Board meeting, May 20th, 2009

Board members present

  • Joerg Jaspert (Ganneff) (Vice President)
  • Michael Schultheiss (schultmc) (Treasurer)
  • Jimmy Kaplowitz (Hydroxide) (Secretary)
  • David Graham (cdlu)
  • Luk Claes (luk_)
  • Joshua D. Drake (linuxpoet)

Board members partially present

  • None

Board members absent with regrets

  • Neil McGovern (Maulkin)

Board members absent

  • Bdale Garbee (bdale) (President)
  • Martin Zobel-Helas (zobel)

Board advisors present

  • None

Registered guests present

  • Moray Allan (moray)

These are the draft minutes for the May 20th, 2009 SPI Board meeting, held at 20:00 UTC in #spi on LOG (missing initial gavel and first three minutes of roll call, but no actual business).

President's Report

There was no president's report.

Treasurer's Report

Michael Schultheiss provided the following financial report for April 2009.

This report uses a cash-based method of accounting, recording donations
when deposited (not when the check was written or received by us) and
recording expenses when sent or scheduled for payment (not when

Income Statement
for the Period April 01, 2009 - April 30, 2009

   Ordinary Income
        Gallery                             20.00
        SPI 5%                               1.00

        Total Ordinary Income               21.00

   Interest Income
        Key Bank Money Mkt Savings          39.68

        Total Interest Income               39.68

   Gross Income                             60.68

  Ordinary Expenses (FD.o)
          ICC Membership Fee      250.00

          Total FD.o Exp          250.00

          Processing Fees           0.54
          SPI 5%                    1.00

          Total Gallery Exp         1.54

          PaySimple Monthly Fee    29.95
          Postage                   1.25
          SSL Certificate          79.00
          Transaction Fees         16.26

          Total SPI Exp           126.46

        Total Expenses            378.00

        Net Income               (317.32)

Balance Sheet as of April 30, 2009

     Current Assets
        Key Business Reward Checking                       6,472.91
        Key Business Signature Money Market Savings      193,128.42
        Ameriprise Cash Mgmt Acct                         13,389.51

     Total Current Assets                                212,990.84

   TOTAL ASSETS                                          212,990.84


     General and current liabilities                           0.00

        Reserves held in trust
           Debian Earmark                   129,466.93
           Drupal Earmark                     2,650.00
  Earmark            1,439.58
           Gallery Earmark                    5,839.90
           GNU TeXmacs Earmark                    9.70
  Earmark                1,239.80
  Earmark             1,359.41
           Open Voting Foundation Earmark        65.42
           Plan 9 Earmark                     6,500.00
           PostgreSQL Earmark                30,208.82
           Tux4Kids Earmark                   1,865.05

        Total held in trust                              180,644.61

        General reserves                                  32,346.23

     Total Equity                                        212,990.84

   TOTAL LIABILITIES & EQUITY                            212,990.84

Michael stated that the reason for the atypically low amount of income is because most of April's donations were deposited on May 1st. He also noted that the 2008 IRS Form 990 (an information-reporting return to federal tax authorities) has not yet been filed, but that the accountants automatically file extensions for SPI and that this extension filing actually occurred.

Secretary's Report

Jimmy Kaplowitz provided the following secretary's report.

As a reminder, next year's annual Debian Conference, DebConf10, will be in the US for the first time (specifically NYC), and so SPI will be serving as the local legal entity. I am the lead of the DebConf10 local team. In my role as SPI Secretary, I provided a visa invitation letter to a Debian participant who wishes to attend and who will need a visa. This letter was drafted in consultation with me by a lawyer, Frank Bynum, with knowledge of visa, immigration, and border law who has agreed to help DebConf10 with these issues.

Substantially the same letter, as modified for each visa applicant's individual circumstances, is expected to be used for the rest of the DebConf10 visa invitation letters, without further mention in SPI secretary's reports unless specific circumstances warrant it. I can provide the letter template to the board and others upon request, but DebConf does not wish to make it public to reduce the risk of abuse by those wishing to involve DebConf in illegal immigration attempts. (This happens every year, not just for the US-based conference.)

Some discussion about DebConf10 itself ensued, but there was no further discussion on the secretary's report or on any other aspect of SPI's relationship with DebConf10.

Outstanding Minutes

Jimmy Kaplowitz again presented the March 2009 minutes, identical to those approved in April except for the correction of a typo in Julien Cristau's name. These corrected minutes were accepted by unanimous consent without an explicit vote. Jimmy then presented the April 2009 minutes for approval.

Vote to approve April 2009 minutes

Joerg JaspertYes
Jimmy KaplowitzYes
Joshua D. DrakeYes
David GrahamYes
Luk ClaesYes
Michael SchultheissYes

Motion passed with a vote of Yes: 6, No: 0, Abstain: 0.

Other Business

David Graham noted that the June meeting is the last before SPI's 2009 elections. It was agreed that Jimmy, in his role as Secretary, would work with the membership committee to ensure the list of members is up to date and that the contributing members know how many seats are up for election, so they can prepare to run.


The meeting was adjourned until Wednesday, June 17th, 2009 at 20:00 UTC in #spi on

Appendix A: Current Board Membership

Last electedNameRole
July 2007Bdale GarbeePresident
July 2007Joerg JaspertVice President
July 2008Jimmy KaplowitzSecretary
July 2006Michael SchultheissTreasurer
July 2007Martin Zobel-Helas
July 2008David Graham
July 2007Luk Claes
July 2007Joshua D. Drake
July 2006Neil McGovern

Appendix B: Approved Resolutions