Squid Board Meeting #2,
2012-03-20

Meeting summary

1. Meeting opened
   1. Meeting started by Henrik at 07:30:34 UTC.
   
   
2. People present
   1. Henrik Nordstrom
   2. Amos Jeffries
   3. Alex Rousskov
   
   
3. Agenda bashing.
   1. AGREED: agenda accepted
   
   
4. Selection of meeting officials
   1. AGREED: chair: Henrik, secretary: Amos, proofreading: Alex
   
   
5. Last meeting minutes approval.
   1. minutes not written up formally. agenda item skipped.
   2. ACTION: Amos prepare and circulate meeting #1 minutes
   
   
6. End-of-year paperwork
   1. updated Foundation records with Colorado State for another year. This needs to be done every year and the deadline was 2012/03/31.
   2. we have received a couple of letters from IRS regarding our tax exempt status.
   3. we are currently waiting for a specialist to be assigned to our case. Which will take a few months.
   4. we need to file a tax return by May 15, 2012.
   5. AGREED: plan to request an extension while waiting for exemption status to be approved.
   6. ACTION: Alex to work on tax return documents.
   7. Bank has started to apply monthly charges to our account. The bank changed policy since the account was opened.
   8. ACTION: Alex to seek reversal or halt for unexpected bank fees.
   9. There are some more documents we should have for closing the year like the boards summary of the past year, foundation goal statement, and draft program for 2012.
   10. ACTION: Henrik and Amos to work on foundation internal documents.
   
   
7. Donations
   1. AGREED: open up for donations. Defer discussion on sponsoring until later. Be clear it is donations and not sponsoring.
   2. AGREED: allow for opt-in for mentioning in chronological list of donations.
   3. AGREED: acknowledge donations via email by default.
   4. AGREED: wire transfer and PayPal (provided account can be converted).
   5. ACTION: Alex to investigate if PayPal receipt is sufficient.
   
   
8. Additional sysadmin
   1. primary server is outdated and would be good if it was reinstalled.
   2. current sysadmin no longer has time for major work on the servers
   3. ACTION: Henrik to contact candidate who volunteered for sysadmin duties
   4. AGREED: trial task is migrate bugzilla service to secondary server.
   5. AGREED: trial task to be completed by 2012-05-01.
   6. Alex objected to allocating six weeks towards starting the trial.
   
   
9. Next meeting scheduling
   1. AGREED: next meeting May 2012, exact date to be confirmed later.
   
   
10. Open floor
    1. ACTION: Alex to prepare IRCache assistance proposal
    
    
11. Meeting closed
    1. Meeting ended at 10:40:43 UTC
    
    

Action items

• Henrik
  1. Henrik and Amos to work on foundation internal documents.
  2. Henrik to contact candidate who volunteered for sysadmin duties
• Amos
  1. Amos publish meeting #2 minutes
  2. Henrik and Amos to work on foundation internal documents.
• Alex
  1. Alex to work on tax return documents.
  2. Alex to seek reversal or halt for unexpected bank fees.
  3. Alex to investigate if PayPal receipt is sufficient.
  4. Alex to prepare IRCache assistance proposal