Council 2005 12

IN ATTENDANCE
Wren (facilitator), Richard/RFS, Oso, Martin, Xen, Pete (scribe), Marie, Laurel, Seamus, Tallwes, Bobby, Debi, Liane, Store Steve, Rev Phil, Rick, Dave, Matteo, Joren, Clout

COMMITMENTS

 * laurel will try to translate board election process into a hiring-checklist like document for the next meeting.
 * DRAFT IS ON WIKI Board Election Checklist


 * Shawn will try to help Marie get involved with PR stuff
 * Shawn gave Marie a wiki lesson. Marie can't make it to Outreach meetings. She's on it though.


 * martin will organize a meeting to do with the blind linux development proposal. contact wes, clout, wren, distro group.
 * Martin got no feedback from distro, even with the carrot of Money attached. Has gotten outside interest from Bob Griggs, some org. he can't remember name of, has interest in us doing this and maybe will help fund. However, funding without people to use the funding presents a problem. Martin says commitment is done. Distro group was charged with needs analysis, but had no interest. Wren, Clout, Wes were interested; will they take action? Yes. These four recommit to convene, do needs analysis as foundation for possible future grant. (Expertise will still be needed; in absence of distro help, perhaps grant to hire expert?)

REPORTS
Staff reports

Build
Martin:

keeping up with adopter requirements. Store wants more, but they're selling more

133 mhz RAM running short, freekbox midrenge hard drives. Currently have enough larger drives to meet demand; expand spec? we get lots of 128/100 MHz for memory. It's just the 133s that are a problem.

working on diskless for bolivia

software has been changing

vagrant switched infrastructure servers to new software; bumpy ride, but generally good.

store boxes sometimes get newest ubuntu. good reviews, some hiccups.

PAWC
Matteo: new brochures at front desk.

recycling
Xen:

quantum and hallmark were mobo and CBM wire folks. but we've switched to cowbag metals. looks like more $$ for fg. they offered to take monitors for $6 not $7, potentially significant savings, better turnaround time (so loss of trailer might not be a problem). What's the deal with Ernie? Who the hell is Ernie? He used lots of electricity. Phil: goldfingers? Xen: less work for us, perhaps better money for us too if we don't cut off fingers. Oso has found maybe we are being ripped off and is ON THE CASE yo.

Geek Wars
??

Outreach

 * holiday party: Debi says this was super awesome.
 * media strategy: Pete
 * Free Geek is interesting. Which means there is interest; So, media attention comes our way naturally.
 * All interested parties (the public, the media, Free Geek) might as well be well served.
 * The public wants a view that is informed, accurate, stimulating. They want to know what we've accomplished.
 * Free Geek wants a vehicle to express its needs.
 * Accomplishments: broad input needed to express this well. 3 wiki pages: Media contact list, Stats and Testimonials, Press Kit. PLEASE HELP.
 * Specifically need: testimonials, interviewees.


 * Needs: Council level concern, council input needed to have accurate and useful portrayal. Please keep this in mind and add relevant bits to wiki.
 * Short term (in next month): Pete will pursue 3 stories, report back.
 * upcoming grants
 * not discussed


 * people's & chinook book
 * not discussed

discussion

 * Oso, Xen, Shawn, Marie have all helped with efforts so far. Kudos yeah!
 * Oso: Veers. Beirly. Some such. Pete should ask him and Richard later.
 * Dave: Wired magazine reporter. (Pete sez thanks! add it to the wiki!)
 * Debi: morning TV. (Pete - ditto above!)
 * Marie: attended OSDL cluster meeting. movement to do coordinated press stuff about open source. We own nonprofit market! Nobody else is talking about NPs.
 * Debi: eBay sellers. We have a program where we provide stuff for people to sell, for profit, on eBay. If they're selling a part from free geek, we should require them to mention us; it's easy and well-deserved publicity. Dave will talk to his friends about this. Bobby will harass Dave.
 * Richard: keep priorities straight, so that if we get burned out we don't miss the important stuff. Outreach has been overzealous in past and gotten burned out, leaving things hanging.
 * Oso: that discussion has started within committee.
 * Pete: apart from immediate concerns, everybody please contribute to the underlying structure (i.e. wiki pages listed above.) It will help now and far down the road with many outreach efforts.

Ambassadors ad-hoc committee

 * Met on Friday. Went over history of sending folks away. Have gone as far as Brazil, as near as Washington. Discussed criteria for deciding if we're going to send folks, how to execute (what we want to accomplish), and who will do it. A lot comes down to "who's paying."


 * N10 coming up National Nonprofit. Oso attended 2 years ago in Philly. It's a good schmooze fest. Benefits intangible.


 * Laurel: has it become apparent why it was good when you went before?
 * Oso: yes, it led to FG Chicago, FG Columbus, Ford Foundation contacts...
 * Martin going to Uganda.
 * Richard going to FG columbus in January.
 * Richard: If anybody finds FG Pennsylvania, report on their existence and location please!!
 * Oso will try to talk to Roy.
 * Martin's his departure date is contingent on stuff getting there. Maybe 2 months.


 * There will be a second meeting after Martin comes back.
 * Ambassadors requested guidelines from Outreach on advocating for Free Geek.

minor bylaws amendment:
see http://wiki.freegeek.org/index.php/Talk:Free_Geek_Bylaws Talk:Free Geek Bylaws RFS: This was discovered by FG Oly.
 * A minor mistake in bylaws: board is elected by council, BUT elsewhere it says board can remove "any board member appointed or elected by board." So the only reference to removing a board member for cause comes in a clause that describes precisely 0 board members. So, we should have that clause stricken. Council, can we ask Board to address this at next meeting?

(some minor discussion and requests for clarification.)
 * Wren: do we have consensus?
 * RFS moves to ask the Board to strike "elected or appointed by the board" clause from article 3 sec 10 of bylaws.
 * Wren: questions? comments?
 * Wes asks for clarification...it's clarified.
 * Clout fakes a block.
 * consensus reached. No stand-asides or blocks.

Q & A on the budget
http://wiki.freegeek.org/index.php/Budget_2006 Budget 2006

RFS and Seamus thought they would have more on budget than they do. They're meeting tomorrow.

Current draft at Budget 2006 by quarter. Shows income and expenses for this year (estimated in Dec) and projects out for next year.


 * Martin: is it budgeted for new staff or raises?
 * RFS: constant salary and number of staff, but also "no grants" assumed by budget.
 * Line items will be changed in ongoing process, possibly including adding new staff etc.


 * Attempt at consensus for "council doesn't embezzle" is heartily mocked and blocked.
 * Martin: can we propose specific additions to budget?
 * RFS: Project Planning sheets (see next) are the first attempt to formalize the process of requesting new budget items.

Program Planning Sheets on the wiki
(note: this subsection blends with the last, they kinda run together.) http://wiki.freegeek.org/index.php/Program_Planning_Guidelines Program Planning Guidelines

We're starting PPS's up; Richard says let's get as many people as possible involved in making them, and standardizing them, so it's easy to look at them side-by-side.

RFS: In the past, FG has done a good job and being usually lucky at "hey what do we wanna do now." But it's set us back a few times, and things are getting more complex. That's why we have Program Planning Sheets. So, any new program can be considered in context of other programs. This gives Board the ability to answer "is this fiscally responsible" question. Oso: once you've filled out a PPS, who does it go to. Some will need to go to staff, but maybe others will go right to council...? can we get guidelines? RFS: Bottom line, all 3 bodies Staff, Council, Board need to be able to evaluate


 * Marie: as a board member, it seems weird to have a budget that is presented as "not accurate." i.e., assumes no grant money.
 * RFS: We are way behind where we should be, this is a rough draft phase 1, and is meant to be conservative and clearly stated as a solid "starting place." Every budget is "inaccurate," but there will be stages of increasing accuracy. We need a starting point, that's what this is. Read the page on the wiki, which describes this in more detail.
 * Marie: you need to have accuracy on expenses.
 * RFS and Martin: expenses are more accurate than income. Expenses are based on maintenance needs from last year, for instance. The main needs are addressed by projected income without grants. So we hope (and reasonably expect) that unknown income is greater than unknown expenses.
 * Marie: stating concern differently:
 * As a board member, it would be hard to agree to a budget that does not include for instance staff/salary increases. You're saying you want/need increases, but it's not in the budget. What gives?


 * Oso: Part of the disconnect here is that Richard is talking about the beginnings of the budget; it's not yet "The Budget" which requires board approval, but a draft. We still need to GET it to the point where it will be official and need Board approval.
 * Wren: We're starting from a "pessimistic" point, wanting to become more optimistic through measured steps that should give the board confidence because they will be carefully considered.
 * RFS: PLEASE everybody look at Budget 2006 and give feedback. It will probably be modified quarterly, it will be an ongoing process. It needs your input ahead of time, like NOW.


 * Seamus: How much has Staff been thinking about what their priorities will be? Is it more important to get more staff, to repeal pay cut, etc? Will there be a good sense of this within the next month (before Board considers budget stuff?)
 * RFS: We've discussed it some. Polled on certain issues: what would expanded hours be like. Job descriptions and possible shifts among staff. Some talk has happened on all things you've said. The money probably aint there, but there's a camp in staff that wants more production and sales. That's the "engine." Program planning sheets came from this process. Staff is talking about how far along they'll be before board meeting.

The basic assumption of the previous Council decision may not have been realistic ($$ from printer coord weren't enough.) Let's look at EVERYTHING before tinkering with individual programs.
 * Pete: Trying to bridge board concerns expressed by Marie and Seamus with realities of what staff has been discussing. In order for Board to assess budget, they'll need to understand "needs-and-wants for expansion" somewhat separately from "projected income." If windfalls come, there should be a framework for how to allocate them. And having clearly articulated needs might be a good way to encourage windfalls to come.
 * Martin: I don't think the Board's role is to say to FG: "what do you want next?"
 * RFS: These things are more Council responsibility than Board responsibility.
 * Pete: OK, so forget what body is doing the assessing. If it's Council or whoever, my point still applies. Those doing the detailed budget work need to keep things separate in order for it to be comprehensible/assessable by ANYONE.
 * Laurel: Let's look at recent Council hiring decisions for guidance.
 * RFS: We have a plan. (Might be stupid but whatever.) Basically Council has said "first hire Printer coordinater which will bring in more $$ then let's use that $$ to get new Educational coordinator (and other stuff?)"
 * Clout: Is there an Ed program for somebody to coordinate?
 * Wren: it's kinda on hold.
 * Martin: Considering previous Council decision, and the Budget, should we look for a proposal to base budget on PPS's?
 * RFS: Nope. Look at "ed coord planning sheet" etc, take process step by step. First we need to look at ALL Program Planning Sheets.
 * Wren: We had an education program, and wanted to develop it further, and then Laurel was gone and things got kinda stagnant.
 * Martin proposes we rescind directive of "let's hire ed coordinator" till we've evaluated budget.
 * RFS: that's a moot point, we don't have the money. Can't think of a needier program at FG than education anyway.
 * Martin rescinds proposal to rescind and raises his PBR. Mumbles a toast.


 * Debi: where is Printer $$ coming from?
 * RFS: store, cartridges, etc.
 * Dave: if a program is "income generating" does that mean it should pay all salary, health benefits, etc etc?
 * RFS: yeah, but it's tough to draw clear lines between programs.

ANNOUNCEMENTS
(much babble babble.)
 * Phil: The dolla is in trubba yo. (Phil gave a big speech and i sure hope he has notes to paste in here cause my fingas is tired.)
 * Martin: This is all very well and good, but the only thing it applies to is our new $10K cash reserve. If it makes good sense to hoard gold, we might as well just buy it out of cash reserves, cause otherwise we're impacting our daily operations.
 * Xen: we need robot insurance. She'll talk to cowbag and figger out why our gold income aint spikin. No storing stuff in her spot yo!
 * Clout: We want comic book stuff.
 * Oso: If we're going to consider hoarding stuff, it should be gold, not processors. DUH!
 * Laurel: had some suggestion about what Cowbag could do.
 * Pete: I want a committee, and I want to not be on it.
 * RFS: calls for adjournment of meeting.

NEXT MEETING

 * January 18, 2006
 * Facilitator: Xen
 * Scribe: Liane (backup scribe is Laurel)

REMINDER
Seamus: Jan 4, 5:30 consensus training for new Board members and anybody else who's interested.

COMMITMENTS

 * Marie will add OSDL/nonprofit stuff to wiki.
 * Marie will create a video that can go on the web, etc.
 * Bobby, Dave will harass eBay sellers to give FG credit.
 * Martin, Wren, Clout, Wes will convene to do needs assessment for blind linux distro.
 * Martin will get Ambassadors on wiki