As one of its tasks, the current board is looking into decisions and meeting minutes taken in the past that were not yet published according to our statutes. What follows are previously private minutes from the 2022-02-28 meeting of the previous board, which are now made public. Some elements in the minutes might be redacted as there is a need for confidentiality, or as individuals are mentioned in specific contexts.
Disclaimer: The following private minutes from the previous board are published as is. They have not necessarily been confirmed by the respective session’s chairperson or keeper of the minutes, nor approved by the respective board.
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urgent and last minute: RusBITech statement
- public statement
- no objections to have email sent to them and statement sent to public (Florian)
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last minute: quick update on [REDACTED: confidential HR topic]
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finalise areas of oversight (see https://nextcloud.documentfoundation.org/f/841931)
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discuss remaining questions
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then decide: run with existing split, or reshuffle & approve via email:
- Employees & hiring
- infrastructure & community
- QA & community
- documentation & community
- native language projects, translation, localisation & community
- certifications and other business development activities
- licenses and development & releases including schedules & community
- affiliations, e.g. advisory board, peer foundations, politics
- marketing, events, communication & design, brands & community
- assets, finance, taxes
- contracts, legal compliance, GDPR, trademarks
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some back and forth there (Thorsten)
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either decide on the existing list, or decide the re-shuffling (Thorsten)
- and fill-in again the sheet
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propose to clarify the remaining questions (Thorsten)
- see above
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what do you think; OK to take the proposal as is, or reshuffle?
- Cor: fine with reshuffling
- Gabor: ok to Reshuffle
w+ eGabriel: Resuffle - Kendy: OK to reshuffle a bit
- Paolo: Some committees already working, not done much in the business though
- means “yes” to reshuffle? (Thorsten)
- yes (Paolo)
- issue to fix: some accusation to discuss further
- means “yes” to reshuffle? (Thorsten)
- think this is downstream from the list (Thorsten)
- Ayhan: ok to reshuffle
- Caolan: OK to reshuffle
- Laszlo: Support reshuffle
- let’s see if we can agree on a final list
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Can we agree the final list here? (Thorsten)
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business development
- first we should define what the bizdev should be (Paolo)
- concept in mind, more in the area of marketing (Paolo)
- intersection in between what is happening (Cor)
- between what is happening and what is the area of oversight (Cor)
- historically it helps setting direction when dealing with that (Thorsten)
- let’s first decide what to do (Paolo)
- give the list to all and then make up your mind (Thorsten)
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instead of community oversight, have an action item for the entire board, to
interact more with the MC (Thorsten)- Thorsten to turn this into a spreadsheet, feedback within the next two days
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Representation statements for calls and meetings (see Florian’s e-mail from February 16)
- to meet the quorum (majority of board present, majority of those present in favor of a vote)
- one representation at a time
- only full members can be represented, deputies can’t
- Chairperson can also be represented in this role, if Deputy Chairperson is not available
- representation can be done by deputies, or by full members
- traditionally we’ve chosen deputies in order of election rank
- free to decide if, who and how many can represent
- change or withdrawal possible at any time
- if you want to give a representation statement (which is recommended), to the public board-discuss@documentfoundation.org mailing list, with a subject of “Representation statement”
- template is in the e-mail, feel free to poke Florian for a review of your mail if needed
- § 9 VI and § 8 IV of the statutes apply
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Access to bank accounts (see Florian’s e-mail from January 25)
- nine accounts in total, plus PayPal and Stripe
- individual access, passport copies, signatures
- Proposal: Sophie to keep access to the Volksbank account, Florian to keep access to all accounts, Thorsten to keep access to all accounts. Stephan to get access to all accounts. One person signing for all accounts, except capital investmentm where two signatures to be required.
→ no objections, Florian will proceed with the above
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CoI policy improvement
- some ways forward
- wait for the MC version (Paolo)
- exchange ideas & open the conversation with the MC (Paolo)
- arrived ready from MC, then Board had long discussions to modify that (Thorsten)
- wanted the policy out, problematic things fixed (Thorsten)
- “make up your minds, and tell us when you are ready” from the MC (Thorsten)
- bound to the current version (Paolo)
- opening communication with MC could create a more readable version (Paolo)
- any reason not to do the small change; and it was discussed the last year & with Mike (Thorsten)
- any need for discussion? (Thorsten)
- if not, take it to the MC (Thorsten)
- many ways to improve still (Thorsten)
- we worked on these changes, just past to the MC, maybe they’ll open the discussion in a few weeks (Paolo)
- generic process shouldn’t be giving it to the MC (Cor)
- don’t see why we should discuss it further (Cor)
- should we decide one way or the other? (Thorsten)
- would accept a vote on this one and then “pass the ball” to MC to implement their changes if/when they are ready (Paolo)
- e-mail vote would be better on this one (Florian)
Meetings
- next regular board meeting
- Monday, March 7, 1700-1800 UTC (1800-1900 Berlin time)
- agenda four days in advance, i.e. before Thursday, March 3
Private meeting ends at 18:07 UTC / 19:07 Berlin time.