TDF/BoD Meetings/2013

Minutes 2013-12-11
Minutes 2013-12-11 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, December 11, 2013 Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Thorsten Behrens (Board of Directors)

In the call: Florian Effenberger (Chairman of the Board), Thorsten Behrens (Deptuy Chairman of the Board), Caolán McNamara (Board of Directors), Michael Meeks (Board of Directors), Italo Vignoli (Board of Directors), Björn Michaelsen (Board of Directors); Andreas Mantke (Deputy Board of Directors).

Representations: Andreas Mantke is representing Olivier Hallot.

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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:10 UTC. It was held in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

1. Formal approval of 2014 budget

The board is having a discussion on a budget for 2014, incorporating all previous budget approvals and decisions.

Since that approval, our generous donors have provided more funds, offering further possibilities for TDF to invest in tasks deemed important.

The discussion and vote will be continued next week, but those individual items, factored to the full year of 2014, have been approved during the call already:

Legal fees provisioning € 15,000.00 CeBIT booth € 7,000.00 Higher membership fees for head association of foundations due to higher spending € 850.00 Administrative assistant role € 12,000.00 Renewing Sophie's contract for one month € 3,400.00 AskBot contract for maintenance and support € 2,540.00 TDF brochure, bilingual, for CeBIT and other events, including printing € 2,000.00 Own bugzilla provisioning € 3,000.00

Result of vote: consensus approval (7 out of 7)

Decision: The request has been accepted.

The meeting adjournes at 17:30 UTC.

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

Minutes 2013-11-27
Voice recording (MP3):

Minutes 2013-11-27

The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, Nov 27th, 2013 Location: Phone conference room

Keeper of the minutes: Olivier Hallot (Board of Directors) Session chair: Florian Effenberger (Chairman of the Board)

Attending: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Cáolan McNamara (Board of Directors), Olivier Hallot (Board of Directors), Björn Michaelsen (Board of Directors), Italo Vignoli (Board of Directors)

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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:05 UTC.

1. Report on the application for webdesigner

Florian reports that the call for application will result in a contract soon, to avoid delays in the work done by Charles on the web site redesign.

2. Discussion RedMine web tool

Discussion: Florian outlines the options, proposes to test further and see where the tool fits our needs.

-%<--

The meeting adjournes at 16:30 UTC.

End of agenda, no additions.

Attending at the end of the meeting: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Cáolan McNamara (Board of Directors), Olivier Hallot (Board of Directors), Björn Michaelsen (Board of Directors), Italo Vignoli (Board of Directors)

Meeting minutes approved:

Olivier Hallot, Keeper of the minutes Florian Effenberger, Session chair

Minutes 2013-10-16
Minutes 2013-10-16

The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, Oct 16th, 2013 Location: Phone conference room

Keeper of the minutes: Thorsten Behrens (Board of Directors) Session chair: Florian Effenberger (Chairman of the Board)

Attending: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Cáolan McNamara (Board of Directors), Charles Schulz (Board of Directors), Björn Michaelsen (Board of Directors Deputy)

Representation: Björn Michaelsen, representing Olivier Hallot (Board of Directors)

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 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:07 UTC.

1. Vote on granting Cor Nouws a trademark license

Request: grant Cor Nouws a trademark license for the LibreOffice mark, as requested here: https://www.mail-archive.com/board-discuss@documentfoundation.org/msg03096.html. The license will be valid until 2014-12-31.

Result of vote: 6 approvals, 0 abstaining, 0 disapprovals. Approved.

2. Discussion on investing TDF money

Discussion: Florian outlines the options, proposes to wait for house bank offer initially. Investment horizon for the moment 6 to 12 months.

-%<--

The following items have been discussed during the private part of the call, and have been kept private until the final freelance job descriptions have been written. They are now made public in accordance with our statutes, as the need for confidentiality has vanished:

3. Freelance jobs

Florian proposes to seek for an administrative assistant. He sent an initial job description that will be reworded by Jean and undergo a review afterwards, to be published as soon as possible.

4. Vote on Italo Vignoli's proposal for certification

The board discusses to contract Italo Vignoli to establish the rules of certification by the end of December, in order to be able to establish certification in the market in the first quarter of 2014. A certification program is seen as critical milestone for further development, and has been asked for several years by TDF members as well as contributors to the ecosystem already. Given the amount of work involved, pure volunteer work is unlikely to cover this.

Basis for the vote is Italo Vignoli's proposal as mailed to the board on October 15th. Italo Vignoli is not in the call.

Request: Accept Italo Vignoli's proposal from October 15th, with a total value of 20.000 € EUR, including all taxes and other fees, on a freelance basis.

Result of vote: 6 approvals, 0 abstaining, 0 disapprovals. Approved.

5. OSBA meeting

Simon will attend on behalf of TDF and share the details afterwards.

6. Hackfests

After some successful events in Germany, the plan is to host more events in other countries. Cambridge and Montreal are opportunities coming up next year. Likewise Charles is planning a Hackfest in Paris, with Sophie and Jean-Baptiste helping. Details to be shared when available.

7. LibreOffice Conference

The 2014 conference should be planned earlier, to have some more time and a clearer roadmap.

Charles Schulz is now leaving the call.

8. Vote on Charles Schulz' proposal for website redesign

Now, a total of 5 Board of Directors members or their representatives are attending the call. From now on, a quorum can be reached with a simple majority of 3 votes.

The board sees an urgent need to finally move on with a website redesign. The current website is not representative anymore, some information is extremely hard to find, the design is not consistent, and the content is partially quite outdated and/or hidden in the wiki. All in all, we desperately need some new and fresh design as well as updated content, reflecting the quality and professionality that TDF puts in its other work. Given the time required for this task, and the urgency this topic has, it calls for having someone on a contracted basis to deliver a new website.

The board discusses to contract Charles Schulz for this task. The contract comes into effect only after November 1st, 2013.

Request: Accept Charles Schulz' proposal for the website redesign, for a total price of 20.000 €, including all taxes and fees, on a freelance basis. Included in the total sum is the contracting of a designer to handle the graphics part, on a freelance basis as well. The selection and coordination of this designer is Charles Schulz' duty, while TDF will handle the contract, and also support Charles with posting a freelance job opening for this specific task.

Result of vote: 5 approvals, 0 abstaining, 0 disapprovals. Approved.

The meeting adjournes at 15:50 UTC.

End of agenda, no additions.

Attending at the end of the meeting: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Cáolan McNamara (Board of Directors), Björn Michaelsen (Board of Directors Deputy)

Meeting minutes approved:

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

Minutes 2013-09-24 (formal Milan in-person meeting)
Minutes 2013-09-24 from the Milan in-person meeting

The Document Foundation Board of Directors Meeting Meeting Minutes

Date: Tuesday, September 24th, 2013 Location: Conference room Alfa at the Milan State University CS departement, Milano, Italy

Keeper of the minutes: Thorsten Behrens (Deputy Chairman of the Board) Session chair: Florian Effenberger (Chairman of the Board)

The meeting commences at 13:30 UTC

1. Welcome and introduction

Chairman welcomes everyone to Milano, and the LibreOffice conference.

2. Formal invitation, representation and quorum

Attending: Florian Effenberger (Chairman of the Board), Olivier Hallot (Board of Directors), Italo Vignoli (Board of Directors), Andreas Mantke (Board of Directors Deputy), Charles Schulz (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Michael Meeks (Board of Directors), Björn Michaelsen (Board of Directors Deputy), Caolan McNamara (Board of Directors), Jesus Corrius (Board of Directors Deputy)

Representation: None.

Chairman of the Board and Deputy Chairman are in the meeting. One of them is required to be present or represented for having a quorate meeting.

The Board of Directors at time of the meeting consists of 7 seat holders without deputies. In order to be quorate, the meeting needs to have 1/2 of the Board of Directors members, which gives 4. A total of 7 Board of Directors members are attending the meeting.

The board waives all formal statutory requirements, or requirements in the foundations articles, or other requirements regarding form and time limits for the topics discussed in this meeting.

The invitation to the formal in-person meeting, and the agenda have been posted in time, fulfilling all formal requirements.

The meeting is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.

Further present are representatives from the Membership Committee (Sophie Gautier, Cor Nouws, Leif Lodahl), and Mike Schinagl as legal counsel.

3. Overview of past activities, finances and budget for 2013

Florian and Thorsten give a summary update about the financial history and the outlook for the upcoming year. The board looks into the payment provider fee structures, and accepts them as a necessary evil. Florian is researching Bitcoin options.

4. Planning and strategy for 2014

4.1. Upcoming board elections and changes in roles

The new boards term starts on 18 February 2014, and the election announcement needs to happen 45 days before the actual election. The Membership Committee is in charge of overseeing the board elections.

The MC representatives propose to have a board elected by the end of the year for a smooth handover and transitioning phase. The new board will be still legally in charge only from 18 February 2014 on. The MC representatives will prepare and announce the elections during October.

4.2. Strategy, finances and budget

The board discusses the budget-driven spending mode, and acknowledges it being a good effort and success, and plans to continue this model for the future. Given the amount of donations coming in, another round of budget extensions, as done previously already in August, is likely. Details to follow soon.

4.3. Entities and partnerships

TDF has grown massively during 2013, allowing it to do more activities worldwide. Based on discussions from the previous two conferences in Paris and Berlin, some more detailed plan on how to interact and cooperate with local NGOs should be worked on.

4.4. Events (participating and hosting)

TDF has participated in lots of events during this year, and also organized several own meetings. This has greatly contributed to community growth, as well as spreading the word on LibreOffice and TDF itself. Consensus is to continue our activities with events for 2014.

5. Community building and focal points

The board happily acknowledges the growth of the community, leading to more activity, marketing, the availability of LibreOffice in more languages, and an overall better product with a higher quality, resulting in a higher adoption rate of the software. For 2014 and beyond, one of the key tasks of TDF is to foster community growth outside Europe as well, like in North and South America, and the Asian region.

6. Various

Sophie Gautier leaves the room and the meeting.

6.1. Vote on contracting Sophie Gautier for release assistance and l10n and QA documentation

With recent changes, TDF needs to handle proper release planning, coordination and management on its own, including localization and quality assurance, to ensure we keep the important time-based release schedule and the high quality and availability of the software. With Christian Lohmaier as fulltime employee, we now have the the technical parts completely done by TDF. What is still lacking is coordination and organization of the releases, plus documentation of localization and QA, which the board deems to be extremely necessary, but hard to catch up with on a pure volunteer basis.

Having received a proposal from Sophie Gautier on covering these tasks, the board votes on it.

Proposal: Accept Sophie Gautier's proposal to work on l10n and release process documentation, QA support, and communication process bootstrapping for 3 months, until the end of 2013, with a total value of 10.200 € EUR, including all taxes and other fees, on a freelance basis.

Result of vote: 7 approvals, 0 abstaining, 0 disapprovals. Approved.

The meeting adjournes by unanimous consent at 15:15 UTC.

Meeting minutes approved:

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

Minutes 2013-08-30
Minutes 2013-08-30 The Document Foundation Board of Directors Meeting Call Minutes

Date: Friday, August 30, 2013 Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Thorsten Behrens (Deputy Chairman of the Board)

In the call: Florian Effenberger (Chairman of the Board), Thorsten Behrens (Deptuy Chairman of the Board), Olivier Hallot (Board of Directors), Caolán McNamara (Board of Directors), Michael Meeks (Board of Directors), Charles Schulz (Board of Directors), Italo Vignoli (Board of Directors); Björn Michaelsen (Deputy Board of Directors); Fridrich Štrba (Membership Committee), Sophie Gautier (Membership Committee), Cor Nouws (Membership Committee), Eike Rathke (Membership Committee), Simon Phipps (Membership Committee Deputy); Michael Schinagl (Legal Advisor).

Representations: 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:00 UTC. It was held in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

1. Advisory Board seat for Collabora

Proposal: Grant Collabora an Advisory Board seat for one year.

Result of vote: 6 approvals, 1 (Michael) abstaining, 0 disapprovals. Approved.

The meeting adjournes at 15:30 UTC.

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

Minutes 2013-08-07
Minutes 2013-08-07 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, August 7, 2013 Location: Phone Conference Room

Session chair: Thorsten Behrens (Deputy Chairman of the Board) Keeper of the minutes: Italo Vignoli (Board of Directors)

In the call: Florian Effenberger (Chairman of the Board), Thorsten Behrens (Deptuy Chairman of the Board), Olivier Hallot (Board of Directors), Michael Meeks (Board of Directors), Charles Schulz (Board of Directors), Italo Vignoli (Board of Directors); Jesus Corrius (Deputy Board of Directors), Michael Schinagl (Legal Advisor).

Representations: 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 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:10 UTC. It was held in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

1. Extending Christian Lohmaier's work contract

TDF needs more fixed time for web development and developer-related tasks, and the board sees Christian Lohmaier as ideal candidate. In previous talks, he already has been willing to work for more hours, extending his current 20 hours per week contract.

Proposal: From September 1st, or the earliest possible date thereafter, extend Christian Lohmaiers work contract. Leave the end of contract the same as it is now, but extend the current working hours with the same hourly salary, by 80%.

Result of vote: Consensus approval (6 out of 6)

Jesus Corrius as deputy, not representing anyone during the call, voted +1 (non-binding).

2. Prolonging Florian Effenberger's work contract

TDF has an ongoing demand for infrastructure administration, and the board - with the exception of Florian - wants to prolongue Florian's contract up to a date when the new board is in place and can decide further.

Proposal: Prolongue Florian's work contract as-is until May 31st, 2014.

Result of vote: 5 approvals, 1 (Florian) abstaining, 0 disapprovals. Approved.

Jesus Corrius as deputy, not representing anyone during the call, voted +1 (non-binding).

3. Discuss trademark use of Joel Madero for printing t-shirts

Joel Madero has approached the board to get permission to use the LibreOffice trademark for printing t-shirts.

The board took notice about that effort, approves of it, and notes that under the existing trademark policy he may use the logo (without the TDF tagline) to print and sell t-shirts.

The meeting adjournes at 18:30 UTC.

Italo Vignoli (Keeper of the minutes) Thorsten Behrens (Session chair)

Minutes 2013-07-17
Minutes 2013-07-17 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, July 17, 2013 Location: Google Hangouts

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Thorsten Behrens (Board of Directors)

In the call: Florian Effenberger (Chairman of the Board), Thorsten Behrens (Deptuy Chairman of the Board), Olivier Hallot (Board of Directors), Caolán McNamara (Board of Directors), Michael Meeks (Board of Directors), Charles Schulz (Board of Directors), Italo Vignoli (Board of Directors); Jesús Corrius (Deputy Board of Directors), Andreas Mantke (Deputy Board of Directors), Björn Michaelsen (Deputy Board of Directors).

Representations: 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 17:05 UTC. It was held in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

1. Formal approval of an extended budget

The board is having a discussion on extending the current budget, which has been approved on March 6 with decision serial number 20130306-01. The already approved version can be found at https://wiki.documentfoundation.org/index.php?title=File:Tdfbudget2013.pdf&oldid=64622

Since that approval, our generous donors have provided more funds, offering further possibilities for TDF to invest in tasks deemed important.

Board members propose to follow a conservative way of spending, as the flow of donations is hard to predict for the future. Given an account balance of 315.000 € at time of the meeting, and already fixed annual expenses of approximately 90.000 €, the proposal foresees to spend an additional 100.000 € on top of the current budget, with dues occuring up to the end of the year 2014.

To identify tasks that are deemed important, board members including deputies added their desired items to a list over a period of several weeks. Afterwards, all board members including deputies assigned priorities to these tasks, with 0 being least important and 5 being overly important. Afterwards, the average priority for each item has been determined, with some small refinements incorporated, eventually leading to a list of items for the extended budget.

The result of this process that was basis for the vote is as follows:


 * Category Operations - Total sum: 17.750 €
 * annual report for authorities, incl. English translation
 * annual donation confirmations
 * communication with the authorities (foundation authorities, tax office, other agencies)
 * checking, paying and archiving invoices, taking care of insurances and contracts
 * organizing our files; handling membership filing; taking care of the budgets, minutes, decisions
 * handling the trademarks, domains and other assets
 * watching deadlines and managing our calendar, preparing the meetings
 * managing our bank, credit card, PayPal, Flattr and ConCardis accounts; incl. BitCoin should we have it
 * oversee our employees and take care of insurance, contractual and payment topics
 * manging incoming communication (mail, phone, letters)
 * handling travel refunds
 * write community bylaws


 * Category Administration - Total sum: 5.000 €
 * outsource accounting


 * Category Marketing - Total sum: 20.000 €
 * complete new-website/re-design


 * Category Infra - Total sum: 2.600 €
 * maintaining the templates and extensions site


 * Category QA - Total sum: 7.500 €
 * document load/regression box
 * Windows bibisect
 * UI for (Windows) bibisect


 * Category Dev/Legal - Total sum: 2.600 €
 * manage/review/vet license statements


 * Category L10N - Total sum: 15.800 €
 * pootle: support + maintenance - 1 year
 * document the l10n files (variables, syntax, etc.)
 * Pootle: translation memory + concordance + performance
 * document some file processes (grep examples, toolkit)
 * FAQ on Pootle


 * Category UX - Total sum: 8.000 €
 * UX & developer hack-fest


 * Category Certification - Total sum: 10.000 €
 * certification for migrators


 * Category Development - Total sum: 11.000 €
 * release manager/release engineering: tagging, scheduling, reviewing, managing, building and uploading of LibreOffice artifacts

Proposal: Set up an extended budget with a total amount of 100.250 €, lasting until the end of the year 2014, enhancing the already approved budget.

Result of vote: consensus approval (7 out of 7)

In addition, all deputies have been asked for feedback on the proposal, and all of them have unanimously agreed to it, though not with a binding vote.

Decision: The request has been accepted.

The meeting adjournes at 18:25 UTC.

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

Minutes 2013-05-29
Voice recording (MP3):

Minutes 2013-05-29 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, May the 29th, 2013 Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Italo Vignoli (Board of Directors)

In the call: Thorsten Behrens, Florian Effenberger, Caolan McNamara and Italo Vignoli. Michael Meeks and Olivier Hallot join the call at 15:22 UTC.

Representations: Björn Michaelsen (representing Charles H. Schulz).

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 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 5 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, a quorum can be reached with a simple majority of 3 votes.

The meeting commences at 15:07 UTC.

1. Certification for migrations, trainings and support (level 1 and 2)

Italo asks the Bod to approve on the following proposal:

A. In order to jumpstart the professional certification process, I would like to launch a 12 months (maximum) certification pilot for Italy to develop the process for certification based on a peer-to-peer review similar - in principle - to the one used by developers (although there isn't any code to show, but there must be expertise to share).

B. The one year pilot should start at LibOCon in Milan, where there will be the first certification session, where certification will last for 12 months instead of the usual 24 months.

C. The pilot project will report to the BoD on a regular basis about the progress, involving in the discussion about the process the following people from the certification committee (those who have shown a higher interes for certification): Sophie Gautier, Cor Nouws, Charles Schulz and Olivier Hallot.

D. Once the process will be been defined in the different steps and approved by the BoD, the pilot will end (even before the end of the 12 months) and the regular certification project will start.

Florian updates about a meeting in Berlin where a group of people has discussed end user certification, with the objective of having it set up in 12 months. Having the end user certification a lower priority for TDF, the program is to have an external organization to help on this subject...

End of agenda, no additions.

Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Caolan McNamara, Italo Vignoli, Björn Michaelsen, and Michael Meeks.

The meeting adjournes at 16:30 UTC.

Florian Effenberger (Chairman of the Board) Italo Vignoli (Keeper of the minutes)

Minutes 2013-04-17
Voice recording (MP3):

Minutes 2013-04-17

The Document Foundation

Board of Directors Meeting

Call Minutes

Date: Wednesday, April the 17th, 2013

Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board)

Keeper of the minutes: Thorsten Behrens (Board of Directors)

In the call: Thorsten Behrens, Florian Effenberger, Caolan McNamara, and Italo Vignoli.

Representations: Jesus Corrius (representing Olivier Hallot), Björn Michaelsen (representing Charles H. Schulz), and Andreas Mantke (representing Michael Meeks).

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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:05 UTC.

1. Formal approval of the annual report and the financial report - see http://listarchives.documentfoundation.org/www/board-discuss/msg03163.html

Request: approve annual report and annual financial report, authorize Florian and Thorsten to sign letter of representation towards tax advise, and order tax advise to hand in report to tax office. Also authorize Florian and Thorsten to send in annual report to foundation authorities on behalf of the board.

Florian explains the annual report needs to outline how we met our objectives in 2012, and that it must give an overview of our activities. Thorsten likewise explains the financial report must accurately report all accounting-relevant numbers towards the tax office.

- Florian asks to have the following vote and further discussions private, the call continues in the private conference room -

Result of vote: consensus approval (7 out of 7)

Decision: The request has been accepted.

2. Conference 2013 website

Discussion: Italo will provide Andreas with content.

3. Creating administrative access point to the board for project internal requests

Discussion: advertise info@documentfoundation.org for private and board-discuss@documentfoundation.org for public inquiries. For interactive help on administrative things, ask on the #tdf-infra irc channel

AI: Thorsten to add corresponding line to BoD / QA meetings wiki page.

4. New download page, and further website improvements

Discussion: roll out new donation page to all NL projects, then if technically feasible implement it inside SilverStripe itself.

5. Travel budgets

Discussion: Suggestion to account for travel approval via normal Berlin budgets, if possible refund via SPI. Once the SPI payment clears, free the Berlin budget again. This leverages the lightweight budget approval process, and conservatively backstops travel with Berlin capital.

End of agenda, no additions. Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Caolan McNamara, Italo Vignoli, Jesus Corrius, Björn Michaelsen, and Andreas Mantke.

The meeting adjournes at 16:04 UTC.

Thorsten Behrens (Keeper of the minutes)

Florian Effenberger (Session chair)

Minutes 2013-04-03
Voice recording (MP3):

Minutes 2013-04-03

The Document Foundation

Board of Directors Meeting

Call Minutes

Date: Wednesday, April the 3rd, 2013

Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board)

Keeper of the minutes: Olivier Hallot (Board of Directors)

In the call: Thorsten Behrens, Florian Effenberger, Caolan McNamara, Olivier Hallot, Michael Meeks, Charles Schulz, Bjoern Michaelsen, Andreas Mantke and Italo Vignoli.

Representations: 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 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 15:05 UTC.

1. Facebook advertisement campaign: inform by Charles Schulz on running a 30 day, USD 30 per day advertisement campaign inside Facebook for LibreOffice downloads, to be drawn from the 2013 marketing budget. On the collateral expected, data from traffic in Facebook LibreOffice official page and measurement of the effectiveness of the Facebook advertisement channel. Since this is drawn from the already approved budget, no need for a vote.

+ Italo: depending on the results, worth to try with LinkedIn and Google+ social networks.

+ Bjoern: Is the campaign global or local? The campaign is global.

2. Hackfests calendar

+ Charles to ask if TDF will cover travel & living expenses for every hackfest.

+ Andreas on lack of Dresden response

+ Italo, Michael: Need to publish hackfest results on official TDF blog

3. Anual report: Issues will be discussed in private call. Deadline approaching.

4. POSSCON: Italo claim it is a unique opportunity to meet high ranked journalist such as SVN. Will write a report on the outcome of the POSSCON meeting in USA.

5. Michael on website issues

+ Concerns on donations confirmations extra workload

+ We should pay for website development, fix download page

+ Charles: People from France willing to continue website development momentary unavailable. Need to coordinate with Issa from KASCT

+ Michael concerned on leaderless status quo, people waiting other to move first or wait for someone to tell what to do

+ Charles, Michael concerned not to derail discussion into CMS choice, keep Silverstripe and fix/improve it.

+ top 5 issues

- Main webstite

- page for contributions

- fix the downbload page

- Olivier: fix the photo shuffler for NL sites

End of agenda, no additions.

Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Caolan McNamara, Italo Vignoli, Olivier Hallot, Charles Schulz, Michael Meeks, Björn Michaelsen, and Andreas Mantke.

The meeting adjournes at 15:40 UTC.

Olivier Hallot, Keeper of the minutes

Florian Effenberger, Session chair

Minutes 2013-03-06
'''Several board members were late to the public call, which got adjourned without decisions. They later joined during the private part, so the budget decision was taken there.'''

Minutes 2013-03-06

The Document Foundation

Board of Directors Meeting

Call Minutes

Date: Wednesday, Mar 6th, 2013

Location: Private phone conference room

Keeper of the minutes: Thorsten Behrens (Board of Directors)

Session chair: Florian Effenberger (Chairman of the Board)

Attending: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Italo Vignoli (Board of Directors), Caolan McNamara (Board of Directors), Olivier Hallot (Board of Directors)

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 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 call is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:20 UTC.

1. TDF 2013 budget

Discussion: As discussed on board-discuss, TDF wants to switch to a budget-based spending mode in 2013, with dedicated budget approvers assigned to specific items. Budget allocation is conservative, in that only money available in the bank is planned with.

Request: Approve current TDF 2013 budget proposal (https://wiki.documentfoundation.org/index.php?title=File:Tdfbudget2013.pdf&oldid=64622), allocating a total of EUR 108,564.50 (EUR 126,430.00 year-over-year) to be spent on the listed items, with an annual reserve of EUR 15k, and currently-available funds of EUR 123.494,92.

Result of vote: 6 approvals, 0 neutral, 0 disapprovals

2. Annual report

Shelved for the next call.

End of agenda, no additions.

Attending at the end of the meeting: Michael Meeks (Board of Directors), Thorsten Behrens (Deputy Chairman of the Board), Florian Effenberger (Chairman of the Board), Italo Vignoli (Board of Directors), Caolan McNamara (Board of Directors), Olivier Hallot (Board of Directors)

The meeting adjournes at 16:35 UTC.

Meeting minutes approved:

Thorsten Behrens, Keeper of the minutes

Florian Effenberger, Session chair

Minutes 2013-02-20
Voice recording (MP3):

Minutes 2013-02-20

The Document Foundation

Board of Directors Meeting

Call Minutes

Date: Wednesday, February the 20th, 2013

Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board)

Keeper of the minutes: Andreas Mantke (Deputy Member, Board of Directors)

In the call: Florian Effenberger, Thorsten Behrens, Caolan McNamara, Olivier Hallot, Michael Meeks, Charles Schulz and Andreas Mantke.

Representations: Andreas Mantke representing Italo Vignoli

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 time of the call consists of 7 seat holders with 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:10 UTC.

1.) Using gittip for continuous donations

This topic was discussed shortly and it was consensus to put it on the list of open items of the BoD.

2.) Annual report

The report has to be written in German and ideally translated into English. TDF and its board have to deliver it to the authorities by end of April. The report has to state what the TDF did in 2012. The board has to vote during a formal meeting on the annual report. Florian will start drafting the report, using the blog and other good sources.

3.) Trademark and domain name license

Florian proposed two license policies, one for the trademark and the second for the domain name, and send it to the internal list.

Request: Florian requests to approve the two proposals in a bunch

Result of vote: 6 approvals, 1 abstain

Decision: The request has been accepted.

4.) TDF 2013 budget

Florian explained that he send out a spreadsheet to the internal list. He proposed to build buget groups, e.g. for marketing, qa etc., assign some money to the groups and the authorized persons for the part of the budget could act themselves without a formal approval.

Florian created a first draft in the wiki and the budget groups and their items were discussed in the call. It was also discussed the amount of the bigger items of the budget groups.

The board had consensus that the budget should be approved late once it is written in a final state. Florian will finish the budget in the next days and post it on the list thus it could be discussed further and voted on.

Additional agenda item:

5.) Travel funding for the Linux Graphic Meeting (LGM)

Request: Michael and Thorsten request approval of 300 Euro travel budget for Mirek to attend the LGM.

Result of vote: 7 approvals.

Decision: The request has been accepted.

End of agenda, no further additions.

Attending at the end of the meeting: Florian Effenberger, Thorsten Behrens, Caolan McNamara, Olivier Hallot, Charles Schulz, Michael Meeks and Andreas Mantke.

Andreas Mantke, Keeper of the minutes

Florian Effenberger, Session chair

Minutes 2013-01-23
Voice recording (MP3):

Minutes 2013-01-23 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, January 23rd, 2013 Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Olivier Hallot (Board of Directors)

In the call: Thorsten Behrens, Florian Effenberger, Olivier Hallot, Andreas Mantke, Charles-H. Schulz, Italo Vignoli, Caolán McNamara. Representations: Andreas Mantke representing Michael Meeks.

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 time of the call consists of 7 seat holders with 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 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, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:05 UTC.

1. Request spending USD 25.00 for a Google Play account to be used by TDF for the Impress Remote feature available in release 4.0 of LibreOffice.

Result of vote: consensus approval (7 out of 7) Decision: The request has been accepted.

2. Florian on strategies for communities

Florian notes lack of coordination for infrastructure and marketing. Plan to write a document on how to address the issue.

End of agenda, no additions.

Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Olivier Hallot, Andreas Mantke, Charles-H. Schulz, Italo Vignoli and Caolán McNamara.

The meeting adjournes at 16:25 UTC.

Meeting minutes approved: Olivier Hallot, Keeper of the minutes Florian Effenberger, Session chair

Minutes 2013-01-09
Voice recording (MP3):

Minutes 2013-01-09 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, January the 9th, 2013 Location: Phone Conference Room

Session chair: Florian Effenberger (Chairman of the Board) Keeper of the minutes: Thorsten Behrens (Board of Directors) In the call: Thorsten Behrens, Florian Effenberger, Olivier Hallot, Michael Meeks, Charles-H. Schulz, Italo Vignoli Representations: 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 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 call is quorate.

From now on, a quorum can be reached with a simple majority of 4 votes.

The meeting commences at 16:05 UTC.

1. Changing the form of the call minutes, as proposed by Norbert Thiebaud

Discussion: keep existing form, but mention special cases - e.g. non-consensual votes, or someone abstains.

2. Start public vote on LibOCon 2013 venue

Discussion: Milano and Montreal are running. Thorsten to document voting system, and setup the poll jointly with Florian. Provide our members two weeks for voting, result should then in by ~fosdem.

3. Budget planning for 2013

Discussion: Berlin - ~105k EUR in the bank, collected >55k EUR the past year, with ~20k in December alone. Call for budget requests still open.

4. Budget request for FOSDEM

Request: Florian proposes € 5k travel budget via SPI, € 2k from Berlin for collaterals. Collaterals should bear no specific FOSDEM markers, to facilitate reuse

Result of vote: consensus approval (6 out of 6)

Decision: The request has been accepted.

5. CeBIT 2013 incl. budget

Discussion: TDF has informal offer to subcontract at a larger booth, for reduced rates.

Request: up to € 8k budget including travel and lodging from SPI, and booth from Berlin. Authorize Florian to sign booth contract.

Result of vote: consensus approval (6 out of 6)

Decision: The request has been accepted.

6. External domain names contract

Discussion: grant trademarks grant for external use, but with time-limitation. Florian to mail proposed text, limit grants to mid-2014.

End of agenda, no additions. Attending at the end of the meeting: Thorsten Behrens, Florian Effenberger, Olivier Hallot, Michael Meeks, Charles-H. Schulz, Italo Vignoli

The meeting adjournes at 16:37 UTC.

Meeting minutes approved: Thorsten Behrens, Keeper of the minutes Florian Effenberger, Session chair