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This was extracted (@ 2024-05-27 23:10) from a list of minutes which have been approved by the Board.
Please Note The Board typically approves the minutes of the previous meeting at the beginning of every Board meeting; therefore, the list below does not normally contain details from the minutes of the most recent Board meeting.

WARNING: these pages may omit some original contents of the minutes.
This is due to changes in the layout of the source minutes over the years. Fixes are being worked on.

Meeting times vary, the exact schedule is available to ASF Members and Officers, search for "calendar" in the Foundation's private index page (svn:foundation/private-index.html).

Discussion Items

20 Dec 2017

* Five Year budget projections

15 Nov 2017

* Sponsor communications

 * ApacheCon North America: Discuss willingness to front $100k seed
   money to produce an event. Discuss what we might be willing to
   invest ("lose") each year in the interest of outreach and

 * Five Year budget projections

 * Sponsor communications

 Postponed until next month

 * ApacheCon North America: Discuss willingness to front $100k seed
 money to produce an event. Discuss what we might be willing to
 invest ("lose") each year in the interest of outreach and promotion.

 Tentative plans to co-locate ApacheCon EU 2018 with Buzzwords

 Board approves a one time $100K budget increase for conferences,
 additional years will be considered in the five year budget plan.

 * Five Year budget projections

 Phil and Sam to produce a draft in the upcoming weeks.

16 Aug 2017

 A. Appointment of Chairman

 At the face-to-face meeting in June, succession of the chair was
 discussed and Phil Steitz agreed to accept the position.
 By general consent, Phil Steitz is appointed Chairman.

 B. Appointment of Vice Chairman

 By general consent, Jim Jagielski is appointed Vice Chairman.

 C. Article about Apache OpenOffice

 Bertrand: do we want AOO to make public statements about the level
 of activity on the project?

 Rich: it would be good for them to make a public statement

 Chris: no strong opinions about this, but this is not the normal way
 the board interacts with PMCs

 Ted: the issue is the difference between user activity level (downloads)
 and code activity level

 Shane: most of our projects have technical users but AOO users won't
 necessarily know e.g. that security questions may an issue in
 the future

 Bertrand: maybe we should ask them to publish a blog post about the
 status of the project

 Brett: what is our objective? discourage downloads?

 Ted: is either a blog or a disclaimer going to accomplish the

 Bertrand: we should have a public statement to make people aware

 Jim: no matter what we do, some people will want more. we should go
 public; ask the PMC to make a statement of direction so end users
 understand what is happening with the project

 @Jim: follow up with the PMC to get a public statement out

18 Jan 2017

    A. There seems to be an unmet need for documentation of overall ASF
    policy.  Either a single page, or a small set of pages, authored
    and maintained by the board would be helpful.  Ideally this list
    would be light on details and heavy on pointers.

    The consensus of the board is that this is worthwhile to pursue.

 B. Role of Brand Management as it relates to PMCs.  Do we empower PMCs
    to do what is best for their communities, and let a thousand flowers
    bloom, even to the point where we allow actions that may limit our
    abilities to enforce our marks?  Or do we treat Brand as a core part of
    our unique Apache model for community, and require consistency in
    approach across all PMCs and third parties, even if it means denying
    use of marks to friendly third parties in ways that would benefit

    More specifically:

      1) Is the Trademark Policy a policy or a set of best practices?

      2) Are PMCs the wrong tool for trademark enforcement?

    The board has previously concluded that brand management has the
    authority to set branding policy for the foundation and for PMCs
    (Minutes: July 16, 2014).

    PMCs may request exceptions to policy, and such exceptions are to be
    publicly documented. In addition to this policy, Brand Management
    provides best practices for PMCs to handle branding issues.

    The board concludes that PMCs are a valid means for trademark enforcement,
    and are responsible for handling all external branding issues they become
    aware of. PMCs may request assistance from Brand Management as required.
    However, Brand Management does not unilaterally handle branding issues.

 C. Discussion of Brand Management during the December meeting raised a
    question about whether a Director who serves as VP, Brand Management
    would have a conflict of interest by participating in the discussion.

    The Board concludes that Directors who also serve as non-compensated,
    volunteer officers are not presumed to have a conflict of interest
    when discussing or voting upon topics related to their officer
    role(s), aside from their own appointment or continuance as an

21 Dec 2016

    A. Role of Brand Management as it relates to PMCs.  Do we empower PMCs
    to do what is best for their communities, and let a thousand flowers
    bloom, even to the point where we allow actions that may limit our
    abilities to enforce our marks?  Or do we treat Brand as a core part of
    our unique Apache model for community, and require consistency in
    approach across all PMCs and third parties, even if it means denying
    use of marks to friendly third parties in ways that would benefit

      1) Is the Trademark Policy a policy or a set of best practices?
      2) Are PMCs the wrong tool for trademark enforcement?

      1) Can a PMC decide that it is OK for a third party to make use
         of an ASF Mark in their product name?
      2) Can a PMC decide that it is OK for the only attribution to the ASF
         for use of a mark to appear in a link in a small font at the
         bottom of a page?
      3) Can a PMC decide that it is Brand Management's job to contact
         a third party who is making use of the PMC's name; or even to
         decide that no contact is necessary?

 Brand Management Discussion

 Marvin: it’s a policy, but a bit too verbose; can use improvement,
 but brand owns it

 Mark: it’s a policy but can have exceptions; enforcement must be
 delegated to PMCs with advice from VP Brand.

 Can a PMC unilaterally decide policy on their own? No.

 Sam: if there is an exception to policy should PMCs have to get
 approval from VP Brand?

 Mark: if PMC wants to act outside the policy they need to work with
 VP Brand.

 Brett: likes consistency; there's a good example in the way the
 press PMC handles publicity policy

 Chris Mattman: in regard to specifics: yes, yes, yes, as long as
 decisions are documented on archived list

 the last decision on board was PMCs should take a more active role,
 so this looks like a change from best practice to policy

 Sam: this wasn’t a change; there has always been a policy

 Brett: PMCs should still be very involved but it is a policy; there
 should be minimal burden on PMCs but the policy gives them teeth
 against bad actors; think of it as not to be holding PMCs to rules,
 but helping them

 Chris Douglas: there was a recent dispute with VP Brand from the
 October report about Hadoop China conference; VP Brand was
 dissatisfied with how Hadoop is managing the brand

 there are still lots of people showing up to work on hadoop, so who
 is negatively affected the way we are managing? how is hadoop PMC
 failing the mission?

 trademark enforcement is not something that engineers will do well;
 the value of a particular brand is limited

 Jim: what I see is that the public perception is there is an elite
 group of vendors who can make use of Hadoop marks but others cannot,
 and this is not a defensible situation

 for marks to be valuable they have to be protected;

 we must remember we are a 501c3 and must abide by our charter. so,
 we can enforce a tight policy where all vendors are playing on level
 field (good) or we show favoritism to some vendors, or we could lose
 the brand (both of which would be a bad outcome)

 this is potentially a slippery slope so needs to be tightly
 controlled and defended

 Bertrand: the web page with Brand policy is IMO too detailed and
 impossible for us to accept as policy as a whole.

 my suggestion would be to replace that page with a minimal list of
 "atomic" numbered items that the board can review to decide which
 items are policy and which ones are best practices only

 Sam: would like at least General question 1 answered as soon as
 possible, preferably today unless more talk might change peoples'

 Brett: leaning toward deferring a vote on whether brand has a policy
 or not; should come to agreement and have a resolution to vote on
 next board meeting

 AI Sam: lead the discussion offline and prepare another resolution
 to vote on for next meeting

 B. Appointing an Assistant Treasurer

 Kevin McGrail had the position of Assistant Treasurer before taking
 a leave; now that he is back, by acclamation the board reappointed
 him to the position.

20 Jul 2016

@Tom: Virtual will help with recruiting infra staff.

15 Jun 2016

 A. Craig proposes that the board appoint Sam Ruby to the position of
 Assistant Secretary.

 The board appoints Sam Ruby to the office of Assistant Secretary.

 B. Jim wishes to discuss the OSI Affiliate program

 Jim: a few years back, Jim was on the OSI board; ASF thought it
 might make sense to join OSI but didn't match OSI who were trying to
 establish themselves. OSI is now trying to refocus on community
 aspects and now sees affiliates as helping.

 Jim volunteers to continue discussion with OSI.

 Chris: ok

 Marvin: will we have to opt out or opt in to OSI decisions?

 Jim: OSI will notify affiliates before taking action affecting them.
 In fact, ASF can help redefine affiliate interaction

 Mark: will OSI expect affiliates to pay dues?

 Jim: no dues for affiliates.

 Mark: what are benefits to ASF?

 Jim: gives ASF more opportunity to promote The Apache Way; up to now
 projects might not be steered to ASF

 @Jim: continue to work with OSI and report to the board next month

20 Apr 2016

A. Timing of Executive Officer Appointments

16 Mar 2016

    A. Self Service and Infrastructure

    An outstanding JIRA issue against the infrastructure "self service"
    application was unilaterally assigned to the Whimsy PMC without
    consultation, and another was initially closed as WONTFIX, triggering a
    larger discussion that ended up on board@.  Included in that discussion
    was a comment by the current VP of Infrastructure that he would be open
    to the infrastructure team "tak(ing) responsibility for Whimsy the
    service", and as a part of that impose a release discipline upon the
    Whimsy PMC.

    Meanwhile, an ASF member legally changed her name.  She and the
    secretary were able to reflect that change in our records and on the
    site without any assistance by paid contractors.  New committers were
    given accounts based on a highly automated process whereby the
    infrastructure staff run scripts that access requests stored as
    structured data in svn.  This data was placed in svn by a tool that was
    originally part of whimsy and essentially jointly owned by the whimsy
    PMC and the infrastructure team.

    This suggests a different division of responsibility:

    1) The infrastructure team (consisting of contractors and volunteers)
       maintain control over master copies of ASF data resources, including
       but not limited to: Subversion, Git, LDAP, and mailing lists.
       Some of these resources may be mirrored (in some cases,

    2) Groups (such as PMCs and the secretarial team) are given access
       control rights to resources that they can manage.  Where this is not
       directly practical for security or other reasons (e.g., the new
       account example above), tools that process authenticated requests
       stored in an open format will be developed and deployed.

    3) Multiple tools ("let a thousand flowers bloom") that make use of
       the access described above may be developed.  One can imagine a
       future where the Perl scripts that PMC chairs use today are phased
       out in favor of Syncope and/or Whimsy.  Or an alternate future where
       a separate VM is provisioned for ssh use by pmc chairs to run these
       scripts.  Decisions made by the infrastructure team to maintain or
       discontinue the current "self serve" ( tool can be
       made either in consultation with, or entirely independent of, those
       made by other PMCs.

    Anti-patterns to watch out for: (1) requiring PMCs to issue JIRA requests
    to select features for their projects, (2) requiring users to use a
    particular user interface to make a request, without providing
    authenticated users access to the underlying data, and (3) tools
    deployed without runbooks or other documentation on how they work.

 Now seems to be an opportune time to discuss how infra can implement
 self-service as a strategy. Sam will work with Ross as infra

 B. Another month when there appears to have been a number of PMCs that
    didn't report, needed reminders and/or reported late. Not sure of
    the cause, even less sure of the solution. But it seems to be
    an increasing problem...?

    Some stats:
      * of the 13 missing PMC reports this month; 3 of those PMCs missed
        the previous month (and one of those is heading to the attic);
        additionally 1 was not accepted the previous month
      * 3 PMCs proactively stated that they will be reporting next month

17 Feb 2016

    A. Over the last few months I've noticed a drastic decrease in the number
    of reports submitted on-time, or at all. What's going on? Are the board
    reminders going out?

    Historical data:

    For this month:
      Initial reminders were sent Thu, 28 Jan 2016 11:01:36 +0000
      Final reminders were sent Sat, 13 Feb 2016 04:27:17 +0000

    There was a problem in prior months where getting the chairs email
    addresses from LDAP would fail; Sebb and Sam addressed the LDAP
    reliability problems, and Brett changed the address used for chairs
    to the $ address, avoiding the need for LDAP
    entirely.  This problem is thought to be solved.

    Reminders are still only being sent to PMCs, i.e, not to executive
    officers and additional officers.  They are also still being sent
    via a web interface instead of a cron job.

    These would be excellent tasks for somebody wishing to get more
    involved in the Whimsy project :-).  A draft script for sending
    reminders can be found at  Deployment info
    is at

 B. Synapse. What happened and relationship with
    and what we need to (possibly) watch out for.

    There was a prior discussion of this matter on the trademarks list.
    That discussion seemed to die off after this post:

 C. Updating VP Infrastructure Role
    After reviewing as many opinions and proposals as possible I have come
    to the conclusion that none of the options for moving the VP Infra
    responsibilities to a third party can be considered "small reversible
    steps". Furthermore, contrary to my initial recommendation to the board
    I am not convinced that any of the outsourcing options currently
    available are optimal for the foundation.

    I remain convinced that, at some point in the future, our
    infrastructure operations will require a full time management role.
    However, I do not think that time is now. Below I outline the current
    VP Infra job description (drawn up in consultation with David as VP
    Infra and most of the infrastructure staff). I have classified each
    task as either STAFF, VP or PRESIDENT to indicate where I propose each
    should land. This results in splitting the current VP role three ways:
    paid STAFF (and where possible contractors), PRESIDENT and VP (who
    remains a volunteer VP Infrastructure). Items marked VP/STAFF are
    expected to require significant oversight from the VP but can be
    delegated to STAFF.

    The intention is to split the role into "doing" (STAFF), "planning" (VP)
    and "HR" (PRESIDENT). Note, it is expected that the majority of the
    PRESIDENT responsibilities can be outsourced to a support organization
    though no negotiations have taken place at this time.

    * Set and manage annual infra budgets [VP/STAFF]
    * Approve infra purchasing decisions, including contract
      negotiation and renewal with suppliers [VP/STAFF]
    * Set medium- to long-term strategy for ASF Infra services in
      response to community demands (Critical, Core and Standard
      services) [VP]
    * Implement the defined strategy for ASF Infra (Critical, Core and
      Standard services [STAFF]
    * Define SLA targets [VP]
    * Track against SLA targets and report at
    * Allocate resources (people's time) to ensure tickets are dealt
      with in a timely way in addition to completing assigned project
      word [STAFF]
    * Balance job assignments and project schedules to ensure the
      necessary work is completed while fun new stuff is progressed
    * Ensure projects are either provided with everything they need as
      a service, or (wherever possible) are provided compute resources
      to self-host [STAFF]
    * Encourage collaboration between projects who are self-managing
      the same/similar services [VP/STAFF]
    * Set or advise on appropriate ASF policy as requested [VP]
    * Monitor project adherence to appropriate ASF policies (e.g.
      release management, version control, service use), addressing
      issues of concern and escalating to the appropriate officer
      wherever necessary [STAFF]
    * Be the voice of the community within infra operations [VP]
    * Be the voice of the infra team for the ASF President and thus the
      Board and our Members (e.g. board reports) [VP]
    * Manage infra staff with respect to performance and work
      environment [PRESIDENT]
    * Negotiate contract renewals with infra contractors/staff
    * Recruit infra staff as needed [PRESIDENT]

    After initial discussion in this board meeting I will take this proposal
    with appropriate modifications to the board@ list for fine tuning. At
    this point the search of a replacement VP and expansion of Staff duties
    can be commenced.

 Re: A. Late/missing board reports

 @Brett: Should we add another reminder to tardy projects the Monday
 before the meeting?

 Re: B. Synapse issue

 Jim: there has been a lot of contention between Axis and Synapse and
 it doesn't seem to be resolved in a good way

 Sam: there is a significant trademark issue with wso2-synapse; they
 have forked the project and taken our trademark and the fork does
 not even implement the same API

 Jim: I'm expecting to hear from WSO2 that since synapse has retired
 we want to take the trademark

 Shane: how are the company and project working together?

 Also, cloudstack has been forked; this situation needs to be

 Re: C. VP Infra plan

 Sam: Overall, good work; perhaps change the set strategy and define
 SLA to ratify strategy and SLA instead?

 Ross: good change.

 Brett: looks like more responsibility for staff; could we bring up
 someone from infra for leadership role?

 Ross: with current structure it might be risky to promote an
 existing infra contractor; the best option for outsourcing would
 probably cost an extra $100K per year; the good news is that we are
 in a healthy situation with regard to cost

 Brett: we should be sensitive to the effect on staff

 Henri: job description-wise; I would expect to see a ‘travel
 required’ or not

 Ross: I will add this to the job requirements

 Shane: I would like to see us put as much as possible on public web
 site to get feedback from stakeholders and show other organizations
 "how we do things here"

 Ross: the meeting minutes are public

 Shane: but people outside the board meeting attendees won’t see how
 we handled this issue

 Ross: I’m focused on getting it done, not necessarily publishing it;
 feel free to take this discussion to a different venue

 David: good for Ross to take on some personnel management tasks
 interim; there is lots of menial work to do but needs to line up with
 long term goals; I'm looking forward to seeing who gets recruited for the
 new role

 Ross: "self elected" senior team member caused problems in the past;
 what we are looking for is more like a "project lead" than a manager
 for keeping projects on track; I'll take this forward with more
 discussion on board@

20 Jan 2016

    A. Discuss options for Infrastructure management.
    With the imminent retirement of the current VP Infrastructure we need to
    decide how to proceed in the near future. The easiest path is to simply
    replace David with a new volunteer VP. However, as discussed in the past
    this course of action is not considered sustainable due to the heavy
    workload. Other options previously considered include:

    * Employ a full time infrastructure manager
    * Employ a full time Executive Director (infra management + additional
    * Outsource all infra services to a third party provider
      - not-for-profit
      - for profit
    * Outsource critical infra services to a third party provider whilst
      keeping non-critical services in-house and volunteer managed
    * Creating a separate company to manage our infra services

 This discussion item is intended to allow us to:
    a) Refresh our memories of previous findings for each of the above
    b) Identify any other options that should be explored
    c) Agree to rule out some of the above options
    d) Provide a preliminary recommendation from the Presidents office
    e) Agree on a time frame in which the board will receive a final
       recommendation from the Presidents office, and subsequently seek
       to approve an action

 Ross: we need to make a timely decision on the replacement of our
 current VP, infrastructure. Bertrand: at some point we will probably
 need a full time operations manager. Ross: maybe at some time but
 not now. Brett: could the existing contractors handle the extra
 work? Ross: management of the contractors needs a different person
 in the role. Rich: the job is easily over 20 hours per week. Chris:
 this is potentially a high-burnout job. Shane: even if we use a
 third party service, we still need to manage them. Ross:
 communication with PMCs is still needed Jim: we need a job
 description to see what all is required and to see whether some
 duties might be changed to make it less burnout-prone @Ross: create
 a job description Ross: we are investigating outsourcing with a few
 third parties, including Virtual, and creating our own corporation.
 Ross: looks like we need both inside VP, Infrastructure to liaise
 with PMCs, and outsource infra services. Time frame: one month!
 @Ross: Prepare a plan to transition infra

18 Nov 2015

    A. Discuss whether or not incoming podlings and direct to TLP projects may
    consider having canonical repository outside of ASF infrastructure.

 B. Very much related to the previous discussion item, Sam would like
    to propose, as an experiment, that the Whimsy PMC be permitted to
    propose and explore with the Infrastructure team to have bidirectional
    flows with GitHub, with the following conditions to be in place
    for the duration of the experiment:

      1) The infrastructure team has in place "pushevent" GitHub hooks that
         will notify the committee (via the commits@ mailing list) of all
         such events.  Included in these emails will be an identification of
         the "pusher".  This mailing list will continue to be archived, and
         serve as a push log.

      2) Ability to "push" to either repository will be limited to
         ASF members.

      3) Pull requests will only be accepted for individuals with an ICLA
         on file.

   Sam believes that the above is more than sufficient to ensure that
   we can identify an appropriate ICLA to cover all commits.  Additionally,
   he notes that there are no known (or expected) downstream consumers
   of Whimsy.  He further notes that majority of Whimsy PMC is expected
   to attend this board meeting.

   Sam's summary, in the hopes that this will focus discussion:

   Jim and Sam generally agree on what data must be captured for provenance
   reasons. Greg feels less is required, and Roy even less.

   Greg proposes repository immutability as a mechanism for implementing
   this requirement, and Jim agrees. Bertrand notes that this is an
   implementation detail. While clearly a viable choice (and workable for
   many, including all projects that have chosen SVN), imposing this on all
   projects (particularly Git ones) is something that David and Sam feel is
   as workable as the 18th amendment to the US Constitution (Prohibition).

   Greg proposes formalizing the requirement in the form of a board
   resolution. While Sam feels that it is time to take action, he is
   ambivalent about doing so in that form; despite this, Sam has proposed
   an alternate form of Greg's resolution that retains all the requirements
   but omits the implementation. Roy feels that both resolutions should be
   tossed in favor of providing a set of directions. What Sam would prefer
   is to green-light experiments (small, reversible steps) which will give
   us more experience and data.

   Draft resolutions (an an accompanying FAQ for the second one) can be
   found at:

 Discussion on 8A. Canonical repositories outside ASF infrastructure

 Greg is opposed to allowing canonical repositories outside ASF Chris offers
 that provenance is the major issue regardless of where the code is stored
 Brett thinks that "canonical" needs to be defined or we need to use another
 word to describe the intent; even though initial pushes are somewhere else,
 ASF needs to know the source of all changes Sam notes that "repositories
 outside ASF infrastructure" is already the practice, apparently in
 disregard for policy Jim thinks that svn is canonical but github reflects
 reality Sam states that projects are building releases outside asf and then
 putting stuff back into asf svn and changing history, making the tracking
 of changes difficult Shane thinks that we need to make a resolution to fix
 this Greg is not ready to vote on a resolution Chris agrees we are not
 ready to vote today Jim compares this situation to using LGPL; we need to
 take action where practice conflicts with policy; the fact that projects
 are doing it is not a change to policy; they are ignoring policy. But how
 to address it: make it clear what the policy is, and communicate to PMCs.
 Chris agrees with Jim; folks are clear on LGPL because it’s well
 communicated but there is no clear guidance on use of github; although
 we’ve made some guidance on github; pmcs are not willfully violating policy
 Jim is concerned when the use of github puts us at risk Chris states that
 we’re not trying to solve the problem for expert users, but for incoming
 users (and new PMCs) that don't necessarily know the policy David thinks
 that PMCs understand the policy but think it’s obsolete because of github;
 and by the way, github plans to deprecate some features that we depend on
 to implement our policy Jim says that is's hard to grok distributed
 (github) version control driving policy decisions. We should focus on
 canonical repository; policy cannot be obsolete just because of new
 technology David says the policy as written refers only to svn; there is no
 distributed vc system mentioned Brett proposes to continue discussion on
 board list and perhaps consider a resolution for next month once there has
 been sufficient discussion of the issue and proposed solution David
 observes that infra needs more guidance on how to proceed with git Ross
 agrees on the need to resolve current infra git situation Action item Ross
 to focus a new board thread on resolving current infra git situation

 Discussion on 8B Proposal for Whimsy PMC to explore ways of using git and svn

 Sam would like to do more thinking and exploring how to use git and svn
 together Ross agrees if we change the discussion to “limited experiment”
 Chris supports the "limited experiment" Jim supports the "limited
 experiment" Rich is concerned that other PMCs might think “why not our
 project too” but “limited” will help defuse this issue David supports the
 experiment; infra needs real feedback real soon Sam proposes to put whimsy
 on a monthly schedule while the experiment runs and will give Ross
 information for the report Brett confirms that the sense of the board is to
 let the Whimsy limited experiment begin

19 Aug 2015

    A. Discuss preventive and punitive actions to take against current
    member abusing mailing list privileges.

 B. Discuss revisiting the ASF bylaws to determine whether or not the 2008
    interpretation of the requirements of the phrase "affirmative vote of a
    two-thirds majority of the members of the corporation" was correct,
    and/or whether any adjustment of the bylaws is in order. - see 12:07:26, 12:09:50, and 12:10:03 PM.

 @Jim work with counsel to review the bylaws and propose changes (if
 necessary) to clarify how to apply "two-thirds majority" when counting

17 Jun 2015

 Use of Apache Trademarks in marketing materials for non-Apache products
 potentially being blocked by our lack of registration in geographic

 There is an organization that has received cease-and-desist in another
 country for marketing materials that reference Apache projects. The
 company that has issued the cease-and-desist has registered Apache
 trademarks in that country.

 The organization is a significant sponsor of Apache. Long term, if they
 cannot market their association with Apache, Apache may get less support.

 Ross: "If you market your product without mentioning Apache, you are not
 affected by this issue."

 Shane: "You should be able to mention Apache in your advertising. Apache
 should attempt to protect our marks, especially in countries that have a
 first-to-file trademark law."

 @Ross @Shane discuss how to move this issue forward

20 May 2015

 Executive session entered at 11:33 AM.

 The Board unanimously agreed to require moderation of one ASF Member's
 emails to internal lists for a period of 90 days, due to repeated
 violation of the Foundation’s Code of Conduct.

 Executive officer appointments:

 Chairman Brett Porter
 Vice Chairman Greg Stein
 President Ross Gardler
 Executive Vice President Rich Bowen
 Treasurer Chris Mattman
 Assistant Treasurers Kevin A. McGrail and Jan Iversen
 Secretary Craig L Russell
 Assistant Secretary not filled at this time

 Executive session exited at 12:04 PM.

22 Apr 2015

 Greg will take responsibility for tracking action items from board meetings.

 Executive Officer appointments will be postponed until the next board meeting.

18 Mar 2015


   Here is the budget I propose the outgoing board recommends to the
   incoming board for vote in April:

   Total income:         897,750 (up $750 from FY15 budget)
   Infrastructure:        593,500 (down from $776,216 in FY15 budget)
   Programme expenses:      7,500 (up from $6000 in FY15 budget)
   Publicity:             124,000 (no change)
   Brand Management:       39,250 (down from $75,375 in FY15)
   Conference support:      7,500 (down from $12,500 in FY15)
   TAC:                    45,000 (down from $50,000 in FY15)
   Treasury Services:      49,200 (no change)
   General& Admin:        115,550 (up from 113,807 in 2015)
   ===================    =======
   Total Expense:         981,000
   Net Income:            -83,250

   Any time a PMC requests registering their trademarks in the U.S. the
   registration will be approved.  But if there are extraordinary legal or
   filing costs, the PMC will need to justify it.

   The key point is that the PMCs take the lead to register the marks.

18 Feb 2015

 Mark: Trademarks are a valuable asset for ASF. Trademark rules vary
 by country. Virtually all countries protect rights only through registration.
 Many unsavory people register other peoples' trademarks as a
 business. Risks are most often on ASF users, not ASF per se.
 As a practical matter, projects need to select brands that are available.
 Open source has "won the war" and is now ubiquitous. Now there are
 lawsuits based on GPL interpretation by people who are just trying to
 make money from the legal process, not community policing as we
 have seen in the past.

 Jim: Need to balance the cost versus benefit of registration.

 Shane: Looks like the "sweet spot" of registration is somewhat more
 than we are doing now. But consider that a third party has registered
 our Hadoop trademark in China.

 This is not a direct legal risk to Apache, although it could well
 prevent us from using the Hadoop name in China.  Similarly, it may hurt
 downstream users relying on the Hadoop ecosystem, and in the long run it
 likely will hurt Apache Hadoop if the project loses support and/or future
 contributions from those users.

 Jim: Once a trademark is registered, we are then required to police it
 more vigorously.

 Mark: ASF is required to police brands regardless of registration (or not).
 If ASF doesn't have the money, users may well contribute to registration costs.

 Ross: Users are represented by PMCs. We need to make sure that
 PMCs step up, with foundation support.

21 Jan 2015

Looks like March 24-26 would be a good time for the meeting.

15 Oct 2014

 Greg: discuss Kevin's proposal to contract services to third party
 Ross: possible down side: knowledge of how infrastructure works would transfer outside foundation
 David: would make it difficult to move away from third party in future
   don't know how much it would cost so can't estimate cost effectiveness
   might affect volunteers if third party would be responsible for performance of volunteers
 Kevin: has experience with combination paid staff/volunteer
   bigger issue: don't want to run afoul of labor laws
 Ross: two kinds of infra: core and other; perhaps outsource only core
   preparation underway to clean up SLAs for contractors
 Greg: good direction
 Ross: more discussion with Kevin will follow
 Greg: concerned about legal contractor status
 Kevin: foundation has outgrown infra as was set up years ago
 Ross: need to continue this discussion
 Tom: Virtual can also provide some services

 Action: Greg to coordinate response.

18 Jun 2014

 Executive officer appointments:

 The current slate of executive officers continues until such time as a
 change is needed.

16 Apr 2014

* Directed sponsorship

 Ross reviewed a small number of concerns with directed sponsorship:
   accounting overhead; somewhat less of an issue assuming we contract out
     some accounting tasks
   neutrality of PMC; mitigated if the PMC is very diverse and sponsors
     similarly diverse

 Ross mentioned that there are no specific proposals at the moment

 Ross proposed thinking about these four categories of items that could use
 directed sponsors:
 1. Items that don't cost much and are broadly applicable to many projects
 2. Items that don't cost much but apply to only a few projects
 3. Items that have high cost and apply to only a few projects
   directed sponsorships would mostly apply here
   would need to be managed closely by pmc
 4. Items that have high cost and are broadly applicable to many projects

 Ross suggested his thinking for category 4 above:
   Perhaps we should look at outside organizations to support some of
   these, e.g. Linux Foundation

 Shane: We should provide higher level of services for our projects, using
 either inside or outside funding
   We can do this more easily with pmcs that know what they need

 Roy: we're ahead of ourselves with regard to accounting overhead issues
 since we do not yet have help
   Don't see a need to break out into four categories
   Prefer to think about categories:
     1. pmc can do by themselves;
     2. pmc needs help with e.g. publicity
   If need is identified, projects could identify people to work directly
   with marketing/publicity

 Ross: No problem with this approach for marketing/publicity
   The bigger issue is with infrastructure; maintaining different systems
   for many projects Infrastructure is not set up to provide much more than
   what they currently do

 Roy: Running infra at this level would need major increase in budget and
   support system

 Chris: Is the open office special fund relevant?
   The project has some money earmarked for travel assistance

 Ross: This was a special case; OO project had this money before joining
   No additional funding is being accepted but can only spend based on the
   original intent of the donation

 Ross: I will continue to work with cloudstack on concrete proposals for
 infrastructure and marketing
   I will put together a broader plan for identifying ASF wide policies for
   board approval
   These policies will be informed by the ongoing discussions in various
   locations of the ASF

 Roy: If pmc really wants to market they can set up groups inside the project
   As long as pmc is deciding what to work on, they have the ability to do it
   Also, projects can ask for additional resources in marketing

 Ross: Prospective sponsors have asked for accountability for donations

 Chip: The Cloudstack project is looking for diversity of sponsors to help
   with infrastructure and marketing

19 Feb 2014

 A. Select a date for the Annual Members Meeting

 What availability do other directors and executive officers have?

 Last week in May would be one year since the last meeting.

 Ross prefers *not* the first week of June.

 No holidays are in conflict from Tuesday through Thursday of prospective weeks.

 May 27 through May 29 is the tentative date.

18 Dec 2013

 The budget needs to be updated to include estimated trademark registration

 Roy: Is trademark registration really necessary?
 Shane: In many cases of policing our trademarks, it's a lot easier to get
   potential infringing uses resolved if the trademarks are registered.
 Roy: We would need to make sure that the names actually are able to be
 Shane: Brand awareness is an important part of community development.
 Roy: We can address new registrations without proactively registering all
   of our existing marks. There are a few marks that may be worthwhile but
   not a large number.
 Doug: Registering important marks will save a lot of trouble in the future.
 Roy: Estimates may be low for costs of registration, considering challenges
   brought by commercial interests.
 Shane: The plan is to ask PMCs whether they want their marks registered. If
   there are many objections, we would need to make a decision whether to
   change the name.

 The discussion will continue on the board mail list.

16 Oct 2013

    A. Status of audit

    Jim volunteered to help if needed.

 B. Status of Email to PMCs re: TCK availability (ASF policy)

   Sam will work on this.

 C. Special meeting for member elections

    In some years a special meeting has been called, primarily to allow
    for the election of new members more than once a year. November marks
    six months since the annual meeting, so a suitable time to hold a
    mid-year meeting would be mid-December, or mid-January. We have not
    held one since January 2011.

    There are pros and cons. On the upside, it allows new members to be
    elected sooner, and may reduce the volume of voting required at the
    annual meeting.  However, it does require some time and effort from
    our volunteer members, and particularly the executive officers.

    I'm interested in whether the Board feels this would be valuable to
    conduct this year, and if so what their availability is for those

   Most of the people on the member watch list have been elected.
   Time is getting short to plan a meeting to avoid the holidays.
   Suggest asking members@ for guidance.

15 May 2013

 Greg to send out a general note to cover missing information (such as
 dates of last release and dates of last change to PMC composition) in

 Hadrian asked for a clarification on what information needs to be
 generated or produced for an audit.  The board directed Hadrian to work
 with Chris and Jim, and suggested that we make available whatever records
 we have to the auditor that he selects.

20 Feb 2013

 Umbrella projects have been problematic in the past and the board
 wants to ensure that projects are aware of the dangers.

 AI Ross: prepare and review with the board a memo to PMCs
 with the board's concerns.

19 Dec 2012

 A. Clarify the board's position on emeritus PMC members: are PMCs
 expected to ask the board to remove them from PMCs, or do they
 formally stay on the PMC and are just considered emeritus by
 their community.

21 Nov 2012

    A. Special Members Meeting [Doug]

    Should we have a special members meeting soon, to elect new
    members?  We held our last annual meeting in May.  Arguably we
    should have had a special meeting this month, six months later.
    We could try to have one next month, in December, but with
    holidays that would be difficult.  So the next practical time
    is probably January, just four months before the nominal time
    of our next annual meeting.  Given this, my instinct is to not
    have a special meeting this year and aim to have our annual
    meeting again in May.  How do others feel?

    The main reason for a mid-year meeting is to elect new members.
    There have not been many new member nominations, so the consensus
    is that we should cancel the mid-year meeting.

 B. [Greg] After seeing Hadoop (finally!) combine their committer
    lists, I would like to have the Board make a recommendation
    that PMCs should never have partitions in the commit lists for
    code under their purview. Each community/PMC member is
    responsible for all that code, so why should any partitions
    exist, denying a member the ability to act?

    The board can strongly recommend this as best practice. Incubator
    is one exception, although the incubator seemed to be moving in the
    direction of a single incubator commit privilege. Labs is another
    possible exception.

    @Greg: prepare a draft memo to PMCs regarding project partitioning.

19 Sep 2012

       a. Drafting resolution(s) to formally move various officers under
       the President rather than reporting to the board.

 Will continue to discuss on the board mailing list.

15 Aug 2012

       A. ApacheCon EU status
       Review the list of open issues and discuss whether any board action
       is needed.

    B. Audit
       Discuss whether we should fund an audit or a review this year.

 Hadrian has come forward with a few potential items to do this year.

 There is no strong requirement for an audit, but a review of procedures
 will help us decide whether we are doing things right and correct any
 deficient procedures.

 Jim: It is time to do an audit. We have never had a full review of the
 books, and it's a minor financial hit.

 Sam: Suggest a limit of $15,000 for an outside auditor to review the books.

 Doug: The board wants Hadrian to proceed with Jim (President) as the contact.

20 Jun 2012

 A. What terms would we find acceptable for renewing the Stand-Alone
 TCK Licence Agreement with Oracle America, Inc.?

 Daniel Kulp is discussing the contract renewal with Lance
 Andersen of Oracle Corp.

 One concern is the requirement to re-test on the current
 release of the TCK.

 Another concern is the requirement to continue to test on
 the TCK even if the project no longer implements the

 Apparently, the existing TCKs that we already have can
 continue to be used for "maintenance" purposes. So it may
 not be urgent to sign the contract extension.

 Lance notes that many projects have not notified Oracle as
 to self-certification of passing the TCK.

 Daniel is willing to continue to be the contact with
 Oracle, and to serve as VP, TCK if necessary.

16 May 2012

 8a. The DC BarCamp has raised some questions around how sponsorship
 for small events is collected and bills paid.

 Discussion: Rather than having sponsors contribute to conferences, some
 sponsors were asked to contribute to ASF directly and then ASF covered
 some conference event costs. This appears to be a directed donation
 that in the past, was disallowed. Is this a valid approach for conferences?

 Roy: as long as it's an Apache event, this is appropriate. Prefer to have an
 "Apache person" specifically tasked with running the event.

 Greg: Tim Williams is running the event. He is an ASF Member. In future,
 makes sense to have an Apache person in charge.

 Roy: The Apache responsible person must be an officer or employee of
 the Foundation.

 Greg: Nick Burch as VP Concom should be responsible for handling this
 for future events.

 Provisional approval for accepting targeted donations for Concom for
 small Apache-sponsored events.

 Concom to propose a policy for approval by the board.

 Jim: will take responsibility to communicate with VP Concom.

18 Apr 2012

 a) Audit activities and plans?

 This was discussed during the review of the treasurer's report.

     b) Expectations regarding source code releases
        (see question in Incubator report).

 AI Roy: update the guidance for releases and communicate to all committers.

15 Feb 2012

 A. Treasurer position

 Sam is appointed to the Treasurer position, by Unanimous Vote
 of the directors present.

 The office of Assistant Treasurer is vacated, by Unanimous Vote
 of the directors present.

24 Jan 2012

    A. Apache Open Office Extensions site and SourceForge offer
    Discuss this (from Ross Gardler on board@) unless already done.

    The aoo pmc wants to arrange for hosting of ooo extensions now on
    the oo.o site.

    Extensions include templates and dictionaries, which are not
    necessarily licensed to Apache.

    Infra is willing to host a metadata site but not a download site,
    due to bandwidth issues.

    Sourceforge has volunteered to host a site, giving root access to
    authorized ppmc folks.

    Downloads from sourceforge have advertising, which pays for running
    the service. domains should not have advertising on them.

    Advice from board: proceed with sourceforge; can host extensions on domain; ok for non-apache download site to have
    advertising; continue to work on a long term solution.

 B. Termination of VP, JCP

    AI Jim: discuss with Geir, prepare a resolution for termination for
    February 2012.

 C. How is the calendar supposed to work?  There is a Feb 9th item in
    the calendar.  Is the EA tasked with sending out reminders?

    Jim and Melissa are working to add items to the calendar. The plan
    was for Melissa to manage the items on the calendar, not to remind
    folks. But Melissa can set up reminders on request.

    Should the calendar be publicly available? Not now, as there are
    private items included. If we want the calendar to be public, we
    will need to have a separate calendar. But the calendar is intended
    for the use of the board so it's not clear why the calendar should
    be public, except that's what Apache usually does.

    Access to the calendar is by secret url, that can be changed at
    will. Security by obscurity. Any member should be able to get the
    secret url on request to Melissa.

21 Dec 2011

    A. 990 tax disclosures for 2007-1010
    On the members list, Bill Rowe notes that those are still missing

    The Treasurer role should make sure that the IRS 990 forms are
    posted to the public web site.

 B. Annual report - where do your donations go?
    Are we planning to have such a report for 2011?

    Beyond any legal requirements, Apache's Annual Report should be
    useful as a marketing document.

 C. How do we improve invoicing and bill payment timeliness?
    We've had issues for months getting bills paid on time using
    the normal procedures, including an invoice being sent very
    late to get the ~$20k GSoC funds.  Who can improve this?

    AI: Bertrand discuss with Sally how to get her invoices
    submitted in the appropriate place in svn.

16 Nov 2011

 Timeliness of reports remains an issue.  Jim to request that board
 reports be submitted and entered into SVN one week earlier.

 Roy and Bertrand discussed the announcement by Adobe that they will
 be contributing Flex. This lead into a discussion as to whether or
 not the ASF has resources to assist with Incubation, and whether or
 not we should be more proactive board/member effort to ensure that
 incubating projects succeed.  No actions were assigned.

21 Sep 2011

 Should we use part of the Vancouver board meeting to reflect on
 our goals and strategies for foundation-level activities
 (public relations, trademarks management, outreach, finances etc.)?

 Should we plan for a face-to-face meeting within a short time
 after each annual board election? Perhaps use OSCON as a venue.

 We should start planning the board face-to-face in Vancouver.
 AI Doug: prepare the draft agenda.

17 Aug 2011

 A. Future uses of the domain and brand.
 In particular, what kinds of licenses will we allow to be
 hosted on this highly trafficed domain? (starting the discussion)

20 Jul 2011

    A. Do we require a nofollow attribute on links to external websites
    on our project's sites? We have a recommendation from Jim as PRC chair
    here: but no policy AFAIK.

    Shane and Serge are working on a proposal:

    Discussion will continue on the trademark mailing list.

 B. Should the Board hold a face-to-face meeting prior to
    ApacheCon?  If so, when and where?

    Agreement to "pencil in" the week of September 28th in the LA area.
    Brett and Bertrand (as the Directors with the farthest to travel) to
    verify over the course of the next week that these dates are workable.

 C. Is it time to reassign credit cards?

    General consensus is that it is.

    AI: Sam to work with Wells Fargo to do all of the necessary
    deactivations, reactivations, reassignments, and requests for cards.

15 Jun 2011

   A. PMC Brand requirements followup and tracking.

   There was a general discussion about reporting requirements of projects
   with regard to branding. Board members need to review all project reports
   and it's a burden to review multiple paragraphs on each project. There
   must be a better way for Shane to track progress without burdening every
   board member.

   AI Shane: work on a proposal to track status

 B. Git @Apache: good progress has been made but should we make
    a decision about making it a first-class citizen? Might need budget
    for manpower and/or equipment.

   AI Jim: follow up with infra on git status

19 May 2011

A. Sonatype's failure to publicly acknowledge Maven trademark (Doug)

20 Apr 2011

 New VP Apache Infrastructure

 Discussion as to what this role should be. Front line interaction with
 vendors? Oversight and approval? Part time? Full time?
 The discussion will continue on the infrastructure mail lists.

 Date for May Meeting: 18 or 25 May?

 Doug will resolve this offline.

 Did we announce our new members already? Blog post?

 There is a draft blog announcing new members but it's not published.
 AI Bertrand: work with Sally to publish the blog.

16 Mar 2011

A. Trademark protection strategies (executive session @ end of meeting)

19 Jan 2011

 A. Define organizational ownership of trademark policy.
 Several officers appear to have differing opinions of who sets definitive
 trademark policy for the ASF.
 The main issue for now is whether the VP, Trademarks or individual PMC's
 are responsible for trademark policy and enforcement.
 The discussion was deferred until the next meeting.

17 Nov 2010

 A. Brand Management budget for graphic designer to improve our image.

 There are two issues: First, our main graphic mark, the feather, needs major
 work to make it suitable for many purposes: web, print materials,
 and branded items. Second, the new cms-based web site is live but needs
 continued attention.

 Roy suggests that a competition is usually the approach for an open source
 project to get graphic design help.

 Shane agreed to plan and run a competition but if not successful would
 like to pay for the services of a graphic talent.

22 Sep 2010

 The board went into executive session for 10 minutes.

 Regarding the Microsoft petition for certiorari that has been
 circulating on the internet:

 As Vice President, Legal Affairs, Sam has the authority to speak for
 the foundation. It is likely that he will represent the ASF to agree to
 support Microsoft in the petition.

21 Jul 2010

    A. Executive Officer appointments process and timeline.

    Shane suggests we define the process at July meeting; work on board@
    to find any potential candidates/discuss issues; vote on appointments
    at August meeting.

    Candidates identified to date:

      1. Chairman:
         Jim Jagielski
         Sam Ruby

      2. President:
         Jim Jagielski
         Sam Ruby

      3. Secretary:
         Craig L Russell

      4. Asst. Secretary:
         Sam Ruby

      5. Treasurer:
         Geir Magnusson, Jr.

      6. Asst Treasurer:

      7. Executive Vice President:
         Greg Stein

 Jim to split to a separate slate of candidates into a separate file
 and notify members, encouraging members to volunteer for any slot with
 the exception of Chair.

 B. Hiring EA - discuss and appoint new Admin search chair to drive

    Unless the new board chooses to not hire an EA, we need to appoint
    someone to drive the process (as Sander is not able currently).

    Consensus is that EA need not be a member or committer. Most don't
    see this as important, Henri suggests that it might actually be
    better to hire from a non-committer.

    Jim to start the process of hiring an EA based on the job
    description that Sander produced.

 C. Appointing a General Counsel / Organizing Legal Affairs

    To better utilize our pro bono counsel time, there is a suggestion
    to appoint a General Counsel to better manage legal questions.
    The suggestion is that Larry Rosen be appointed, and he has
    already indicated that he would be most willing to accept.

   Some concern about establishing a General Counsel, significantly
   less concern about having Larry simply replace VP, Legal Affairs
   roles. Larry would like to see VP, Legal Affairs continue. What
   Larry wants to stop is people going to different lawyers and getting
   different answers. What the board wants is to have a VP Legal
   Affairs setting policy, and the General Counsel be tasked with
   implementing and coordinating the execution of those policies.

 D. New Monthly Board Meeting time

 Start time for meeting OK for everyone?  We could move it anywhere from
 zero to three hours earlier in the day.

 Survey of directors normal time zones:

   +1 CET - CH    - Bertrand Delacretaz
   +1 CET - CH    - Noirin Shirley
   -5 EST - US MA - Shane Curcuru
   -5 EST - US MD - Jim Jagielski
   -5 EST - US NC - Sam Ruby
   -5 EST - US VA - Greg Stein
   -8 PST - US CA - Doug Cutting
   -8 PST - US CA - Roy Fielding
   -8 PST - US WA - Henri Yandell

   -5 EST - US MD   Philip M. Gollucci

    Discussion deferred to board@.

 E. Planning Potential F2F Board meeting

    If we want to repeat last year's great F2F, when/where?

    F2F: rough plan, early September in Boston, will continue discussion
    on with a Doodle poll.  Officers will be allowed to attend, but will
    are unlikely to get any travel assistance.

 New meeting time item tabled.

16 Jun 2010

 Shane noted that the brand management needs to address the issue of
 projects, such as subversion, which come to the ASF with
 pre-existing marks.

 The board will collectively monitor the release plans for Forrest.

21 Apr 2010

A. Setting date for annual members meeting/board elections?

17 Mar 2010

 A. Jim would like to re-introduce the idea of a paid EA.

 Tabled until a RFP is available to be discussed. Sander (and
 possibly Greg) to develop a report. Discussion should not wait until
 next meeting but rather occur on list as the budget is imminent.

20 Jan 2010

* HALO contract (up for renewal end of February)
 * PayPal account access for Serge, possibly other transaction info, and
   hosted Quickbooks
 * This timeframe still OK for board meetings?

 General agreement on getting Serge access to PayPal data.

 Geir prefers svn for quickbooks. Serge indicated that hosted access
 was only a nice to have.

 Next board meeting will be two hours earlier.

01 Nov 2009

 Justin informed the board that he has appointed Philip M. Gollucci
 to VP, Infrastructure, replacing Paul Querna.

 A. Restructuring the PRC?

  Jim indicated that he would like to discuss this one first.

  Shane would prefer to meet with the people involved at ApachCon and to
  be given an opportunity to present their proposal at the next board
  meeting in November.

  Jim would prefer to give some guidance so that the PRC doesn't produce
  recommendations that the board would not be predisposed to accept.

  Shane intends to present resolutions at the next board meeting to
  dissolve the PRC and to create new, smaller committees, and he believes
  that this will likely meet with the board's approval.

  Sander asked if we really need a committee, wouldn't an officer do?
  Noirin feels that such an approach would squelch discussion.

  Many (including Roy, Sander, Justin) felt that committees don't respond
  in a timely fashion, and this is necessary for matters such as PR.

  Doug argued that trademark approval and website presence are two
  distinct tasks, the former can be modeled after how the current Legal
  Affairs Committee approaches problems.

  Justin argued that trademark issues are somehow "softer" and more
  subjective than legal issues.  Sam pointed out that legal policy issues
  are often very subjective.

  Greg asked whether reorganization would solve the problem.  Sander
  indicated that historically, the overlap in personnel was nearly 100%.
  Sam stated that he didn't believe that reorganization will solve
  anything, the fundamental issue is personality issues.

  Geir suggested that Shane delegate.  Greg and Roy indicated that board
  committees can't delegate.  Jim and others discussed how it could work,
  with the VP of PRC having oversight.  Justin was concerned that this
  created a new level of oversight.  Greg feels that we have learned from
  the umbrella projects in the past.  Jim and Sander felt that flowing
  the coordination of, e.g., sponsorship and communication, through
  the board wouldn't be timely.

  Justin indicated that delegating the creation of the budget would have
  addressed a number of the issues we had in the approval of the budget
  last go around and suggested that going forward that groups like the PRC
  propose initial drafts of budgets.

  Sander is particularly concerned about the time sensitivity of PR issues.
  Roy indicated that the way to solve this is to not have PR be done by a
  committee.  Jim named an individual who would be excellent at this.

  Roy suggested that the board create the organization structure, and let
  Shane staff it.  Shane felt that it would be more efficient if the people
  who staffed it provided input first.  Doug suggested that the board
  should provide a first draft.  Justin feels that the board already has
  the input it needs to make a decision.

  Shane noted that there are other items on the agenda, and suggested that
  we move on.  Sander made it clear that this needs to be solved by the
  November meeting.  Shane agreed to this deadline.

 B. Subversion contribution

  Greg asked if the board would be OK with PR prior to acceptance.  Justin
  indicated that it was important as it would allow the ASF more control
  over the message.  Doug and Geir felt uncomfortable with setting
  precedent.  Sam asked if there was a general policy for granting such
  objections?  Noirin feels uncomfortable with the board imposing this.
  Roy noted that this is an exception that might make sense in general for
  large, well known, and preexisting open source projects.  Sam asked whether
  SpamAssassion could have fallen under such a criteria, and Greg, Justin,
  and Noirin concurred.

  The board agrees that the proposed contribution of Subversion to the ASF
  would be such a significant event, but leaves it to the Incubator to
  decide if a waiver is appropriate as the board does not want to interfere
  with the workings of the incubator.

 C. Budget

  Justin/Paul requested $18K to cover converting Gavin's sysadmin position
  from a part time to a full time position.  Geir asked why this was a
  surprise, and Paul confirmed that this has ended up being a larger task
  than was originally anticipated.  Greg asked what the year to year
  commitment would be.  Essentially this makes the sysadmin personnel
  budget to be approximately $150K a year. Sander asked whether there will
  likely be another request in six months to a year for yet an additional
  half-person.  Paul indicated that he didn't think so.  Sander is
  concerned about burn-out.  Greg asked whether this was an indication that
  we did not have the right people for the job, or whether the job is
  simply too big, and the general consensus was that the nature of the job
  requires this level of effort.

 D. Future of ApacheCon?

  Noirin asked what does the board want?

  Geir noted that Hadoop World was larger than ApacheCon.  Roy felt that was
  weird as he felt that ApacheCon contained Hadoop, and therefore should
  draw more people.  Others felt that event focus was a feature to some

  Noirin would like to see Concom running project-specific conferences like
  Hadoop World, and focused multi-project conferences (for example, "Lucene
  & Friends"), in conjunction with project communities.  Noirin believes
  that ApacheCon does bring in both money and contributors.

  Noirin noted as an issue that PMCs don't know whether or not they need to
  get ConCom's approval when running events using ASF project names, so
  they don't.

  Justin indicated that he has a problem with third parties running
  conferences centered around Apache software.  Doug sees this similar to
  third parties shipping our code, which the ASF not only allows but
  encourages, and therefore not a concern.

  Justin indicated that he felt that the Hadoop PMC was involved with
  Hadoop World based on the fact that a significant percentage of the
  Hadoop PMC members presented at Hadoop World.  Justin reiterated
  displeasure with the notion of PMCs being involved in conferences
  concerning Apache software without involving ConCom.

  Noirin asked for an up or down vote: keep ApacheCon in the current form
  or can it?  Straw poll: 3 to 3.

  Noirin rephrased the poll to see if the board supported the notion of a
  have a broad spectrum conference at all?  Straw poll: 4 to 3.

  Doug asked if there was interest in running more focused conferences?
  Straw poll: 6 to 0.

  Roy feels that the ASF should not be in the business of producing
  conferences -- preferring the existing model where conference companies
  produce conferences and the ASF contracts with these companies.

  Justin notes that events creates confusion about sponsorships.  Some
  companies prefer to sponsor the foundation, others prefer to sponsor
  individual events, some are OK with splitting.

  Jim suggested that the ASF should invest more of the ASF sponsorship
  money towards conferences organization, etc.  Doug felt that was risky.

  Jim is sure that we can (and have before) easily find companies to help
  us produce very focused (1 or 2 ASF project related) conferences (eg:
  (Apache) Hadoop World), so that doesn't seem to be an issue. The main
  issue is what how to best support those ASF projects that lack a "sugar
  daddy" company (or companies) that will pick up the ball and do that kind
  of event. Does the ASF have any responsibility or desire to help *those*
  ASF projects? If so, then the only way he can see that happening is via us
  continuing an ApacheCon-like event for their benefit.

  Jim doubted that companies that produce conferences would continue to be
  interested in Apache-wide conferences.  Roy noted that this solves the
  sponsorship issue -- e.g., there would be no confusion between
  contributing to Hadoop World vs the ASF.  Justin continues to be
  concerned with third parties creating conferences around ASF software.

  Sander is concerned that if we don't have an ApacheCon, we will lose the
  benefit of cross-pollination.  Geir asked if the cross-pollination is
  measurable?  Noirin indicated that she has a lot of anecdotes.  Geir
  asked if the ASF could do a summit or such instead of having talks, and
  Noirin asked how many people were planning on coming to the upcoming
  Apache retreat, and got a few non-committal answers; the conclusion being
  that structured conferences with prepared talks seem to be more effective
  for the ASF in terms of attracting a diverse set of participants.  She
  also noted that broader focused events historically have attracted a
  greater percentage of female participation than more tightly focused

 E. Officer appointments

  This previously was deferred to December, but Greg made a proposal that
  the board set up the expectation at the next election that future boards
  will have a F2F each August, and would appoint Exec Officers in
  September.  He further proposed that the current board plans to make
  officer appointments at the next board meeting in November, after issuing
  a call for officer nominations to members@.

  Jim agreed.  I could not gauge the sentiment of the room as the group was
  in the process of preparing to adjourn, but I did not hear any
  objections to either proposal.

 F. Executive Director/Assistant?


 G. Mission/Vision of ASF?


21 Oct 2009

 PRC reorganization looks like it is converging on the mailing list.
 Originally, it was decided to table item 7E, but during discussion
 Geir suggested that the board simply vote on 7E. The conclusion was
 that it makes sense to replace the VP of PRC now independent of
 whether or not the PRC eventually (or even imminently) gets

 Potential board meeting during ApacheCon (Wed, Thu afternoon?)... if
 this does happen, Sam notes that he will not be available to minute
 the meeting as he will be at the W3C face to face. Some concern over
 deviating from the tradition of board meetings being open to members,
 Roy clarified that that was not a requirement and should not stand in
 the way of getting things done.

 Some discussion about logistics of scheduling a board meeting, to
 minimize confusion if there is a need trying to round up all nine
 directors. Actual scheduling deferred to the F2F.

23 Sep 2009

 Location for the board get-together on 11/1 will be at Napa Valley,
 Doug to reconfirm availability of the location.  Jim to arrange
 for travel from Oakland.

 General discussion about the Membership input about Board Members
 (outside of the Chairman) not being Officers. No consensus.

 Reappointment of Officers deferred to December (after the F2F). The
 board decided not to appoint new officers, and by general consent
 reaffirmed the current officers appointment through December.

19 Aug 2009

 Brett is fine with the current board meeting time, but would appreciate
 it being later.

 Greg will be moving to the US, and is OK with the time moving, and notes
 that we do have callers from Europe.

 Jim agrees with moving forward 2 hours (noon, West coast time).

 Greg suggests 6 hours (7pm east coast)

 Jim asked if anybody is opposed to a six hour push?

 Greg suggests a polling tool

 Jim would prefer picking a time now.

 Jim indicated that we will test out a 4 hour push

 The date of the next meeting will discussed on the mailing list.

 Greg requested that we settle on a date within a week or so.

 As to board meeting, Jim suggested Boston, Justin suggested October
 10th and 11th; Roy indicated that he may have a conflict with those
 dates. Jim asked about the 17th and 18th. Roy indicated that he
 can't do anything after the 8th of October. Roy suggested ApacheCon,
 Brett and Jim agreed. Jim noted that having it at ApacheCon
 encourages directors to attend ApacheCon.

 Justin asked if we want to lock in the 31st in Oakland.

 Jim indicated that plans to start reporting on W3C activities next month.
 Both Sam and Jim plan to attend the TPAC in November.

15 Jul 2009

    A. Who will be at OSCON next week?
    Will be there: Justin, Greg, Henri, Paul, Sander.  Geir may show up.

 B. Any interest in 'board' retreat?
    +1's from Shane, Greg, Justin.
    Greg suggests US
    Roy offers his conference room in Newport Beach
    Jim suggested September
    Discussion will continue on board@

20 May 2009

 Scheduling of next ASF Members Meeting: Suggested June 30/July 2;
 discussion will continue on board@.

18 Mar 2009

 We noted that the NYTimes article on Hadoop does not contain the
 word "Apache". PRC to work with the PMC chair on how to deal with
 PR. Perhaps a Webinar is appropriate? Perhaps a web page of
 instructions as a first step?

18 Feb 2009

 Geir to follow up with HLShip concerning the removing of PMC members
 from the auth list for Tapestry apparently without any discussion on
 the PMC list.

   - - -

 Jim noted that the secretary assistant position contract is up for
 renewal, and indicated he had not had the opportunity yet to sync up
 with the SA on the current scope of work.  Bill expressed concerns about
 the compensation rate, status of historical record scanning and
 oversight.  Jim asked if the board believed the position should still
 be continued, and received no objection.

 Justin pointed out that a three month renewal would be sufficient while
 the scope of work is reevaluated in light of the new EA position.  Bill
 further offered that if substantial historic archives remain to be
 scanned, that this might be outsourced to Office Max, Kinkos, etc to be
 completed in a short timeframe at reasonable cost.

 Justin pointed out that, based on the Treasurer boxes that he sent to
 Sam last year, some of those materials may be hard to outsource the
 bulk scanning of as they are all in varying paper sizes and formats.

 Jim stated his plan to contact that SA, reevaluate the scope of work and
 renegotiate a corresponding contract for a period which will allow for
 a one month overlap between the SA and EA.

   - - -

 We confirmed that until a budget is in place, Executive Officers may
 authorize expenses up to $5K without prior approval.

21 Jan 2009

* ApacheCon contract/budget review (limited to 10 minutes)
 * Treasurer and tax filing situation
 * ApacheCon website, (too) strong dependency on Aaron

 ApacheCon budget does not include Halo. We expect the profit to be
 steady, but flat in the future given the economic climate. For the
 complexity this reduces in dealing with sponsors alone, this is
 worth. If we bring this in house, we might consider merging this
 with the person that we are already considering for keeping our
 books. Instead of asking Sponsors to target a certain part of their
 funds to the conference and a separate part to the Foundation,
 sponsorship rates would go up.

 The ApacheCon website is not on ASF hardware.

17 Dec 2008

* Is there a further update to the complaint of encumbered code being
 checked into POI's repository?

 None noted.

19 Nov 2008

 We discussed whether there was a perceived or actual requirement to have
 an ASF member in each of our PMCs.  While it is something we tend to look
 for, it is not by any means a hard requirement.  If there is not an ASF
 member in a PMC, the board often looks for a member to volunteer to
 monitor the mailing lists.  Another way to address this, strongly
 encouraged by the board, is for members to look at new PMCs as an
 opportunity to nominate new members.  Jim will include words to this
 effect in the invitation to the next members meeting.

 Wrowe to close out contract with the executive assistant

17 Sep 2008

* SpamAssassin is requesting that the current "intent for use"
 trademarks ("SPAMASSASSIN" and "POWERED BY SPAMASSASSIN") be filed
 as "actual use" trademarks.  Larry Rosen has volunteered to do
 the necessary filing.  The board approved the expense (expected
 to be less than $500).

20 Aug 2008

 What should official and published Board of Directors Meeting Minutes

 Sam agreed to include a summary of discussions that occur during the
 formation of the agenda into the minutes, and in fact had already
 updated the previous minutes with his understanding of what that
 might look like.

 Full and unedited archived discussions will be maintained in an
 archived_agendas directory in svn.

 Jim to review the updated and annotated minutes.

16 Jul 2008

 On September 1st the current contracts for Executive Assistant and
 Secretarial Assistant expire, which means that we should have resolutions
 in place by the August meeting if we want to renew either or both of
 the contracts.  Prior to that point, we should discuss whether we want
 to reduce, modify, or expand these roles.

 Should we issue credit cards for the Executive V.P. and/or the V.P.,
 Apache Infrastructure?  And if so, what should the credit limits be?

 Credit Card discussion was tabled to the mailing list

 Planning to attending OSCON: Aaron, Justin, Geir, Sam, Greg

25 Jun 2008

 The Audit committee intends to seek outside help, and may need to
 require funding to do so. No concerns were raised.

16 Apr 2008

A. The date for ASF Members Meeting was confirmed to be June 3-5.

19 Mar 2008

 Henri will not be attending ApacheCon EU.  Sam's attendance is
 doubtful at this time.

 The VP of Legal Affairs reiterated that resolving the 3rd Party Licensing
 policy is being pursued by the Legal Affairs Committee and requested
 that discussion be directed to legal-discuss.  No objections were

20 Feb 2008

    A. Brett Porter wants to make a request of the board regarding the
    Maven repository. Brett will be available during the meeting
    to inform and discuss this.

 B. Justin Mason called the board's attention to a patent claim by
    Trend Micro towards Barracuda Networks. Some background is
    available at

    Justin asked about an official statement from the ASF which
    resulted in a short discussion on the board list. Henning
    volunteered to bounce this "officially" to legal for discussion
    to find out whether we should have / have / don't have an
    official opinion about this.

16 Jan 2008

 Sam presented the following for discussion: "Reciprocal" licenses and
 Scripting languages

    This isn't so much a legal issue as a policy issue, so I'd appreciate
    feedback from the rest of the board.

    For compiled languages, reciprocal clauses in licenses like MPL
    and CDDL are a key differentiator from licenses like BSD and the
    Apache License, Version 2.0.  For scripting languages, this isn't
    as burdensome, or potentially even relevant at all.

    But there is another difference that may be relevant to some, and
    that is that the Apache License is sublicensable.  Including in
    a distribution, or otherwise having a dependency on MPL licensed
    source code (for example: FCKEditor by Cocoon) prevents the
    package as a whole from being transparently sublicenced, something
    that is a core value of our business friendly licence.

    I see two ways of looking at this issue.  One is that such licenses
    do not prevent us from licensing our works under the license of our
    choice, so it should be allowed, if properly labeled.  The other
    is that it is yet another step down the slippery slope that erodes
    the foundation's core values.

 In the interest of time, further discussion was directed to the board@
 mailing list.

19 Dec 2007

* Third party licensing. What's the status? This was asked at the Members

 Sam promised a status update at the next meeting.

19 Sep 2007

 We discussed what an action item is.  A request was made that
 everybody who sees something that specifically requires tracking
 call out said items.

01 Aug 2007

    A. New ASF/JCP Policy, including action/reaction schedules and timeframes.
    The intent is to come up with a clear policy, standards by which the
    ASF will continue to participate in the JCP, changes required for that
    participation and our course of action if such changes are not


   1) We will vote "NO" on any vote for a JSR led by a spec lead we feel
      is out of compliance with the JSPA

   2) We will vote "NO" on any vote for a JSR where the spec lead won't
      commit to a FOU-free TCK licenses (for that JSR)

   3) We will vote "NO" for any final vote where the presented TCK
      license terms aren't FOU-free (for that JSR)

   4) We will move that the ECs adopt the following statement:

      "TCK licenses must not be used to discriminate against or
      restrict compatible implementations of Java specifications
      by including field of use restrictions on the tested
      implementations or otherwise.  Licenses containing such
      limitations do not meet the requirements of the JSPA, the
      agreement under which the JCP operates, and violate the
      expectations of the Java community that JCP specs can be
      openly implemented."

   5) We agree that additional publicity at this time would hamper
      efforts towards a successful resolution.

18 Jul 2007

    A. A request by the newborn Quetzalcoatl project to use the simplified
    subdomain raised the question of using external
    names.  This is similar to concerns about by the
    Jakarta project (unacceptable due to Sun's trademark concerns), or for the modperl project.  A request to the PSF
    provided the appropriate permissions, so the project has requested
    that they might use this subdomain name, but there are apparently
    concerns by some directors yet to be resolved.

 Beyond the guidelines discussed in the review of the Quetzalcoatl,
 the board requests that further discussions should be between the project
 and Justin.

09 Jul 2007

 A. New ASF/JCP Policy, including statements on NDAs, FOUs,
 as well as action/reaction schedules and timeframes. The intent
 is to come up with a clear policy, standards by which the ASF
 will continue to participate in the JCP, changes required for
 that participation and our course of action if such changes
 are not implemented.

 The board discussed the perceived and real NDA requirements on our
 committers, EC and EG representatives.

 These break down into four classes of restrictions, and the corresponding
 board positions.

 * NDA of contracts and contractual discussion

   There was some concern expressed over the private nature of these
   discussions being both unnecessary and reducing our options for
   addressing differences; but overall the board was willing to let
   these discussions continue in private, as all other parties in the
   JCP are doing.

   Geir identified that at least one reference license for the TCK should
   be shared prior to the conclusion and approval of a JSR, and recent
   commentary by other EC members appears to share this position.

   Geir identified that we have permission to share the (final) contracts
   with any 'interested party', although these would not necessarily be
   published on the website.

 * NDA of the Specification Development Process

   The Board determined that today, the ASF encourages but otherwise has
   no opinion on open specifications development processes vs. closed
   development processes.  It was pointed out that perfectly reasonable
   specifications have come from a single individual or closed groups,
   just as perfectly irrational specifications have come from open groups.

   As such - the ASF will continue to put forward EG representatives to
   either open or closed specification development bodies outside of the
   ASF.  This does not change the policy that all ASF development
   discussions occur on open lists, here.

   The Board reserves the possibility of revisiting this policy in future
   years.  The important point, the ASF Board does not seek to impose a
   specific methodology on outside, non-ASF efforts.

 * NDA to Use the TCK

   The Board is concerned about the burden and additional paperwork that
   we require of our committers to obtain the ASF's copy of TCKs and
   other reference material.  Some of these works are under commercial,
   non-open license terms.  As such, we will investigate if the NDA
   agreement is redundant, and if there are other/better ways to
   inform our committers of their responsibility under the material's
   own license, without additional obligations.  The Board remains
   concerned about the possible burdens that are imposed by these TCKs,
   and will work to achieve fewer burdens on the users of TCKs and
   reference material through the JCP processes in creating open source
   implementations of the specification.  As such, the ASF will seek
   a change the JCP establishing a date beyond which there will be no
   new TCKs created with NDA requirements.

 * NDA of the TCK Results

   The Board was informed there is a great deal of confusion over the
   exact restrictions imposed on the TCK results, and the ability of
   committers to discuss these matters over public development lists.
   Geir has taken an action item on this to write up the actual
   constraints on the use of the TCK results, so that the scope of the
   actual restrictions are better understood by the community, and so
   that no unnecessary secrecy is applied to development discussion.
   This will be posted to the JCP area of the ASF website.  The Board
   understands that the net result of the reasonable interpretation of
   the TCK Usage license does not result in NDA obstacles to open source

 * Copyright of .dtd/.xsd files and other Reference Material

   As an additional action item, the Board will research the scope of
   pieces of reference material which have been committed to ASF
   repositories, and to whatever extent possible, will try to provide
   guidance on the use of these materials on the JCP area of the ASF
   website.  Examples are files from the Spec Lead that contain
   confidentiality or other absurd clauses, when compared the
   requirement of their use in implementing the public, published

25 Apr 2007

    A. Continued absence of reporting from VP of ConCom

    The board expressed its continued concern over the
    lateness or absence of ConCom reporting. Ken indicated
    that he is working on "rearranging" how ConCom operates
    to alleviate this problem (other ConCom members will
    be various conference "leads", for example).

 B. Set date of Annual Members Meeting to June 5 - 7, 2007.

    Jim suggested the dates of June 5 - 7, 2007 for the annual
    ASF Members Meeting, based on feedback from the membership.
    The board approved these dates. Jim will notify the membership
    and start the process of arranging the meeting.

25 Oct 2006

 A. The board discussed whether it made sense to scheduled a Special
 Members meeting for the express purpose of allowing for new
 members to be nominated and elected. Jim proposed the week of
 December 3rd. Jim will query the membership and gauge whether one
 is warranted or not.

16 Aug 2006

 Ken noted that ApacheCon Asia was, by all initial counts,
 a big success. He will have more information within a month or

19 Jul 2006

*  Scope of CLA patent Grant
    (refer to discussion on legal@ and board@)

 The main point of the discussion involved the concept of
 whether "the work" refers to the project as a whole and
 as a growing entity or to the codebase as it exists
 at that point in time. The concerns whether patent
 issues are set at the time of contribution or
 continue as additional code and contributions (either
 from the original contributor or others) are made
 to a project. Cliff reported that he is still seeking
 clarification and will provide an update to the
 board at the next meeting.

27 Jun 2006

Tabled due to time constraints.

26 Apr 2006

    A. Annual Members Meeting

    As reported in his report, Jim queried the membership regarding
    member meeting dates and formats. Based on the little feedback
    provided, the board decided to have a IRC-based members meeting,
    set for either June 13-15 (primary) or June 6-8 (secondary). Jim
    was to close the loop with the membership, obtain feedback and
    then officially schedule the meeting.

 B. Copyright dates in source files

    As noted in Cliff's report, this issue is currently being
    worked on. It was noted that it is against ASF policy,
    as well as simply wrong, to change Copyright dates when the
    files/codebases have not undergone "substantial" or
    "significant" change.

 C. OSI Membership Model

16 Nov 2005

A. Replacement for Jim on Audit Committee

17 Aug 2005

    A. Copyright notices

    The Board is to create a Resolution detailing our
    position on this issue. Justin volunteered to craft
    this resolution.

 B. Retain counsel to review our 501(c)3 legal status

    Justin volunteered to take the time to review this
    issue and determine the course of action.

28 Jul 2005

 A. Require 3 PGP signatures for a release, ensuring 3 votes from
 a PMC.

 Conclusion of this discussion was that it was too much of an
 extra burden on the projects to make this a requirement.

18 May 2005

 Geir asked the board if it had any concerns regarding his
 continued position as the ASF contact for the JCP. Geir's
 concern was mostly if his change in employment association
 would cause the ASF any undue concern.

 The board expressed its confidence that Geir could,
 and should, continue in his JCP role, assuming that he has
 sufficient time to adequately fulfill those duties.

23 Feb 2005

 Greg indicated his desire to add the Executive Director discussion
 to next month's Board agenda.

19 Jan 2005

    A. Discussion was held on the means to increase cooperation between FSF
    and ASF. It was noted that the ASF received no  action items from the
    conf call with FSF that was held on 11th Jan.  The following were
    noted as main topics in the discussions.
             - Help Kaffe/Classpath's Free JVM initative
             - Ability to use LGPL in Apache projects
             - Ability to use Apache code in GPL/LGPL projects

 B. Discussion was held on lobbying as it pertains to 501(c)3 and whether
    it made sense for the ASF to elect also 501(h) (or friends) status.
    It was agreed that 501(h) was not appropriate or required for the
    ASF,  nor did it really benefit the ASF in any way.

 C. Discussion was held asking all employed committers to get a CCLA on file
    from employer.  It was noted that it is really the responsibility of
    the individual contributor to ensure that their CLA is valid, and
    to check with their employer if they have any doubts.  Although the
    ASF welcomes corporate CLAs, they ASF will not currently require
    them.  Instead, committers will be periodically reminded of their
    responsibilities per the CLA on a semi-annual basis.

20 Oct 2004

 There was continued dicussion regarding the LGPL and
 the depth at which an ASF project/codebase can require
 it.  There was also continued discussion on how the LGPL
 is interpreted in a Java environment and whether such
 basic Java concepts as extending a Class or implementing
 an Interface marks the essential LGPL distinction between
 using a function and being "based" on it.

21 Jul 2004

 Due to time limitations, all discussion items were tabled.

 A. J2EE TCK License Update

 B. Non-disclosure for membership

 C. D&O Insurance

 D. Policy for CLAs and non-committers

23 Jun 2004

 Consideration of discussion items was tabled until after committee
 reports were reviewed.

 Discussion returned after Committee Reports at 12:04 PDT

 A. Status of formal response to JBoss

 Greg will have response reviewed by Robin, and Geir will continue
 to augment URLs with contents of URLs in the document.  Sam and
 Geir are in favor of publicly posting the document once
 reply is sent.

 B. Status of TCK J2EE license

 Geir continues to work with Sun.  Plan is to post on Sunday on
 Geronimo site the existing NOTICE if not resolved with Sun (or
 the new NOTICE if resolved.)   If not resolved, Sam has requested
 that a note to some effect indicating ASFs problems with the NOTICE,
 and one or more examples of our proposed solutions.

 Geir has requested a status review before doing that in the event
 that progress is being made.  Will follow up with email on board
 list at the time if appropriate.

 C. Should we pursue Directors and Officer's Insurance?

 Greg noted that historically, the opinion was that it wasn't worth
 it.  Sam asked that the issue be revisited.  Plan is to do
 independent research to find out what other non-profits do,
 figure out a order-of-magnitude cost, and revisit the issue
 in the June meeting.

17 Dec 2003

Discussion: code imports directly into projects vs incubation (e.g. maven-wagon and ws-fx)

 A discussion was had on how codebases arrive at the ASF.  Last
 year, the Board created the Apache Incubator Project to deal
 with these incoming codebases, primary to ensure that the
 proper IP guarantees have been made, and also to ensure that
 any community arriving with the code is aware of ASF processes
 and requirements.

 However, there are many cases where codebases happen to have
 been elsewhere by ASF committers, which makes it much easier to
 "bring the code [into the ASF]". The Board is crafting
 guidelines for when a codebase can be directly imported and
 verified by a PMC, and when it is required to use the Incubator
 for that process. Information will be posted to when those guidelines have been

16 Jul 2003

Discussion: PHP licensing

 As noted in the Chairman report, Greg had not yet had this
 discussion with the PHP Group, but would be doing so within
 the next week or so.

25 Jun 2003

Discussion: what does it mean to be an ASF Member? [Jim]

 The discussion was again initiated on the
 mailing list, and has again show the depth and width of
 what it means to various people. The discussion will be
 allowed to continue, free-style, for another week or
 so, and which point Jim will draft up a list of some sort
 detailing what appears to be the main value points. This
 will be presented to members@ at which point, we will start
 including community@ into the discussion as well. Outside
 perceptions can be quite illuminating.

25 Jun 2003

Discussion: publishing [to ASF Members] of the vote counts

 The board decided that in the interest of openness and in order
 to better explain the workings of STV, the vote and the tally
 record for the board election should be published. (The
 secretary notes that on reflection it was not clear whether
 this applied to previous board elections or just the most
 recent one). Jim will be asked to action this.

 It was decided that the results of new member elections should
 not be published, as the potential new members are not notified
 in advance and so could be caused needless embarassment in the
 event of non-election or a subsequent refusal of membership.

25 Jun 2003

Discussion: low voter turnout

 It was noted that only around half the members actually voted,
 which could cause problems reaching quorum as the size of the
 ASF increases. It was observed that it would take a change of
 the bylaws to enable non-attending members to be forcibly
 declared emeritus, but that this could be done when it became
 necessary to do so, and is not needed pre-emptively. It was
 decided in any case to contact members who have not
 participated in ASF business recently to see if they would
 prefer to voluntarily go emeritus. No-one in particular took
 this action, however.

25 Jun 2003

Discussion: voting and election of the Board

 The board decided that the voting was valid, and hence the
 election of the board as shown in the Members Meeting Minutes
 should stand.

 It was independently discussed whether there should be a revote
 anyway, in light of various members misunderstanding of the
 system and other misgivings, but it was decided that there was
 not sufficient cause to justify the time and effort required to
 stage a revote.

21 Mar 2001

Discussion of things we need to do to advertize 501(c)(3) status

This was already discussed during the Treasurer's report, item 4B.

28 Feb 2000

Discuss our usability policies for the various bits of artwork currently "owned" by the ASF

This was tabled in the interests of time.

28 Feb 2000

Discussion about pro/con of becoming 501(c)(3)

See 4B/Treasurer's report.