Board of Directors Meetings

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

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 IRC:// 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 IRC:// 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, 1800-1900 Berlin time all season, starting February 21, 2022.

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

Dial-in Details

The calls take place via Jitsi at https://jitsi.documentfoundation.org/TDFBoard

Archives

Minutes 2023-01-23

The Document Foundation
Board of Directors Meeting 2023-01-23
Meeting Minutes

Date: 2023-01-23
Location: Jitsi

Session chair: Thorsten Behrens
Keeper of the minutes: Florian Effenberger

In the meeting:

  Board Members - Thorsten Behrens, Gábor Kelemen, Ayhan Yalçinsoy, Cor Nouws, Paolo Vecchi, László Nemeth, Emiliano Vavassori (from 17:25 UTC/18:25 Berlin)
  Board Deputy Members - Gabriel Masei
  Membership Committee Members - Gabriele Ponzo, Marina Latini
  Membership Committee Substitute Members -
  Community - Michael Weghorn, Krystof, Andreas
  Team - Florian Effenberger, Sophie Gautier, Xisco Fauli, Hossein Nourikah

Representation: None

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 7 Board of Directors members are attending or represented in 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.


Any updates regarding director affiliations?

  • no changes, current affiliations see election page:
 https://elections.documentfoundation.org/2021-board/candidates.html

Would any of the directors present need to declare an interest, for any of the listed agenda items?

  • 1.
  • 2.
  • 3.
  • 4.
  • 5.
  • 6.
  • 7.

-> none registered.

The public meeting commences at 17:03 UTC / 18:03 Berlin time.

    1. AGENDA:
      1. Public Part

1. Answering questions from the community (tdf-board, 5 mins)

  Rationale: Provide an opportunity for the community to ask questions to the board and about TDF
  * no questions brought up

2. Status Report: Strategy 2022 Items - Status (Thorsten Behrens, Cor Nouws, Gabriel Masei, Gábor Kelemen, 5 mins)

  Regular reporting about status of the Strategic items in
  https://nextcloud.documentfoundation.org/f/1129829
  * not much development on this recently
  * AI: will setup a poll to get people in a room for brainstorming on items (Cor)
  * but it's important to make progress here, let's have that on the agenda for the FOSDEM in-person meeting (Thorsten)

3. Discuss, Vote: Decide on BZ request from Ilmari (Gábor Kelemen, 10 mins)

  * TDF relies on BugZilla for it's daily operations (Thorsten)
  * no major upgrade in a long time, many good features stuck (Thorsten)
  * goal: sort remaining issues to be able to release new version (Thorsten)
  * decide today or should we fold this into budget decisions? (Thorsten)
  * good proposal, need those updates (Gábor)
  * undermaintained open source upstream project
  * AI: collect all the bits, then send off vote e-mail (Gábor)

4. Status Report: Updating CoC policy (Cor Nouws, 5 mins)

  * status update & next steps
  * getting each other up to date, started last year during LibOCon
  * important topic, should be shared between board, CoC group and perhaps also MC (Thorsten)
  * CoC team not informed, should have done so before putting it in agenda (Marina)
  * new CoC team had initial meeting after putting in place current CoC policy
  * discussing how to handle communication of CoC team on a technical level, will discuss with Guilhem when he's back from vacation
  * CoC folder shared with corporate addresses - should be changed
  * want to review policy, can't be done in a rush
  * current version allows us Outreachy participation
  * very interested in the topic, happy to be included (Thorsten)
  * maybe discuss at FOSDEM?
  * Sage Sharp and Karen Sandler can give feedback, after the Outreachy program (Sophie)
  * needs some work and feedback from CoC committee
  * let's use face time at FOSDEM, perhaps meet with Karen there? (Thorsten)

5. Status Report: Hiring TDF developers (Florian Effenberger, 5 mins)

  * next steps & progress
  * roles open until February 10 (Florian)
  * got good number of applications, scheduling interviews
  * had first interview actually today - thanks to Gabriel, Emiliano, Hossein, Ilmari, Mike
  * expecting more applications close to the deadline
  * good to have FOSDEM, for a last-minute push
  * we do have a number of strong candidates

The public meeting ends at 17:20 UTC / 18:20 Berlin time.

      1. Private Part

6. Discuss: Plan FOSDEM in-person agenda (tdf-board, 20 mins)

7. Discuss: Last minute item(s) (tdf-board, 5 mins)

  Rationale: if there is time left, and anything is popping up after sending the agenda

The private meeting ends at 18:46 UTC / 19:46 Berlin time.

Thorsten Behrens (Session chair) Florian Effenberger (Keeper of the minutes)

Minutes 2023-01-09

The Document Foundation
Board of Directors Meeting 2023-01-09
Meeting Minutes

Date: 2023-01-09
Location: Jitsi

Session chair: Thorsten Behrens
Keeper of the minutes: Florian Effenberger

In the meeting:

  Board Members - Thorsten, Cor, Paolo, Gabor, Laszlo, Emiliano (from 17:11 UTC/18:11 Berlin on)
  Board Deputy Members - Gabriel
  Membership Committee Members - Marina
  Membership Committee Substitute Members -
  Community - Jessy
  Team - Florian, Ilmari, Sophie

Representation: Gabriel for Ayhan

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 7 Board of Directors members are attending or represented in 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.

Any updates regarding director affiliations?

  • no changes, current affiliations see election page:
 https://elections.documentfoundation.org/2021-board/candidates.html

Would any of the directors present need to declare an interest, for any of the listed agenda items?

  • 1. #
  • 2. #
  • 3. Thorsten, Cor
  • 4. #

The public meeting commences at 17:03 UTC / 18:03 Berlin time.

AGENDA:

Public Part

1. Answering questions from the community (tdf-board, 5 mins)

  Rationale: Provide an opportunity for the community to ask
  questions to the board and about TDF
  • When will we have final decision for Bugzilla proposal? (Ilmari)
 * long-awaited Bugzilla 6
 * had quiet period, no discussion since last call (Thorsten)
 * not in oversight area, but happy to help (Cor)
 * happy to help, can drive this (Gabor)
  • Offer fine as is, or decrease scope? (Ilmari)
 * might need some finessing wrt non-important bits for TDF (Thorsten)
 * importance of Bugzilla, if fairly balanced, no problem at all (Cor)
  • Final decision for WollMux adoption proposal? (Marina)
 * previous board decision, no opposition nor concerns on board-discuss (Thorsten)
 * fine by me (Cor)

Emiliano joins the meeting at 17:11 UTC/18:11 Berlin

  • Budget proposal deadline? (Marina)
 * as early as possible (Thorsten)
 * first budget draft approx. end of next week (Florian)
 * some proposals missing anyways, Christmas period (Thorsten)
 * also let us know if budgets can be dissolved or lowered (Florian)

2. Discuss, Vote: Join ALTER EU (Thorsten Behrens, 5 mins)

  The ALTER EU coalition, with over 200 members, many of which are
  FOSS projects. Membership is free, and is related to approving the
  10 objectives of the coalition.
  • Any further information needed? (Thorsten)
 * Nobody
  • Vote on the above
 * 6 approvals, 1 abstain -> motion approved
 * AI Thorsten: follow-up with Italo

The public meeting ends at 17:18 UTC / 18:18 Berlin time.

Private Part

3. Discuss: Legal working group setup (tdf-board, 45 mins)

  Continue discussion from last board call

4. Discuss: Last minute item(s) (tdf-board, 5 mins)

  Rationale: if there is time left, and anything is popping up after
  sending the agenda

The private meeting ends at 18:17 UTC / 19:17 Berlin time.

Thorsten Behrens (Session chair)
Florian Effenberger (Keeper of the minutes)