Xorg BoD minutes 2016-06-23

4 files changed, 254 insertions, 0 deletions

diff --git a/BoardOfDirectors/IrcLogs.mdwn b/BoardOfDirectors/IrcLogs.mdwn
index cd1bc5b0..ba6151d5 100644
--- a/BoardOfDirectors/IrcLogs.mdwn
+++ b/BoardOfDirectors/IrcLogs.mdwn
@@ -184,3 +184,4 @@ Meetings are held every second Tuesday.
 * [[Mai. 26|BoardOfDirectors/IrcLogs/2016/05-26]]
 * [[Mai. 27|BoardOfDirectors/IrcLogs/2016/05-27]]
 * [[Jun. 09|BoardOfDirectors/IrcLogs/2016/06-09]]
+* [[Jun. 23|BoardOfDirectors/IrcLogs/2016/06-23]]
diff --git a/BoardOfDirectors/IrcLogs/2016/06-23.mdwn b/BoardOfDirectors/IrcLogs/2016/06-23.mdwn
new file mode 100644
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+++ b/BoardOfDirectors/IrcLogs/2016/06-23.mdwn
@@ -0,0 +1,196 @@
+[[!format txt """
+[22:45:58] [connected at Thu Jun 23 22:45:58 2016]
+[22:46:10] [I have joined #xf-bod]
+[22:55:43] <bryce> danvet, I'm here btw, just grabbing a sandwich since I skipped lunch again; don't mark me absent
+[22:55:56] <danvet> bryce, sure ;-)
+[23:00:18] <danvet> Hi all!
+[23:01:02] <egbert> hi guys!
+[23:01:09] <stukreit> hi!
+[23:01:34] <robclark> o/
+[23:02:25] <danvet> Agenda: gsoc, evoc, spi transfers, x.org, xdc
+[23:02:27] <danvet> robclark, \o
+[23:02:36] <danvet> mupuf_, keithp agd5f whot around?
+[23:02:48] <mupuf_> dumbbell: yo!
+[23:02:55] <mupuf_> wow, that is lucky!
+[23:03:05] <danvet> ?
+[23:03:24] * mupuf_ is in a very small village in the countryside of France
+[23:03:41] <danvet> and you're in the one spot they have reception?
+[23:04:13] <mupuf_> and I just happened to take my laptop for a second to check the spelling of a word (famous french behaviour to argue about spelling)
+[23:04:33] <mupuf_> yeah, that's also about right :p 512 kbit/s, that takes me back!
+[23:04:55] <mupuf_> alanc: thx for reposting!
+[23:05:06] <whot> sort-of here
+[23:06:52] <bryce> back, hi all
+[23:06:52] <danvet> ok, I guess we're enough to get started
+[23:07:03] <danvet> first things first, I'll be away in 2 weeks
+[23:07:10] <danvet> whot, can you take over secretary for me pls?
+[23:07:38] <danvet> meanwhile: any additions to agenda?
+[23:08:22] <mupuf_> nope, looks good!
+[23:08:44] <whot> danvet: yes, can do
+[23:08:52] <danvet> whot, thx
+[23:08:58] <danvet> mupuf_, gsoc?
+[23:09:10] <danvet> I've seen the midterm update, will put that into minutes
+[23:09:18] <mupuf_> great
+[23:09:29] <mupuf_> well, your are about up to date then ;)
+[23:10:01] <mupuf_> the midterm are going to be over quite soon
+[23:10:01] <danvet> mupuf_, anything else we should know, all going smoothly?
+[23:10:21] <mupuf_> well, I need to see if idr has completed his review
+[23:10:34] <danvet> ok
+[23:11:14] <danvet> mupuf_, I guess that's it?
+[23:11:32] <mupuf_> yep, that's it
+[23:11:38] <mupuf_> I am satisfied with my student
+[23:11:47] <mupuf_> not sure about elie
+[23:11:52] <mupuf_> agd5f: did you speak to idr?
+[23:13:07] <danvet> excellent
+[23:13:35] <danvet> mupuf_, I'll sign you up to make sure idr fills out the midterm form ;-)
+[23:13:43] <danvet> robclark, bryce evoc updates?
+[23:13:48] <mupuf_> danvet: actually, sign agd5f :p
+[23:14:04] <mupuf_> he is the one who has been following the other student
+[23:15:01] <danvet> ok, wilco
+[23:15:11] <danvet> robclark, bryce ^^
+[23:15:38] <bryce> yep, the fund wiring is sorted I believe
+[23:15:53] <robclark> danvet, I think varad has begun work.. I think we have all the bank details, etc..
+[23:15:59] <bryce> wire payment to Varad looks to be fine - SPI has a form at http://www.spi-inc.org/treasurer/SPI_reimbursement_request.pdf
+[23:16:31] <bryce> last I heard Varad was going to verify with his bank but doesn't sound like there's any cause for concern there
+[23:16:40] <stukreit> I'll have to read that.  Should I send the first $500 as is usual practice?
+[23:16:53] <stukreit> varad gave me his numbers
+[23:17:08] <bryce> I posted the checklist we talked about last meeting
+[23:17:31] <danvet> stukreit, hm, good point
+[23:17:36] * danvet sucks at this
+[23:17:40] <bryce> stukreit, probably will have to, since we haven't any funds transferred to SPI yet afaik
+[23:18:15] <danvet> should we do a quick vote for the first 500$ for varad, to be transferred by stukreit 
+[23:18:17] <danvet> ?
+[23:18:18] <stukreit> ***stukreit sucks at this and is very glad to have an enthusiastic bryce take over
+[23:18:33] <danvet> \o/ for bryce!
+[23:18:39] <stukreit> absolutely.
+[23:18:42] <bryce> for future reference, once we have our funds converted to SPI, we shouldn't need to handle banking info from students; we just direct them to send the details to SPI's treasurer
+[23:19:07] <stukreit> so... how far are we from giving at least some money to SPI?
+[23:19:18] <robclark> I think we are unless transfer of (at least some) funds to SPI in imminent, it makes sense for us to do first payment the old way..
+[23:19:20] <bryce> stukreit, next agenda item I think
+[23:19:34] <danvet> yeah ...
+[23:19:52] <danvet> tbh I'd like to not delay the payement, since it's meant to be the starting one ...
+[23:20:02] <danvet> so +/-1?
+[23:20:35] <bryce> +1
+[23:20:39] <egbert> right - +1
+[23:20:46] <whot> +1
+[23:20:53] <danvet> +1
+[23:20:56] <robclark> +1 (unless we think we have at least partial transfer to SPI within next ~1wk)
+[23:21:06] <danvet> mupuf_, ?
+[23:21:17] <mupuf_> +1
+[23:21:18] <stukreit> (my channel got disconnected, are you voting about the $500?)
+[23:21:19] <mupuf_> sry
+[23:21:30] <danvet> stukreit, yup
+[23:21:32] <danvet> and carries
+[23:21:51] <danvet> that's all on evoc? robclark?
+[23:21:59] <robclark> I think so
+[23:22:33] <danvet> great
+[23:22:39] <danvet> bryce, spi transfer update?
+[23:22:50] <bryce> We're now listed on spi-inc.org:
+[23:22:50] <bryce>     http://www.spi-inc.org/projects/x.org/
+[23:22:58] <bryce> Still not listed on Click & Pledge though.
+[23:23:05] <bryce> I re-emailed Michael this morning
+[23:23:10] <mupuf_> yeepee
+[23:23:11] <bryce>     https://co.clickandpledge.com/advanced/default.aspx?wid=34115
+[23:23:41] <bryce> I don't know of any other pre-requisites we need to tend to, but will follow up on anything that comes to light
+[23:23:48] <danvet> \o/
+[23:24:00] <bryce> I think it's just a matter of them updating the C&P website with our info
+[23:24:12] <danvet> yeah, sounds good
+[23:24:31] <danvet> so, should we transfer parts of the funds to spi? maybe half of it?
+[23:24:40] <danvet> at our current budget that'll last years ;-)
+[23:24:43] <bryce> danvet, related but orthogonal to that...  we really need to follow up on Mishi's email from June 1st regarding dissolution
+[23:25:15] <bryce> Sounds like there needs to be some documentation done about our vote, assert that it meets the criteria he outlined, and detail the vote tallies and so on
+[23:25:42] <bryce> then we need to have some kind of plan of distribution for the nonprofit assets...  Basically something that says "Everything gets transferred to SPI" or some such
+[23:25:43] <danvet> hm, I thought I replied to ask her for clarification ...
+[23:26:10] <bryce> we also need to submit the final corporate income tax return - which I guess is a task for either stuart or I
+[23:26:29] <stukreit> Sounds like we should not transfer money until this is cleared
+[23:26:34] <danvet> hm yep, on 7th Jun
+[23:26:56] <bryce> once those three things are done and we have a dissolution date, then there's two filings to do, one for IRS one for Delaware; guessing these will be my tasks to do
+[23:27:23] <agd5f> hey, sorry I'm late, lost track of time
+[23:27:27] <stukreit> bryce: the 990N is very simple, but I think it can only be filed at certain time of year
+[23:27:57] <egbert> stukreit: do you know when?
+[23:28:01] <danvet> hm yeah, probably better if we figure this out first
+[23:28:05] <bryce> stukreit, ah, ok; if you send me the 2015 one you just did, I can probably own the task for 2016.  If that's all that's needed it doesn't sound too complicated.
+[23:28:10] <danvet> stukreit, if you're ok with running treasurer for a bit more
+[23:28:27] <agd5f> I haven't heard form idr yet
+[23:28:34] <agd5f> I'll ping him again
+[23:28:40] <stukreit> um, might have to ask irs how to do this. easiest way to understand
+[23:28:41] <egbert> right. would be great if you took care of that.
+[23:29:15] <danvet> stukreit, disolving the llc?
+[23:29:21] <stukreit>  the 990N is an e-file. all I have is a confirmation
+[23:29:40] <stukreit> I don't know stuff about the llc
+[23:30:56] <danvet> bryce, can you perhaps ping Mishi again in a reply to my mail?
+[23:31:10] <danvet> sounds like you have some clue ;-)
+[23:31:18] <stukreit> need a full sentence that goes something like:  "dear irs, we are dissolving this corp and transferring its assets into a subsidiary of SPI"   .. I don't know the right language..
+[23:32:11] <bryce> danvet, yeah I can follow up on that email
+[23:32:30] <danvet> thx a lot
+[23:33:14] <bryce> danvet, will you take the action to draft up some sort of official sounding 'record of dissolution' document with the vote tallies and stuff?
+[23:33:36] <danvet> bryce, sure I can do that, but I'd like to know what's supposed to be in there
+[23:33:39] <bryce> I suspect if we have a draft to show them, then it'll be easier for them to poke holes and tell us what's needed
+[23:33:50] <danvet> and whether maybe the entire election committee needs to sign off on it
+[23:33:57] <danvet> hm ...
+[23:34:04] <bryce> heh, chicken and egg :-)
+[23:34:06] <danvet> good point
+[23:34:14] <danvet> but I'm going to be on vacation next 2 weeks
+[23:34:22] <danvet> I think poking once meanwhile would be good
+[23:34:33] <bryce> well, it sounds like from his email that there's many ways to go about it, they may not know what approach we ought to use
+[23:34:35] <danvet> but pls remind me next mtg I'm around in case nothing has moved
+[23:34:42] <bryce> danvet, alright
+[23:34:56] <danvet> typing up something shouldn't be a big problem
+[23:35:29] <bryce> if you get a chance to jot some stuff down today before you leave, feel free to shoot it my way
+[23:36:02] <danvet> unlikely
+[23:36:09] * danvet no longer entirely sober ;-)
+[23:36:15] <bryce> heh, fair enough
+[23:36:55] <danvet> but I made a note in the minutes that Ill have to draft this if things don't move
+[23:36:55] <bryce> only other bit of status here, is stukreit's sent me a pile of documents, which will keep me busy looking at for a while
+[23:37:41] <bryce> oh also, I see I just got a reply from Michael who says he's going to get Click & Pledge set up for us "shortly"
+[23:37:49] <danvet> great
+[23:38:07] <danvet> bryce, btw for the docs I guess we could upload at least some of them to the secretary git archive
+[23:38:12] <danvet> for safekeeping
+[23:39:24] <danvet> ok, I guess that's it on spi transferal
+[23:39:31] <danvet> egbert, x.org domain updates, or still burried?
+[23:39:45] <bryce> danvet, yes agreed; I'll review them for banking details we might not want public, as we discussed last meeting.
+[23:39:54] <danvet> yup
+[23:40:22] <egbert> danvet: as i mentioned. i'm travelling a lot currently so this is not really a good time. sorry.
+[23:40:22] <danvet> and let's interleave topics even more
+[23:40:35] <whot> fwiw, i'll figure out how to donate the xorgfoundation domain
+[23:40:36] <danvet> mupuf_, xdc proceeding well?
+[23:40:38] <danvet> egbert, ok
+[23:40:45] <egbert> i try to get this fixed once thing are settled a bit.
+[23:40:48] <danvet> whot, yeah, would be good to straighten that out
+[23:40:52] <danvet> egbert, thx
+[23:40:52] <mupuf_> danvet: no news, everyting seems to be alright
+[23:41:05] <mupuf_> we have been applying for an internal grant at Intel for the catering
+[23:41:08] <danvet> egbert, I'll keep it on the agenda meanwhile, we have 8.5 years still ;-)
+[23:41:16] <danvet> mupuf_, excellent
+[23:41:18] <egbert> danvet: please do!
+[23:41:24] <mupuf_> we *have* to use the service provided by the uni
+[23:41:33] <danvet> for xdc2017, we're still loooking for bids
+[23:41:36] <mupuf_> I need to ping the person who contacted them
+[23:41:41] <danvet> agd5f, iirc you wanted to hand in something?
+[23:41:44] <mupuf_> to see how it went
+[23:41:50] <danvet> mupuf_, I think that's a usual thing venues require
+[23:41:52] <egbert> danvet: mea maxima culpa for not takig care of it earlier
+[23:42:01] <danvet> egbert, no worries
+[23:42:05] <mupuf_> danvet: yeah, sure.
+[23:42:26] <danvet> I'll ping google again for xdc17 in mountain view
+[23:42:32] <danvet> when I'm back I mean ;-)
+[23:42:48] <danvet>  has anyone else made noises about xdc17?
+[23:42:51] <danvet> robclark, ^^?
+[23:43:00] <whot> also, I gotta go, sorry
+[23:43:21] <mupuf_> danvet: good! Would be nice to vote at XDC
+[23:43:40] <danvet> whot, I think we're pretty much done anyway
+[23:43:50] <danvet> mupuf_, yeah, but need to get the proposals in first ;-)
+[23:44:17] <robclark> danvet, I'm optimistic that we could do xdc17 in Boston, but I need to check status of new office closer to the time..
+[23:44:28] <robclark> danvet, when was the deadline we said?  Aug?
+[23:44:48] <mupuf_> robclark: it is XDC
+[23:44:59] <danvet> robclark, in the mail I said XDC, but also that we have wiggle-room if there are reasons
+[23:45:22] <robclark> ok..  I should think that by XDC I'll know for sure if we can submit a bid/proposal..
+[23:46:14] <danvet> anything else before I shut down the secretary script?
+[23:46:24] <danvet> robclark, the earlier the better imo
+[23:47:11] <agd5f> danvet, yeah, planning to submit my xdc2017 bid next month.  Too busy right now
+[23:47:24] <danvet> agd5f, awesome
+[23:51:08] <danvet> ok, I think that's it
+[23:51:18] <danvet> thx everyone for participation
+[23:51:24] <bryce> thanks, cya
+[23:51:25] <danvet> g'night all
+"""]]
+[23:51:29] [disconnected at Thu Jun 23 23:51:29 2016]
diff --git a/BoardOfDirectors/MeetingSummaries/2016.mdwn b/BoardOfDirectors/MeetingSummaries/2016.mdwn
index f1d0ee50..49c13765 100644
--- a/BoardOfDirectors/MeetingSummaries/2016.mdwn
+++ b/BoardOfDirectors/MeetingSummaries/2016.mdwn
@@ -16,3 +16,4 @@ Summaries of the 2016 meetings of the [[X.Org Foundation|XorgFoundation]] [[Boar
 * [[Mai. 26|BoardOfDirectors/MeetingSummaries/2016/05-26]]
 * [[Mai. 27|BoardOfDirectors/MeetingSummaries/2016/05-27]]
 * [[Jun. 09|BoardOfDirectors/MeetingSummaries/2016/06-09]]
+* [[Jun. 23|BoardOfDirectors/MeetingSummaries/2016/06-23]]
diff --git a/BoardOfDirectors/MeetingSummaries/2016/06-23.mdwn b/BoardOfDirectors/MeetingSummaries/2016/06-23.mdwn
new file mode 100644
index 00000000..8929661f
--- /dev/null
+++ b/BoardOfDirectors/MeetingSummaries/2016/06-23.mdwn
@@ -0,0 +1,56 @@
+Summary of the 16 September 2015 meeting of the [[X.Org Foundation|XorgFoundation]] [[Board of Directors|BoardOfDirectors]]
+Full IRC meeting logs are posted at [[BoardOfDirectors/IrcLogs/]]
+
+## Attendees
+
+Present:
+Peter Hutterer,
+Martin Peres,
+Daniel Vetter,
+Bryce Harrington,
+Egbert Eich,
+Rob Clark,
+Alex Deucher,
+
+Absent:
+
+Keith Packard,
+
+## Summary
+
+Agenda: gsoc, evoc, spi transfers, x.org, xdc
+
+Daniel not around in 2 weeks, Peter will take over secretary duties.
+
+Gsoc midterm: https://plus.google.com/+XOrgFoundationOfficial/posts/D4iTWwzGkz4
+
+Evoc started!
+
+SPI transfer still in progress.
+
+## Items discussed
+
+[[!format txt """
+ITEM: gsoc
+Midterm evaluations ongoing.
+ACTIONS: Alex to ping idr for midterm.
+STATUS: Pending
+
+ITEM: Evoc
+Payment and other details look good, Varad started working
+ACTIONS: Stuart to transfer initial $500 payment to Varad.
+STATUS: Pending
+
+ITEM: spi transfer
+Getting set up to be able to accept donations. Still unclear how to wind down
+the old LLC. Bryce received a pile of docs from Stuart, sifting through them.
+ACTIONS: Bryce to ping Mishi again about exact procedure.
+ACTIONS: If it doesn't move, Daniel to type up proposed doc with voting result
+when he's back.
+STATUS: Pending
+
+ITEM: XDC
+XDC Helsinki planning going well. Bunch of folks thinking abot bids for xdc17,
+should roll in in the next weeks/month hopefully
+STATUS: Pending
+"""]]