Agenda for TDF board meeting on Monday, November 27th, 1815 Berlin time (UTC+1)

[thb]

Please note the changed meeting time and the new meeting room URL!!

Dear Community,

find below the agenda for our TDF board meeting with a public section, and followed by a private section on Monday, November 27 at 1815 Berlin time at https://bbb.documentfoundation.org/rooms/egz-9hg-fcg-k1p/join

For time zone conversion, see e.g. The World Clock - Time Zone Converter - Germany – Berlin – Berlin vs Romania – Bucharest,Turkey – Istanbul

Please note, that per board decision from 2023-03-08, board calls will be audio- recorded privately, for easier minuting:

[VOTE] Start audio-recording TDF board calls again, for better minuting

Hi, the Board of Directors at the time of voting consists of 7 seat holders (not including deputies). In order to be quorate, the vote needs to have 1/2 or more of the Board of Directors members, which gives 4. A total of 4 Board of Directors members have participated in the vote. The vote is quorate. A quorum could be reached with a simple majority of 3 votes. I wrote: Motion: ask Infra to setup a Jitsi recording facility for the TDF board room as soon as possible. Recordings should …

AGENDA:

Public Section

1. Discuss: Answering questions from the community (tdf-board, 5 mins)
   Rationale: Provide an opportunity for the community to ask questions to the board and about TDF

2. Status Report, Discuss: Improving boards minuting (Florian Effenberger, Thorsten Behrens, 5 mins)
   Suggesting a set of steps that we can make here:

   1. create audio recording
   2. possibly have them in written form by making use of ‘speach to
      text’ techn.
   3. someone creates proper minutes from 1(+2); minutes give a broad summary of statements, and clear AI’s/conclusions/decisions.
   4. these should be available in the week after a meeting and to be approved in the next meeting.
   5. Minutes will then be available in Nextcloud, possibly split according to visibility needs
   6. Florian and Thorsten to come up with improved minutes template

3. Status Report: Re-hiring for developer role (Florian Effenberger, 5 mins)

Member-Private Section

• none this time

Board-Private Section

4. Status Report: Status on audit and annual report (Florian Effenberger, 10 mins)

5. Vote, Discuss: Legal topic #1 (Florian Effenberger, 10 mins)

6. Vote, Status Report, Discuss: Finalizing tendering and procurement policy (Florian Effenberger, Cor Nouws, 10 mins)

7. Status Report: Check invitation, if needed schedule another formal board meeting (Florian Effenberger, 5 mins)

8. Status Report, Discuss: Legal topic #2 (Florian Effenberger, Cor Nouws, 5 mins)

9. Status Report, Discuss: Pending policy updates (Cor Nouws, Florian Effenberger, Thorsten Behrens, 5 mins)

10. Discuss: Last minute item(s) (tdf-board, 5 mins)
    Rationale: if there is time left, and anything is popping up after sending the agenda

Total scheduled meeting time: 65 mins

– Thorsten

[regisperdreau]

Hi,

May be board should talk about private topic before, and let a member-private time happen…

Regards,

[cornouws]

Hi Regis,

@regisperdreau

May be board should talk about private topic before, and let a member-private time happen…

The member-private part was started recently, to make that possible indeed. So I expect that it will happen more in future. Of course all depends on the topics: for some it can be possible to discuss it in the private part right away. Looking at sensible possibilities to do more with the members is the goal.
Cheers,
Cor