Sep 18 15:00:01 * NeddySeagoon bangs the gavel to open the September 18 Trustees meeting Sep 18 15:00:11 Roll call Sep 18 15:00:18 present Sep 18 15:00:24 present as well Sep 18 15:00:28 present Sep 18 15:00:32 present Sep 18 15:00:43 robbat2: ... Sep 18 15:00:46 present Sep 18 15:01:04 Who has the log its usually dabbott ? Sep 18 15:01:10 yes on it Sep 18 15:01:24 hanx you Sep 18 15:01:36 Thank you. Sep 18 15:01:39 Old Business Sep 18 15:01:48 Activity Tracker .. Sep 18 15:02:40 Do we need anything there? Sep 18 15:03:03 we need to update the dates :-) Sep 18 15:03:09 but nothing else to do this month Sep 18 15:03:27 moving on ... Sep 18 15:03:27 renew the domain? Sep 18 15:03:28 Presidents and Treasurers reports done, correct? Sep 18 15:03:34 oh, that's next year Sep 18 15:03:36 IRS Status Report Sep 18 15:03:48 No news Sep 18 15:04:16 We still have not been in contact with them afaik Sep 18 15:04:34 i need to call bob and get his exact wording, since dabbott didn't have it Sep 18 15:04:47 Elect President ... I suggest advertising on -foundation-announce and -nfp Sep 18 15:04:51 based on some more recent research re IRS Sep 18 15:05:02 i'm fairly certain that they issued us a document Sep 18 15:05:09 'IRS status determination' Sep 18 15:05:24 but I've never seen the physical document nor any scans of it Sep 18 15:05:46 via Matt or Wane Chew ? Sep 18 15:06:01 the last letter he got said they mailed a letter to the last known address Sep 18 15:06:20 i have been unable to get any response from Matt for it, but I didn't think of asking Wayne Chew Sep 18 15:06:27 afaik it could be robbins Sep 18 15:06:52 maybe I'll try phoning Daniel tommorow as well as Wayne Chew Sep 18 15:06:54 It may be worth checking with Wane Chew, though he should have forwarded it Sep 18 15:07:21 Elect President ... I suggest advertising on -foundation-announce and -nfp Sep 18 15:07:23 this ties in well to the mail forwarding bug shortly Sep 18 15:07:30 yep Sep 18 15:08:27 do we need to vote re advertising, I think we can just do it Sep 18 15:08:57 OK, I'll make a post. Sep 18 15:09:03 yes just do it Sep 18 15:09:08 thanks NeddySeagoon Sep 18 15:09:13 yup go for it Sep 18 15:09:34 Is the member list and mail list up to date following the election? Sep 18 15:09:52 Notthat it matters - President is an offic. Sep 18 15:10:08 yes, just one more to add after today ryao Sep 18 15:10:09 tie breaking vote only? /me goes to look it up Sep 18 15:10:40 prometheanfire: No vote. There are 5 trustees. £ votes are needed Sep 18 15:11:09 robbat2: Treasurer Report. You wanted to do some more work on it Sep 18 15:11:25 £ == shift and 3 Sep 18 15:11:42 * prometheanfire hasn't been asked to go into the bank Sep 18 15:11:54 NeddySeagoon: i'm still working on the deprecrition numbers for the value of assets Sep 18 15:12:06 i have an interesting problem in them Sep 18 15:12:11 that i'll describe for the record Sep 18 15:12:37 we have to restate our early financial reports, so that values carried forward are correct... Sep 18 15:12:53 Do we have any assets that are not fully depreciated at tiwe of purchase? Sep 18 15:12:54 in doing so, and looking at the expenses that must have been paid via the netbank account (not paypal) Sep 18 15:13:11 the known expenses exceed the known income by more than $500 Sep 18 15:13:41 NeddySeagoon: IRS laws require that our "IT equipment" be deprecated over a 5 year period Sep 18 15:13:53 depreciated* Sep 18 15:14:07 robbat2: bummer. In the UK, its immediate Sep 18 15:14:47 so from the above, somewhere we have $500 in unknown income, that went directly to the netbank account (eg donations as cheques/wire-transfers) Sep 18 15:14:58 That $500 excess of expenditure over income in a year is possible. Sep 18 15:15:42 it's not over a year, it's over all known expenses, income & balances Sep 18 15:15:54 but happens to be specific to the netbank time frame Sep 18 15:16:16 Once we have full control of that account, we may get the history too Sep 18 15:16:28 no, we won't get the netbank history Sep 18 15:16:38 that was the collapsed bank where we got the FDIC insurance Sep 18 15:16:49 OK Sep 18 15:17:06 what I'm going to do, subject to confirming with Bob Sep 18 15:17:23 is have an income adjustment, of estimated unknown income deposited to the NetBank account Sep 18 15:17:35 that's the only way it balances Sep 18 15:17:38 Thats about all there is to do Sep 18 15:18:04 Foundation Mailing Address (bug 592200) Sep 18 15:18:06 NeddySeagoon: https://bugs.gentoo.org/592200 "Foundation needs to handle inbound postal mail better, by scanning & emailing"; Gentoo Foundation, Proposals; CONF; robbat2:trustees Sep 18 15:18:35 other than which organization we choose, can we have two votes on it: Sep 18 15:18:35 robbat2: Have you identified a preferred service Sep 18 15:18:46 1. do the trustees agree it's a needed service Sep 18 15:19:24 2. approve $250/year for the service, and $50/year max in legal paperwork Sep 18 15:19:40 I think that's fine Sep 18 15:19:44 We seem to have lost mail over the years with it going to one individual Sep 18 15:19:46 its fine Sep 18 15:19:54 yes on both accounts Sep 18 15:20:03 and yes to both votes ;P Sep 18 15:20:09 robbat2: You can vete too Sep 18 15:20:11 aye to both for me Sep 18 15:20:17 yes x 2 Sep 18 15:20:18 aye to both Sep 18 15:20:20 NeddySeagoon: is that an aye from you? Sep 18 15:20:23 carried Sep 18 15:20:40 I will update the motion page Sep 18 15:20:42 robbat2: I don't get a vote now I'm not a trustee Sep 18 15:21:04 thanks; Travelling Mailbox is the leading candidate, but i'm looking at their registered agent requirements still Sep 18 15:21:19 the registered agent requirements is why I included the legal paperwork costs Sep 18 15:21:32 prometheanfire D&O insurance Sep 18 15:22:09 https://bugs.gentoo.org/show_bug.cgi?id=592198 Sep 18 15:22:38 at the moment I'm just looking for a vote for if we want to go out and get the insurance (think it's a good idea) Sep 18 15:22:49 I can bring a few options to next meeting if so Sep 18 15:23:25 i'm in favour of us having D&O insurance, esp as your rackspace legal contact recommended it Sep 18 15:23:46 We should find out who it would cover but it looks like a good idea Sep 18 15:23:50 Why not can't hurt Sep 18 15:23:51 I'd consider him more as the legal guy behind the PSF Sep 18 15:24:01 I am in favor of D&O insurance, but I expect it will not cover tons of stuff Sep 18 15:24:07 and I'm in favor of it Sep 18 15:24:08 speaking of D&O Sep 18 15:24:18 so yes, please get quotes & info of what is covered better Sep 18 15:24:18 so I'll make a list in the bug Sep 18 15:24:18 we have an indemnification clause in our bylaws Sep 18 15:24:31 and its vaguely unclear (to me at least) Sep 18 15:24:51 it's stock from the new mexico bylaw templates Sep 18 15:25:01 antarus: ya, I'm not sure if that's binding or not, we'd probably need to pay a lawyer to tell us Sep 18 15:25:06 antarus: Its lifted from NM statutes IIRC Sep 18 15:25:12 yes it's binding Sep 18 15:25:14 robbat2: you know how easy it is to void? Sep 18 15:25:20 that's my worry Sep 18 15:25:39 why do you want to void it? Sep 18 15:25:48 or you mean accidently? Sep 18 15:26:00 I mean accidently Sep 18 15:26:34 anyway, I don't want to get side tracked Sep 18 15:26:38 Its persons acting on behalf of the foundation. Its not clear if that includes projects. I suspect the answer to that is not a constant either Sep 18 15:27:00 ya, I'm not sure how hat switching works, legally Sep 18 15:27:11 OK, we agreed to get more deals of D&O Insurance Sep 18 15:27:14 Motion: acquire D&O insurance up to $1,000 USD per year Sep 18 15:27:14 prometheanfire: ask your PSF guy Sep 18 15:27:16 I should ask my lawyer friend, but he's bussy with rackspace getting bought out Sep 18 15:27:19 ya Sep 18 15:27:28 aye Sep 18 15:27:45 I'm not passing that motion Sep 18 15:27:49 prometheanfire: i suspect wherever PSF is incorporated, will have substantially similar provisions, so that should help Sep 18 15:27:55 dabbott: don't we need to see whats covered first? Sep 18 15:28:00 we should see the agreement ;) Sep 18 15:28:18 UnMotion: get information/quotes & coverage info of D&O insurance Sep 18 15:28:20 yes, let's agree that we go for D&O and start looking at them Sep 18 15:28:36 Sounds good Sep 18 15:28:40 Do we need a vote? Sep 18 15:28:40 that's fine too Sep 18 15:28:41 I will second robbat2's motion Sep 18 15:28:52 if you want it to be a motion ;p Sep 18 15:29:39 so, action item for me at least Sep 18 15:29:40 Its just data gathering. Nobody wanst to spent any money yet. Sep 18 15:29:58 Looks like a continuing action on prometheanfire Sep 18 15:30:09 yarp Sep 18 15:30:23 Bugs Sep 18 15:31:29 bug #584594: we said last meeting we want to form a group to approve artwork Sep 18 15:31:33 robbat2: https://bugs.gentoo.org/584594 "FreeWear.org - Permission & Possibility of collaboration."; Gentoo Foundation, Proposals; CONF; dabbott:trustees Sep 18 15:31:58 a3li gave some good input on it, then FreeWear responded nicely; so I think we can spin that to an email alias/project group Sep 18 15:32:34 Souds like a plan. Sep 18 15:32:42 yep Sep 18 15:32:57 Who wants to set it up? Sep 18 15:33:05 sounds great, hope people get involved Sep 18 15:34:09 i'm short on time, so I'd like somebody else to take that up Sep 18 15:34:41 Is a3li interested? or someone in docs ? Sep 18 15:34:50 I'm short on time as well, but perhaps I can do the initial setup and get people on it Sep 18 15:35:13 a3li is very short on time Sep 18 15:35:14 i was indeed also thinking about asking a few other devs to help out on it Sep 18 15:35:18 SwifT: One volunteer is worth 10 pressed men. Thank you Sep 18 15:35:49 be nice if sping wanted to get involved, he started the artwork project but I don't see him around much Sep 18 15:36:20 o/ Sep 18 15:36:39 veremit: noted ;) Sep 18 15:36:40 veremit: You have a job Sep 18 15:36:47 we did some background on Larry a while back and gotr the perms Sep 18 15:36:50 NeddySeagoon: :( not another Sep 18 15:36:53 who is veremit? Sep 18 15:37:06 A dev in training Sep 18 15:37:10 *lurks* Sep 18 15:37:53 any more bugs? Sep 18 15:37:53 anyway, next? Sep 18 15:37:56 is it worth putting out a call for graphics-capable people? Sep 18 15:38:26 NeddySeagoon: nothing that I see Sep 18 15:38:31 sorry just watching from the side :/ Sep 18 15:39:08 veremit: Once SwifT creates the project you join ... then its up to the project Sep 18 15:39:28 New Business Privacy policy ... Sep 18 15:39:54 yes, infra team has worked on a new privacy policy and would like to put it up Sep 18 15:40:11 the draft is online, and a bug for final tracking is available (bug 351045) Sep 18 15:40:14 SwifT: https://bugs.gentoo.org/351045 "www site needs a privacy policy"; Websites, [OLD] Social Contract; CONF; robbat2:infra-bugs Sep 18 15:40:29 I mailed the trustees so it could be read in advance Sep 18 15:40:44 I added some comments to the bug Sep 18 15:40:56 More questions Sep 18 15:41:32 we don't need to have a COPPA everywhere Sep 18 15:41:53 i just checked with somebody (interesting, COPPA did get stricter recently, but our statement is good enough still) Sep 18 15:42:20 robbat2: good to hear Sep 18 15:42:22 the EU remark is good in light of the email thread we had this month Sep 18 15:43:13 maybe explicitly noting in the policy that we are US-registered organization, and information might be exposed by US government demands Sep 18 15:44:13 That would be good. It makes the EU thing (and any other odds and ends wo don't know about) go away Sep 18 15:44:28 I would only mention the first then, as the second part is a consequence (but not the only consequence) Sep 18 15:45:08 yeah Sep 18 15:45:14 where in the document would you want to insert it? Sep 18 15:45:16 as long as the second part is not necessary to day Sep 18 15:45:50 under "Sharing Your Personal Information" maybe? Sep 18 15:46:05 i'd put it in the intro around the "This Privacy Statement is intended to describe the privacy practices of ..." Sep 18 15:46:39 it is the first place where "Gentoo Foundation, Inc" is mentioned and there we can state that we are a US-registered organization Sep 18 15:47:32 o/ [cookies] Sep 18 15:47:34 ok, chat with me after the meeting about that one quickly? Sep 18 15:47:37 That fits Sep 18 15:47:42 ok Sep 18 15:47:51 do we need to edit before approving the rest of this? Sep 18 15:48:20 I think we trust you robbat2 Sep 18 15:48:27 seconded Sep 18 15:48:48 what was the proposal? Sep 18 15:48:55 no Sep 18 15:48:58 Motion: approve draft privacy policy, as-is, with further edits to note that the foundation is registered in the US Sep 18 15:49:06 aye Sep 18 15:49:08 seconded Sep 18 15:49:08 vote on approval of privicy doc as edited by robbat2 and SwifT Sep 18 15:49:16 aye Sep 18 15:49:19 aye Sep 18 15:49:20 aye Sep 18 15:49:21 and aye Sep 18 15:49:27 carried Sep 18 15:49:57 Membership Applications Richard Yao (ryao) Sep 18 15:49:59 aye Sep 18 15:50:03 aye Sep 18 15:50:04 aye Sep 18 15:50:07 aye Sep 18 15:50:20 prometheanfire: ? Sep 18 15:50:24 aye Sep 18 15:50:31 carried Sep 18 15:50:41 I will send the email and update the member list Sep 18 15:51:16 Cleanup ... Date of Next Meeting - TBD 2016 19:00 UTC It should be 16 Oct, as thats the 3rd Sunday Sep 18 15:51:39 that's fine here Sep 18 15:51:41 Ok here Sep 18 15:51:48 ok here Sep 18 15:51:52 I'll be here Sep 18 15:51:59 ok here Sep 18 15:51:59 ok Sep 18 15:52:04 I'll be glad of the rest Sep 18 15:52:22 16 Oct it is then Sep 18 15:52:32 Any other business ... Sep 18 15:52:43 (none from me for once) Sep 18 15:52:55 none here Sep 18 15:52:59 none here Sep 18 15:53:04 non Sep 18 15:53:06 nope Sep 18 15:53:40 Responsibilities that will be you dabbott. I'll write the ad for a Prosident Sep 18 15:53:47 President* Sep 18 15:53:50 ok will do Sep 18 15:54:06 Open Floor ... Sep 18 15:54:49 * antarus dances Sep 18 15:55:01 ;) Sep 18 15:55:16 who of y'all, if any, is going to the miniconf? Sep 18 15:55:18 i'll be there Sep 18 15:55:22 * NeddySeagoon bangs the gavel to close the meeting