[Members] Agenda for the XSF Board Meeting on April 16 2025

Dear Board members, This email announces the agenda for our next Board meeting, scheduled for Thursday, 16 April 2026, from 16:00 to 16:30 UTC. The meeting will take place in the XSF chatroom at xmpp:xsf@muc.xmpp.org?join. Brief context is included for each agenda item to support preparation. *1. Welcome* Opening of the meeting. *2. Formalize Agenda*Confirm and approve the agenda for this meeting. *3. Action item follow-up: Keep Android Open letter* Confirm that the Chair sent the signing email on behalf of the XSF following the vote at the March 5 meeting. *4. Vote: Membership Name Disclosure Policy* Vote on the motion text (see below) recorded at the April 2 meeting regarding optional public disclosure of members' real names. Since the last meeting, Ralph's concerns about governance transparency were raised on the mailing list and responded to by Matthew, who argued that the current practice of publishing unverified names provides only an illusion of transparency and disproportionately burdens privacy-conscious members. The proposed motion preserves public listing of all members, while allowing use of an alternative identifier upon request, with real names retained privately by the Secretary and accessible to the Board. Officers, Board members, and Council members remain excluded from the opt-out. Determine whether the Board is ready to adopt the motion as drafted, or amend it in light of any remaining concerns. Related mailing list thread: https://mail.jabber.org/hyperkitty/list/members@xmpp.org/thread/JLLM2YCWQBL… *The recorded motion text* *Members shall be listed publicly. Members may request, at any time, that their real name not be used in such public listings, by notifying the Secretary. In that case, the member may be identified by an alternative identifier (such as a username or handle) of their choosing. Real names for all members shall be retained on file by the Secretary and remain accessible to the Board of Directors. This opt-out is not available to members while serving as XSF Officers, or as members of the Board of Directors or Council, for whom public identification by real name remains required.* *5. Vote: Publication of Membership Vote Tallies* Vote on the motion text (see below) recorded at the April 2 meeting to cease publishing membership application vote tallies on the voting wiki pages, while retaining full records on file with the Secretary. Since the last meeting, flow reiterated on the mailing list his preference that tallies remain accessible to members, while others questioned what practical transparency value tallies provide and highlighted that member-only access may undermine the goal of reducing the discomfort applicants feel from being publicly scored. Matthew also suggested a possible compromise already reflected in recent practice: publishing approval counts only, without “no” tallies. Assess whether to adopt the original motion as drafted, amend it to provide members-only access, or formalize an approvals-only publication model instead. Related mailing list thread: https://mail.jabber.org/hyperkitty/list/members@xmpp.org/thread/JLLM2YCWQBL… *The recorded motion text* *The XSF shall cease publishing vote tallies for membership applications on the voting wiki pages. Vote results shall continue to be retained on file by the Secretary.* *6. XSF EU legal structure: assess proposals and next steps* Five proposals are now documented on the wiki, covering a range of options from full EU migration to a lightweight representative office. The mailing list discussion has raised several overarching concerns, including transition costs, IP transfer, and long-term sustainability. Assess whether the discussion has matured enough to narrow the field, or whether further input is needed before the Board can act. Wiki page: https://wiki.xmpp.org/web/XSF_EU_Legal_Transition_Proposal *7. Progress report: Second XMPP Summit 2026 (online)*Follow-up on the task assigned to SCAM at the February 19 meeting to explore format and feasibility of a 2026 online Summit. Receive an update. *8. Progress report: Outreach initiatives* Follow-up on the tasks assigned at the February 19 meeting: CommTeam improving XMPP/XSF Wikipedia and public pages, and SCAM developing a plan for attending conferences and events. Receive brief status updates from the responsible teams. *9. XMPP 2: Update and next steps*Prior to the April 2nd Board meeting, Daniel Gultsch and Marvin attended IETF 125 in Shenzhen, where they report a positive and welcoming reception to the idea of updating the XMPP core RFC. A concrete next step has been identified: producing an initial draft to demonstrate substance, starting with an update to RFC 6120 (core). A side meeting at IETF 126 in Vienna is being planned to gauge broader interest, and participation in the IETF 126 Hackathon (July 18–19, Vienna) has been proposed as a low-barrier opportunity to raise XMPP's visibility at the IETF. Discuss whether the Board wishes to formally acknowledge or support these efforts, and whether any action is needed. Mailing list thread: https://mail.jabber.org/hyperkitty/list/standards@xmpp.org/thread/7LM6LN5VN… *10. Any Other Business (AOB)* Items not listed above that require brief attention. *11. Date of next meeting* Agreement on the date of the next Board meeting. *12. Close* Closing of the meeting. Please review the relevant materials ahead of the meeting so that we can use our time efficiently. Kind regards, Guus