BoD: This week's meeting logs

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diff --git a/BoardOfDirectors/IrcLogs.mdwn b/BoardOfDirectors/IrcLogs.mdwn
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@@ -132,3 +132,4 @@ Meetings are held every second Tuesday.
 * [[Jul. 10|BoardOfDirectors/IrcLogs/2014/07-10]]
 * [[Jul. 24|BoardOfDirectors/IrcLogs/2014/07-24]]
 * [[Aug. 07|BoardOfDirectors/IrcLogs/2014/08-07]]
+* [[Aug. 21|BoardOfDirectors/IrcLogs/2014/08-21]]
diff --git a/BoardOfDirectors/IrcLogs/2014/08-21.mdwn b/BoardOfDirectors/IrcLogs/2014/08-21.mdwn
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+Date is 2014-08-22, times are UTC+10
+[[!format txt """
+--- Day changed Fri Aug 22 2014
+07:00 < whot> good morning gents
+07:01 < stukreit> hi
+07:01 < tstellar_> Hi, I would like to add an agend item if possible.  I'm intested in planning XDC 2015 and I have a few questions for the board.
+07:01 < marcoz> afternoon whot
+07:01 <+alanc> good day
+07:01 < whot> tstellar_: no problem. we'll do it first so you don't have to hang around for the whole meeting if you don't want to
+07:02 < tstellar_> whot: Ok, thanks.
+07:04 < mupuf_> tstellar_: sweet!
+07:04 < whot> mupuf_, egbert, keithp, agd5f: ping
+07:04 < mupuf_> good morning guys :)
+07:05 < mupuf_> err, sorry, day
+07:06 < agd5f> hi
+07:08 < whot> ok, let's get started, maybe egbert and keith join later
+07:08 < whot> agenda is fairly small: XDC 2015, XDC 2014, GSoC
+07:09 < whot> tstellar_: your floor regarding xdc 2015
+07:10 < tstellar_> Thanks, I would like to submit a proposal for XDC 2015 in Toronto.  I've spoke with a local College (Seneca College) and they suggested Oct 26-28 as an ideal date, and I just wanted to get some feedback about whether or not this is too late.
+07:10 < stukreit> um
+07:12 < stukreit> we already have a date and venue for 2015. Perhaps you can help with planning the next non-US gathering.
+07:12 <+alanc> stukreit: we do?
+07:12 < mupuf_> tstellar_: the only problem I see with that is related to students & GSoC/EVoC
+07:12 <+egbert> hi guys! sorry for being a bit late.
+07:12 < stukreit> oops, off by 1 year. dyxlexic
+07:12 <+alanc> right, we have 2014 in France, so 2015 would be back to north america next year
+07:12 < mupuf_> september is usually more free for student
+07:13 < mupuf_> I have heard some complaints from local students about XDC2014 being in october
+07:13 <+alanc> but we haven't been getting many students attending lately
+07:13 < mupuf_> and less professors are available
+07:14 < mupuf_> alanc: we strongly advise GSoC/EVoC students to attend XDC, right?
+07:14 < whot> alanc: yeah, but I don't think we should try for making anything x-related harder :)
+07:14 <+alanc> true
+07:14 < tstellar_> Ok, In the US, I think most students are back at school even in early September.
+07:15 < agd5f> yeah, exactly
+07:15 < agd5f> sometimes even august
+07:15 < whot> most of europe is the same I think, school starts in september, uni in oct iirc
+07:15 < mupuf_> same in france, but it usually is lighter. The closer we get to the finals, the harder it is for students to catch up
+07:15 < mupuf_> I decided to come to XDC2010 because it was early september
+07:15 < tstellar_> Is there any date that would be too early, like end of august?
+07:15 < mupuf_> and I could "afford" to skip some classes
+07:16 < whot> tstellar_: august is travel season for the northern hemisphere
+07:16 <+egbert> we need to make sure not to get into the vacation season. so august is a bit early.
+07:16 < mupuf_> tstellar_: Could we wait a little to decide?
+07:17 < whot> we used to have XDC around the second week of september. this year it was pushed back to make it easier to attend LPC
+07:17 < mupuf_> That is something we could talk about at XDC, in a month
+07:17 < agd5f> the 26-28 dates coincide with another FSOSS conference at seneca college so people could attend that as well
+07:18 < agd5f> fsoss.ca
+07:18 -!- stukreit [~skreitma@inet-hqmc02-o.oracle.com] has quit [Remote host closed the connection]
+07:18 < tstellar_> They also preferred those dates, because they have a mid-term break that week.
+07:18 -!- stukreit [~skreitma@inet-hqmc02-o.oracle.com] has joined #xf-bod
+07:18 < tstellar_> It's good to know it may not be ideal, because then I can work on getting some backup-up dates.
+07:19 < whot> I should also point out that the Red Hat guys in Boston where planning to organise XDC2015 too, so we may actually have two proposals then
+07:19 < mupuf_> tstellar_: In any case, Toronto would be sweet!
+07:20 < mupuf_> whot: then maybe the decision could be made at XDC?
+07:21 < whot> yeh, I'll get the RH guys to prepare a proposal 
+07:21 < tstellar_> Ok, thanks for the feedback.  I will take with the college some more at write something up.
+07:21 < tstellar_> *talk
+07:22 < whot> thanks. do you have any other questions?
+07:22 < tstellar_> whot: No, that's it.
+07:22 < mupuf_> tstellar_: are you planning on attending XDC?
+07:22 < tstellar_> mupuf_: No, not this year.
+07:23 < mupuf_> ok, then we will handle the presentation about your plan and let people vote
+07:23 < mupuf_> unless this is something the board decides
+07:23 < agd5f> speaking of xdc, I need to ask if the board will approve covering my travel expenses
+07:24 <+alanc> mupuf_: the board makes the final decision, but if there's competing proposals, we'll take feedback from XDC attendees about them to help us decide
+07:25 < mupuf_> alanc: ack. Then I guess the matter is closed until then. Thank you for your proposal tstellar_
+07:25 < mupuf_> tstellar_: don't forget to fill your GSoC student's evaluation, if it is done already
+07:26 < tstellar_> mupuf_: I did it yesterday.
+07:26 < mupuf_> very well, thanks
+07:26 <+alanc> agd5f: I'd be okay with that
+07:27 < mupuf_> +1 for agd5f
+07:27 < whot> agd5f: +1
+07:27 < stukreit> +1
+07:27 < marcoz> +1
+07:27 <+alanc> +1 to make it official
+07:28 < agd5f> thanks.  I'll send out the estimated costs to the board in an email
+07:28 < whot> vote carried, the foundation covers agd5f's XDC attendance costs
+07:29 < whot> mupuf_: have you reached out to the GSoC students regarding xdc travel sponsorship?
+07:29 < mupuf_> whot: only emil (xexaxo) so far IIRC
+07:30 < mupuf_> I can ask Roy right now too
+07:30 < whot> ok. I've told lyude but haven't heard back 
+07:30 < whot> what do we do about the two evocs?
+07:30 < mupuf_> one already said he would come
+07:30 < mupuf_> wait, I'm gonna find his name
+07:31 < mupuf_> Nyah Check 
+07:31 < mupuf_> Roy Spliet says he would like to come and give a talk too
+07:32 < mupuf_> but needs funding
+07:32 < marcoz> did everyone receive the reviews from the mentors?
+07:33 < mupuf_> do we need to vote individually on them or should we agree on this: If the student passed the mentor's evaluation and is willing to come to give a talk about their work, do we agree on sponsoring him?
+07:33 < mupuf_> marcoz: I do have access to all of them
+07:33 < agd5f> mupuf_, sounds good to me
+07:33 < mupuf_> I +1 my proposal too :)
+07:33 < marcoz> mupuf_:  good
+07:34 < agd5f> +1 to make it official :)
+07:34 < marcoz> +1
+07:34 < whot> +1 given reasonable travel costs
+07:35 < mupuf_> Only check and the African student may have high travel costs
+07:35 <+alanc> +1
+07:35 < mupuf_> (or is Check the african student?)
+07:35 < stukreit> Isn't Check the guy in Camaroom?
+07:35 < stukreit> (n)
+07:35 <+egbert> +1
+07:36 < mupuf_> Sophomore IIRC, but I suck at geography
+07:36 < mupuf_> and I'm dislexic too stukreit ;)
+07:36 < stukreit> And I don't know what year it is.
+07:36 < mupuf_> yeah, it seems like it's him
+07:36 < stukreit> I note that Check's mid term eval is not positive.
+07:37 < mupuf_> and he was from cameroon
+07:38 < mupuf_> stukreit: where was it made available? I may have missed it
+07:38 < mupuf_> I don't pay as much attention on EVoC students
+07:38 < mupuf_> as on GSoC ones
+07:38 < stukreit> Airlie's email on Aug 14
+07:39 < whot> ok, so for the logs and minutes: vote carried for the general approval of travel sponsorship for successful gsoc/evoc students. students must make efforts to keep travel costs at a reasonable minimum and submit estimates to the board for final approval
+07:39 < whot> mupuf_: as gsoc contact, can you take care to ack the requests as and when they come in
+07:40 < mupuf_> I'll directly contact the students who qualify I guess
+07:40 < mupuf_> we had 3 fails out of 7
+07:40 <+egbert> in fact there is not that much time left: for long distance travel at least costs will go up when you book less than a month ahead.
+07:41 < mupuf_> egbert: agreed
+07:41 < whot> stukreit: I don't seem to have that email, can you forward it pls?
+07:42 <+egbert> i suggest we ask everyone to submit an estimate until the next meeting at least.
+07:42 < stukreit> whot: sent
+07:42 < mupuf_> egbert: yes, seems reasonable
+07:42 < mupuf_> one student won't require any sponsorship, since he already lives in Bordeaux
+07:43 < whot> convenient :)
+07:44 < mupuf_> if we wait 2 more weeks, price will go up
+07:44 < mupuf_> so, the students should book their flights ASAP
+07:45 < mupuf_> if you trust me on this, I can check with every student of the GSoC if the price is about right
+07:45 < mupuf_> (that is to say, close to the price I found with a quick search)
+07:45 < whot> I think that's good enough
+07:45 < agd5f> mupuf_, what is the preferred hotel?
+07:46 < mupuf_> marcoz:  I can handle Roy's too, if you want
+07:46 < marcoz> mupuf_: sure!
+07:47 < mupuf_> alanc: I have no recommended hotels aside from the ones I listed here: http://www.x.org/wiki/Events/XDC2014/Hotels/
+07:47 < stukreit> mupuf: it would be a great service if you could do a little digging and rank them in some order of preference
+07:48 < stukreit> (I see, they're ordered by price!)
+07:48 < whot> fwiw, the Red Hat crew will be in the apart'hotel 
+07:49 < mupuf_> the problem is that no hotel down town seems big-enough to accomodate everyone :o
+07:49 < mupuf_> so I selected a bunch of hotels right in the town center
+07:49 < mupuf_> and they are apparently not that bad :p
+07:50 < mupuf_> I added an hostel too, for students on a budget
+07:50 < mupuf_> speaking about this, I almost forgot that one nouveau contributor requested travel sponsorship from Poland (to give a talk)
+07:50 < agd5f> whot, which one is that?
+07:51 < mupuf_> and by contributor, I can't stress out enough how much he contributed to nouveau in the past 5/6 years. Should we ask him for an estimate and vote on it when he provides it?
+07:52 <+alanc> mupuf_: yes
+07:52 < mupuf_> alanc: ok, I'll warn him
+07:54 <+alanc> if its reasonable, and you think it's valuable to have him there, will probably vote yes
+07:55 < whot> agd5f: Apart'Hotel Bordeaux, Appart'City Bordeaux Centre
+07:55 <+alanc> though we should probably get stukreit to report our current bank balance at next meeting to make sure we're not outspending our resources before approving all those requests
+07:55 < mupuf_> so, let's recap. We ask students to send us estimates on the board's ML. I'll handle the students by checking their flight price and say yes if we agree. We'll vote together on mwk's request by email
+07:55 < stukreit> alanc: $68,XXX
+07:55 < whot> mupuf_: yep
+07:55 <+alanc> okay, so the number of travel requests so far seems within our means
+07:56 < stukreit> Can we establish a cut-off date for requests, after which we will look at all requests?
+07:56 < mupuf_> stukreit: what do you mean by requests?
+07:57 < stukreit> requests for sponsorship
+07:57 <+alanc> we don't want to delay them being able to book travel until too late so prices go up though
+07:57 < mupuf_> we should send an email probably
+07:57 <+egbert> this would almost have to be next week.
+07:57 < stukreit> our bad. We should have a process forthis.
+07:57 <+egbert> not next week - next meeting
+07:57 < whot> yeah. problem is timing though, if we had the XDC in september as originally proposed, the GSoC would be a lot harder to figure out
+07:57 <+egbert> so in two weeks from now.
+07:58 < stukreit> note-to-board: add travel sponsorship request to schedule planning for future XDC's
+07:58 < whot> I don't have a problem voting via email though, it's not like IRC adds anything much
+07:58 < mupuf_> stukreit: agreed
+07:59 <+egbert> we still should set a cut-off date.
+07:59 < whot> stukreit: simple process would be get at least one ACK from a board member for the request and then the ack from the treasurer seals it. that's something I could get behind
+07:59 < whot> that way there's also exactly one person that knows that we're not going over budget
+08:00 < mupuf_> whot: agreed
+08:00 < whot> anyway, we're almost out of time here
+08:00 < stukreit> bb-budget. We don't have a budget. just all.the.money.
+08:01 < mupuf_> Who could write an email for everyone while I handle the students (EVoC and GSoC)
+08:01 < mupuf_> (and mwk)
+08:01 < mupuf_> ?
+08:01 < stukreit> We haven't had an excess problem for several years. Still, I'm for controls and process
+08:02 < whot> I think for this year we should stick with the full ack for everyone, we just do it by email now to avoid delays
+08:02 < whot> and at XDC we can figure out the full process for next year
+08:03 <+egbert> sounds good.
+08:03 < agd5f> so for flight and hotels it looks like ~$2600 for me
+08:03 < stukreit> including ground transport?
+08:04 < agd5f> just flight and hotel.  I can cover the ground transport
+08:05 < whot> sounds reasonable to me
+08:05 < mupuf_> well, it's not going to get any cheaper, so I guess +1 from me
+08:05 < agd5f> flights are the killer.  $2300
+08:07 < stukreit> omg.
+08:08 <+egbert> +1
+08:08 < agd5f> if that's too much I can cover some of it myself
+08:10 < stukreit> there must be a chart showing what tickets have been at. I haven't gone out of the country in the past 20 months, so I don't know what prices are
+08:11 < whot> well, it cost me about that much to fly up from .au but that was booked months ago. but with less than 2 months go go, I'm not surprised
+08:13 < whot> anyway, we're well over time now and there's nothing else on the agenda
+08:14 < whot> given that we voted +1 on alex already and he wasn't there last year (even though as board memeber we should strive to have the full board, etc.) I'd say anyone who wants to veto speak up, otherwise we remain the +1
+08:16  * alanc remains +1 on alex's travel
+08:16 < mupuf_> whot: who should send a message for asking people to send us their talk proposal + travel sponsorship request
+08:16 < whot> mupuf_: did I hear you volunteer? I think I did :P
+08:17 < mupuf_> lol
+08:17 < mupuf_> ok, I'll send it to dri-devel, wayland and xorg-devel
+08:17 < mupuf_> any other list?
+08:18 <+egbert> we don't have a special conference list this time, do we?
+08:18 < mupuf_> nope
+08:18 <+egbert> otherwise that's about all i think.
+08:18 < mupuf_> egbert: are you coming to XDC?
+08:18 <+egbert> yes
+08:19 < agd5f> I'll go ahead and book then.  thanks!
+08:19 < mupuf_> then add yourself to the attendees list please: http://www.x.org/wiki/Events/XDC2014/Attendees
+08:19 <+egbert> ok, will do,
+08:19 < mupuf_> alanc: same for you ;) Please add yourself to the list
+08:20 < mupuf_> marcoz: are you coming to XDC?
+08:20 <+alanc> we've been using the events@lists.x.org list for all conferences the past few years
+08:20 <+egbert> no, i didn't either.
+08:20 <+alanc> though clearly not always very well: http://lists.x.org/archives/events/
+08:20 <+egbert> point was: i was never able to post.
+08:21 < mupuf_> I'll try to post to it too
+08:21 <+egbert> it was closed and the admin couldn't be bothered to give me access.
+08:21 < marcoz> mupuf_:  yes,  I still need to get my tickets. I guess the prices aren't coming down so....
+08:21 < mupuf_> right
+08:21 < mupuf_> marcoz: add yourself to the attendees list then :)
+08:21 < mupuf_> and don't forget to check out the social event list too
+08:22 < marcoz> i was just doing that.
+08:23 <+egbert> ok, can we call it a day? (night here ;) )
+08:24 < whot> yes. let's call it closed for today. travel sponsorhip to be sorted via email from now on
+08:24 <+egbert> ok, sounds good!
+08:24 < whot> thanks for attending gentlemen
+"""]]
diff --git a/BoardOfDirectors/MeetingSummaries/2014.mdwn b/BoardOfDirectors/MeetingSummaries/2014.mdwn
index e8a2b10d..cf0f1cb6 100644
--- a/BoardOfDirectors/MeetingSummaries/2014.mdwn
+++ b/BoardOfDirectors/MeetingSummaries/2014.mdwn
@@ -18,3 +18,4 @@ Summaries of the 2014 meetings of the [[X.Org Foundation|XorgFoundation]] [[Boar
 * Jul. 11: no summary, nothing of importance discussed
 * [[Jul. 25|BoardOfDirectors/MeetingSummaries/2014/07-25]]
 * [[Aug. 07|BoardOfDirectors/MeetingSummaries/2014/08-07]]
+* [[Aug. 21|BoardOfDirectors/MeetingSummaries/2014/08-21]]
diff --git a/BoardOfDirectors/MeetingSummaries/2014/08-21.mdwn b/BoardOfDirectors/MeetingSummaries/2014/08-21.mdwn
new file mode 100644
index 00000000..ffc913bd
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+++ b/BoardOfDirectors/MeetingSummaries/2014/08-21.mdwn
@@ -0,0 +1,59 @@
+Summary of the 21 August 2014 meeting of the [[X.Org Foundation|XorgFoundation]] [[Board of Directors|BoardOfDirectors]]
+Full IRC meeting logs are posted at [[BoardOfDirectors/IrcLogs/2014/01-09|BoardOfDirectors/IrcLogs/2014/08-21]].
+
+# Minutes
+
+## Attendees
+
+Present:
+
+* Martin Peres,  Stuart Kreitmann, Alex Deucher, Matt Dew, Peter Hutterer, Alan Coopersmith, Egbert Eich
+
+Absent:
+
+* Keith Packard
+
+
+## Summary
+Mostly XDC related stuff. We have the first proposals for XDC 2015 and a
+couple of travel sponsorship requests.
+
+## Items discussed
+[[!format txt """
+ITEM: XDC 2015
+Tom Stellard would like to host XDC in Toronto, tentative dates are Oct
+26-28. Red Hat would like to host XDC in/around Boston. Further details
+requested from both, the proposals need to be submitted to the board, with
+final decision made at XDC 2014.
+ACTION: Proposals to be submitted to the board, decision at XDC 2014
+STATUS: Pending
+
+ITEM: XDC 2014 travel sponsorhips
+Alex D submitted request for travel sponsorship, voted, approved.
+The board voted to approve travel sponsorship requests for our successful
+GSoC/EVoC students. Due dilligence must be taken to keep travel costs at a
+reasonable minimum, and estimates must be submitted to the board for final
+approval.
+Martin P will send out reminder emails to the dri, xorg and wayland lists.
+ACTION: None
+STATUS: Complete
+
+ITEM: XDC 2014 travel sponsorhips
+Alex D submitted request for travel sponsorship, voted, approved.
+The board voted to approve travel sponsorship requests for our successful
+GSoC/EVoC students. Due dilligence must be taken to keep travel costs at a
+reasonable minimum, and estimates must be submitted to the board for final
+approval.
+ACTION: None
+STATUS: Complete
+
+ITEM: Future XDC travel sponsorships handling.
+The board needs a better process to ack sponsorship request, waiting for
+board meetings is inefficient, especially as prices go up closer to the
+conference.
+For this year, process remains the same (full board vote) but we're
+switching to email now to reduce delays. For next year, we'll figure out a
+more efficient process.
+ACTION: Figure out a better process
+STATUS: Pending
+"""]]