[previous private MINUTES] 2022-03-07

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 2022-03-07 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.

  1. Information & Discussion private part: RusBITech e-mail (Florian, all, 5 mins)
    Rationale: status update, next steps

    • [REDACTED: contains sensitive information about a discussion regarding a former AB member]
  2. Discuss: Outgoing board members on directors@ (all, 5 mins)
    Rationale: share opinions and finalize decision-making

    • last time, outgoing members removed after transition period ended (i.e. now)
    • removal of @documentfoundation.org addresses after six months grace period
  • how we handled in the past (Florian)

    • who to keep TDF-address?
    • infra to support handling
  • whom to keep on directors@?

    • confidential stuff there (Florian)
    • @documentfoundation address - 6 months to transfer elsewhere (Florian)
    • this was done in the past too (Florian)
  • would be also good to get those who are leaving also some thank-you present (Kendy)

    • like the hoodie
    • how to finance that? (Thorsten)
      • will check that (Florian)
      • something for special occasion could be considered (Florian)
  • if TDF cannot do that, let’s share costs or so (Emiliano)

    • sure we’ll TDF will find a way (Thorsten)
  • proposal: remove from directors@, tell that @documentfoundation will be active for 6 more months, give them a present (embroided hoodie)
    => agreed

  1. Discuss & vote: Areas of Oversight (Thorsten, all, 10 mins)
    https://nextcloud.documentfoundation.org/f/841931

Proposed areas of oversight:

  • Employees & hiring - Thorsten, Paolo, Kendy, Emiliano
  • infrastructure & community - Emiliano, Caolan
  • QA & community - Gabor, Gabriel
  • documentation & community - Kendy, Gabor, Ayhan
  • native language projects, translation, localisation & community - Laszlo, Gabor, Ayhan
  • certifications and other business development activities - Cor, Laszlo
  • licenses and development & releases including schedules & community - Caolan, Gabriel
  • affiliations, e.g. advisory board, peer foundations, politics - Paolo, Kendy
  • marketing, events, communication & design, brands & community - Emiliano, Cor, Laszlo
  • assets, finance, taxes - Thorsten, Paolo
  • contracts, legal compliance, GDPR, trademarks - Thorsten, Paolo, Kendy

unanimous approval, to be added to the Rules of Procedure, one week after publication

→ this bit can then of course go public immediately

  • board discusses the need for confidentiality
    • in particular for employment topics
  • current areas of oversight to be revisited in 3 months time, for the board to
    assess things are working well
  1. Discuss: Last minute item(s) (owner of the item, all, 5 mins)
    Rationale: if there is popping up an item after sending the agenda

Last-minute: Reminders and information - private

  • Representation statement
    • 2 people missing
  • Nextcloud Deck
  • Matrix chat account
    • let know what account you use (Florian)
  • [REDACTED: confidential information about a business inquiry, which ultimately didn’t happen]

Private meeting ends at 17:58 UTC / 18:58 Berlin time.