Meeting agenda for Monday 14th May, 2018

This is the proposed agenda for the SPI board meeting of Monday, May 14th, 2018, to be held at 20:00 UTC in #spi on irc.spi-inc.org.

  1. Opening
  2. Roll Call
  3. President's report (Martin Michlmayr)
  4. Treasurer's report (Michael Schultheiss)
  5. Secretary's report (Valerie Young)
  6. Outstanding minutes
    1. Monday, 9th April 2018 (Valerie Young)
  7. Items up for discussion
    1. IT plan
    2. DebConf BOF
  8. Any other business
  9. Next board meeting: June 11th, 2018, 20:00 UTC

President's report

Generally, I'm happy with the progress over the last few weeks.  The
by-laws are getting very close now, we've been in contact with existing
and potential projects and the activity of the board has been good.

However, I'm disappointed that despite all the efforts we still haven't
managed to close the books for 2017 and get treasurer reports done.
This has to be the key priority for the coming weeks.

Treasurer's report

pending

Secretary's report

pending

F2F Action Item Review

Luca Filipozzi

  • Review Amendment section today for clarity after the bylaws are passed
  • Write resolution describing process to establish adhoc committees
  • Write terms of reference for sysadmin adhoc committee
  • Generate list of domain names owned by SPI
  • Meet with Sabrina to discuss expanding her duties
  • Develop an infrastructure refresh plan
  • Sysadmin information organizing/state assessment/future plan
  • Document access control and password management

Jimmy Kaplowitz

  • Once bylaw draft is finalized with Mishi, will create summary of changes and email out to members. Goal for board vote soon after that, followed by inactive member cleanup and then a member vote.

Martin Zobel-Helas

  • Provide written feedback to Sabrina on her work

Valerie Young

  • Follow up with terms of reference for membership committee
  • Put in future agenda (February) decide to go through and organize resolutions (active/inactive)

Martin Michlmayr

  • Propose resolution to revoke Board Advisor role
  • Contact/query potential defunct projects
  • Ask the auditor of Software Freedom Conservancy for consultation
    • Ledger audit questions: one transaction per receipt or per reimbursement
    • chart of accounts
    • approval process?
    • expense policy, what should be in it
    • what other policies do we need
    • internal controls
    • possibly review of financial statements
    • what does it take to get from here to get to state we can pass an audit?
    • frequency of audits
    • new york source fund -- if we have more the $25,000 income from NY state, state law requires yearly review or audit

Andrew Tridgell

  • Create online reimbursement form that can generate PDFs