Board of Directors Meetings

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For meetings of the Membership Committee, please see TDF/Membership Committee Meetings

Supported by talkyoo

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The Document Foundation would like to especially thank talkyoo.net for their generous support with our phone conferencing system. Thanks a lot, folks!

What it's about

Discussions of the Board of Directors take place on public mailing lists. Once every two weeks, for those interested, we host a conference call on the phone, to discuss ongoing topics and recent activities directly. Everyone interested is invited to join, all callers can speak. The conference calls are open for everyone to join, following our approach to transparency and openness. Phone conferences with public participations Marketing/ConfCalls are available for marketing, and will be available for other projects soon.

Reaching the board outside regular meetings

You can always reach the board privately by mailing to info@documentfoundation.org, or (preferrably, since we're default-open) publicly by mailing to the board-discuss@documentfoundation.org public mailing list. If TDF officers can't make a call, or for ad-hoc meeting needs of TDF members, please ping one of the TDF administrators on the #tdf-infra connect via webchat IRC channel.

Some important notes

  • Although being public, these calls are not to be considered as official press statements for journalists. Journalists are invited to join, but for media Q & A, there will be separate sessions where official statements by TDF representatives are made.
  • Every call will be recorded and made available as uncut audio file to the public afterwards. If you join, you agree that you will be recorded.
  • We do not charge a fee for joining the calls. However, normal phone costs apply. Please check your provider for more details.

How to prepare yourself

  • Most topics we will discuss have been raised on our main mailing lists already, especially discuss and marketing. Please have a look at them, to stay up to date on recent activities.
  • Join our IRC channel #documentfoundation connect via webchat during the call, so in case we post links or texts, you are in the loop.

Next Call

Date and Time

The TDF BoD calls will take place every other Monday, 1700 Berlin time, starting February 29, 2016.

Important Notes

  • Contracts and obligations with third parties have to be approved by two BoD seat holders, amongst them the BoD chair, and in case (s)he cannot, the BoD deputy chair. Alternatively, a warrant can be issued by one of these.
  • Decisions need a quorum of 1/2 of the participating or represented BoD seat holders. If decisions are tied, the vote of the BoD chair (or his representative), and if not available, the vote of the BoD deputy chair (or his representative) are decisive.
  • People coming late or leaving early need to be mentioned in the minutes

Agenda for next scheduled call on January 16th, 2017

Not all items might fit into each specific call, so the order should be in priority. The name in brackets shows who added that item, not who is in charge.
NOTE: Remember to open the respective pad

A. Who is keeper of the minutes?
B. Who is the session chair?
C. Who is in the call? Please give name and official role, if any
D. Is any BoD seat holder or deputy representing any BoD seat holder? (Only one representation per participant)
E. Is one of the BoD chair or BoD chair deputy in the call or represented? => If not, no quorum
F. Do we have at least 1/2 of the BoD, counting in representing deputies, in the call? => If not, no quorum
G. How many eligible voters, including represented ones, are in the call, so how many do we need for a quorum?
H. Verify correct invitation plus quorum and state that in the minutes
I. Have the decisions from the previous call been added to the appropriate wiki page already?
J. Have the minutes from the previous call been published already?
K. Have the minutes from the previous call been added to the internal WebDAV already?

Public agenda:

  1. Public agenda:

L. Ask again who is still in the call, to find missing participants

Private agenda:

recurring item: Verify number of dialled in participants with web interface (to avoid anyone else besides eligible participants are in the room)

Official BoD decisions should be added to the appropriate wiki page afterwards.

Dial-in Details

Phone Numbers (or google g+/g talk)

see Talkyoo

Room

  • Room number: 53 71 38
  • No participant PIN is required
  • All calls will be recorded
  • All participants can speak

Archives

Minutes 2017-03-13

Voice recording (MP3): File:Talkyoo-2017-03-13.mp3 The Document Foundation
Board of Directors Meeting 2017-03-13
Call Minutes

Date: Monday, March 13, 2017
Location: Phone Conference Room

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

In the call: Eike (Board), Florian (ED), Marina (Chair), Norbert (Deputy), Kendy (Board), Thorsten (Board), Michael (Deputy Chair), Osvaldo (Board)
Representation: Norbert for Simon

Chairman of the Board is in the call. One of the Chairman or Deputy is required to be present or represented for having a quorate call.

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 17:08 Berlin time.


1. Discuss: Annual report approval meeting (Florian)
We need to schedule a formal meeting for approval of the annual activity and financial report. Sometime around mid-April comes to mind, factoring in Easter holidays.

* let's aim to have the formal meeting April 10 (regular board meeting slot, 1700 Berlin time)
* in case that's not working out, schedule two weeks later, April 24

2. Discuss: Budget Ranking (Florian)
Voting on the special projects buckets.

   + Bucket of Eur 95k for the 'Ranking' sheet of special projects
+ went through meetings.
+ hoping to organize an ODF + open standards related event Mon/Tues in Rome (Marina)
+ two days before the conference.
+ rank within the next two weeks, so we can finalize that

Public call ends at 17:40 Berlin time.

Marina Latini (Session chair)
Michael Meeks (Keeper of the minutes)

Minutes 2017-02-27

Voice recording (MP3): File:Talkyoo-2017-02-27.mp3

The Document Foundation
Board of Directors Meeting 2017-02-27
Call Minutes

Date: Monday, February 27, 2017
Location: Phone Conference Room

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

In the call: Simon (Board), Michael (Deputy Chairman), Thorsten (Board), Florian (ED), Marina (Chair), Eike (Board), Andreas Mantke (Deputy), Jan Holesovsky (Board), Norbert Thiebaud (Deputy), Osvaldo (Board), Bjoern (Deputy) Representation: None

Chairman of the Board is in the call. One of the Chairman or Deputy is required to be present or represented for having a quorate call.

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 17:05 Berlin time.

Public agenda:
==
1. Discuss: joint statement with the Plone foundation and our

           service provider about the work on the LibreOffice
           extensions and templates website (Andreas)
   + talked to service provider last week
   + when we started the templates & extensions migration
   + software is GPL
   + would be good to state that we're using FLOSS to drive our business
       + in this case.
   + would like to promote an open-source case study with Plone
   + Italo should be involved, Andreas to give a board quote.
   => everyone happy - good work.

==

Public call ends at 17:10 Berlin time.

Marina Latini (Session chair)
Michael Meeks (Keeper of the minutes)

Minutes 2017-02-13

The Document Foundation
Board of Directors Meeting 2017-02-13
Call Minutes

Date: Monday, February 13, 2017
Location: Phone Conference Room

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

In the call: Marina (Board), Michael (Board), Norbert (Deputy), Florian (ED), Thorsten (Board), Simon (Board), Björn (Deputy), Eike (Board)
Representation: Norbert for Osvaldo, Björn for Kendy

Chairman of the Board is in the call. One of the Chairman or Deputy is required to be present or represented for having a quorate call.

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 17:05 Berlin time.


The following decision took place in private and is now published in accordance with our statutes.

1. Jan Iversen moving from contractor to volunteer end-March

During FOSDEM, the board met privately with Jan Iversen, whose company is contracted for mentoring services, to discuss the delivery of those services to TDF. It was mutually and cordially agreed to transition Jan to a volunteer role over several months.

The board including deputies therefore have unanimously agreed to terminate the commercial service contract with Jan Iversen's company, effective March 31, 2017.

Since this contractual matter is now concluded, the board agreed today to make it public. TDF would like to thank Jan for the services carried out.

Private call ends at 17:54 Berlin time.

Marina Latini (Session chair)
Michael Meeks (Keeper of the minutes)

The board welcomes all enquiries on these minutes to info@documentfoundation.org


Minutes 2017-01-09

Voice recording (MP3): File:Talkyoo-2017-01-09.mp3

The Document Foundation
extraordinary Board of Directors Meeting 2017-01-09
Call Minutes

Date: Monday, January 9, 2017
Location: Phone Conference Room

Session chair: Michael Meeks
Keeper of the minutes: Florian Effenberger

In the call: Michael (Deputy Chair), Osvaldo (Board), Kendy (Board), Thorsten (Board), Eike (Board), Norbert (Deputy), Björn (Deputy), Florian (ED), Simon Phipps.
Representation: Björn for Marina

Deputy Chairman of the Board is in the call. One of the Chairman or Deputy is required to be present or represented for having a quorate call.

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 17:07 Berlin time.

Public agenda:

1. Discuss: List of priorities (Florian)

AI: Florian to distill current ranking and raise possible concerns

  • propose we go with it + some concerns.
  • travel refunds is missing / not prioritized

2. Discuss: Budget 2017 (Norbert and Florian)

Need to get discretionary items included into the proposals

  • pending ESC items (Florian)
  • currently being ranked.

I (Florian) will provide updated 2016 numbers, now that the year has passed, in time for the next call next Monday.

3. Proposal for a 4 days Hackfest in Perugia from May 27-30, 2017 (Osvaldo)

The Hackfest will be open to italian developers and in particular to the Computer Science Bachelor and Master students of Perugia University. Students who will submit successfully bug patches and/or easyhacks will produce a written report, that will be reviewed by the teachers. Students who will get a positive evaluation will obtain 3 credits. Estimated Cost: 400€ travel expenses of 2 experienced developers. Accomodation covered by Dept of Maths and Comp Sci of Perugia University. Expect to have at least 10-15 able students, some just at the end of their masters.

Marina Latini (Session chair)
Michael Meeks (Keeper of the minutes)