[22:52:09] [connected at Thu Jan 18 22:52:09 2018] [22:52:20] [I have joined #xf-bod] [22:58:35] <danvet> bryce, your mail just reminds me: did you start poking the other sponsors already for invoice details? [22:58:39] <danvet> or still too early? [23:00:16] <Riastradh> Hi, folks. I'm not able to focus right now -- feeling a bit ill with a headache. Sorry! [23:00:41] <bryce> danvet, no, they can request invoices if/when they need them I guess [23:00:48] <danvet> hi all! [23:00:53] <danvet> Riastradh, nw [23:01:05] <bryce> Riastradh, take care [23:01:10] <danvet> bryce, well eventually we need to poke them for the money, but I guess that can wait [23:01:17] <danvet> egbert, around too? [23:01:47] <danvet> Agenda: gsoc, treasurer's report, xdc date, election [23:01:49] <bryce> danvet, yeah, I'll let you drive on those and pull me in if you need me [23:01:57] <danvet> ok [23:02:23] <danvet> anything to add to the agenda? [23:02:26] <egbert> hi! [23:02:55] <danvet> mupuf would be good for gsoc, iirc the org application deadline is about now [23:03:45] <Riastradh> Deadline is Tuesday, January 23rd. Feel free to put me on as org admin as long as mupuf is the primary one; I'll be doing it for NetBSD again this year too. [23:03:55] <mupuf> Pong [23:03:56] <danvet> ah cool [23:04:00] <danvet> mupuf, hi! [23:04:12] <mupuf> Yeah, i'll apply tonight [23:04:39] <agd5f> mupuf, I can help too if you need a hand [23:05:11] <danvet> sounds like we're covered [23:05:32] <danvet> mupuf, can we expect any gsoc travel sponsor requests for fosdem? [23:05:49] <mupuf> Thx agd5f, i'll try to dig the previous year's answers [23:06:00] <mupuf> No gsoc travel for fosdem [23:06:07] <danvet> ok [23:06:22] <mupuf> The student withdrew his talk because he could not get a visa [23:06:25] <danvet> bryce, treasurer report? [23:06:27] <danvet> argh :-( [23:06:35] <mupuf> (in time) [23:06:41] <danvet> yeah this stuff takes time ... [23:06:52] <bryce> I've updated ledger with the data I have, and written up the prose bits, [23:07:11] <bryce> but I really need the actuals from SPI before I can finalize the report with the financial summary (the most important piece) [23:07:25] <bryce> SPI had been sending out monthly reports but stopped in Jul, nothing since [23:07:38] <bryce> I asked them a week ago, and pinged them earlier today, but no response [23:07:43] <bryce> http://lists.spi-inc.org/pipermail/spi-general/2018-January/thread.html [23:07:48] <bryce> so, blocked :-/ [23:07:49] <danvet> hm ... [23:07:50] <danvet> ok [23:08:16] <bryce> also, I noticed in going through the reports, that we're getting donations that I'm not getting per-donation confirmations on. We just know a subset [23:08:18] <keithp> yeah, I saw that as well [23:08:32] <bryce> I've put what I know into ledger, but I know there's going to be more that I don't know [23:08:39] <danvet> so money but we have no idea who sponsored? [23:08:47] <bryce> also, I haven't been able to push commits to FDO for a while [23:08:59] <danvet> bryce, permissions again? [23:09:29] <bryce> danvet, there's known unknowns and unknown unknowns both... SPI's ledger data would answer the latter at least [23:09:32] <danvet> I guess I'll what still works for me after this mtg :-) [23:09:50] <danvet> ah [23:09:51] <bryce> the donations are modest ones - $5-$50 range [23:09:58] <danvet> well still [23:10:02] <bryce> yeah [23:11:00] <bryce> on to topic of larger sponsors... [23:11:27] <bryce> I've engaged with the nvidia contact for their invoice for XDC sponsorship [23:11:43] <danvet> yeah noticed that [23:11:48] <bryce> let me know if other invoice needs arise from XDC. I think that's the only invoice request so far? [23:11:58] <danvet> I'll just keep pinging people until I run out of ideas ... [23:12:04] <danvet> yeah [23:12:06] <bryce> for website sponsors I responded to the two requests with info, and will follow up as needed [23:12:21] <danvet> the others will probably need one too, but needed to wait for the right year first [23:12:28] <bryce> the one existing website sponsor (dealsland) expires in Feb, so planning on following up with them later for renewal [23:12:28] <danvet> thx a lot for that [23:12:52] <bryce> EOT [23:13:34] <danvet> thx [23:13:41] <danvet> so xdc date [23:14:03] <danvet> imo I think we can fix it to what igalia proposed [23:14:18] <danvet> aligns with khr f2f, avoids most other things, probably won't get better [23:14:26] <danvet> mupuf, did you check how it aligns with gsoc? [23:14:37] <mupuf> Nope [23:14:46] <danvet> dates not yet out? [23:14:59] <mupuf> I think they are, but i did not check [23:15:44] <mupuf> The bus network changed in Helsinki after the new metro opened, and i apparently missed my bus, so i am still in one [23:16:00] <mupuf> Will check in 5 minutes when i get home [23:16:06] <danvet> ok [23:16:14] <danvet> any other concerns about the date we need to check? [23:19:11] <mupuf> Gnome summit? [23:19:30] <danvet> when is that? [23:19:59] <danvet> didn't even happen last year, so I guess doesn't matter [23:20:01] <mupuf> Good question, but it is around this time iirc [23:20:04] <danvet> so upcoming elections [23:20:08] <mupuf> Oh, ok [23:20:27] <mupuf> Yes, we are late again! [23:20:37] <danvet> agd5f, egbert keithp and bryce term's expires [23:20:45] <danvet> anyone decided to not re-run? [23:20:53] <egbert> right. i will not rerun [23:21:38] <agd5f> I'll run if we don't have enough candidates [23:21:49] <danvet> egbert, upfront thx already for all your time here [23:22:00] <danvet> agd5f, this is more about the election committee [23:22:04] <danvet> keithp, bryce ? [23:22:20] <keithp> I'm good for another go [23:22:26] <mupuf> Indeed egbert! [23:22:35] <bryce> danvet, I guess so [23:22:39] <mupuf> Thx a lot [23:22:53] <egbert> np :) [23:23:15] <egbert> thx! [23:23:29] <danvet> ok, so election committee would be robclark, mupuf, Riastradh, egbert and me [23:23:34] <danvet> everyone ok with that? [23:23:44] <agd5f> sounds good to me [23:23:59] <Riastradh> OK. [23:24:07] <mupuf> LGTM [23:24:54] <danvet> so who's going to run the show? [23:25:19] <danvet> (not me, way too much travel/vacations up to about March/April, I can type notes and stuff as usual though) [23:26:05] <danvet> whot has typed up some nice docs, so I think it wasn't too much trouble last year for agd5f [23:26:18] <danvet> Riastradh, mupuf, egbert? [23:26:19] <egbert> i don't think i will have time either [23:26:24] <danvet> or we pick rob in absence [23:26:40] <Riastradh> Prefer to watch over someone's shoulder, but if everyone else declines, I can try to figure it out. I have some travel in March too, but only for a couple weeks. [23:26:42] <mupuf> Ha ha, yeah, I am swamped... [23:27:04] <mupuf> well, let's ask rob [23:27:12] <mupuf> and otherwise, Riastradh? [23:27:12] <danvet> I guess I'll tentatively jot down robclark + Riastradh [23:27:19] <Riastradh> OK. [23:27:21] <mupuf> I will be around [23:27:35] <egbert> if need to be i may be around. [23:27:38] <mupuf> and I can give guidance because I ran the show at least twice IIRC [23:27:41] <agd5f> it's not hard, it's just annoying. set up calendar reminders for sending out status emails [23:27:46] <egbert> also, i've done it before. [23:27:58] <danvet> yeah there's some good docs [23:28:02] <mupuf> yeah, the hardest part is coming up with the dates [23:28:07] <mupuf> after this, all is well [23:28:13] <danvet> https://www.x.org/wiki/BoardOfDirectors/Elections/ [23:28:24] <danvet> incuding email templates [23:28:38] <danvet> well membership expire is first, that should imo happen asap [23:28:43] <agd5f> biggest pain is that you don't have enough candidates and you have to change all the dates to extend the nomination period [23:28:44] <egbert> do we still use the old sw from years ago? [23:29:09] <egbert> agd5f: this wasn't the case recently, was it? [23:29:31] <danvet> egbert, not with any margin [23:29:36] <agd5f> egbert, every election I've run has had to change the dates multiple times during the election for various reasons [23:29:51] <danvet> last year we essentially voted on which of the 3 intel to pick, the other 2 were set [23:29:57] <egbert> agd5f: this is true. [23:31:12] <danvet> so yeah I'll jot down an action for everyone to start volunteer people for board seats :-) [23:32:32] <danvet> mupuf, gsoc dates figured out now? [23:32:52] <mupuf> August 22 is the end of it [23:33:04] <danvet> ok, so late Sept still good [23:33:12] <mupuf> so, we need to final work from student is August 14 [23:33:37] <mupuf> but we can't wait that long for the proposals [23:33:52] <danvet> 26-28 September is what Igalia proposed [23:34:05] <mupuf> this year, I want the notification of acceptance to be in mid-june [23:34:10] <danvet> mupuf, yeah generally it's clear whether they should come before that [23:34:16] <mupuf> to allow people to book visas and all this [23:34:43] <danvet> secretary, still here? [23:34:43] <secretary> danvet: I'm just the secretary, dutifully keeping logs of this meeting [23:34:44] <mupuf> and then, people can keep on writing proposals later on, to fill the schedule [23:34:53] <danvet> sry net dropped over here ... [23:34:54] <egbert> how do we go about invitations for visas this year? [23:35:02] <danvet> egbert, ask igalia [23:35:09] <danvet> we can't invite people [23:35:17] <egbert> right [23:35:20] <mupuf> yeah, but we probably won't get formal invitation [23:35:34] <mupuf> but an acceptance letter to a conference is probably as good as it gets without involving lawyers [23:35:36] <danvet> igalia or the university should be able to pull that off [23:35:48] <danvet> if we have a student that needs one, we need to kickstart that early ofc [23:35:49] <mupuf> and a public list of accepted talks [23:36:20] <danvet> mupuf, can you pls send a mail to Samuel about this? [23:36:23] <Riastradh> A printable letter of acceptance can be very helpful for getting through visa and customs processes. [23:36:29] <danvet> since we do have one student who needs a visa ... [23:36:37] <danvet> yeah it'd help a lot [23:36:39] <Riastradh> Especially if it has official-looking letterhead. [23:36:42] <mupuf> GSoC students are difficults because they basically need to submit a talk at the begining of the project [23:36:44] <danvet> and we have half a year to figure this out [23:36:47] <mupuf> so, they are not confident to talk about it [23:36:49] <danvet> well, igalia really :-) [23:36:52] <mupuf> hehe [23:37:07] <danvet> mupuf, yeah, but we have a few from last year we can (and imo should) invite [23:37:08] <mupuf> I will do that now then, but honestly, tourist visas should be available for everyone [23:37:16] <mupuf> yes, you are right [23:37:30] <Riastradh> In principle, presumably the local host should be responsible for formal invitations, but in practice official letterhead probably matters more than the technical legal jurisdiction of the relevant entities. [23:37:53] <danvet> university should be able to send out an impressive letterhead :-) [23:37:59] <egbert> yes. [23:38:22] <danvet> so back to xdc date, ok if we tell Samuel to go with 26-28 Sept? [23:38:29] <danvet> I don't think we can make it better than that ... [23:38:34] <egbert> only point is: they may be hesitant. as it may cost them a lot of money. [23:38:46] <agd5f> Sounds good to me +1 [23:39:56] <danvet> anyone else? [23:39:59] <danvet> (on the xdc date) [23:40:15] <egbert> fine with me [23:40:15] <mupuf> +1 for me [23:40:24] <keithp> I'd be surprised if igalia didn't already have a process for sending invitation letters for visa purposes? [23:40:28] <mupuf> the later, the better [23:40:30] <keithp> also, dates seem fine [23:40:41] <Riastradh> Hmm... Looks like EuroBSDcon is aiming for the weekend before, so I might even be able to come to XDC. [23:40:51] <mupuf> Riastradh: nice [23:41:02] <Riastradh> Not 100% sure of the dates. [23:42:03] <bryce> no preference for the dates from me. 26-28 Sep sounds reasonable [23:43:15] <danvet> ok, I think that's it for today [23:43:25] * danvet sleep time for the flight tomorrow to sydney [23:43:30] <danvet> anything else, last minute? [23:43:57] <mupuf> nope, should be good [23:43:57] <egbert> doesn't look like it. [23:44:01] <egbert> good night :) [23:44:03] <mupuf> Have a good flight to Sydney! [23:44:09] <mupuf> I guess I won't see you at fosdem then [23:44:13] <keithp> danvet: see you sunday [23:44:25] <egbert> mupuf: will you be at fosdem? [23:44:30] <danvet> keithp, you too! [23:44:45] <mupuf> egbert: yes, I am helping again this year [23:44:51] <danvet> mupuf, I'll be snowboarding starting that w/e :-) [23:44:53] <egbert> ok! [23:44:54] <mupuf> Luc, Paulk and I [23:44:59] <egbert> i will be there as well [23:45:06] <mupuf> danvet: have fun, make sure not get burried under a ton of snow! [23:45:07] <danvet> like I said, mostly gone next few weeks [23:45:11] <robclark> oh, sorry.. forgot about mtg.. [23:45:28] <danvet> robclark, we volunteered you to run the election [23:45:28] <mupuf> robclark: no worries, you got assigned running the elections :D [23:45:31] <danvet> for penance :-) [23:45:35] <robclark> heh [23:45:51] * robclark should work out irc oh phone so I can join mtg from subway [23:45:57] <robclark> s/oh/on/ [23:46:08] <keithp> robclark: tether [23:46:14] <danvet> I'll put the link to the nice writeup from whot into the minutes [23:46:21] <danvet> a long one [23:46:24] <robclark> ok [23:47:12] <danvet> ok, that's a wrap, thx everyone for hanging around
[23:47:29] [disconnected at Thu Jan 18 23:47:29 2018]