Date is 2014-08-22, times are UTC+10
--- Day changed Fri Aug 22 2014 07:00 < whot> good morning gents 07:01 < stukreit> hi 07:01 < tstellar_> Hi, I would like to add an agend item if possible. I'm intested in planning XDC 2015 and I have a few questions for the board. 07:01 < marcoz> afternoon whot 07:01 <+alanc> good day 07:01 < whot> tstellar_: no problem. we'll do it first so you don't have to hang around for the whole meeting if you don't want to 07:02 < tstellar_> whot: Ok, thanks. 07:04 < mupuf_> tstellar_: sweet! 07:04 < whot> mupuf_, egbert, keithp, agd5f: ping 07:04 < mupuf_> good morning guys :) 07:05 < mupuf_> err, sorry, day 07:06 < agd5f> hi 07:08 < whot> ok, let's get started, maybe egbert and keith join later 07:08 < whot> agenda is fairly small: XDC 2015, XDC 2014, GSoC 07:09 < whot> tstellar_: your floor regarding xdc 2015 07:10 < tstellar_> Thanks, I would like to submit a proposal for XDC 2015 in Toronto. I've spoke with a local College (Seneca College) and they suggested Oct 26-28 as an ideal date, and I just wanted to get some feedback about whether or not this is too late. 07:10 < stukreit> um 07:12 < stukreit> we already have a date and venue for 2015. Perhaps you can help with planning the next non-US gathering. 07:12 <+alanc> stukreit: we do? 07:12 < mupuf_> tstellar_: the only problem I see with that is related to students & GSoC/EVoC 07:12 <+egbert> hi guys! sorry for being a bit late. 07:12 < stukreit> oops, off by 1 year. dyxlexic 07:12 <+alanc> right, we have 2014 in France, so 2015 would be back to north america next year 07:12 < mupuf_> september is usually more free for student 07:13 < mupuf_> I have heard some complaints from local students about XDC2014 being in october 07:13 <+alanc> but we haven't been getting many students attending lately 07:13 < mupuf_> and less professors are available 07:14 < mupuf_> alanc: we strongly advise GSoC/EVoC students to attend XDC, right? 07:14 < whot> alanc: yeah, but I don't think we should try for making anything x-related harder :) 07:14 <+alanc> true 07:14 < tstellar_> Ok, In the US, I think most students are back at school even in early September. 07:15 < agd5f> yeah, exactly 07:15 < agd5f> sometimes even august 07:15 < whot> most of europe is the same I think, school starts in september, uni in oct iirc 07:15 < mupuf_> same in france, but it usually is lighter. The closer we get to the finals, the harder it is for students to catch up 07:15 < mupuf_> I decided to come to XDC2010 because it was early september 07:15 < tstellar_> Is there any date that would be too early, like end of august? 07:15 < mupuf_> and I could "afford" to skip some classes 07:16 < whot> tstellar_: august is travel season for the northern hemisphere 07:16 <+egbert> we need to make sure not to get into the vacation season. so august is a bit early. 07:16 < mupuf_> tstellar_: Could we wait a little to decide? 07:17 < whot> we used to have XDC around the second week of september. this year it was pushed back to make it easier to attend LPC 07:17 < mupuf_> That is something we could talk about at XDC, in a month 07:17 < agd5f> the 26-28 dates coincide with another FSOSS conference at seneca college so people could attend that as well 07:18 < agd5f> fsoss.ca 07:18 -!- stukreit [~skreitma@inet-hqmc02-o.oracle.com] has quit [Remote host closed the connection] 07:18 < tstellar_> They also preferred those dates, because they have a mid-term break that week. 07:18 -!- stukreit [~skreitma@inet-hqmc02-o.oracle.com] has joined #xf-bod 07:18 < tstellar_> It's good to know it may not be ideal, because then I can work on getting some backup-up dates. 07:19 < whot> I should also point out that the Red Hat guys in Boston where planning to organise XDC2015 too, so we may actually have two proposals then 07:19 < mupuf_> tstellar_: In any case, Toronto would be sweet! 07:20 < mupuf_> whot: then maybe the decision could be made at XDC? 07:21 < whot> yeh, I'll get the RH guys to prepare a proposal 07:21 < tstellar_> Ok, thanks for the feedback. I will take with the college some more at write something up. 07:21 < tstellar_> *talk 07:22 < whot> thanks. do you have any other questions? 07:22 < tstellar_> whot: No, that's it. 07:22 < mupuf_> tstellar_: are you planning on attending XDC? 07:22 < tstellar_> mupuf_: No, not this year. 07:23 < mupuf_> ok, then we will handle the presentation about your plan and let people vote 07:23 < mupuf_> unless this is something the board decides 07:23 < agd5f> speaking of xdc, I need to ask if the board will approve covering my travel expenses 07:24 <+alanc> mupuf_: the board makes the final decision, but if there's competing proposals, we'll take feedback from XDC attendees about them to help us decide 07:25 < mupuf_> alanc: ack. Then I guess the matter is closed until then. Thank you for your proposal tstellar_ 07:25 < mupuf_> tstellar_: don't forget to fill your GSoC student's evaluation, if it is done already 07:26 < tstellar_> mupuf_: I did it yesterday. 07:26 < mupuf_> very well, thanks 07:26 <+alanc> agd5f: I'd be okay with that 07:27 < mupuf_> +1 for agd5f 07:27 < whot> agd5f: +1 07:27 < stukreit> +1 07:27 < marcoz> +1 07:27 <+alanc> +1 to make it official 07:28 < agd5f> thanks. I'll send out the estimated costs to the board in an email 07:28 < whot> vote carried, the foundation covers agd5f's XDC attendance costs 07:29 < whot> mupuf_: have you reached out to the GSoC students regarding xdc travel sponsorship? 07:29 < mupuf_> whot: only emil (xexaxo) so far IIRC 07:30 < mupuf_> I can ask Roy right now too 07:30 < whot> ok. I've told lyude but haven't heard back 07:30 < whot> what do we do about the two evocs? 07:30 < mupuf_> one already said he would come 07:30 < mupuf_> wait, I'm gonna find his name 07:31 < mupuf_> Nyah Check 07:31 < mupuf_> Roy Spliet says he would like to come and give a talk too 07:32 < mupuf_> but needs funding 07:32 < marcoz> did everyone receive the reviews from the mentors? 07:33 < mupuf_> do we need to vote individually on them or should we agree on this: If the student passed the mentor's evaluation and is willing to come to give a talk about their work, do we agree on sponsoring him? 07:33 < mupuf_> marcoz: I do have access to all of them 07:33 < agd5f> mupuf_, sounds good to me 07:33 < mupuf_> I +1 my proposal too :) 07:33 < marcoz> mupuf_: good 07:34 < agd5f> +1 to make it official :) 07:34 < marcoz> +1 07:34 < whot> +1 given reasonable travel costs 07:35 < mupuf_> Only check and the African student may have high travel costs 07:35 <+alanc> +1 07:35 < mupuf_> (or is Check the african student?) 07:35 < stukreit> Isn't Check the guy in Camaroom? 07:35 < stukreit> (n) 07:35 <+egbert> +1 07:36 < mupuf_> Sophomore IIRC, but I suck at geography 07:36 < mupuf_> and I'm dislexic too stukreit ;) 07:36 < stukreit> And I don't know what year it is. 07:36 < mupuf_> yeah, it seems like it's him 07:36 < stukreit> I note that Check's mid term eval is not positive. 07:37 < mupuf_> and he was from cameroon 07:38 < mupuf_> stukreit: where was it made available? I may have missed it 07:38 < mupuf_> I don't pay as much attention on EVoC students 07:38 < mupuf_> as on GSoC ones 07:38 < stukreit> Airlie's email on Aug 14 07:39 < whot> ok, so for the logs and minutes: vote carried for the general approval of travel sponsorship for successful gsoc/evoc students. students must make efforts to keep travel costs at a reasonable minimum and submit estimates to the board for final approval 07:39 < whot> mupuf_: as gsoc contact, can you take care to ack the requests as and when they come in 07:40 < mupuf_> I'll directly contact the students who qualify I guess 07:40 < mupuf_> we had 3 fails out of 7 07:40 <+egbert> in fact there is not that much time left: for long distance travel at least costs will go up when you book less than a month ahead. 07:41 < mupuf_> egbert: agreed 07:41 < whot> stukreit: I don't seem to have that email, can you forward it pls? 07:42 <+egbert> i suggest we ask everyone to submit an estimate until the next meeting at least. 07:42 < stukreit> whot: sent 07:42 < mupuf_> egbert: yes, seems reasonable 07:42 < mupuf_> one student won't require any sponsorship, since he already lives in Bordeaux 07:43 < whot> convenient :) 07:44 < mupuf_> if we wait 2 more weeks, price will go up 07:44 < mupuf_> so, the students should book their flights ASAP 07:45 < mupuf_> if you trust me on this, I can check with every student of the GSoC if the price is about right 07:45 < mupuf_> (that is to say, close to the price I found with a quick search) 07:45 < whot> I think that's good enough 07:45 < agd5f> mupuf_, what is the preferred hotel? 07:46 < mupuf_> marcoz: I can handle Roy's too, if you want 07:46 < marcoz> mupuf_: sure! 07:47 < mupuf_> alanc: I have no recommended hotels aside from the ones I listed here: http://www.x.org/wiki/Events/XDC2014/Hotels/ 07:47 < stukreit> mupuf: it would be a great service if you could do a little digging and rank them in some order of preference 07:48 < stukreit> (I see, they're ordered by price!) 07:48 < whot> fwiw, the Red Hat crew will be in the apart'hotel 07:49 < mupuf_> the problem is that no hotel down town seems big-enough to accomodate everyone :o 07:49 < mupuf_> so I selected a bunch of hotels right in the town center 07:49 < mupuf_> and they are apparently not that bad :p 07:50 < mupuf_> I added an hostel too, for students on a budget 07:50 < mupuf_> speaking about this, I almost forgot that one nouveau contributor requested travel sponsorship from Poland (to give a talk) 07:50 < agd5f> whot, which one is that? 07:51 < mupuf_> and by contributor, I can't stress out enough how much he contributed to nouveau in the past 5/6 years. Should we ask him for an estimate and vote on it when he provides it? 07:52 <+alanc> mupuf_: yes 07:52 < mupuf_> alanc: ok, I'll warn him 07:54 <+alanc> if its reasonable, and you think it's valuable to have him there, will probably vote yes 07:55 < whot> agd5f: Apart'Hotel Bordeaux, Appart'City Bordeaux Centre 07:55 <+alanc> though we should probably get stukreit to report our current bank balance at next meeting to make sure we're not outspending our resources before approving all those requests 07:55 < mupuf_> so, let's recap. We ask students to send us estimates on the board's ML. I'll handle the students by checking their flight price and say yes if we agree. We'll vote together on mwk's request by email 07:55 < stukreit> alanc: $68,XXX 07:55 < whot> mupuf_: yep 07:55 <+alanc> okay, so the number of travel requests so far seems within our means 07:56 < stukreit> Can we establish a cut-off date for requests, after which we will look at all requests? 07:56 < mupuf_> stukreit: what do you mean by requests? 07:57 < stukreit> requests for sponsorship 07:57 <+alanc> we don't want to delay them being able to book travel until too late so prices go up though 07:57 < mupuf_> we should send an email probably 07:57 <+egbert> this would almost have to be next week. 07:57 < stukreit> our bad. We should have a process forthis. 07:57 <+egbert> not next week - next meeting 07:57 < whot> yeah. problem is timing though, if we had the XDC in september as originally proposed, the GSoC would be a lot harder to figure out 07:57 <+egbert> so in two weeks from now. 07:58 < stukreit> note-to-board: add travel sponsorship request to schedule planning for future XDC's 07:58 < whot> I don't have a problem voting via email though, it's not like IRC adds anything much 07:58 < mupuf_> stukreit: agreed 07:59 <+egbert> we still should set a cut-off date. 07:59 < whot> stukreit: simple process would be get at least one ACK from a board member for the request and then the ack from the treasurer seals it. that's something I could get behind 07:59 < whot> that way there's also exactly one person that knows that we're not going over budget 08:00 < mupuf_> whot: agreed 08:00 < whot> anyway, we're almost out of time here 08:00 < stukreit> bb-budget. We don't have a budget. just all.the.money. 08:01 < mupuf_> Who could write an email for everyone while I handle the students (EVoC and GSoC) 08:01 < mupuf_> (and mwk) 08:01 < mupuf_> ? 08:01 < stukreit> We haven't had an excess problem for several years. Still, I'm for controls and process 08:02 < whot> I think for this year we should stick with the full ack for everyone, we just do it by email now to avoid delays 08:02 < whot> and at XDC we can figure out the full process for next year 08:03 <+egbert> sounds good. 08:03 < agd5f> so for flight and hotels it looks like ~$2600 for me 08:03 < stukreit> including ground transport? 08:04 < agd5f> just flight and hotel. I can cover the ground transport 08:05 < whot> sounds reasonable to me 08:05 < mupuf_> well, it's not going to get any cheaper, so I guess +1 from me 08:05 < agd5f> flights are the killer. $2300 08:07 < stukreit> omg. 08:08 <+egbert> +1 08:08 < agd5f> if that's too much I can cover some of it myself 08:10 < stukreit> there must be a chart showing what tickets have been at. I haven't gone out of the country in the past 20 months, so I don't know what prices are 08:11 < whot> well, it cost me about that much to fly up from .au but that was booked months ago. but with less than 2 months go go, I'm not surprised 08:13 < whot> anyway, we're well over time now and there's nothing else on the agenda 08:14 < whot> given that we voted +1 on alex already and he wasn't there last year (even though as board memeber we should strive to have the full board, etc.) I'd say anyone who wants to veto speak up, otherwise we remain the +1 08:16 * alanc remains +1 on alex's travel 08:16 < mupuf_> whot: who should send a message for asking people to send us their talk proposal + travel sponsorship request 08:16 < whot> mupuf_: did I hear you volunteer? I think I did :P 08:17 < mupuf_> lol 08:17 < mupuf_> ok, I'll send it to dri-devel, wayland and xorg-devel 08:17 < mupuf_> any other list? 08:18 <+egbert> we don't have a special conference list this time, do we? 08:18 < mupuf_> nope 08:18 <+egbert> otherwise that's about all i think. 08:18 < mupuf_> egbert: are you coming to XDC? 08:18 <+egbert> yes 08:19 < agd5f> I'll go ahead and book then. thanks! 08:19 < mupuf_> then add yourself to the attendees list please: http://www.x.org/wiki/Events/XDC2014/Attendees 08:19 <+egbert> ok, will do, 08:19 < mupuf_> alanc: same for you ;) Please add yourself to the list 08:20 < mupuf_> marcoz: are you coming to XDC? 08:20 <+alanc> we've been using the events@lists.x.org list for all conferences the past few years 08:20 <+egbert> no, i didn't either. 08:20 <+alanc> though clearly not always very well: http://lists.x.org/archives/events/ 08:20 <+egbert> point was: i was never able to post. 08:21 < mupuf_> I'll try to post to it too 08:21 <+egbert> it was closed and the admin couldn't be bothered to give me access. 08:21 < marcoz> mupuf_: yes, I still need to get my tickets. I guess the prices aren't coming down so.... 08:21 < mupuf_> right 08:21 < mupuf_> marcoz: add yourself to the attendees list then :) 08:21 < mupuf_> and don't forget to check out the social event list too 08:22 < marcoz> i was just doing that. 08:23 <+egbert> ok, can we call it a day? (night here ;) ) 08:24 < whot> yes. let's call it closed for today. travel sponsorhip to be sorted via email from now on 08:24 <+egbert> ok, sounds good! 08:24 < whot> thanks for attending gentlemen