Unverified Commit 95aeeb57 authored by Martin Michlmayr's avatar Martin Michlmayr
Browse files

Make some edits to October face-to-face minutes

parent ac2c93b7
......@@ -39,7 +39,7 @@ __Registered guests present__
## Summary
### Friday October 5th 2018
### Friday, October 5th 2018
#### 11:00am Opening by President
......@@ -57,13 +57,13 @@ __Registered guests present__
* Approx $2.4M cash on hand
* SPI general fund now $390K
* There was a request for more information from Mark Atwood regarding
* There was a request for more information for Mark Atwood regarding
a single large NTPsec expense already paid by SPI.
* Status on the generation of per-project donation information
* Andrew Tridgell has extended process_transactions.py to generate CSV output
* Andrew Tridgell has extended `process_transactions.py` to generate CSV output
* What level of donor information can we expose to the public and projects?
* Agreed that it's uncontroversial to provide per month totals
* Agreed that it's uncontroversial to provide per month totals
* Martin Michlmayr suggests we need a donation platform
* Problems with current donation policy
* Very broad
......@@ -95,13 +95,13 @@ __Registered guests present__
* Andrew Tridgell has written a new reimbursement script/form
* Action items
* Michael Schultheiss to update documentation for new reimbursement process
#### 11:43am IT Luca
* Question on the table is what are the board's preferences around VMs vs serverless?
* Tim Potter
* Consider using Amazon VMs or similar instead of dedicated hw
* Consider using Amazon VMs or similar instead of dedicated hardware
* Be nice to FOSS related things but if there's a SASS product that
looks good, for whatever, then that may make sense to do
* If the choice is not having something or a poor solution and
......@@ -120,14 +120,14 @@ __Registered guests present__
* Preference towards OSS but could be a lot of work
* Martin Zobel-Helas
* Lots of work to run donated hw
* Lots of work to run donated hardware
* Keeping all the mail, VMs, etc, working and up to date
* Should think about having a commercial service to take care of
things, patches, etc
* Agree w/ Martin Michlmayr that when it comes to personal data, donations,
project expenses, etc, should be on systems we control
* Aim for OSS for donations, etc
* If there is a OSS option as a SASS then that could be good
* If there is an OSS option as a SASS then that could be good
* Jimmy Kaplowitz
* Very busy already
......@@ -157,8 +157,8 @@ __Registered guests present__
* Luca Filipozzi
* Doesn't like anything we currently run due to it being old and crufty
* Currently running on donated hw on VMs
* Want to get rid of donated hw and move to VMs on other hardware
* Currently running on donated hardware on VMs
* Want to get rid of donated hardware and move to VMs on other hardware
* Rather buy VMs than be beholden to anyone
* Not have to be involved in talking to providers
* If you want to run your own RT instance then everything else kinda drives it
......@@ -216,10 +216,10 @@ __Registered guests present__
* Once we say we want RT, we basically bring everything else along with it
* Are we locked into RT?
* Will discuss RT later in agenda
* Once down to a reasonable number of VMs with terraform/Ansible, should be reasonable to manage
* Once down to a reasonable number of VMs with Terraform/Ansible, should be reasonable to manage
* Martin Michlmayr
* Might disagree with email wrt libreoffice
* Might disagree with email with regards to LibreOffice
#### 12:15pm Reimbursement and accounting discussion
......@@ -227,7 +227,7 @@ __Registered guests present__
* Reimbursements
* We don't have an official expense policy and we need one
* Look at existing policies - SFC too strict, Luca's University has an existing policy which is more flexible
* Look at existing policies -- SFC too strict, Luca's University has an existing policy which is more flexible
* What to do with expense receipts not in a language we can read?
* Don't want to give board or projects too much extra work
* Need to consider having to be audited at a later date
......@@ -299,7 +299,7 @@ __Registered guests present__
* Goal for reimbursement within 30 days, aim for 14 days 95% of the time.
* Adjustments to process
* Don't hand-fill form - much easier to copy&paste instead of transcribing data by hand
* Don't hand-fill form -- much easier to copy&paste instead of transcribing data by hand
* online form has been updated
* Some extra requirements for sending money to Taiwan, China or Brazil is required
......@@ -401,7 +401,7 @@ Motion passed with a vote of 8 yes, 0 no, 0 abstain and 2 missing.
#### 3:00pm project survey discussion
* Possible questions
* Move to 10% SPI cut to fund employing exec director
* Move to 10% SPI cut to fund employing executive director
* What are specific benefits of this?
* 5% is actually pretty low compared to other organizations
* What financial data do projects want?
......@@ -542,13 +542,13 @@ Motion passed with a vote of 8 yes, 0 no, 0 abstain and 2 missing.
* administrator: day-to-day stuff
* general manager: d2d stuff for larger organization
* executive director: strategy and goals
* [Martin Michlmayr] Need someone to track the stuff and someone to do the stuff - they're successful roles
* [Martin Michlmayr] Need someone to track the stuff and someone to do the stuff -- they're successful roles
* [Jimmy Kaplowitz] Can volunteer to push things along re ED/GM conversation to avoid not doing anything for another 12 months
* Need to schedule some separate meetings to solve this problem
* [Martin Michlmayr] Board needs to be a traditional board - oversight, goal setting and direction
* [Martin Michlmayr] Board needs to be a traditional board -- oversight, goal setting and direction
* [Luca Filipozzi] Our mission and requirements are hard to hire for (open source, plain text accounting, other freedom stuff)
* General decision - Get some admin help now and move towards ED later
* [Luca Filipozzi/Martin Michlmayr] Can hire two people to work together, eg pabs (administrator) and Sabrina (general stuff)
* General decision -- Get some admin help now and move towards ED later
* [Luca Filipozzi/Martin Michlmayr] Can hire two people to work together, e.g. pabs (administrator) and Sabrina (general stuff)
* [Martin Zobel-Helas] Bring these two people to next f2f
* [Jimmy Kaplowitz] To follow pending tasks from Zobel-Helas with
question answering from tpot to get reports published by November
......@@ -558,14 +558,14 @@ Motion passed with a vote of 8 yes, 0 no, 0 abstain and 2 missing.
* Bylaw Vote (tpot) using existing software
* Give 30 days/four weeks for vote to take place
* Contact noodles
* Contact Jonathan McDowell
* Update Associated Project Agreements and Policies
* preparation:
* Associated Project Agreement [FIXME]
* Associated Project Framework [FIXME]
* Expense & Reimbursement Policy [FIXME] and Procedure [Filipozzi]
* expenses must be submitted for reimbursement within 90-days of the expense (or of the last expense of a trip (to handle situations where travel and accommodation expenses are incurred well in advance of the actual trip)
* travel expenses may only be submitted after the travel has occurred (eg: cannot seek reimbursement for travel expenses incurred in advance of the travel)
* travel expenses may only be submitted after the travel has occurred (e.g. cannot seek reimbursement for travel expenses incurred in advance of the travel)
* Asset Management & Internal Controls Policy [FIXME]
* equipment paid for using funds held by SPI, become assets of SPI held in trust of the Associate Project
* for clarity, this includes equipment (such as a laptop) purchased by a member of an Associate Project but reimbursed using funds held by SPI
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