[Members] XSF Board, weekly meeting minutes 2020-03-20

Maxime Buquet pep at bouah.net
Mon Mar 23 13:45:20 UTC 2020

Hi members,

Here are the minutes for this week's Board meeting.

Meetings are held weekly in xmpp:xsf at muc.xmpp.org?join every thursday at
2:30pm UTC. If you want to add an item for the agenda[0] for a next meeting,
please start a thread on this list and poke a board member to add it.

# Welcome

Present: MattJ, pep., ralphm, Seve. Guus excused.

# Hire Communications Person

Pep proposed[0] to come up with job requirements and budget to hire a
communications person.

Commteam could use someone to help them keep up with the pace, to have a
regular presence on social media and take care of the newsletter at
first, and possibly more in the future. Expected work time is a few
hours a week.

All present are in favour.

Pep to poke the Treasurer to figure out how to do contracts.

# Board Voting Process and Discussions

Discussion started a few weeks ago by Pep regarding the way votes and
discusses matters brought to them.

The issue has been discussed once already (see minutes[1]), and there
are disagreements.

Pep would like to make it official that a majority of board members (and
not just quorum, which brings the number to 3 instead of 2) is needed to
pass motions.

Ralph disagrees arguing this is not needed, even though he confirms
that's how it has generally happened in the past (waiting for more than
3 board members to show up).

Pep argues documentation of current practices is key and bylaws are part
of it.

No consensus.

Pep to attempt at documenting board habits outside of bylaws.

# Sponsorship

Ralph has been taking care[2] of drafting an email to send to sponsors.
He sent a first draft on the board list and is asking for feedback.

Pep asks why not making this available to members to allow them to give
feedback as well. MattJ notes that board previously agreed to use board@
for stuff that couldn't be public and this one can.

Ralph says he wants a carefully drafted letter for our sponsors, and
that some of them are amongst members and would render the effort
meaningless if it were public. MattJ agrees.

# Close

Thanks all.

[0]: https://trello.com/c/w4WAG3nL/391-hire-communications-person
[1]: https://mail.jabber.org/pipermail/members/2020-February/009131.html
[2]: https://trello.com/c/0J5WI3qc/386-ask-sponsors-for-renewal

Maxime “pep” Buquet
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