Zope Foundation minutes http://foundation.zope.org/minutes/rss faassen 2009-06-24T07:46:25Z Zope Foundation Minutes of a Meeting of the Board of Directors - April 21 2008 http://foundation.zope.org/minutes/zfbod-minutes-20080421 Date and Time: Monday, April 21, 2008, 13:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation eric 2008-05-21T10:46:11Z Zope Foundation Minutes of a Meeting of the Board of Directors - May 6 2008 http://foundation.zope.org/minutes/zfbod-minutes-20080506 Date and Time: Monday, May 6, 2008, 13:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation eric 2008-05-21T10:49:25Z Zope Foundation Minutes of a Meeting of the Board of Directors - August 4 2008 http://foundation.zope.org/minutes/zfbod-minutes-20080804 The agenda is accepted as follows: eric 2008-08-18T14:46:11Z Zope Foundation Minutes of a Meeting of the Board of Directors - August 18 2008 http://foundation.zope.org/minutes/zfbod-minutes-20080818 The agenda is accepted as follows: eric 2008-10-01T20:28:35Z Zope Foundation Minutes of a Meeting of the Board of Directors - October 15 2008 http://foundation.zope.org/minutes/zfbod-minutes-20081015 Date and Time: Monday, August 18, 2008, 13:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation eric 2008-11-13T15:58:07Z Zope Foundation Minutes of a Meeting of the Board of Directors - October 29 2008 http://foundation.zope.org/minutes/zfbod-minutes-20081029 Date and Time: Wednesday, October 29, 2008, 14:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation eric 2008-11-13T16:01:32Z http://foundation.zope.org/minutes/zfbod-minutes-20081114 Date and Time: Friday, November 14, 2008, 14:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation eric 2008-12-09T10:10:41Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20090106 Date and Time:    Tuesday, January 06, 2009, 14:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present:     Martijn Faassen Jens Vagelpohl Eric Casteleijn The chairman calls the meeting to order at 14h03m UTC. Agenda ------ The agenda is accepted as follows: * IP transfer to the Foundation * New board elections * Miscellaneous * Adjournment IP transfer to the Foundation ----------------------------- Martijn will ask Rob to (re)send the IP transfer document to the ZF Board list for thorough discussion. New board elections ------------------- The secretary will review the new bylaws to determine how much time needs to be between announcement and the election of a new board, and will work on a draft announcement. Jens will kick off a discussion of the voting procedure on the list. Miscellaneous ------------- The chairman and the other attendees wish everyone a happy new year. The ZF site is out of date, the different documents need to be updated so that they are in agreement with the new bylaws. Martijn agrees to go through them and bring everything that he can't resolve immediately to the list. Eric will reduce the clutter in the left hand navigation of the site. Adjournment ----------- The next ZF BoD meeting is scheduled for Tuesday, 2009-01-20 14:00 UTC The chairman adjourns the meeting at 14h20m UTC. These minutes were written by the secretary, Eric, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on Feb 24 2009. The Chairman bid the Secretary keep these minutes on file. eric 2009-02-24T07:42:54Z Minutes of a Special Meeting of the Zope Foundation http://foundation.zope.org/minutes/zf-special-meeting-20081212 Date and Time:    Friday, December 12, 2008, 17:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Members Present:     * Eric Casteleijn (representing Infrae) who holds the proxies of   Andreas Jung and Jens Vagelpohl. * Rob Miller * Stephan Richter who holds the proxy of Alec Mitchell * Jan Smith * Aroldo Souza-Leite (representing Gfu Cyrus Cologne) * Sidnei da Silva * Christian Zagrodnick (representing Gocept and himself) * Daniel Havlik who holds the proxies of Christian Theune and Thomas   Lotze * Dmitry Vasiliev * Jim Fulton who holds proxies of Amos Latteier, Mark Hammond and   Nathan Yergler * Florian Lindner * Jodok Batlogg (representing Lovely Systems) * Gary Poster * Tres Seaver * Martijn Faassen who holds the proxies of Philipp von Weitershausen   and Tarek Ziadé * Chris McDonough * Kiran Jonnalagadda * Albertas Agejevas * Marius Gedminas * Lennart Regebro * Rocky Burt * Chris Withers * Zachery Bir * Brian Sutherland * Sathya Rangaswamy (representing Zeomega) * Martijn Pieters * Rob Page (representing Zope Corporation and himself) * Fred Drake Jr. * Benji York * Janko Hauser The chairman calls the meeting to order at 17h00m UTC. Agenda ------ The agenda is accepted as follows: * introduction to the new bylaws * revoking of proxies * voting * voting results Introduction to the new bylaws ------------------------------ The chairman welcomes the attending members. He explains that the current bylaws were based on those of the Eclipse foundation, which shortly after adoption were discovered to be too heavyweight for the kind of organization the Zope Foundation aims to be. Evolving the existing bylaws into something more appropriate and manageable was attempted but failed. The proposed bylaws are based on the bylaws of the Python Software Foundation, with some improvements that the PSF itself is intending to implement. They were also brought into line with the fact that the Zope Foundation expects to conduct most of its meetings and communication on-line. The major differences between the current and the proposed bylaws are: * Making changes to the bylaws becomes easier. * There will be only three classes of members:   1. Nominated Members, an individual and free membership that      replaces the old 'committer' and 'associate' memberships.  There      will no longer be any formal relation between being a Zope      Committer and becoming a Foundation Member.   2. Sponsorship Members, members who financially sponsor the      Foundation.   3. Emeritus Members, members who retired from active membership. Tres Seaver moves that the Foundation adopt the new bylaws as proposed on http://foundation.zope.org/bylaws/zope_foundation_bylaws.pdf Stephan Richter seconds the motion. Revoking of proxies ------------------- No members who sent in a proxy form are present. Voting ------ The secretary explains the voting procedures, and calls the members to vote one by one. Voting Results -------------- Out of 52 members (of all classes) 41 were present in person or by proxy, and those present voted unanimously for the motion, which means the motion is carried, and the new bylaws are adopted. adjournment ----------- The chairman thanks everyone for attending and for their vote, and extends happy holiday wishes to all. The chairman adjourns the meeting at 18h12m UTC. These minutes were written by the secretary, Eric Casteleijn, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on 2008-02-24. The Chairman bid the Secretary keep these minutes on file. eric 2009-02-24T07:49:05Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20081209 Date and Time:    Tuesday, December 09, 2008, 14:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present:    Martijn Faassen Rob Page Eric Casteleijn The chairman calls the meeting to order at 14h03m UTC. Agenda ------ The agenda is accepted as follows: * special meeting preparations * miscellaneous special meeting preparations ---------------------------- An announcement/reminder needs to be sent out to the membership. Martijn sketches the agenda for the special meeting: 17:00: Welcome, brief introduction to the bylaws 17:10: anyone who proxied and is there speak up 17:15: start of the vote the vote 17:35: concluding the vote, end of meeting He will expand on that a little and publish it on the site, and notify the secretary when that's done so that he can send out the reminders. A final reminder will be sent out two hours before the meeting starts. The procedure for the vote is determined as follows: The secretary will call out the names of the members one by one (and who they are proxied by, where applicable), and ask them to send him their vote by private message. He will confirm each vote to the voter. miscellaneous ------------- No miscellaneous points are raised. adjournment ----------- The next ZF BoD meeting is scheduled for Tuesday, 2009-01-06 14:00 UTC The chairman adjourns the meeting at 14h20m UTC. These minutes were written by the secretary, Eric, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on Jan 20 2009. The Chairman bid the Secretary keep these minutes on file. eric 2009-02-24T07:52:07Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20080120 Date and Time:    Tuesday, January 20, 2009, 14:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present:     Martijn Faassen Rob Page Tres Seaver Jens Vagelpohl Eric Casteleijn The chairman calls the meeting to order at 14h03m UTC. Agenda ------ The agenda is accepted as follows:     * vote on the IP transfer document     * number of seats on the next board     * decision on the voting procedure to use for the next board       election     * approval of updated versions of various documents (particular       the committer agreement, IP policy, membership agreement)     * transferring existing members to the new membership structure     * joining the PSF, PF vote on the IP transfer document -------------------------------- Rob recuses himself from the discussion and the subsequent vote. The dates in the document still have to be changed. Tres moves that the document be adopted. The document is adopted unanimously. The chairman expresses his thanks to Zope Corporation. Rob will send a copy to the chairman to sign. number of seats on the next board --------------------------------- Tres moves that the bylaws be amended to allow the board to set the number of seats for a new board. This motion is accepted unanimously. Martijn moves that the next board have seven members. This motion is accepted unanimously. decision on the voting procedure to use for the next board election ------------------------------------------------------------------- After the membership has been migrated to the new classes, (see: `transferring existing members to the new membership structure`_ ) the board will send out a call for nominations for the next board. This call will include (a link to) the updated membership list, so people know who is eligible. Tres volunteers to write a plan with which mailing list to use for the votes, how the votes are to be counted, how nominations are to be secured, and a time-line. approval of updated versions of various documents (particular the committer agreement, IP policy, membership agreement) ----------------------------------------------------- Jens has worked on updating the official Zope Foundation documents. The status of the individual documents:   * The committer agreement: this has been updated from the current     Zope Corporation agreement. The main difference is that the     committer's employer no longer needs to sign the agreement.   * The Intellectual Property Policy: Rob is writing a completely     revised version.   * Membership agreement: Exists, but still needs to be compared to     that of the Python Software Foundation. The committer agreement is adopted unanimously. Stipulating the removal of paragraph 3.3, the membership agreement is adopted unanimously. The Zope Public License version 2.1 is unanimously adopted as the official license for the Zope Foundation. transferring existing members to the new membership structure ------------------------------------------------------------- The minimum annual sponsorship fee is set to US$399. The email message Jens composed is approved for sending to the membership. Unresponsive members will be nominated for emeritus membership, and the membership will vote to approve. The deadline for replies from the members is set to January 31st. joining the PSF, PF ------------------- This discussion is moved to the mailing list. Adjournment ----------- The next ZF BoD meeting is scheduled for Tuesday, 2009-02-10 14:00 UTC The chairman adjourns the meeting at 15h02m UTC. These minutes were written by the secretary, Eric, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on Feb 24 2009. The Chairman bid the Secretary keep these minutes on file. eric 2009-02-24T07:59:17Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20090330 Date and Time: Monday, March 30, 2008 16:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present: - Faassen, Martijn - Jung, Andreas - Page, Rob - Richter, Stephan - Seaver, Tres - Theune, Christian - Vagelpohl, Jens In absence of an elected chairman the meeting is called to order at 16:07 UTC. Agenda ------ There is no official agenda for this (first) meeting of the newly elected board, the following items are discussed during the course of the meeting: - selection of board officers including Chairman, Vice Chairman,   Treasurer and Secretary - selection of pending bylaws amendments to forward to the   foundation membership Selection of board officers --------------------------- Rob Page is nominated and elected as the Treasurer without any opposing votes. After a short discussion about the types of board officers required by the current bylaws (President, Treasurer, Secretary) the board decides to combine the President and Chairman duties as well as the Vice President and Vice Chairman positions. Martijn Faassen agrees to a nomination as Chairman if he gets help from a Vice Chairman. Tres Seaver is nominated for the Vice Chairman position. Martijn Faassen is elected unanimously as new Chairman, and Tres Seaver is elected unanimously as Vice Chairman. Jens Vagelpohl volunteers for the Secretary position and is elected unanimously. Selection of bylaws amendment proposals --------------------------------------- Before this meeting Jens Vagelpohl had tabled a set of bylaws amendment proposals for consideration by the new board. At this meeting he asked which of these amendments to forward to the membership as official bylaws amendments so they can enter the 15 day notification period as presicribed by the bylaws in paragraph 10. The board was unable to agree on all proposals, but instructs the secretary to publish a set of five amendments to the membership mailing list so those can start the 15 day notification period and then become part of the bylaws. These bylaws changes touch the following bylaws topics: - member admission process - board election process - board of directors size - sponsor member fee assessment - clearing up majority wording Adjournment ----------- The chairman asks the vice chairman to solicit suggestions and opinions for the next meeting date. The results will be announced on foundation-board@zope.org once they are ready. The chairman adjourns the meeting at 16:59 UTC. These minutes were written by the secretary, Jens Vagelpohl, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on April 1, 2009. The Chairman bid the Secretary keep these minutes on file. jens 2009-02-24T07:59:17Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20090317 Date and Time:    Tuesday, March 17, 2009, 14:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present: Martijn Faassen Jens Vagelpohl Rob Page Eric Casteleijn Tres Seaver The chairman calls the meeting to order at 14h04m UTC. Agenda ------ The agenda is accepted as follows:    * SugarCRM    * Updating the minutes online    * Posting our minutes to the zope-dev list?    * Contributor agreement (cryptography?)    * Counting the votes    * Conducting the general meeting    * Preliminary discussion about roles in the next SugarCRM -------- The decision to adopt SugarCRM for the finances of the Zope Foundation is postponed and left to the next board. Updating the minutes online --------------------------- The chairman notes not all Board Meeting minutes are online and directs the secretary to publish them or to push those who have not approved them so that he can. Posting minutes to the zope-dev list ------------------------------------ Martijn feels that posting the minutes to zope-dev or possibly another mailing list may engage more people with the work the foundation is trying to do. Jens feels it will provoke at lot more unproductive or polemic discussion. No conclusion is reached, and this issue is also left for the new board to deal with. Contributor agreement --------------------- The new version of the contributor agreement is approved with textual corrections as discussed on the mailing list. Final ratification will have to be done by the next board. Counting the votes ------------------ The votes are counted. Jens volunteers to announce the result to the foundation and zope-announce mailing lists. The secretary is directed to write a message to the nominees that did not get elected this time and thank them for running. Conducting the general meeting ------------------------------ Martijn will work on an agenda for the general meeting. Adjournment ----------- The chairman adjourns the meeting at 14h51m UTC. These minutes were written by the secretary, Eric, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on April 7, 2009. The Chairman bid the Secretary keep these minutes on file. jens 2009-04-07T20:30:34Z Minutes of a General Meeting of the Zope Foundation http://foundation.zope.org/minutes/annual-minutes-20090319 Date and Time:    Thursday, March 19, 2009, 17:00 UTC Location:    IRC meeting, irc://irc.freenode.net/#zope-foundation Members Present: Sidnei da Silva Martijn Faassen Jim Fulton Rob Miller Chris McDonough Lennart Regebro Gary Poster Tres Seaver Jens Vagelpohl Chris Withers Benji York Christian Zagrodnick Stephan Richter Brian Sutherland Infrae (represented by Eric Casteleijn) Agendaless Consulting (represented by Chris McDonough) Gocept (represented by Christian Zagrodnick) Zope Corporation (represented by Rob Page) ZOPYX Ltd. & Co. KG (represented by Andreas Jung) This makes 19 members present out of a total of 38, which meets the quorum of 1/3 of the membership. The chairman calls the meeting to order at 17h00m UTC. Agenda ------ The agenda is accepted as follows:    * Welcome    * Quorum tally    * Agenda    * Bylaws transition    * Foundation progress report    * Financial report    * Seating the new board    * Arranging the first meeting of the new board    * Adjournment Bylaws transition ----------------- The chairman explains that after the bylaws transition past September, the membership status of those who had been foundation members before the transition was in a limbo state. The board tried to resolve this by mailing everyone on the membership list and asking them to confirm that they would like to be a member of the Zope Foundation under the new bylaws. People who did not respond to this mail were removed from the membership list and from the foundation mailing list. The Board of Directors did not do as much as it could have to remind the people who were dropped from the membership that this was about to happen and how they could prevent it. After it was brought to the attention of the board that there was a number of members who were unaware of and/or unhappy with their membership status changed, all those who were removed without any confirmation that that was what they wanted were contacted and notified of this meeting, but very short in advance. The board asks the members present if they feel that the meeting should be adjourned in light of these events. The members present do not deem this necessary and the meeting continues as scheduled. Tres moves that members who have still not replied to any attempt to contact them be converted to emeritus members. Jens seconds the motion. The motion is carried with 14 votes for and none against. Zachery Bir, Mark Hammond and Florian Lindner will become emeritus members, unless they notify the foundation that they wish otherwise within one week from this meeting. Foundation progress report -------------------------- The chairman reports that work was done on the new.zope.org site, but this project was canceled due to lack of progress and licensing issues around the commissioned layout. The Chairman reports that extensive negotiations with the Zope trademark holders have taken place, but that in the end transferring the trademarks to the Zope Foundation proved too costly. He feels that despite this, progress has been made, and there is still a possibility such a transfer may happen in the future. The chairman reports that the foundation was fully transitioned to a new set of more workable bylaws. The bylaws are still being tweaked, and the membership will be kept informed of any proposed changes. The chairman reports that progress was made on transfer of copyrights from Zope Corporation to the Zope Foundation. The agreement has been signed by both parties, and what remains to be worked out are logistics and community aspects of the transfer. Financial report ---------------- The treasurer reports that as of this date, the Zope Foundation has $69,451.15 in the bank and no material liabilities. There is one recurring expense of EUR170 (~$230) for hosting infrastructure. Non-recurring expenses during 2008, and 2009 thus far, have been limited to tax and corporate requirements. The Zope Foudnation continues to pursue non-profit status. The application for such status was referred to the head office in Washington, DC in January, and is now waiting in a first-in-first-served queue. In the meantime the Foundation is filing its tax returns under the presumption that the non-profit status will be awarded. Seating the new board --------------------- Tres reports the election results as follows: Method: Meek STV with Droop-Dynamic-Fractional threshold Number of total ballots: 26 Number of invalid or empty ballots: 0 Number of ballots used in the count: 26 9 candidate running for 7 seats. Winners are Martijn Faassen, Stephan Richter, Tres Seaver, Jens Vagelpohl, Rob Page, Andreas Jung, and Christian Theune. These election results are uncontested by any member present. The old board is thanked for all their hard work. The new board is seated. Arranging the first meeting of the new board -------------------------------------------- A date for the first meeting of the new board will be set on the mailing list. Adjournment ----------- The chairman adjourns the meeting at 17h56m UTC. These minutes were written by the secretary, Eric, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on April 10, 2009. The Chairman bid the Secretary keep these minutes on file. jens 2009-04-10T07:10:50Z Minutes of a Meeting of the Board of Directors http://foundation.zope.org/minutes/zfbod-minutes-20090424 Date and Time: Monday, April 24, 2009 16:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present: - Faassen, Martijn - Jung, Andreas - Page, Rob - Seaver, Tres - Theune, Christian Agenda ------ - Call to Order - Adoption of Agenda - Minutes (Jens) - Treasurer's Report (Rob) - Secretary needs membership forms, old correspondence - Committer coordinater needs existing contributor forms - Membership application workflow - Hosted CRM Evaluation (Jens) - Additional "limbo" members - Fast-track membership nominations - Hosting proposal (Jens) - Contributor coordinator, replacing Jim - Committer application workflow - Updated applications (naming ZF as joint copyright owner) due from   all committers - Next meeting; Call to Order ------------- The chairman calls the meeting to order at 16:07 UTC. Adoption of Agenda ------------------ The agenda is adopted unanimously. Minutes ------- Since the secretary is not present this topic is skipped. It is noted that this agenda point may be moot since minutes are accepted by email vote following each meeting, anyway. Treasurer's Report ------------------ The treasurer reports receipt of membership dues for sponsor members as well as outging payments for hosting. The treasurer will prepare a report on any outstanding sponsor member dues after the meeting. There is no update on the non-profit status application. It is still pending with the IRS. Secretary needs membership forms, old correspondence ---------------------------------------------------- Since the secretary is not present this topic is postponed to the next board meeting. The secretary had announced on the board list that he has received all documents from the former secretary, Eric Casteleijn. Committer coordinater needs existing contributor forms, new committee --------------------------------------------------------------------- The committer coordinator, which has to be appointed, needs the old committer forms. Those forms are currently maintained by Jim Fulton, but he does not want to continue maintaining the committer information. The board decides to split the committer coordination responsibilities up. The board secretary will be responsible for keeping copies of all committer agreements. A newly created committee is responsible for vetting newly received forms and granting access to the repository. The committee will then forward the committer agreements to the board secretary for safekeeping. The board agrees that the new committee charged with accepting committers must be governed by clear rules. Andreas Jung will write a proposal for these rules and present them to the board after the meeting. The board votes on a new version of the committer agreement[1]. The new version includes fields for entering name and email for an existing committer that can vouch for the applicant. Having an existing committer support any new applicant is a requirement. The secretary is charged with uploading the new form to the foundation website after the meeting. Due to the copyright changeover all existing committers must sign the new committer agreement. Since it is easier to derive a list of existing committers from the user database on svn.zope.org than from the pile of paper applications on file with Jim Fulton, the board decides to use the user database on svn.zope.org to generate a list of record of existing committers. This list can be used to communicate the new committer agreement policy to each committer. The existing committer agreements are archived and retained as record proving that pre-changeover commits are assigned to the Zope Foundation as well. Membership application workflow/Committer application workflow -------------------------------------------------------------- The board discusses the workflow currently in place for joining the foundation and for becoming a Zope committer. It is decided that both these will be handled by different committees, a repository committee for handling committer applications, and a membership committee for handling membership applications. The repository committee will be staffed by Jim Fulton and Christian Theune. The membership committee would best be chaired by the secretary, so staffing the membership committee is deferred to the next board meeting when the secretary is present. Miscellaneous topics -------------------- Rob Page brings up the recent discussions on the zope-dev@zope.org mailing list about the different directions for Zope 2, Zope 3, and the newly minted Zope Toolkit. He emphasizes the need for the Zope Foundation to participate directly in those discussions as they affect the intellectual property the ZF is tasked with protecting. Adjournment ----------- The chairman asks the vice chairman to solicit suggestions and opinions for the next meeting date. The results will be announced on foundation-board@zope.org once they are ready. The chairman adjourns the meeting at 17:03 UTC. These minutes were written by the secretary, Jens Vagelpohl, according to notes taken during the meeting by Andreas Jung. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on May 1, 2009. The Chairman bid the Secretary keep these minutes on file. [1] http://foundation.zope.org/agreements/ZopeFoundation_Committer_Agreement jens 2009-05-01T13:51:01Z Zope Foundation Minutes of a Meeting of the Board of Directors - May 20 2009 http://foundation.zope.org/minutes/zfbod-minutes-20090520 Date and Time: Wednesday, May 20, 2009 14:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present: - Faassen, Martijn - Jung, Andreas - Page, Rob - Richter, Stephan - Seaver, Tres - Theune, Christian - Vagelpohl, Jens Agenda ------ - Call to order - Operational issues     - use of a CRM for committer or membership tracking     - A ZF dedicated fax nr? - Financial report     - any dues not yet paid?     - what about members who paid but had no new agreement yet?     - Non-Profit status - Committer members transfer     - Transfer of existing contributor forms to secretary     - Gathering of existing committer member data from svn.zope.org     - Transfer of existing committer members     - Another signover of copyright for "limbo time"? - Repo committee     - New committers since last meeting     - Improvements to the procedure for new committers     - Changing the copyright attribution in the repo to the foundation - Membership     - New members since last meeting     - Sponsor member signup procedure - Zope branding issues - Next meeting Call to Order ------------- The chairman calls the meeting to order at 14:02 UTC. Operational issues ------------------ Rob Page and Jens Vagelpohl had been looking at a hosted version of SugarCRM for membership management and are both in favor of using it for the Zope Foundation. After a brief discussion about the pros and cons of using a CRM system it is decided to evaluate it for its membership tracking abilities first and foremost. Tres Seaver and Stephan Richter volunteer to ask personal contacts of theirs for low-cost access to salesforce.com as a second CRM evaluation candidate. The chairman moves that if there is no progress on salesforce.com access the Zope Foundation will sign up for a SugarCRM account, which is approved by the board. Presently, the Zope Foundation and Zope Corporation share a fax number. Rob Page suggests that the ZF sign up for their own Fax number, feeding into the foundation-info@zope.org list. The board votes to purchase a ZF fax-to-email account, which Rob puts into action during the meeting. The new fax number is +1 (703) 842-8076. Financial report ---------------- The treasurer Rob Page reports that there has not been a recent cross-check of sponsor member applications versus incoming payments, and promises to send out such a report before the next meeting. The non-profit application appears to have moved forward. There has been no official IRS notification, but they finally did accept the ZF non-profit tax return, which they never did before. This is seen as an indicator of positive progress for the application. Committer members transfer -------------------------- Rob states that the existing committer agreements have not yet been sent to the secretary since he is in the progress of scanning them so Zope Corporation retains a record, which they need for the copyright transfer. The secretary points out that he has a script ready to pull current committer data directly from the svn.zope.org server. This list of addresses can then be used to email every committer and ask them to sign the new committer agreement. The process for committer transfer is outlined as below by the chair and voted in unanimously: - Tres Seaver will send a reminder email to the developer lists   asking committers to ensure their membership information on the   zope.org website is current since it feeds the LDAP backend.   Tres actually sent this mail during the meeting. - Jens Vagelpohl will send the actual email asking committers   to send in a new signed committer agreement during the last   week in May, including a cut-off date by which those who have   not sent in a new agreement will be barred from checking code   into the Zope Foundation repositories. The deadline for   sending in new agreements is set to June 17. The cut-off   date for removing write access for unresponsive committers   is set to June 26. - Before the cut-off date the board will compare the previous   committer membership with the group that sent in new agreements   to detect unresponsive members and try to reach them again.   This is planned for June 19. - as the last step, unresponsive members are cut off after   June 26. Once the transfer is complete, the Zope Foundation and Zope Corporation will execute another copyright transfer to cover those code contributions that came in after the first transfer but before the committer transfer, since legally those contributions' copyright went to Zope Corporation again. Repo committee -------------- Christian Theune has no new committers to report about since he could not get the information from Jim Fulton in time. In order to improve committer application handling, Andreas Jung had prepared a draft approval policy document, located at https://docs.google.com/Doc?id=dg94xjw3_54cdgrwvg5&hl=en. The chairman moves to accept the draft, which the board approves unanimously. Andreas will polish the document and store it on the ZF website. He will also update the "how to become a contributor" document on docs.zope.org to reflect the content of this document (along with a link to it). Membership ---------- Jens Vagelpohl reports that three new Nominated Members have joined the Foundation since the last meeting. They are Julien Anguenot, Eric Casteleijn, and Wolfgang Schnerring. There is a pending sponsor member application from GFU Cyrus AG in Germany, which the treasurer announces have paid in full. They will be added to the membership roster as well. Several board members note that the ZF website does not have much information about becoming a sponsor member. Rob Page volunteers to make improvements to the signup page. Zope branding issues -------------------- Following up on several discussions on Zope-related developer lists, the chair announces the state of discussions he has had with Jim Fulton and Stephan Richter about the perceived branding issues regarding Zope, Zope 3 and the new Zope Toolkit. They plan on reducing some of the confusion by announcing that the Zope 3 brand will be mostly subsumed by the Zope Toolkit brand. In response to concerns that the current websites need adjustments to reflect this new policy, the chairman will round up people to help make the necessary updates. Adjournment ----------- The chairman asks the vice chairman to solicit suggestions and opinions for the next meeting date. The results will be announced on foundation-board@zope.org once they are ready. The chairman adjourns the meeting at 15:11 UTC. These minutes were written by the secretary, Jens Vagelpohl, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on May 25, 2009. The Chairman bid the Secretary keep these minutes on file. jens 2009-05-25T20:29:08Z Zope Foundation Minutes of a Meeting of the Board of Directors - June 23 2009 http://foundation.zope.org/minutes/zfbod-minutes-20090623 Date and Time: Tuesday, June 23, 2009 15:00 UTC Location: IRC meeting, irc://irc.freenode.net/#zope-foundation Directors Present: - Faassen, Martijn - Jung, Andreas - Page, Rob - Richter, Stephan - Seaver, Tres - Theune, Christian - Vagelpohl, Jens Agenda ------ - Call to Order - Treasurer's report     - Financial report     - Dues not yet paid     - Non-Profit status update     - Accounting invoice - Operational Issues     - Updates on CRM queries     - Decision on CRM adoption - Membership Committee     - New members since last meeting     - Transfer of existing contributor forms to secretary     - Sponsor member signup procedure update - IP Committee     - Scheduling future assignment of copyright for commits made       in "limbo time" - Repo committee     - Update on request for new committer agreements     - New committers since last meeting     - Changing the copyright attribution in the repo to the       foundation - Website     - website progress - Next meeting Call to Order ------------- The chairman calls the meeting to order at 15:01 UTC. Treasurer's report ------------------ The treasurer reports that there were no material changes since the last meeting. The foundation has received the first accounting invoice, which is approved unanimously with the understanding that accounting invoices will become a regular item, so they do not need to be approved every time. All sponsor memberships are paid in full. The treasurer continues to work on separating foundation financials from Zope Corporation financials in order to make it easier for non-ZC candidates to take up the treasurer role on future boards. In the future, the foundation will also receive invoices from SugarCRM (see SugarCRM-related points below). Operational issues ------------------ Stephan Richter and Tres Seaver were unsuccessful trying to come up with a low-cost alternative to SugarCRM. The chairman moves to make SugarCRM the CRM solution to be used by the foundation's board, which is passed unanimously. Rob Page has signed the foundation up for a 6 month membership with up to 10 accounts. Membership Committee -------------------- The secretary reports that no new members have joined the foundation since the last meeting in May. The process of forwarding old contributor agreements from Zope Corporation to the secretary is not finished as the scanning effort takes a lot of time. This item is put on the agenda for the following board meeting. On a related note the chairman brings up the issue of forms such as contributor forms being sent to Zope Corporation via snail mail. Rob moves to eliminate the snail mail option as described on the forms and only allow email or fax submission. The vote is carried unanimously in favor. Christian Theune volunteers to edit the forms on the foundation website. Following a discussion from the last board meeting, the chairman notes that the sponsor membership signup instructions on the website have been improved. IP Committee ------------ The foundation needs to sign a followup IP transfer to cover all those contributions from the time the original agreement was signed until the time when only contributors who have signed the new contributor  agreement have write access to the repository. Rob notes this followup IP transfer document can only be finalized after the deadline for cutting repository access for those committers who have not responded to the board's request for new contributor agreements has passed and access has been restricted accordingly. Repo committee -------------- The secretary reports that from a total of 294 notes sent to existing contributors and asking them to send in the new contributor agreement 141 responded with new agreements, 6 asked to be removed, 27 could not be reached because the email address is no longer valid, and 120 have not responded. Several board members volunteer to check the list of non-responders and follow up in person with anyone they know. Repository access will be restricted early next week, probably on June 29 or 30. Christian Theune reports one new contributor signed up, Sebastian Douche. Christian will document the process to admit new contributors and make it available for the board on the foundation website. He will coordinate with Andreas Jung, who has authored another document on contributor admission. The issue of files in the repository that contain copyright headers in need of change is discussed. Christian Theune volunteers to write a script that will automate this process, which will affect at least all trunk branches. The impending change will be communicated to the developers in time. Website ------- The current status remains unchanged. A design has been agreed on, but there is no HTML or CSS output yet. Adjournment ----------- The chairman asks the vice chairman to solicit suggestions and opinions for the next meeting date. The results will be announced on foundation-board@zope.org once they are ready. The chairman adjourns the meeting at 15:47 UTC. These minutes were written by the secretary, Jens Vagelpohl, according to the notes taken during the meeting. These minutes were posted to the foundation-board@zope.org mailing list and approved by all directors on June 24, 2009. The Chairman bid the Secretary keep these minutes on file. jens 2009-06-24T07:46:25Z