TDF/BoD Meetings/2015

Minutes 2015-08-19
Voice recording (MP3):

Minutes 2015-08-19 The Document Foundation Board of Directors Meeting Call Minutes

Date: Tuesday, August 19, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa (Deputy Chairman of the Board), Michael Meeks (Board of Directors), Fridrich Strba (Board of Directors), Joel Madero (Board of Directors), Andreas Mantke (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Italo Vignoli, Sophie Gautier.

Representations: Eike is representing Bjoern

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.

Previous meeting minutes are published.

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. It was held partly in public and partly in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

+ registrations: 97 persons as of today + program: most of the talks have been accepted, speakers already informed, some talks are still under discussion + invitations: still waiting for feedback (17 persons), we are closed to reach the budget 75k covered so far AI: + Sophie to send the list to core@
 * Status of Lo-conf (how the registration are going, how is the program going, what is the return/rate of the 'invitation' program) (Norbert)

Final roll call: Florian, Michael, Eike, Sophie, Joel, Thorsten, Andreas, Eliane, Fridrich, Italo Ending time: 17:15 CEST

Minutes 2015-07-08
Voice recording (MP3): Minutes 2015-07-08 The Document Foundation Board of Directors Meeting Call Minutes

Date: Tuesday, July 08, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Bjoern Michaelsen (Board of Directors), Joel Madero (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Benjamin Strenge (University of Kassel), Florian Effenberger (Executive Director), Sophie Gautier.

Representations: Eike is representing Eliane, Norbert is representing Michael

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.

Previous meeting minutes are published.

The call is quorate.

From now on, a quorum can be reached with a simple majority of 3 votes.

The meeting commences at 13:30 UTC. It was held partly in public and partly 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. Research project Benjamin said that mobile office works pretty bad in regard of accessibility, it could be a physical pain to use in transports, etc. The project will improve the usage with augmented reality via smartglasses based on LO viewer for Android. The request is to have TDF as an associated partner. There will be no cost for the foundation but an availability to answer technical details on implementation. The board answers that the only problem they see in the proposal is the huge code dump at the end of the project. The board proposed to do incremental small steps which integrate smoothly and to follow the community process by interacting closely with the developers. Proposal: TDF to be an associated partner (given there are no obligation, as we can't do development direction) Vote: 5 out of 5 quorum Decision: Approval on TDF acting as an associated partner of the project. Benjamin will come back later with documents on the process, timeframe, etc.

2. Grant requests: Proposal: the board agrees on the 6.500 € grant request for the IT and business fair by Ellen Pape and Thomas Krumbein. Vote: 5 out of 5 quorum Decision: Grant request approved. Florian will follow-up on the list.
 * Business fair

Vote is deferred to e-mail.
 * LO project Dashboard

Meeting adjourned at 14:00 UTC In the call at the end of the public meeting: Thorsten, Bjoern, Joel, Eike, Norbert, Florian, Sophie.

Minutes 2015-06-24
Minutes 2015-06-24 The Document Foundation Board of Directors Meeting Call Minutes

Date: Tuesday, June 24, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa (Deputy Chairman of the Board), Michael Meeks (Board of Directors), Bjoern Michaelsen (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Sophie Gautier.

Representations: Eike is representing Fridrich, Norbert is representing Andreas

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.

Previous meeting minutes are published.

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. 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. Change of board call time

Following an internal e-mail discussion with board members, Joel proposed to have every other meeting 90 minutes earlier, to give an equal chance for all board members to join the calls due to different timezones. The proposal is unanimously agreed on. Michael asked to have appointments via iCal, and Florian will take care to have it done.

In the call at the end of the meeting: Thorsten Behrens, Michael Meeks, Bjoern Michaelsen, Eike Rathke, Norbert Thiebaud, Florian Effenberger, Sophie Gautier.

Thorsten Behrens, Chairman of the Board Sophie Gautier, keeper of the minutes

Minutes 2015-05-13
Voice recording (MP3): Minutes 2015-05-13 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, May 13 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Michael Meeks (Board of Directors), Fridrich Strba (Board of Directors), Joel Madero (Board of Directors), Andreas Mantke (Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Italo Vignoli, Sophie Gautier.

Representations: Norbert is representing Eliane

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. Previous meeting minutes are published.

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 partly in public and partly in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

Public part: - Update travel policy Norbert would like to discuss the requirement of using official material and make a difference between support and representation. The topic will be further discussed and is postponed for this meeting.

The meeting is adjourned at 15:10 UTC Present at the end of the meeting: Thorsten Behrens, Michael Meeks, Fridrich Strba, Joel Madero, Andreas Mantke, Norbert Thiebaud, Florian Effenberger, Italo Vignoli, Sophie Gautier.

Thorsten Behrens, Chairman of the Board Sophie Gautier, keeper of the minutes

Minutes 2015-04-15
Voice recording (MP3):

Minutes 2015-04-15 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, April 15, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa (Deputy Chairwoman of the Board), Michael Meeks (Board of Directors), Björn Michaelsen (Board of Directors), Fridrich Štrba (Board of Directors), Joel Madero (Board of Directors), Andreas Mantke (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Sophie Gautier.

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 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, which is 17:05 German time.

Formal approval of the activity report and the financial report for 2014

Thorsten Behrens opens the meeting and outlines the agenda. The first action item is the approval of the annual report, which consists of the activity report and the financial report.

He explains that the activity report needs to outline how the foundation fulfilled its objectives in 2014, and that it must give an overview of its activities. The activity report will be sent to the foundation authorities and to the tax office, and will be made public on our website. The legally binding version we have to file is in German, and upon on a board decision from 2014, an English version based on the German one will be published as a brochure with additional graphics.

Thorsten Behrens then outlines details of the financial report. It must likewise accurately report all accounting-relevant items and numbers, list profits and losses, and will be sent to the foundation authorities and the tax office. Like the activity report, it will also be made public on our website, alongside an English translated version. The financial report has been prepared and verified by our tax advisor based on their accounting.

Thorsten asks to have the following vote and further discussions in private, as there is a need for confidentiality, which the board unanimously agrees to. The result of this vote is now being made public in accordance with our statutes.

Thorsten explains further that he would like ask the board to authorize Björn Michaelsen and him to sign the letter of completeness ("Vollständigkeitserklärung") towards the tax advisor, and authorize them to sign the documents for the foundation authorities and the tax office, both on behalf of the board.

Request: Approval of the activity report and the financial report for 2014. Authorization of Thorsten Behrens and Björn Michaelsen to sign the letter of completeness ("Vollständigkeitserklärung") towards the tax advisor, and to sign the documents for the foundation authorities and the tax office, both on behalf of the board.

Vote: Consensus approval, 7 out of 7.

Decision: The activity report and the financial report for 2014 are approved. The board authorizes Thorsten Behrens and Björn Michaelsen to sign the letter of completeness ("Vollständigkeitserklärung") towards the tax advisor, and to sign the documents for the foundation authorities and the tax office, both on behalf of the board.

Attending at the end of meeting: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa (Deputy Chairwoman of the Board), Michael Meeks (Board of Directors), Björn Michaelsen (Board of Directors), Fridrich Štrba (Board of Directors), Joel Madero (Board of Directors), Andreas Mantke (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Sophie Gautier.

Meeting adjourned at: 15:30 UTC, which is 17:30 German time.

Thorsten Behrens (Session Chair) Sophie Gautier (Keeper of the minutes)

Minutes 2015-04-01
Voice recording (MP3):

Minutes 2015-04-01 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, April 1st, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa, (Deputy Chairman of the Board), Michael Meeks (Board of Directors), Bjoern Michaelsen (Board of Directors), Fridrich Strba (Board of Directors), Joel Madero (Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Sophie Gautier.

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. Previous meeting minutes are published.

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. It was held partly in public and partly in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

Public part: 1. updating BoD rules of procedure Andreas has already several items he handles. Joel will take the following responsibilities: - native language projects, translation, marketing, non-English QA activities etc, shared with Fridrich - marketing, communication & design, shared with Eliane - documentation Decision is adopted by quorum 6 out of 6

The call is terminated at 15:15 UTC Present at the end of the meeting: Thorsten, Eliane, Michael, Bjoern, Fridrich, Joel, Norbert, Florian, Sophie.

Thorsten Behrens, Chairman of the Board Sophie Gautier, keeper of the minutes

Minutes 2015-03-04
Voice recording (MP3):

Minutes 2015-03-04 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, March 04, 2015 Location: Phone Conference Room

Session chair: Eliane Domingos de Sousa (Deputy Chairwoman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Eliane Domingos de Sousa (Deputy Chairwoman of the Board), Michael Meeks (Board of Directors), Bjoern Michaelsen (Board of Directors), Fridrich Strba (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Sonia Montegiove (Board of Directors LibreItalia), Gabriele Ponzo (Board of Directors LibreItalia), Osvaldo Gervasi (Board of Directors LibreItalia), Stefano Paggetti (Board of Directores LibreItalia), Marina Latini (Board of Directors LibreItalia), Sophie Gautier. Deputy Chairwoman 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. Previous meeting minutes are published.

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. CeBIT There is a talk opportunity at CeBIT but Florian won't be able to attend the event.

Call was terminated at 16:25 UTC. In the call at the end of the meeting: Thorsten Behrens, Eliane Domingos de Sousa, Michael Meeks, Bjoern Michaelsen, Fridrich Strba, Eike Rathke, Norbert Thiebaud, Florian Effenberger, Sophie Gautier.

Eliane Domingos de Sousa, Deputy Chairwoman of the Board Sophie Gautier, keeper of the minutes

Minutes 2015-02-18
Voice recording (MP3):

Minutes 2015-02-18 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, February 18, 2015 Location: Phone Conference Room

Session chair: Thorsten Behrens (Chairman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Thorsten Behrens (Chairman of the Board), Michael Meeks (Board of Directors), Bjoern Michaelsen (Board of Directors), Fridrich Strba (Board of Directors), Joel Madero (Board of Directors), Eike Rathke (Deputy Board of Directors), Florian Effenberger (Executive Director), Italo Vignoli, Sophie Gautier.

Representations: Eike representing Eliane.

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. Previous meeting minutes are published. 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 partly in public and partly in private as the board saw a need for confidentiality during discussions. The results are now being made public in accordance with our statutes.

Public part:

1. finding date for approval of annual financial report The financial report need a formal approval from the Board and it should be done before end of April. Florian will send a mail proposing the Board meeting on the 15th of April

2. staff and board meeting at LibOCon There should be a in-person board meeting and staff meeting before and after the conference. Deciding in advance would allow people to book accordingly. The Board meeting will take place after the conference (Saturday 26) while the Staff meeting will take place before (Monday 21).

3. Android progress Thorsten said the port looks good. Joel ask about the relevance of filling bugs at this stage, would that help or not? Thorsten said that it's a bit early but Michael should be able to help with more details. There is a need to provide two tablets for QA in Europe. Florian will take care of it with Sophie.

Meeting ends at 16:25 UTC Presents at the end of the meeting: Thorsten Behrens, Michael Meeks, Fridrich Strba, Bjoern Michaelsen, Joel Madero, Eike Rathke, Florian Effenberger, Italo Vignoli, Sophie Gautier.

Minutes 2015-01-21
Voice recording (MP3): Minutes 2015-01-21 The Document Foundation Board of Directors Meeting Call Minutes

Date: Wednesday, January 21, 2015 Location: Phone Conference Room

Session chair: Eliane Domingos de Sousa (Deputy Chairwoman of the Board) Keeper of the minutes: Sophie Gautier

In the call: Eliane Domingos de Sousa (Deputy Chairwoman of the Board), Michael Meeks (Board of Directors), Bjoern Michaelsen (Board of Directors), Fridrich Strba (Board of Directors), Joel Madero (Board of Directors), Eike Rathke (Deputy Board of Directors), Norbert Thiebaud (Deputy Board of Directors), Florian Effenberger (Executive Director), Italo Vignoli, Sophie Gautier.

Representations: Eike representing Thorsten.

Deputy Chairwoman 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. Previous meeting minutes are published.

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. 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. Certification session at FOSDEM Italo put the documentation together. Missing material will be sent next Sunday. Those who didn't send will be reviewed by the next session. Italo ask Eliane if she can help with the Brazilian team. Eliane will add comments on Redmine tickets. Agenda for Brussels is organized.

The call terminated at 16:20 UTC In the call at the end of the meeting Eliane Domingos de Sousa, Michael Meeks, Bjoern Michaelsen, Fridrich Strba, Eike Rathke, Norbert Thiebaud, Florian Effenberger, Italo Vignoli, Sophie Gautier.

Eliane Domingos de Sousa (Deputy Chairwoman of the Board) Sophie Gautier, keeper of the minutes