	we did some background on Larry a while back and gotr the perms
Sep 18 15:36:50 <veremit>	NeddySeagoon: :( not another
Sep 18 15:36:53 <robbat2>	who is veremit?
Sep 18 15:37:06 <NeddySeagoon>	A dev in training
Sep 18 15:37:10 <veremit>	*lurks*
Sep 18 15:37:53 <NeddySeagoon>	any more bugs?
Sep 18 15:37:53 <prometheanfire>	anyway, next?
Sep 18 15:37:56 <veremit>	is it worth putting out a call for graphics-capable people?
Sep 18 15:38:26 <prometheanfire>	NeddySeagoon: nothing that I see
Sep 18 15:38:31 <veremit>	sorry just watching from the side :/
Sep 18 15:39:08 <NeddySeagoon>	veremit: Once SwifT creates the project you join ... then its up to the project 
Sep 18 15:39:28 <NeddySeagoon>	New Business Privacy policy ...
Sep 18 15:39:54 <SwifT>	yes, infra team has worked on a new privacy policy and would like to put it up
Sep 18 15:40:11 <SwifT>	the draft is online, and a bug for final tracking is available (bug 351045)
Sep 18 15:40:14 <willikins>	SwifT: https://bugs.gentoo.org/351045 "www site needs a privacy policy"; Websites, [OLD] Social Contract; CONF; robbat2:infra-bugs
Sep 18 15:40:29 <SwifT>	I mailed the trustees so it could be read in advance
Sep 18 15:40:44 <NeddySeagoon>	I added some comments to the bug
Sep 18 15:40:56 <NeddySeagoon>	More questions
Sep 18 15:41:32 <robbat2>	we don't need to have a COPPA everywhere
Sep 18 15:41:53 <robbat2>	i just checked with somebody (interesting, COPPA did get stricter recently, but our statement is good enough still)
Sep 18 15:42:20 <prometheanfire>	robbat2: good to hear
Sep 18 15:42:22 <robbat2>	the EU remark is good in light of the email thread we had this month
Sep 18 15:43:13 <robbat2>	maybe explicitly noting in the policy that we are US-registered organization, and information might be exposed by US government demands
Sep 18 15:44:13 <NeddySeagoon>	That would be good.  It makes the EU thing (and any other odds and ends wo don't know about) go away
Sep 18 15:44:28 <SwifT>	I would only mention the first then, as the second part is a consequence (but not the only consequence)
Sep 18 15:45:08 <antarus>	yeah
Sep 18 15:45:14 <robbat2>	where in the document would you want to insert it?
Sep 18 15:45:16 <prometheanfire>	as long as the second part is not necessary to day
Sep 18 15:45:50 <robbat2>	under "Sharing Your Personal Information" maybe?
Sep 18 15:46:05 <SwifT>	i'd put it in the intro around the "This Privacy Statement is intended to describe the privacy practices of ..."
Sep 18 15:46:39 <SwifT>	it is the first place where "Gentoo Foundation, Inc" is mentioned and there we can state that we are a US-registered organization
Sep 18 15:47:32 <veremit>	o/ [cookies]
Sep 18 15:47:34 <robbat2>	ok, chat with me after the meeting about that one quickly?
Sep 18 15:47:37 <NeddySeagoon>	That fits
Sep 18 15:47:42 <SwifT>	ok
Sep 18 15:47:51 <robbat2>	do we need to edit before approving the rest of this?
Sep 18 15:48:20 <NeddySeagoon>	I think we trust you robbat2
Sep 18 15:48:27 <dabbott>	seconded
Sep 18 15:48:48 <prometheanfire>	what was the proposal?
Sep 18 15:48:55 <dabbott>	no
Sep 18 15:48:58 <robbat2>	Motion: approve draft privacy policy, as-is, with further edits to note that the foundation is registered in the US
Sep 18 15:49:06 <dabbott>	aye
Sep 18 15:49:08 <prometheanfire>	seconded
Sep 18 15:49:08 <NeddySeagoon>	vote on approval of privicy doc as edited by robbat2 and SwifT
Sep 18 15:49:16 <dabbott>	aye
Sep 18 15:49:19 <robbat2>	aye
Sep 18 15:49:20 <SwifT>	aye
Sep 18 15:49:21 <prometheanfire>	and aye
Sep 18 15:49:27 <NeddySeagoon>	carried
Sep 18 15:49:57 <NeddySeagoon>	Membership Applications   Richard Yao (ryao) 
Sep 18 15:49:59 <antarus>	aye
Sep 18 15:50:03 <robbat2>	aye
Sep 18 15:50:04 <dabbott>	aye
Sep 18 15:50:07 <SwifT>	aye
Sep 18 15:50:20 <NeddySeagoon>	prometheanfire: ?
Sep 18 15:50:24 <prometheanfire>	aye
Sep 18 15:50:31 <NeddySeagoon>	carried
Sep 18 15:50:41 <dabbott>	I will send the email and update the member list
Sep 18 15:51:16 <NeddySeagoon>	Cleanup ... Date of Next Meeting - TBD 2016 19:00 UTC    It should be 16 Oct, as thats the 3rd Sunday
Sep 18 15:51:39 <prometheanfire>	that's fine here
Sep 18 15:51:41 <dabbott>	Ok here
Sep 18 15:51:48 <antarus>	ok here
Sep 18 15:51:52 <NeddySeagoon>	I'll be here
Sep 18 15:51:59 <robbat2>	ok here
Sep 18 15:51:59 <SwifT>	ok
Sep 18 15:52:04 <NeddySeagoon>	I'll be glad of the rest
Sep 18 15:52:22 <NeddySeagoon>	16 Oct it is then
Sep 18 15:52:32 <NeddySeagoon>	Any other business ...
Sep 18 15:52:43 <robbat2>	(none from me for once)
Sep 18 15:52:55 <dabbott>	none here
Sep 18 15:52:59 <antarus>	none here
Sep 18 15:53:04 <prometheanfire>	non
Sep 18 15:53:06 <SwifT>	nope
Sep 18 15:53:40 <NeddySeagoon>	Responsibilities  that will be you dabbott.  I'll write the ad for a Prosident 
Sep 18 15:53:47 <NeddySeagoon>	President*
Sep 18 15:53:50 <dabbott>	ok will do
Sep 18 15:54:06 <NeddySeagoon>	Open Floor ...
Sep 18 15:54:49 *	antarus dances
Sep 18 15:55:01 <SwifT>	;)
Sep 18 15:55:16 <robbat2>	who of y'all, if any, is going to the miniconf?
Sep 18 15:55:18 <robbat2>	i'll be there
Sep 18 15:55:22 *	NeddySeagoon bangs the gavel to close the meeting