Xorg BoD minutes 2024-02-07

4 files changed, 206 insertions, 0 deletions

diff --git a/BoardOfDirectors/IrcLogs.mdwn b/BoardOfDirectors/IrcLogs.mdwn
index 65f7c8c3..8506c966 100644
--- a/BoardOfDirectors/IrcLogs.mdwn
+++ b/BoardOfDirectors/IrcLogs.mdwn
@@ -388,3 +388,4 @@ Meetings are held every second Thursday.
 * [[Dec. 13|BoardOfDirectors/IrcLogs/2023/12-13]]
 * [[Jan. 10|BoardOfDirectors/IrcLogs/2024/01-10]]
 * [[Jan. 24|BoardOfDirectors/IrcLogs/2024/01-24]]
+* [[Feb. 07|BoardOfDirectors/IrcLogs/2024/02-07]]
diff --git a/BoardOfDirectors/IrcLogs/2024/02-07.mdwn b/BoardOfDirectors/IrcLogs/2024/02-07.mdwn
new file mode 100644
index 00000000..6b6e964e
--- /dev/null
+++ b/BoardOfDirectors/IrcLogs/2024/02-07.mdwn
@@ -0,0 +1,157 @@
+[[!format txt """
+[11:00:47] [connected at Wed Feb  7 11:00:47 2024]
+[11:00:47] [I have joined #xf-bod]
+[11:00:49] <sima> so you can't do that before you send out the mail
+[11:00:50] <cmichael> sima, ok, something must not be correct then because I do not see an admin menu
+[11:01:14] <sima> cmichael, did you update admin rights and membership of elections list already to reflect this year's team?
+[11:01:28] <sima> you might need to ask someone from last year to do that, or maybe luyde can
+[11:01:38] <cmichael> sima, huh ? ... apparently I did not lol
+[11:02:02] <sima> cmichael, that's point 1-3
+[11:02:25] <Lyude> hey everyone, role call: alyssa, already got sima and cmichael, anholt, mfilion, rg3igalia, ivyl 
+[11:02:28] <sima> I guess you jumped right to 4 and got volunteered for chair :-)
+[11:02:33] <rg3igalia> I'm here
+[11:02:36] * sima waves
+[11:02:45] <sima> with dripping hair, but I made it
+[11:02:50] <ivyl> present
+[11:02:56] <cmichael> sima, yea .. I seem to somehow manage to get volunteered for a lot of things that I've never done before lol
+[11:03:52] <mfilion> o/
+[11:04:01] <Lyude> hehe, so agenda for today: XDC, SFC, EVoC, elections
+[11:04:28] <sima> cmichael, iirc mfilion was running the show last year, so should have all the leftover keys for you to fix rights
+[11:04:42] <Lyude> SFC: currently tracy and karen are both busy, I think Karen is dealing with some family issues and tracy is sick - so it may take a little while for things to move forward
+[11:04:48] <sima> Lyude, maybe quick check that everyone is ok with me going ahead for sponsor hunt for xdc24 with spi
+[11:05:02] <Lyude> oh yeah, everyone +1 on that?
+[11:05:04] <sima> but imo not really another option, I should get started
+[11:05:14] <rg3igalia> sima, cmichael: I think it was me mostly, you can dig up the emails; I followed the wiki more or less without issues
+[11:05:15] <cmichael> +1 for hunting
+[11:05:32] <sima> rg3igalia, yeah wasnt sure
+[11:05:47] <rg3igalia> +1 for sponsorship hunting
+[11:05:58] <sima> well with spi specifically, just in case there's confusion
+[11:06:03] <cmichael> rg3igalia, ok, I likely missed a step somewhere and will look at that after the meeting
+[11:06:08] <ivyl> +1
+[11:06:24] <sima> my +1 implied I proposed this ofc
+[11:06:56] <Lyude> cool, approved then :) (also +1 from me)
+[11:07:08] <rg3igalia> I'm worried that the transition to SFC is taking over a year, but not worried about going with SPI for sponsorship tracking again :)
+[11:08:05] <Lyude> rg3igalia: I think things will go a lot faster once sfc folks are back, since we have basically everything else sorted out now
+[11:08:15] <mfilion> fingers crossed
+[11:08:17] <Lyude> just seems like we had some unlucky timing
+[11:09:21] <sima> Lyude, maybe time to ping that thread you started with tracy again? it's been almost 2 weeks since then
+[11:09:28] <Lyude> cmichael: regarding elections, I think we'll have to update the schedule once like... i thought I mentioned? I thought I sent an email yesterday but I'm suddenly not seeing it
+[11:09:32] <Lyude> sima: I did last week actually
+[11:09:36] <Lyude> tht's how I know they're sick :P
+[11:09:44] <rg3igalia> Lyude: I saw your email, so you did send it
+[11:09:53] <sima> Lyude, that one is already 12 days ago according to my gmail
+[11:10:04] <Lyude> ah time flies fast haha, I will poke again then
+[11:10:07] <cmichael> Lyude, yes, I saw the email and sent out the notification this morning
+[11:10:17] <Lyude> cmichael: ah cool - we should be good then
+[11:10:26] <alyssa> Lyude: hi
+[11:10:46] <Lyude> cmichael: if you need me to handle any of the other steps btw lemme know
+[11:10:46] <cmichael> Lyude, mostly yes .. am just trying to get step #7 sorted out today .. but apparently I missed/skipped something in between
+[11:10:55] <cmichael> Lyude, thanks :)
+[11:11:43] <cmichael> ahhh I found it
+[11:11:48] <cmichael> it's step #3
+[11:11:50] <Lyude> next up is XDC, mfilion did you want to go over that?
+[11:11:51] <cmichael> which I can't do
+[11:12:21] <Lyude> cmichael: gotcha, I will make sure you've got access after the meeting
+[11:12:22] <sima> cmichael, yeah rg3igalia should be able to do that for you
+[11:12:31] <cmichael> Lyude, thank you :)
+[11:12:38] <Lyude> assuming I can, I think I have access for tht?
+[11:12:52] <rg3igalia> I'll look into that after the meeting, cmichael ping me in private to get that sorted out
+[11:12:59] <Lyude> that works too
+[11:13:00] <cmichael> rg3igalia, ok
+[11:13:01] <mfilion> lyude latest on XDC is the email I sent earlier this week, did you receive it? 
+[11:13:19] <mfilion> sorry not earlier this week but late last week (friday)
+[11:13:25] <sima> I dropped a question on that about budget
+[11:13:35] <sima> spi doesn't really care, but I think sfc would freak out :-)
+[11:13:52] <Lyude> ah i see oops! +1 from me for the XDC schedule, so that should be approved :)
+[11:14:16] <sima> plus we had confusion around budget for xdc23
+[11:14:16] <mfilion> yeah I'll get back to you on the amount @sima, wanted to confirm first that everyone was on board with the scheduling first
+[11:14:51] <mfilion> I started putting the slides together so we have an official proposal in
+[11:15:20] <cmichael> +1 for the xdc dates
+[11:15:22] <rg3igalia> we already have 4 +1s on the email thread, plus the one from mfilion himself I assume, so it's already approved?
+[11:15:29] <Lyude> yes
+[11:16:13] <Lyude> that just leaves EVoC: we need someone to volunteer to handle administrating the program for this year, would be really good if we could have someone from the board do it - would anyone be willing to? 
+[11:16:46] <sima> mfilion, sounds great
+[11:16:58] <mfilion> lyude maybe we should wait until after the elections for that?
+[11:17:00] <rg3igalia> one question regarding the schedule, though: about the third day (hackfest), will we move workshop proposals there (or something along those lines), or will we leave it in a complete unconference format with people to organize themselves, or maybe a shared doc somewhere to propose hacking topics... what's your idea?
+[11:17:01] <sima> Lyude, do you mean evoc or gsoc?
+[11:17:13] <rg3igalia> it will be important for people handling the CfP
+[11:17:14] <Lyude> sima: evoc, but also gsoc yeah
+[11:17:17] <Lyude> but yeah that's a good point
+[11:17:45] <sima> is tlwoerner stepping down? I'm honestly not keeping track of *voc
+[11:17:56] <mfilion> rg3igalia I was thinking the 3rd day would be for everything that isn't talks, i.e. workshops, meetings, hacking
+[11:18:23] <Lyude> I think they've mostly just been around to help new volunteers out, I don't think they've wanted to handle admining the whole thing themselves (unless I'm misremembering tlwoerner ?)
+[11:18:33] <sima> mfilion, probably need closing out lightning talks in the evening that day too or so, at least I like that part of workshop/unconference reporting out to the audience
+[11:19:23] <mfilion> oh right good point
+[11:19:58] <mfilion> we can have an hour or so recap slot at the end of the day or something like that, for everyone to regroup and summarize the day
+[11:20:17] <Lyude> so that would mean we'd have an admin sometime at the start of april, would that be soon enough for gsoc/evoc?
+[11:21:21] <sima> Lyude, I lost context a bit ... who's volunteering?
+[11:21:34] <rg3igalia> mfilion: sounds good to me, we have to make sure no workshop runs later than 1 hour before the lightning talks slot of that evening, to give people time to prepare slides and present something
+[11:21:36] <Lyude> sima: ideally I'd like someone on the board to be able to
+[11:21:45] <Lyude> unless we know someone else off board who'd be willing to handle it
+[11:21:54] <mfilion> rg3igali +1
+[11:21:58] <Lyude> since we've already got a few folks inquiring about evoc
+[11:22:50] <Lyude> (also will brb)
+[11:25:27] <mfilion> I have no idea how early we need to start for evoc/gsoc but if April is good enough, then we should wait until after the elections so we have a clear idea of who's available
+[11:25:49] <Lyude> back
+[11:26:15] <mfilion> I'm going to be too busy organizing the two confs so I won't be able to help for evoc/gsoc (other than promote on social if needed)
+[11:26:38] <sima> uh so if we haven't submitted an org application already we've missed gsoc 24 already
+[11:26:43] <sima> https://developers.google.com/open-source/gsoc/timeline
+[11:26:54] <sima> deadline for that was yesterday
+[11:27:08] <Lyude> yeah - I was just about to say
+[11:27:16] <Lyude> saw that a moment ago :S
+[11:27:42] <sima> and for evoc we iirc have 2 people asking, so either we tell them "no" or we have someone who runs the show
+[11:27:58] <Lyude> this is kinda why I want to make sure someone on the board actually has this as their responsibility
+[11:28:57] <sima> well you don't have to be on the board, thats why we have the separate lists so that board@ membership isn't required
+[11:29:04] <Lyude> mhm fair
+[11:29:23] <sima> since past few years the board didn't really do this
+[11:29:40] <Lyude> siqueira: ^ am I misremembering that this was someting you said you might be interested in at some point?
+[11:29:55] <Lyude> (if you are around, you may not be since you're not on the board and not here for the meeting lol)
+[11:31:19] <Lyude> sima: I guess I can talk with siqueira, we could ask tlwoerner but I don't want to make them defacto gsoc/evoc admin since iirc they expressed wanting to hand those responsibilities to someone else. failing that can send out some emails to see if anyone on the list is interested
+[11:31:50] <sima> yeah iirc we tried to volunteer cmichael :-)
+[11:32:00] <sima> Lyude, otherwise I guess it's once again on hold :-/
+[11:32:15] <sima> Lyude, do we have anything else or can I head of to dry the hair?
+[11:32:24] <cmichael> sima, yea .. I seem to somehow manage to get volunteered for a lot of things that I've never done before lol ;)
+[11:32:26] <Lyude> having trouble finding volunteers is more or less te reason I was hoping to get board members :P
+[11:32:41] <Lyude> sima: I think that's basically it, I'll poke folks today and see
+[11:34:31] <Lyude> thanks for coming to the meeting everyone!
+[11:34:48] <mfilion> thanks everyone
+[11:35:08] <rg3igalia> thanks, bye!
+[11:37:24] <cmichael> besides myself, how else was "volunteered" ;) for the election committee ?
+[11:37:31] <cmichael> s/who else
+[11:37:40] <Lyude> pretty much everyone who isn't running
+[11:39:46] <cmichael> trying to filter a list of 1400+ users (in order to adjust/verify permissions)  ... everyone who isn't running is a bit vague ;)
+[11:40:02] <Lyude> oH! sorry - i meant everyone on the board who isn't running for reelection
+[11:40:11] <mfilion> cmichael only you, iyvl, lyude & sima aren't up for election
+[11:40:18] <mfilion> oops ivyl
+[11:40:31] <sima> plus usually we add anyone who isn't re-running
+[11:40:45] <cmichael> mfilion, ok thanks, that helps :)
+[11:42:13] <sima> cmichael, btw elections page at the bottom has templates for all the mails
+[11:42:30] <mfilion> yes please make sure to use the right templates
+[11:42:45] <cmichael> "Make sure that all members of the election committee have access to the membership system" does this mean I need to edit individual permissings on the bottom of the page ?? or is granting "Staff" and "Superuser" enough ?
+[11:43:19] <mfilion> ivyl are you available to assist cmichael on the elections?
+[11:43:46] <mfilion> the email sent today says memberships need to be renewed by the 26 but right now none of the memberships have expired so no one can actually renew... 
+[11:44:25] <sima> cmichael, "... by giving them "Staff" and "Superuser" rights on https://members.x.org/admin/auth/user/."
+[11:44:29] <cmichael> I did use the email template for the message I sent today
+[11:44:50] <cmichael> sima, yea, but is that enough ? or do I need to edit the actual permissions on the bottom of the admin page ?
+[11:45:24] <sima> well I dont' have staff access so can't look
+[11:45:57] <cmichael> admin site has a section at the bottom to edit individual permissions such as "gui | ballot | Can view ballot"
+[11:46:41] <cmichael> sima, you should now :)
+[11:46:42] <sima> I don't remember ever having to edit that ...
+[11:47:08] <mfilion> cmichael you can also ask rg3igalia, he did all the initial setup last year
+[11:48:09] <sima> cmichael, yeah don't touch that, I have no idea what it does
+[11:48:30] <sima> just checking the staff/superuser box and unchecking it for everyone who's not on the election committee should be enough
+[11:48:32] <cmichael> sima, ahh ok thanks :) I wasn't sure so just wanted to double check
+[11:49:16] <sima> cmichael, I guess add something like "Don't touch anything else" to the docs to clarify that?
+[11:49:18] <cmichael> only person I can't find (yet) is ivyl
+[11:49:25] <sima> no one remembers stuff like this for next time around
+[11:49:30] <cmichael> sima, may be helpful for the future
+[11:50:00] <sima> cmichael, oh btw there's a nice "Make Admin" button on the members list
+[11:50:13] <sima> I think that works too
+[11:50:24] <sima> and if it does, maybe update the docs?
+[11:50:30] <cmichael> ok, found ivyl and modified
+[11:50:32] <sima> also need to click "make user" on those that aren't
+[11:52:11] <cmichael> I think that is everyone who needs staff & superuser
+[11:55:03] <cmichael> yay, now I have the admin menu on the members page
+[11:56:08] <cmichael> going to assume it is safe now to create the new membership period ?
+"""]]
+[19:23:33] [disconnected at Wed Feb  7 19:23:33 2024]
diff --git a/BoardOfDirectors/MeetingSummaries/2024.mdwn b/BoardOfDirectors/MeetingSummaries/2024.mdwn
index 65c51176..30f1056b 100644
--- a/BoardOfDirectors/MeetingSummaries/2024.mdwn
+++ b/BoardOfDirectors/MeetingSummaries/2024.mdwn
@@ -1,2 +1,3 @@
 * [[Jan. 10|BoardOfDirectors/MeetingSummaries/2024/01-10]]
 * [[Jan. 24|BoardOfDirectors/MeetingSummaries/2024/01-24]]
+* [[Feb. 07|BoardOfDirectors/MeetingSummaries/2024/02-07]]
diff --git a/BoardOfDirectors/MeetingSummaries/2024/02-07.mdwn b/BoardOfDirectors/MeetingSummaries/2024/02-07.mdwn
new file mode 100644
index 00000000..d7b93dc3
--- /dev/null
+++ b/BoardOfDirectors/MeetingSummaries/2024/02-07.mdwn
@@ -0,0 +1,47 @@
+Summary of the 07 February 2024 meeting of the [[X.Org Foundation|XorgFoundation]] [[Board of Directors|BoardOfDirectors]]
+Full IRC meeting logs are posted at [[BoardOfDirectors/IrcLogs/]]
+
+## Attendees
+
+Present:
+Sima Vetter,
+Arkadiusz Hiler,
+Lyude Paul,
+Christopher Michael,
+Mark Filion,
+Alyssa Rosenzweig,
+Ricardo Garcia
+
+Guests:
+
+Absent:
+Emma Anholt,
+
+## Summary
+
+Agenda: XDC, SFC, EVoC, Elections
+
+## Items discussed
+
+[[!format txt """
+ITEM: XDC
+Mark Filion finally figured out dates for XDC venue, board approved
+ACTIONS:
+STATUS: Pending
+
+ITEM: SFC
+SFC folks weren't available last week for various reasons
+ACTIONS: Lyude to poke them again this week
+STATUS: Pending
+
+ITEM: EVoC
+We need someone to volunteer to run EVoC! If you're interested please contact
+board@foundation.x.org
+ACTIONS: Lyude to poke some people to see if she can find a volunteer in the mean time
+STATUS: Pending
+
+ITEM: Elections
+Announcements for membership renewals sent out yesterday
+ACTIONS:
+STATUS: Pending
+"""]]