Xorg BoD minutes 2022-07-20

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+[12:26:09] [connected at Wed Jul 20 12:26:09 2022]
+[12:26:10] [I have joined #xf-bod]
+[12:28:47] <Lyude> Hi everyone! So the agenda today: XDC2022/XDC2023, GSoC/Outreachy/EVoC, MIPI alliance and CSI, and vaccination for XDC I guess
+[12:29:30] <Lyude> On XDC2022: CFP just finished up today! We got a pretty good number of talks as well
+[12:30:19] <Lyude> Regarding XDC2023: me, mfilion and (iirc?) alyssa met with PEI to discuss hosting which went pretty well, I'm quite interested to hear what PEI has to offer
+[12:30:41] <Lyude> Gave them some previous year's RFPs as reference also
+[12:31:29] <Lyude> tlwoerner, siqueira - either of you around for GSoC/EVoC stuff?
+[12:31:43] <siqueira> yes
+[12:31:54] <siqueira> I'll give my report for GSoC
+[12:33:34] <rg3igalia> regarding XDC 2022 I can talk a bit about the selection process and voting
+[12:34:15] <Lyude> rg3igalia: sure, feel free to go after siqueira 
+[12:34:47] <siqueira> Should I start now? Sorry, Idk the report protocol...
+[12:34:52] <Lyude> oh yeah lol, sorry
+[12:35:08] <siqueira> Ok, let me start :)
+[12:36:20] <siqueira> We are approaching the first evaluation, and I think we are really happy with the student performance. We asked them to update their work, and send new versions of their pathces and start to publish some blog posts
+[12:36:31] <siqueira> We will see some of them soon in the freedesktop planet
+[12:37:03] <siqueira> They also asked for sponsorship for this year's XDC.
+[12:37:21] <alyssa> Woohoo!
+[12:38:16] <siqueira> About the sponsorship, we also have a non-gsoc student that is working with the students. I asked her to send an email to the board.
+[12:38:24] <Lyude> siqueira: cool! we can vote to approve that once we've got an invoice from them :)
+[12:38:31] <Lyude> (I think that's how it works iirc)
+[12:39:25] <rg3igalia> I don't know how it works, but I was going to comment a bit about travel sponsorship for XDC
+[12:39:25] <siqueira> I guess that's all from my side. Idk if I can vote since I'm not part of the board...
+[12:39:49] <Lyude> rg3igalia: sure go ahead. and siqueira sounds good :)
+[12:40:10] <rg3igalia> we have 3 cases of travel sponsorship this year
+[12:40:45] <rg3igalia> the presenters for the kunit talk have requested sponsorship and I think their numbers are realistic (I don't know if they'd need to be increased given siqueira's comments above)
+[12:40:48] <daniels> Lyude: you should probably change the time in secretary bot too :P
+[12:41:00] <Lyude> sigh, thought I fixed that already
+[12:41:12] <rg3igalia> the request is around ~$9000
+[12:41:50] <Lyude> rg3igalia: how many presenters is this?
+[12:41:54] <rg3igalia> or ~3000 in total per speaker
+[12:42:04] <Lyude> also cc: anholt 
+[12:42:17] <rg3igalia> I've already booked my flights and hotel for XDC, their proposal sounds realistic
+[12:42:41] <rg3igalia> they've probably received advice from Melissa and/or siqueira on this?
+[12:42:45] <Lyude> alright, would probably be good to get that itemized fwiw
+[12:43:02] <Lyude> but if they've got the expenses I think we can vote on them now
+[12:43:33] <siqueira> rg3igalia yes, we tried to help them with the request.
+[12:43:35] <rg3igalia> 1500/2000 for the flight tickets and ~1000 for the hotel, which sounds realistic to me
+[12:43:46] <Lyude> ahhh yeah that sounds about right then
+[12:43:53] <rg3igalia> and matches my experience, but I'm flying from Europe
+[12:44:02] <Lyude> I forgot how much airfare has gone up as well
+[12:44:08] <rg3igalia> yes, indeed
+[12:44:38] <Lyude> alyssa, danvet, mdnavare, mfilion, who all is available for voting on this?
+[12:45:04] <alyssa> I'm sort of here
+[12:46:01] <Lyude> we need at least 4 people for quorum though, if we can't get it now then we can vote on it over email
+[12:47:02] <Lyude> mhh - I think we should probably just do this over email
+[12:47:22] <rg3igalia> ok, we can vote several ones at the same time over email
+[12:47:35] <Lyude> Same for the vaccination question since we don't have enough people here
+[12:47:42] <Lyude> rg3igalia: sgtm
+[12:47:50] <rg3igalia> the second one is a request from kevin brace
+[12:48:21] <danvet> Lyude, here-ish now
+[12:48:29] * danvet went for dinner instead of bod mtg
+[12:48:31] <rg3igalia> it's my understanding travel sponsorship doesn't take into account if the talk is approved or not, likely one of his proposals is going to be accepted but can't be completely sure
+[12:48:44] <danvet> +1 on the 9k for 3 people from me
+[12:48:52] <alyssa> which talk was that again?
+[12:49:07] <rg3igalia> KUnit sorcery and the uncanny nature of FPU in the DRM
+[12:49:18] <danvet> alyssa, we extended our travel sponsor program to essential "bother to submit a proposal"
+[12:49:49] <danvet> as long as the proposal looks like it's somewhat relevant to the community and they look like they'd benefit from attending we acked
+[12:49:59] <danvet> and even with that only got to like 16k grants pre-covid
+[12:50:03] <danvet> so pleeeeeenty of budget
+[12:50:06] <rg3igalia> anyway, back to kevin brace, he submitted a very detailed and itemized list totalling like $500 that's, to me, totally unrealistic
+[12:50:17] <danvet> uh kevin brace
+[12:50:28] <rg3igalia> I sgugest we accept it and increase  the budget to something like $1000, but dunno
+[12:50:31] <Lyude> depends where he lives but yeah
+[12:50:33] <danvet> rg3igalia, for a lot of things we decided on lump sump, if they ask for it
+[12:50:46] <danvet> rg3igalia, imo 500$ is ok
+[12:51:10] <alyssa> oh, it looks like he's also doing a lightning talk
+[12:51:18] <danvet> since we run the travel grants on a as-needs basis
+[12:51:21] <alyssa> so will be speaking regardless, then
+[12:51:24] <danvet> i.e. they get what they ask for :-)
+[12:51:42] <rg3igalia> I don't know where he's going to stay for that money, but I can do the sum again just in case I'm misremembering his proposal
+[12:51:48] <danvet> some only flights, some include the daily food thing we have with some kind of local col scale
+[12:52:25] <danvet> rg3igalia, iirc he was fairly cheap when he asked for travel grant for last physical NA xdc too
+[12:52:28] <danvet> and seems to have worked out
+[12:53:01] <danvet> btw I need to disappear in a few minutes
+[12:53:05] <Lyude> alyssa: would you be up to voting on the covid thing?
+[12:53:49] <Lyude> danvet: yeah - we only have 2 things after this, which is MIPI - still need to contact the person sorry, and then requiring vaccination. but if we want we can also just do that over email
+[12:54:17] * rg3igalia doing the math again on his proposal, likely to total close to ~600 but it was some weeks ago already
+[12:54:31] <danvet> rg3igalia, https://www.x.org/wiki/XorgFoundation/Policies/Reimbursement/ <- in case you werent aware, we pretty much just checked the travel grant request against that
+[12:54:42] <rg3igalia> danvet: thanks
+[12:54:54] <rg3igalia> so I say we accept his proposal?
+[12:55:02] <rg3igalia> +1 from me too
+[12:55:02] <danvet> rg3igalia, three's links for per diem lump sum and stuff so it's not too onerous on us
+[12:55:06] <Lyude> I'm fine with it, +1 from me
+[12:55:06] <danvet> yeah imo too
+[12:55:20] <danvet> rg3igalia, maybe if you can send a mail to board@ with all the travel requests and we vote there?
+[12:55:25] <danvet> since I need to go now ...
+[12:55:33] <Lyude> yeah, probably a good idea
+[12:55:47] <rg3igalia> the third one is jakan tegi, he said he would update the travel sponsor requirement, I pinged him but he didn't reply
+[12:56:06] <rg3igalia> sorry, jagan teki
+[12:56:39] <Lyude> rg3igalia: alright, I'd probably forward that to the board list since we're getting pretty close to the end of the meeting anyway
+[12:57:05] <Lyude> sorry y'all for the scheduling mistake on my part today, I think we can call this the end of the meeting though!
+[12:57:10] <rg3igalia> and finally just a status update on the voting: thanks everyone for voting on time!
+[12:57:26] <Lyude> np! :)
+[12:57:39] <rg3igalia> I'll need to run a second round of votes and send my conclusions over email with some suggestions so we can, perhaps with one more week, have a final selection of talks
+[12:58:14] <alyssa> +1 to the thing daniels emailed about, btw...
+[13:08:08] <danvet> +1 on rg3igalia sending something like that out to nv+amd as paper chair, I think it would be a good message
+[13:08:18] <danvet> once we have the program
+[14:10:05] <mfilion> oops I logged in earlier today and saw meeting was at 7 pm so thought it had returned to the previous time....
+[14:34:46] * anholt here now
+"""]]
+[15:45:07] [disconnected at Wed Jul 20 15:45:07 2022]