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Minutes of a Meeting of the Board of Directors

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