Aug 21 15:00:02 * NeddySeagoon bangs the virtual gavel to open the 2016 Annual General Meeting of the Gentoo Foundation Inc. Aug 21 15:00:09 Roll call Aug 21 15:00:18 here Aug 21 15:00:20 o/ Aug 21 15:00:25 here Aug 21 15:00:34 here Aug 21 15:01:00 This is our annual meeting of members. We have 19 nicks preset of 95 entitiled to vote. Aug 21 15:02:06 Thus we don't have a quorum of members. We never do. I propose we contine anyway. If we delay a month, nothing is gained Aug 21 15:02:26 hello Aug 21 15:02:37 Please continue :) Aug 21 15:02:48 Hi robbat2_ Aug 21 15:03:06 Is everyone good with continuing the meeting? Aug 21 15:03:14 aye Aug 21 15:03:15 +1 Aug 21 15:03:23 yup Aug 21 15:03:24 Thats 5 Aug 21 15:03:36 Carried. Aug 21 15:04:09 Presidents Report http://dev.gentoo.org/~neddyseagoon/PresidentsReport_2016.pdf Aug 21 15:04:09 aye Aug 21 15:04:23 I should be logging Aug 21 15:04:59 I auto save irc logs if that's what you want Aug 21 15:05:09 Do I hear a motion to accept the Presidents report or does the meeting require changes? Aug 21 15:05:32 for me the report is good Aug 21 15:06:03 Motion: Accept Presidents report form NeddySeagoon Aug 21 15:06:10 I have a slight amendment Aug 21 15:06:18 antarus: go ahead Aug 21 15:06:26 sure Aug 21 15:06:42 you wrote the trademark agreement is not retrospective Aug 21 15:06:50 did you mean retroactive, or does it mean the same thing? Aug 21 15:07:19 antarus: It means the mane thing. Its written in English :) Aug 21 15:07:30 same* Aug 21 15:07:45 then continue with the motion ;) Aug 21 15:07:50 Motion: Accept Presidents report from NeddySeagoon Aug 21 15:07:59 aye Aug 21 15:08:02 Is there a second ? Aug 21 15:08:08 Vote Aug 21 15:08:11 Aye Aug 21 15:08:12 aye Aug 21 15:08:13 aye Aug 21 15:08:14 Yes Aug 21 15:08:18 aye Aug 21 15:08:26 robbat2_: ? Aug 21 15:08:38 i already said aye Aug 21 15:08:55 Sorry. Motion carried Aug 21 15:09:20 Secretaries Report https://wiki.gentoo.org/wiki/Foundation:2016_Secretary_Report Aug 21 15:10:20 I guess the members list needs to be pruned in the light of the election? Aug 21 15:10:49 NeddySeagoon: we need one more, two to prune Aug 21 15:10:50 Motion To accept the Secretaries Report Aug 21 15:10:57 seconded Aug 21 15:10:59 yes Aug 21 15:11:01 Vote Aug 21 15:11:06 Aye Aug 21 15:11:06 aye Aug 21 15:11:07 aye Aug 21 15:11:08 yes Aug 21 15:11:14 aye Aug 21 15:11:22 prometheanfire: ? Aug 21 15:11:22 aye Aug 21 15:11:29 Mantion Carrie Aug 21 15:11:33 +d Aug 21 15:12:34 Rinse and repeat for the Treasurers Report Aug 21 15:12:36 http://dev.gentoo.org/~robbat2/20160821_treasurer_report_FY2016.html Aug 21 15:12:48 aye Aug 21 15:13:05 This is the first Treasurers Report for two years Aug 21 15:13:19 with the remark that I am very glad robbat2_ is doing this (and doing great), aye Aug 21 15:13:32 yes, thanks to robbat2 for all his efforts here Aug 21 15:13:32 if you don't see 'EOF' at the bottom, refresh Aug 21 15:13:37 Thanks robbat2_ Aug 21 15:14:10 ya, made intresting reading :D Aug 21 15:14:41 as of today, this has taken 150+ hours of work Aug 21 15:14:47 so the report talk about bad practices previously Aug 21 15:14:53 robbat2_: There has been a lot of work put inte that. Thank you. You wentioned that it was still WIP ? Aug 21 15:14:56 can you perhaps briefly outline the revamped practices? Aug 21 15:15:09 (I presume we are checking more stuff into the finance git repo, basically?) Aug 21 15:15:25 possibly higher, as I didn't fully account for all of the non-profit accounting I had to learn (last time I did much accounting was 15+ years ago) Aug 21 15:15:34 there are two repos now Aug 21 15:15:37 finances, and foundation Aug 21 15:15:54 finances is just financial records, including the actual double-entry ledgers Aug 21 15:16:08 expense forms, invoices, recipets etc Aug 21 15:16:16 bank statements where available Aug 21 15:16:32 the foundation repo contains other org-critical documentation Aug 21 15:16:49 robbat2_: Is the Report suffciently complete that we can vote to accept it? Aug 21 15:16:52 like incorporation documents, trademark filings, and other other paperwork i have found Aug 21 15:17:23 antarus is right that I should publically document the new best practices Aug 21 15:17:45 i would like to explicitly note for the record that they are provisional financial statements Aug 21 15:17:51 they have NOT been reviewed by the CPA Aug 21 15:18:12 the chart of accounts needs to be updated before that happens Aug 21 15:18:25 robbat2_: That should go into the report then. It will be a public record Aug 21 15:19:16 please give approval as is, with a more final version (including these notes) to follow in a few days Aug 21 15:19:29 ok. Aug 21 15:19:50 they will still be provisional statements, but I need to finish the functional expense breakdown for example Aug 21 15:20:09 Motion to accept the Treasurers Repart as is with changes TBD to be approved at the Septumber meeting Aug 21 15:20:09 and start issuing similar provisional statements for all prior years Aug 21 15:20:28 sure Aug 21 15:20:38 Vote. Aug 21 15:20:41 aye Aug 21 15:20:42 aye Aug 21 15:20:43 aye Aug 21 15:20:48 yes Aug 21 15:20:49 aye Aug 21 15:20:55 prometheanfire: Thats american for seconded is it :) Aug 21 15:20:59 aye Aug 21 15:21:12 Motion carried Aug 21 15:21:25 Trustee Election Aug 21 15:22:17 David Abbott and Matthew Thode are elected to the board. Congratulations Aug 21 15:22:29 Thank you Aug 21 15:22:29 congrats, and thanks to all the election officials Aug 21 15:22:33 thanks Aug 21 15:23:42 to that end, I'd like to also announce I intend to step down and NOT stand for re-election in a year's time Aug 21 15:24:06 Thank you to elections for running the election and to jcallen and xaviermiller too. They can still help run the foundation Aug 21 15:24:06 amongst the new trustees, I intend to train a replacement treasurer Aug 21 15:24:52 robbat2_: You will pass on the treaures office too ? Aug 21 15:25:19 yes, with a nearly a full year of training my replacement in that regard Aug 21 15:25:34 much better handoff than last time Aug 21 15:25:58 As I am stepping down, the board needs te elect a new chairman. The chairman must be a board member. Aug 21 15:26:19 Nothing like some forword plannnig robbat2_ Aug 21 15:26:31 :) Aug 21 15:26:52 I would like to suggest the new chairman is an american, and put forward dabbott for that Aug 21 15:27:03 Does the board want to elect a chairman now, or on the ml and comfirm it at the Sept meeting? Aug 21 15:27:17 explicitly to alleviate some of the paperwork troubles I've thus encountered Aug 21 15:27:32 if dabbott isn't scared of the job, I second robbat2_'s suggestion Aug 21 15:27:36 dabbott: Are you willing to stand? Aug 21 15:27:41 OK Aug 21 15:28:01 you can think about it if you want Aug 21 15:28:05 and tell us for september Aug 21 15:28:26 I'm ok with it Aug 21 15:28:31 Everyone else take one step back :) Aug 21 15:29:00 Any other candidates ? Aug 21 15:29:37 dabbott is elected as chairman - unopposed. Aug 21 15:29:48 Congratulations dabbott Aug 21 15:30:28 :D Aug 21 15:30:37 The Foundation also needs a new President. This is an officers and cand be anyone Aug 21 15:31:05 can you clarify for people how the role of Chairman and President differ? Aug 21 15:31:17 Does the board want to think about it? Aug 21 15:31:55 robbat2_: not without looking at the bylaws and NM statuats. Aug 21 15:32:05 ok, maybe we defer that then Aug 21 15:32:11 this is new to me, for that reason I'd say we confirm that at the next meeting Aug 21 15:32:53 The chairman runs the meeting, the president votes to decide ties Aug 21 15:33:04 Thechairman runs the board. The President runs these meetings, is what sticks in my mind. As an officer, the President does not get a vote Aug 21 15:33:10 the president also has business responsibilies iirc Aug 21 15:33:29 were you previously both? Aug 21 15:34:01 As its an office. I can stay on for a while if the board wants me. Aug 21 15:34:06 antarus: yes Aug 21 15:34:32 NeddySeagoon: for the one year training :) Aug 21 15:34:44 the bylaws do state that the president cannot also be the secretary Aug 21 15:34:50 "Any two (2) or more offices may be held by the same person, except the offices of President and Secretary" Aug 21 15:35:01 well, until the sprin Aug 21 15:35:09 excellent Aug 21 15:35:10 spring Aug 21 15:35:44 robbat2_: Thats NM separation of duties/responsibilities Aug 21 15:36:15 Anyway, I'm good until the spring. Aug 21 15:36:40 if the board wants me Aug 21 15:36:54 I'm good with that (seconded if needed) Aug 21 15:37:20 NeddySeagoon: Thanks would be a big help Aug 21 15:37:31 me too, we can deal with the hand-over then in proper time Aug 21 15:37:48 OK, I'll be here to run the meeings for a while Aug 21 15:37:57 That works SwifT Aug 21 15:38:13 Cleanup Aug 21 15:38:25 Date of Next Meeting - 18 Sept 2016 19:00 UTC Aug 21 15:38:32 Works for me Aug 21 15:38:36 +1 Aug 21 15:38:42 I have the logs motions etc Aug 21 15:38:49 I expect I will be in portland at a wedding that weekend Aug 21 15:38:50 Fine here also Aug 21 15:38:55 +1 for sept/18 for me Aug 21 15:39:01 should be ok, I land in the morning back home Aug 21 15:39:09 but I can find a better irc client for my phone ;) Aug 21 15:39:17 any recommendations for android? :) Aug 21 15:39:25 antarus: do you wont the meeting rearraged? Aug 21 15:39:38 no Aug 21 15:39:42 antarus: Quasseldroid Aug 21 15:39:44 antarus: AndChat Aug 21 15:39:54 september is just a busy month for me Aug 21 15:40:00 /usr/local/bin/pidlock /release/bin/copy_buildsync.sh Aug 21 15:40:07 Date of Next Meeting - 18 Sept 2016 19:00 UTC is agreed Aug 21 15:40:13 antarus: hermes Aug 21 15:40:15 jmbsvicetto: i don't think that helps trustees ;-) Aug 21 15:40:24 Any other business ... Aug 21 15:40:30 yes, I have AoB Aug 21 15:40:34 recomended reading? Aug 21 15:40:46 We need to discuss avenj Aug 21 15:41:06 AoB: process improvements in how we're approval logo usage; it's not clear who the new shirt vendor is blocking on Aug 21 15:41:10 robbat2_: You go first Aug 21 15:41:31 as the board, we approved them provisionally to somebody confirming their logo ratios/colors/fonts Aug 21 15:41:55 but we don't have anybody that has taken that role to confirm them Aug 21 15:42:00 and they are still waiting on us for that Aug 21 15:42:23 apologies. I don't know how that paste got through Aug 21 15:42:39 i would like us to advertise on -dev/-nfp/-project for some devs that want to approve/reject logos Aug 21 15:42:40 robbat2_: we were waiting for approval of the colours from al3i (sp) Aug 21 15:42:51 because a3li says he's very short on time Aug 21 15:43:16 I would do this job, but its unclear what the ramifications are (if any) Aug 21 15:43:18 He seems to want to approve before he adds them to the offical page on g.o Aug 21 15:43:36 * antarus is not a designer Aug 21 15:43:48 antarus: the main ramification is by improving something you allow future use of it if something is wrong Aug 21 15:43:54 unless we issue/require a correction Aug 21 15:44:01 They are printers inks ... lets not get hung up on pantone shades Aug 21 15:44:11 I prefer ascii tables Aug 21 15:44:11 I think if there is a dev or user that's a designer, they would be well suited to it Aug 21 15:44:18 sping would be good for the job if he wanted to help Aug 21 15:44:28 font & ratios are more relevant than the exact colors Aug 21 15:44:33 so action is to email the list(s)? Aug 21 15:44:47 unless there are objects, email the lists, get people to form a group Aug 21 15:44:50 *objections Aug 21 15:45:01 robbat2_: make the post. If there is no response in a week grant permission Aug 21 15:45:16 that's good with me :-) Aug 21 15:45:32 sgtm Aug 21 15:45:35 sgtm Aug 21 15:45:45 sgtm Aug 21 15:46:00 NeddySeagoon: your AoB Aug 21 15:46:06 http://www.michaudfuneralhomeandcrematorium.com/obituaries/Jonathan-Portnoy?obId=1031720 Aug 21 15:46:53 Thats avenj almost a founder member. Aug 21 15:47:24 he joined gentoo offically 2002/Dec/07 per LDAP Aug 21 15:47:36 On the ml 3 trustess, approved a $500 donation to the perl fondation Aug 21 15:47:53 sgtm Aug 21 15:47:56 +1 Aug 21 15:48:00 aye Aug 21 15:48:04 Yes Aug 21 15:48:05 yeah, he was a long-time gentoo user/developer and quite active on irc. Was shocked to hear his passing :( Aug 21 15:48:08 aye Aug 21 15:48:09 I'm not a trustee, so I don't get a vote Aug 21 15:48:24 did we publically post our policy about devs/family-of-dev passing away (from the last time this happened) Aug 21 15:48:47 Motion carried. robbat2_ can you make it happn please Aug 21 15:49:06 robbat2_: I don't recall Aug 21 15:49:20 i will make the donation Aug 21 15:49:35 Thank you Aug 21 15:49:38 (action item: treasurer/robbat2 donate $500 to perl foundation, in memory of avenj) Aug 21 15:50:10 its not on the wiki, we can have it added Aug 21 15:50:18 Any more other business Aug 21 15:50:21 (the policy I mean) Aug 21 15:50:38 (action item: add dev condolences policy to wiki, from alias) Aug 21 15:50:47 robbat2_: did you want to talk about cap360 or talk after the AGM? Aug 21 15:51:01 i can mention it now Aug 21 15:51:06 but it's quick at this point Aug 21 15:51:21 after much more talking to the bank, they have asked for 3 specific forms, signed by all trustees Aug 21 15:51:27 for the american trustees, they also need your SSN Aug 21 15:51:51 we'll have to have the New mexico records updated to add prometheanfire first Aug 21 15:51:58 and I'm hoping Aug 21 15:52:10 if prometheanfire will agree, that he can go in person to his local CapitalOne branch Aug 21 15:52:16 since finally we have a trustee near a branch :-) Aug 21 15:52:17 ya, I can do that Aug 21 15:52:21 there is also a capitalone 'cafe' in SF Aug 21 15:52:25 That would be huge :) Aug 21 15:52:29 I just have a few things to learn about what needs to be done Aug 21 15:52:30 I'm unsure how useful that branch is Aug 21 15:52:32 ;) Aug 21 15:52:48 antarus: from the phone call I had, it probably wouldn't be Aug 21 15:52:55 * antarus expected as much Aug 21 15:52:57 other than for you to go and prove you exist Aug 21 15:52:57 robbat2_: was I the person you were talking about training? Aug 21 15:53:08 prometheanfire: not that I recall Aug 21 15:53:08 hehe Aug 21 15:53:10 k Aug 21 15:53:22 * prometheanfire doesn't have much/any finance background Aug 21 15:53:33 but he is a fast learner! :) Aug 21 15:53:36 lol Aug 21 15:53:39 i don't think any of us do Aug 21 15:53:41 I can update the NM records Aug 21 15:55:11 Can all of you see this https://portal.sos.state.nm.us/BFS/online/CorporationBusinessSearch/CorporationBusinessInformation?businessID=214657&previouspage=DB Aug 21 15:55:30 yes Aug 21 15:55:32 yes Aug 21 15:55:34 prometheanfire: can you please send your mailing address & phone number to the mail alias, in 15 mins when it's updated Aug 21 15:55:38 not sure if you have to log in or not, they changed the site again Aug 21 15:55:39 yes Aug 21 15:56:20 robbat2_: ok, which alias? Aug 21 15:56:33 trustees@gentoo.org Aug 21 15:56:40 k Aug 21 15:57:10 SwifT: offchance do you have any accounting experience? Aug 21 15:57:11 prometheanfire: we all have one anothers contact details. So we should all send details so prometheanfire has them oll Aug 21 15:57:21 yeah, re-sending isn't a bad idea Aug 21 15:57:32 robbat2_: add Matthew as a director, and keep Roy also for now Aug 21 15:57:54 robbat2_: just a slight bit - i'm self-employed as a side-job and do my own accounting Aug 21 15:57:55 dabbott: I'm no long a director Aug 21 15:58:02 longer* Aug 21 15:58:13 robbat2_: ok, let me know when the aliases are updated Aug 21 15:58:15 Should we add a mailing address too Aug 21 15:58:29 dabbott: yes. Aug 21 15:58:30 prometheanfire: i'm literally just waiting for the cronjob to fire Aug 21 15:58:45 mailing address: based on how we may have missed stuff with wayne chew before Aug 21 15:58:57 I know it'll cost us money, but can we get a paid mail-to-scan service? Aug 21 15:59:10 I have a few odds and ends as part of the handover. Its not urgent. Aug 21 15:59:12 Lets do it Aug 21 16:00:00 SwifT: should I add you as a director Aug 21 16:00:01 robbat2_: those aren't too bad, I have a coworker who uses one Aug 21 16:00:06 antarus: prometheanfire SwifT ? paid mail-to-scan service? Aug 21 16:00:11 +1 Aug 21 16:00:16 I would like to see a proposal Aug 21 16:00:22 but I suspect the cost is minimal Aug 21 16:00:25 ok, i'll write up a formal proposal Aug 21 16:00:33 bring it up in sept? Aug 21 16:00:43 I'm happy to approval over email if you want it earlier Aug 21 16:00:48 antarus: can I add you as a director ? Aug 21 16:00:49 dabbott: if it needs to be a US resident, then no - otherwise sure Aug 21 16:00:52 dabbott: you may Aug 21 16:01:01 curious though Aug 21 16:01:01 prometheanfire: can you get any recommendations from your co-worker? Aug 21 16:01:02 OK great Aug 21 16:01:08 I move around a lot Aug 21 16:01:13 am I required to keep a current address on file? Aug 21 16:01:16 mail-to-scan, that's like a PO box where everything sent to it is scanned and e-mailed? Aug 21 16:01:19 robbat2_: sure, I'll bug him now, he's in portugal atm I think Aug 21 16:01:37 (just as a note, so I know to update paperwork) Aug 21 16:01:51 antarus: I need an address to put on the form Aug 21 16:02:33 Any more Any other business? Aug 21 16:02:52 Responsibilities Aug 21 16:03:11 dabbott: right, its moreso on me to update when I move (which tends to be every 12 months ;p) Aug 21 16:03:16 dabbott: You may mont want to be sec and chairman Aug 21 16:03:17 I will mail my information to the alias Aug 21 16:03:34 antarus: thanks Aug 21 16:03:51 I will do the log, motion and minutes Aug 21 16:03:56 fyi the cronjob fired now Aug 21 16:04:05 dabbott: thank you Aug 21 16:04:16 k Aug 21 16:04:16 Open Floor Aug 21 16:04:20 (action item: robin to file proposal for business mail forwarding, approval via email) Aug 21 16:04:33 * NeddySeagoon gets to keep the gavel :) Aug 21 16:04:50 for now :P Aug 21 16:05:00 thanks to everyone involved in getting foundation affairs back in good order Aug 21 16:05:05 * NeddySeagoon bangs the gavel to close the meeting