The Document Foundation
Board of Directors Meeting 2022-09-05
Meeting Minutes
Location: Jitsi
Session chair: Thorsten Behrens
Keeper of the minutes: Florian Effenberger
In the meeting:
Board Members - Thorsten, Laszlo, Kendy, Gabor, Paolo, Cor (joins 18:07), Emiliano (joins 18:11)
Board Deputy Members - Gabriel
Membership Committee Members -
Membership Committee Substitute Members - Uwe
Community -
Team - Christian Lohmaier, Ilmari, Florian, Sophie, Hossein, Olivier
Representation: Gabriel representing Emiliano, Emiliano joins 18:11 -> None
AI everyone: revisit representation statement, now that Gabor is full member
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 or represented in 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 meeting is quorate and invitation happened in time. From now on, motions can be passed with the agreement of a simple majority of those remaining present. The majority threshold is currently 4.
Any updates regarding director affiliations & statements of conflicts of interest for agenda items:
* no changes, current affiliations see election page:
https://elections.documentfoundation.org/2021-board/candidates.html
The public meeting commences at 16:03 UTC / 18:03 Berlin time.
## AGENDA:
### Public Part
1. 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
* no questions
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
2. Status Report, Discuss: Merged developer proposal (tdf-board, Jan Holesovsky, Paolo Vecchi, 10 mins)
* should the merged proposal be ready
* have a last round of discussion
* if conclusive - vote & budget for it
Otherwise, re-evaluate our approach.
References:
* Shared folder with the versions: https://nextcloud.documentfoundation.org/apps/files/?dir=/Developers
* Anything closer to be voted on? (Thorsten)
* another round of editing document (Kendy)
* closer to be voted on
* it's in shared folder
* another round of edits on his documents
* Paolo made last edits on Friday, will look into it soon
* glad to hear, re-added some comments to latest version (Paolo)
* no massive rush right now, been in the making for a while (Thorsten)
AI: add to agenda of next board call
Folder with developers proposal (under Shared/Developers)
Latest version 2.6 - Comments in version 2.5-With-Comments
https://nextcloud.documentfoundation.org/f/960049
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
3. Status Report, Discuss: Status: LibreOffice in the app stores (Florian Effenberger, 5 mins)
Status report and various ongoing discussions
* current status & timeline
* ready with Apple (Cloph)
* would then be visible within 1-2 days
* vouchers can be created - can be done on demand pretty quickly
* voucher users cannot rate the app, nor write reviews
* for Microsoft, waiting for approval for sharedFonts permissions
* to install fonts system-wide
* still waiting for processing by MS engineers, whether we are granted that permission or not
* expected reply today, still didn't get it - waiting
* any workaround possible? (Thorsten)
* would require modifying the installer (Cloph)
* manual override could be possible, have to double-check, can possibly do by tomorrow (Thorsten)
* let's see if they get back to us by tomorrow
* all other bits and pieces are done (Cloph)
* font installing permission is the blocker now
* could go live with Apple App Store at any time
* tempting, more in favour of it the longer this takes (Thorsten)
* Apple likely much more popular
* on the fence - has pros and cons, can live with both outcomes (Florian)
* I see risks for potential issues with paid-for apps that way without previous testing with free. I made my opinion known in the past. (Paolo)
* shall we try 7.4 directly? (Cloph)
* 7.3.5 is prepared, 7.3.6 is about to be published next week
* can do 7.3.6 or 7.4.1
* asking money for .0 or .1 might backfire (Thorsten)
* round of feedback
* 7.4 on a Mac causes problems with copy & paste, wouldn't publish it (Uwe)
* but would publish something now, let's not do everything at the same time, also opportunity on to PRs
* 7.3.6 is fine if users then get 7.4.x for free (Paolo)
* in favor of publishing 7.3 at Apple (Gabriel)
* in favor of publishing 7.3 at Apple (Kendy)
* agree with Uwe, push stable version and go separately (Gabor)
* happy with 7.3.6 and Apple to start with (Paolo)
* publish Apple first (Emiliano)
=> go live with Apple (and 7.3.6)
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
4. Vote, Discuss: Offer one internship via Outreachy's Fall 2022 season (Thorsten Behrens, 5 mins)
Outreachy provides FLOSS orgs with a way to offer code internships,
and has been very successful with increasing diversity in projects.
Ilmari has one potential mentor and project lined up.
* Need to find a proper intern.
Motion:
* TDF to apply at Outreachy as a mentoring organisation
* to offer one internship for LibreOffice in the Fall 2022 season
* and budget 8k USD for the admin & intern compensation, via Outreachy
Details: https://www.outreachy.org/docs/community/#funding-requirements
=> Unanimous approval
AI: Ilmari to handle and poke Florian if/when needed
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
5. Discuss: Progress Strategy and combining with Survey results (Cor Nouws, 10 mins)
* needs preparation how to organize this in a smart way
* ideally before the conference workshop
* make a start with organizing the outcomes - can do that (Cor)
- so topics/suggestions can be matched with Strategy choices
- making it easy for all directors to jump in.
- should be doable to do that by next meeting 
* Have something for the in person meeting at the LibOCon (too) (Thorsten)
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
6. Status Report: LibreOffice conference planning (Florian Effenberger, 2 mins)
* all going well, t-shirts ordered, Android app in the works (Sophie, Florian)
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
7. Discuss: LibreOffice meetings - agenda planning (Cor Nouws, 10 mins)
For the LibOCon board / joint meetings:
* look at the major items / topics we want to have.
* initially allocate time slots to those
* e.g. where and how do we fit in the discussion on roots/vision/future?
* and other major items we expect to prepare for discussing with MC?
* Monday, September 26, 10-18 board-only
* Tuesday, September 27, 10-13 board-only
* Tuesday, September 27, 13-17 board + MC + team
* calendar invites have been sent
* strategy workshop (Cor)
* who's invited?
* have all members join? or rather certain group, e.g. board + MC, looking into questions?
* not what I had in mind (Uwe)
* 15-20 minutes Florian&Mike to explain what reason behind TDF is
* then Uwe to work with strategy items raised in Berlin
* planned in for 2 hours in total
* Wednesday 28 at 5 PM room Loyola (Sophie)
* assign urgency & importance to each item by everyone in the room, maybe about 40 people?
* ~40 dots in ypsilon-graph etc.
* this is not the strategy discussion (Uwe)
- not the faintest idea how this could be made up at the conference
* 40 people in the room gives nice variety of voices (Cor)
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
The public meeting ends at 16:54 UTC / 18:54 Berlin time.
### Private Part
8. Discuss: legal topic (Cor Nouws, 15 mins)
Reasons for privacy: legal topics
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
9. Status Report: HR topic (Florian Effenberger, Stephan Ficht, 5 mins)
Reason for privacy: HR, tax and legal topics.
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
10. Status Report: Reporting from the oversight groups (Thorsten Behrens, tdf-board, 5 mins)
Reason for privacy: HR, tax and legal topics.
Second quarter for the new board is up, so let's hear reports from
the various oversight groups.
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
11. Discuss: Last minute item(s) (tdf-board, 5 mins)
Rationale: if there is time left, and anything is popping up after sending the agenda
===
* summary:
* status of consent (none, poor, mostly, full):
* next step(s):
The private meeting ends at 17:29 UTC / 19:29 Berlin time.
Thorsten Behrens (Session chair)
Florian Effenberger (Keeper of the minutes)