[previous private MINUTES] 2023-02-20

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 2023-02-20 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.

  • [REDACTED: name of communication consultant] introduces herself
  • Would like to get details on contract and get information on change of scope from board members who voted +1 (Paolo)
  • transparency
  • MC would like to get contract and offers (Marina)
  • no concern with that (Thorsten)
  • no problem either (Cor)

6. Status Report, Discuss: Improve tendering process (tdf-board, 20 mins)
Reason for privacy: legal topics

  • status update & next steps
  • bump legal budget if necessary
  • process proposal from Gabor
  • legal statements, for what to implement
  • call on Wednesday with [REDACTED: name of lawyer or law firm], for urgent next steps - board/MC invited
  • in parallel working with [REDACTED: name of lawyer or law firm] on the tendering topic
  • not a blocker, for the budget extension, can run email vote
  • TDF needs to offer a master contract template
  • [REDACTED: name of lawyer or law firm] hired for tendering policy, plus tendering contract
  • need to come up with a budget, with audit coming up
    • [REDACTED: name of lawyer or law firm] statement: will ask if necessary - proposal to proceed!
    • timeline: depends on votes, will call him later this week, got it greenlighted already. Can then tell more about the timeframe
    • important to get ESC process done first (if any changes are needed)
    • TM issues - also planned to be discussed on Wednesday (all Florian)
    • important to include other parties (Cpr)
    • before sending out final documents (Cor)
      • state, as board - once it’s clear what needs doing, get people into a room before unilateral action
    • need to defer to [REDACTED: name of lawyer or law firm] (Florian)
    • redact content, if needed? (Cor)
    • will people abstain as recommended? (Paolo)
    • [REDACTED: sensitive legal statement]
    • shared document with [REDACTED: name of lawyer or law firm] where board and MC could give feedback (Cor)
    • [REDACTED: sensitive legal statement]
    • MC did not gave feedback on document (Marina)

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

Wrt. the consultancy, Florian asks the board for a formal approval to allow him to speak freely, without the fear of retaliation, and without having to fear any negative effects on him, be they direct or indirect, be they financial or of any other kind, be they in form of performance reviews, employment reference letters, warnings, dismissals or any other kind.

→ unanimous approval (7 directors, one deputy)

Unanimous approval of 20k € for [REDACTED: name of lawyer or law firm]'s work

  • Cor Nouws left at 18:12 UTC/19:12 Berlin -

Can I please receive the correspondence exchanged with [REDACTED: name of external contractor] so that we can evaluate how we got to a completely different scope and confirmation that Gabor, Gabriel, Lazslo and Ayhan, which haven’t interacted with the new decision, understood what the change of scope entails and the need for a lot more information (Paolo)

The private meeting ends at 18:12 UTC / 19:12 Berlin time.