[Sugar-devel] Sugar Labs Meeting Notes 2021-11-10

[Walter Bender]

In attendance: Walter, Alex, Claudia, Perrie, Ibiam, Lionel
Absent: Jui

Agenda

(1) getting back to the accountant about 2020 expenses
(2) closing on Ibiam's proposal
(3) GSoC report

MrBIOS
    walterbender
    If there is nothing else re finances or GSoC, shall we discuss
Ibiam's project proposal?

By all means
walterbender
I think it has been sent to the lists.... has everyone had a chance to read it?
hello?
MrBIOS
I have no objections to proceeding with it as-written, and move that we do so
walterbender
seconded

Motion passed: 6 in favor; 1 absent.


Re GSoC 2022:
2022 is very different
(1) no university requirement
anyone 18+ can do it
(2) short and long projects (175, 350 hours)
(3) flexible start and end dates

---

Meeting Log

Today
walterbender
hi everyone
any SLOB members here?
llaske_
Hi
walterbender
MrBIOS
I'm here.
llaske_
Hi Alex
Ibiam
Hi Everyone.
llaske_
Hi Ibiam
Ibiam
Hi Lionel.
walterbender
we have a quorum
sorry that I once again forgot to send out the reminder.
I will add all of you to my google calendar reminder so gmail does the
work for me.
perrieee
Hi everyone
MrBIOS
we should just set up some automated reminders :)
walterbender
google calendar will do that
anyway... I had a couple of little things
(1) getting back to the accountant about 2020 expenses
(2) closing on Ibiam's proposal
Other agenda items?
(3) GSoC report
MrBIOS
walterbender,
callaurrea, The only thing the accountant needs that she doesn't have
is clarification on which US-based GSoC recipients received payment
for GSoC 2020 (not 2021), correct?
walterbender
I think perhaps the legal expenses as well?
MrBIOS
I'm 90% sure the only US-based GSoC 2020 stipend recipient was Devin.
walterbender
I tried to find the equivalent of the spreadsheet Lionel prepared for
2021 GSoC but I couldn't find it.
But I think you are right
MrBIOS
walterbender: so did I, with the same end result
walterbender
I think we need to go to the bank statements
MrBIOS
she has the whole ledger in a few different formats, anthing in the
bank statements should also be in the quickbooks files
walterbender
So I think we can just answer her question with the reference to Devin.
Ibiam

    walterbender
    I tried to find the equivalent of the spreadsheet Lionel prepared
for 2021 GSoC but I couldn't find it.

Equivalent?
MrBIOS
yes, for paying out GSoC stipends tothose who requested them
walterbender
MrBIOS: I just wrote back to the lawyer
Ibiam: this is all tax related stuff -- we needed to issue 1099 forms
for the US citizens who got GSoC stipends from Sugar Labs.
Ibiam

    MrBIOS
    yes, for paying out GSoC stipends tothose who requested them

I'm a bit confused as he'd said equivalent as Lionel's spreadsheet
contained everything and none other was sent out.
MrBIOS
Early this morning, SFC informed us that the following three domains
are held on our behalf and will be transferred to us, but I don't have
the necessary domain transfer codes yet. I would imagine I should get
them soon.

The domains are:
turtleartday.org (expires 2022-09-24)
sugarlabs.net (expires 2022-05-04)
sugarlabs.org (expires 2022-06-05)

..and the sole trademark they hold on our behalf is "Sugar Labs"

    In reply to

    MrBIOS

    Ibiam
    I'm a bit confused as he'd said equivalent as Lionel's spreadsheet
contained everything and none other was sent out.

Walter is referring to the prior year, 2020
Ibiam

    In reply to

    Ibiam

    MrBIOS
    Walter is referring to the prior year, 2020

Oh okay.
walterbender
Sounds about right. I don't think we ever trademakred Sugarizer or
Music Blocks or Turtle Blocks
But maybe we should consider it
Ibiam

    MrBIOS
    Early this morning, SFC informed us that the following three
domains are held on our behalf and will be transferred to us, but I
don't have the necessary domain transfer codes yet. I would imagine I
should get them soon.

    The domains are:
    turtleartday.org (expires 2022-09-24)
    sugarlabs.net (expires 2022-05-04)
    sugarlabs.org (expires 2022-06-05)

    ..and the sole trademark they hold on our behalf is "Sugar Labs"

Do we need to trademark SL Inc.?
MrBIOS
I don't think we do, it's a company name and we already own the
trademark "Sugar Labs" so it'd be redundant
walterbender
On a different topic: last Friday was the GSoC mentor summit
Anindya gave a nice talk -- one of about a dozen mentors who presented
GSoC 2022 is going to be very different
MrBIOS
nice, was it recorded?
walterbender
I think so... but I think the recording is not available until next week
llaske_

    walterbender
    GSoC 2022 is going to be very different

GSoC 2021 was already different
walterbender
2022 is very different
(1) no university requirement
anyone 18+ can do it
(2) short and long projects (175, 350 hours)
(3) flexible start and end dates
A few other things too, but those are the main ones
llaske_
Thanks for these informations. Good to hear that we could have long
projects. I think it's better. No university requirement will require
probably more time for selection
Ibiam
I like the addition of long projects as it was very difficult for some orgs
walterbender
The details (along with the videos) will be published next week.
Ibiam
Would love to know how the flexible start and end dates work, would it
be an agreement between the student and the mentors/org?
Thanks for sharing.
walterbender
Alas, no GCI :(
Ibiam
Sadly.
walterbender
Ibiam: there are some constraints, but basically there will be a
window into which you can negotiate to do the work.
If there is nothing else re finances or GSoC, shall we discuss Ibiam's
project proposal?
MrBIOS

    walterbender
    If there is nothing else re finances or GSoC, shall we discuss
Ibiam's project proposal?

By all means
walterbender
I think it has been sent to the lists.... has everyone had a chance to read it?
hello?
MrBIOS
I have no objections to proceeding with it as-written, and move that we do so
walterbender
seconded
MrBIOS
As an aside, the Fedora 35 based spin of Sugar on a Stick is available
for download here:
https://download.fedoraproject.org/pub/fedora/linux/releases/35/Spins/x86_64/iso/Fedora-SoaS-Live-x86_64-35-1.2.iso
and is just shy of 950 megabytes in size.
Ibiam's work will continue to resolve known issues with additional
activities which have known issues, and can therefore no longer be
included as part of SoaS until those activities are fixed.
Ibiam

    MrBIOS
    As an aside, the Fedora 35 based spin of Sugar on a Stick is
available for download here:
https://download.fedoraproject.org/pub/fedora/linux/releases/35/Spins/x86_64/iso/Fedora-SoaS-Live-x86_64-35-1.2.iso
and is just shy of 950 megabytes in size.

Yeah, I'm supposed to fix starchart and yupana.
llaske_
Just to be sure to understand is this a one shot work or do we need to
plan this work each year?
MrBIOS
the scope of this contract is limited in scope and not ongoing.
walterbender
It is just one shot. If we do something again next year, there will be
a new proposal
llaske_
3000$ each year is lot of money
Ibiam
For a year? I don't think so.
And like Walter and Alex has said, if there's going to be something
again there'll be a new proposal.
MrBIOS
llaske_: if we had spent small amounts each year for the last five
years, there wouldn't be a need to fix everything that's now broken at
once
but that didn't happen, and here we are
this is effectively deferred software maintenance
llaske_
MrBIOS: make sense
MrBIOS
Another item I wanted to share with you all... I've been looking in to
permanent solutions for "board management" software (which can record
votes automatically, as well as manage document sharing, etc) and
making contact with a variety of existing solutions, to see if any of
them offer any discounts to non-profit 501(c)3's. Here's a list of the
options I'm exploring,
https://www.capterra.com/sem-compare/board-management-software/
walterbender
and it is clear that some bugs need to be addressed at a pace that our
volunteer model cannot sustain
MrBIOS
the options listed above are all "software as a service" type
offerings, and I don't have any concrete information, yet, on what any
of them cost, but I'll be putting together that information
walterbender
+1
MrBIOS
so I have nothing to report on that front right now, other than to
tell you I think it's something we could benefit from
The real question will be "is it worth the cost"? once we have cost estimates
Ibiam
+1.
walterbender
meanwhile, we should perhaps vote on the motion before us, unless
there are more questions?
MrBIOS
I am in support of voting for the contract, as written.
walterbender
+1
llaske_
+1
MrBIOS
If we don't have enough votes here to make it happen, those can be
collected from the remaining members on the mailing list.
walterbender
perrieee: ???
callaurrea
Hi everyone
llaske_
Hi Claudia
MrBIOS
One final thing I want to add is that, as a stand-alone legal entity,
Sugar Labs Inc. must be more diligent in recording our decisions,
votes, minutes, and signing  things, when necessary. Using automation
to do that seems worth the money (at least to me) because it's
something that then does not need to be done by a person.
walterbender
Hi
callaurrea
callaurrea: can you take a quick look at the backlog
we have a motion in play
callaurrea
apologies for showing up late... had a meeting I was not able to postpone
Ibiam

    MrBIOS
    I am in support of voting for the contract, as written.

+1.
callaurrea
looking
walterbender
callaurrea: while you are reading, I will take the opportunity to
thank you for your persistence with the SFC... seems it is working.
callaurrea
Thanks Walter
I have sent a number of emails...all nice, but I keep referring to the
deadline we have
I also gave Aaron updates
we are close... only one trademark
we received the domain info
the funds will come after that
MrBIOS: I will also like to access to the files where docs can be
store and made available to everyobe
MrBIOS
callaurrea: acknowledged. We haven't ever really made proper use of
it, for the record.
callaurrea
I want to encourage us to do that!
walterbender
callaurrea:
perrieee any thunbs up or down for the motion on Iliam's proposal?
MrBIOS
callaurrea: I think a reasonable deadline at this point (for SFC)
would be before the Christmas holiday.
perrieee

    walterbender

    perrieee: ???

Sorry I had a call that disrupted my mobile connection… +1
MrBIOS
because that will obviously confine this change to this tax year
callaurrea

    MrBIOS

    callaurrea: I think a reasonable deadline at this point (for SFC)
would be before the Christmas holiday.

the deadline for transferring funds is 30 days after my email... but
they will only know the exact funds when they close the year
so some adjustments will be made... but I will keep pushing for Nov 10
*19
+1 for me on the proposal
walterbender
the proposal passes 6 for, 1 absent
MrBIOS
Thanks. I just lost Internet connectivity and had to switch to mobile
walterbender
any other business for today???
Ibiam

    callaurrea
    so some adjustments will be made... but I will keep pushing for Nov 10

Thanks for running this.
walterbender
at some point we need to get back to refining the JD for the ED position
but I need to disappear into a meeting in a few minutes
callaurrea
We are close to having everything ready taxes... thanks everyone!
Ibiam

    MrBIOS
    Thanks. I just lost Internet connectivity and had to switch to mobile

Happens here sometimes with my network provider.
callaurrea
Thanks everyone... see you all in 2 weeks
bye now
llaske_
Bye
Ibiam
Thanks everyone, bye.
walterbender
bye


-- 
Walter Bender
Sugar Labs
https://www.sugarlabs.org