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Zope Foundation Minutes of a Meeting of the Board of Directors - June 23 2009

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.