Notes form X.Org BoD telecon Feb 21, 2006 Present: Stuart Kreitman (SK) Stuart Anderson (SA) Jim McQuillan (JQ) Kevin Martin (KM) Leon Shiman (LS) Egbert Eich (EE) Topics ------ 1. FOSDEM funding requests 2. IRS 501(c)(3) filing status / bylaws 3. Minute taking for the records of the organization 4. Proposal: reduce frequency of calls 5. Drafting proposal for travel funding policy 6. Timetable for board elections and bylaw ratification by the members. 7. Follow up on the meeting with the sponsors to draft a proposal for an advisory group. 8. LWE Boston (April) status 1. FOSDEM funding Discussed funding request for FOSDEM: Luc Verhaegen asked for USD ~550 to accomodate people attending the HotHouse and DevRoom at FOSDEM. Request was approved. Daniel Stone requested partial funding of his airfare to FOSDEM. Although this funding request was received rather late board approved partial funding of USD 200 based on lowest available airfare for the trip. 2. IRS filings LS reported on the status of the IRS 501(c)(3) filings. Our legal counsel has assigned one of his staff members to this issue. There are still some issues to be resolved in connection with flaws in the transition processes between predecessor organizations. Also 'open software' is not a common purpose among organizations that file for 503(c)(3). However problems to be expected. Legal counsel will use bylaws in present state for filing. The group that's working on the bylaw revision (KM, SA and EE) would like to get in touch with legal counsel about open questions. 3. Minute Taking for Records Issues about the level of details of the meeting minutes for the records were raised. LS reported from conversations with legal counsel that the organization is responsible to keep records of its meetings that it has applied due diligence to the issues it has dealt with. Therefore the records need to contain enough to show the background of an issue dealt with and the different roads to a resolution it has considered taking. LS will produce minutes containing enough background information to show that. EE will continue to produce notes for publications independently. This serves as a check for omissions in either set. Both should have been read and be approved by the time of the next meeting. 4. Proposals The proposal was made to reduce the frequency of the calls. There was support for this among the board members. 5. Travel funding Policy Board agrees that there is still room in approving the communication with the contributors about the availability of funds for travel support to X.Org developers events. Considering that funding requests that were made came in in a rather short timeframe for the event to attend it was agreed upon that the organization should put together travel funding policies. Some board members have some ideas on this issue. Issue was deferred to email discussion. 6. Election Timeframes People on both the election committee and the bylaw group will work out a time table to syncronize bylaw ratification and board elections. Their rough draft is pretty much in line with what LS has drafted. 7. Establishing an Advisory Board. LS circulated his minutes from the meeting with the sponsor organizations of X.Org. He strongly suggests to the board to read them to extract issues to see how to proceed on setting up an advisory board. 8. LWE Boston April 2006 LS Received notice from LWE that the X.Org Foundation will be given booth space there. X.Org will receive a room at no charge to allow developers and contributors to X to meet. Preparation should start soon. Also it is proposed to hold an informal follow up meeting with our sponsor organizations.