April 2019 - Inkscape Board of Directors

[Draft] Budget proposal for FY2019
by Bryce Harrington 30 Apr '19

30 Apr '19

Below is a draft for a proposed vote on our budget allocations for FY2019. This follows what was discussed at the Pasadena hackfest, and is similar to what we've done in the past. This presents more detail on past expenses and a summary of our cashflow. Feel free to discuss this either here in email or at Friday's board meeting. I would like to get the final draft proposal out for voting this coming weekend for voting next week. Bryce ------------------------------------------------------------------------ Budget for 2019 =============== Proposal: --------- Allocate from general fund to item pools for FY2019 (03/2019 - 03/2020) following past budgets, including for hackfest sponsorships, conference attendance, development funding, and Vectors team marketing outreach as shown in the table below: | | FY2018 | FY2018 | FY2018 | FY2019 | Total | | Funding Pool | Balance | Income | Expenses | Allocation | Pool | | ------------ | ---------- | ------- | -------- | ---------- | -------- | | + Hackfests | $21,467.60 | $887 | $16,255 | $10,000 | $16,016 | | + Conferences | $2000.00 | $0 | $35 | +$3,000 | $4,965 | | + SVG WG | $2426.11 | $78 | $0 | $0 | $2,504 | | + GSoC Travel | $0.00 | $0 | $0 | $0 | $0 | | + Vectors | $200.00 | $0 | $65 | +$1,000 | $1,135 | | + Projects | $6000.00 | $0 | $1,250 | +$2,000 | $6,750 | | General Fund | $45,732.00 | $70,625 | $6,144 | -- | $94,213 | [ ] a. Adopt allocations from general fund as shown above [ ] b. Revise budget with the following changes recommended: _____________________________________________________ _____________________________________________________ [ ] c. Do not establish a budget for this year Background: ----------- Our historical cash flow is summarized in this table: | Year | Income | Expenses | Change | Total | | ------ + ------------ + ------------ + ------------ + ----------- + | FY2006 | $3,399.50 | $0.00 | $3399.50 | $3399.50 | | FY2007 | $10,232.65 | $-4,718.00 | $5514.65 | $8914.15 | | FY2008 | $358.48 | $-460.98 | $-102.50 | $8811.65 | | FY2009 | $2,784.57 | $-500.00 | $2284.57 | $11096.22 | | FY2010 | $4,803.28 | $-2,081.60 | $2721.68 | $13817.90 | | FY2011 | $8,798.50 | $-2,314.98 | $6483.52 | $20301.42 | | FY2012 | $6,957.72 | $-1,653.90 | $5303.82 | $25605.24 | | FY2013 | $8,068.04 | $-2,501.70 | $5566.34 | $31171.58 | | FY2014 | $13,338.47 | $-9,604.68 | $3733.79 | $34905.37 | | FY2015 | $12,829.87 | $-10,970.43 | $1859.44 | $36764.81 | | FY2016 | $13,058.44 | $-8,077.25 | $4981.19 | $41746.00 | | FY2017 | $43,932.18 | $-4,772.44 | $39159.74 | $80905.74 | | FY2018 | $71,589.96 | $-23,749.24 | $47840.72 | $128746.46 | | FY2019 | $7,376.46 | $-1,873.61 | $5502.85 | $134249.31 | During FY2018 our total assets rose from $80906 to $128746, thanks to generous donors and sponsors small and large who provided Inkscape with $71,589.96 in income. Our expenses in FY2018 were higher than usual years, amounting to $-23,749, due in large part to our presence at a lot of events: LGM, two hackfests, an awards ceremony, and SCALE. While donations are continuing to increase in FY2019, for sponsorship it is less clear - with changes to Inkscape's website linking policy, most past sponsors are declining to renew this year, and solicitation of new sponsors has not yet made up the difference. Anticipated expenditures for FY2019 and actual expenses for FY2018 are shown below: | | FY2018 | FY2018 | FY2019 | FY2019 Est.| | Expense Item | Actual | Expenses | Estimate | Expenses | | ----------------------- | --------- | ---------- | -------- | ---------- | | Hackfests/LGM | | $16,255 | | $16,000 | | Boston | $6,502.20 | | | | | Seville (LGM) | $2,006.44 | | | | | Kiel | $7,746.56 | | | | | Pasadena (+SCALE) | | | $6,000 | | | Saarbrücken (+LGM) | | | $10,000 | | | Conferences | | $35 | | $3,000 | | Bremen OSBAR | $35.29 | | | | | Other Conferences | | | $3,000 | | | SVG WG | $0.00 | $0 | $0 | $0 | | GSoc Travel | $0.00 | $0 | $0 | $0 | | Vectors | | $65 | | $1,085 | | SCALE Booth | $65.32 | | | | | Stickers | | | $261 | | | Saarb. Booth | | | $224 | | | Other outreach | | | $600 | | | Projects | | $1,250 | | | | Mailman3 | $1,250.00 | | | | | General | | $6,144 | | $4,000 | | Trademarks reg fees | $1,275.00 | | $0 | | | Trademark legal | $300.00 | | $0 | | | Legal action | $800.00 | | $0 | | | Bank Fees | $3,754.39 | | $4000 | | | Misc | $ 14.85 | | $0 | | Like in FY2018, 2019 will also see two hackfests, but these will be done in conjunction with LGM and SCALE events which should make more efficient use of our funds, even though overall event attendance is likely to grow larger. The board has expressed an interest in seeing Inkscape attendance at more events, especially for speakers on Inkscape-related topics; this budget increases our funding pool by $3000 to a total of $4965 available. The new Vectors team is very active and will be increasing. They are planning use of their budget for printing of handouts and signage for technical events. This budget increases their funding pool to $1000. The board will continue to review and approve expenditures as normal. A contract for development of Ansible scripted Mailman3 installation was completed and paid in FY2018, enabling the Inkscape project to move from Sourceforge mailing list hosting to self-hosted services in 2019. As a final note, I've been working on creating scripts to present our budget data and summarize it in a way that helps the board make more sense of the numbers. Unfortunately, there's a lot of idiosyncracies in our ledger records (multi-currency conversions, tardy reimbursements, event miscategorization, variations in how expenses are summed up from event to event, etc.) that are tricky to account for, and hard to process mechanically (I sometimes have to rely on contextual information to figure out where each ledger post belongs). Since I've run low on time to get the scripting smart enough, I've set that aside and done it manually; oh well, maybe next year. So, the data is correct to the best of my abilities, and I'll just have to apologize if I've overlooked an item or miscalculated. Votes: ------ | Board Member | 1. | | -------------------- |:--:| | Bryce Harrington | | | Josh Andler | | | Tavmjong Bah | | | Ted Gould | | | Martin Owens | | | Marc Jeanmougin | | | Chris Rogers | | Resolution: -----------

1 0

Opinions needed - Past board referendums - online?
by Bryce Harrington 27 Apr '19

27 Apr '19

Hi all, I've been collecting our board votes into a private gitlab repository: https://gitlab.com/inkscape-board/documents Currently, this is not accessible to the general public, just members of the inkscape-board team. You all should be able to look at what's there. My question is if we should make the past referendums publically visible (for increased public transparency) or keep them as private? (Or something else?) There are sometimes cases where we want to share the details about a referendum with various people. However, I'm not sure whether or not it is desireable to have our actual votes public. Also, occasionally we vote on things (e.g. trademark issues) that we don't want public. What do you guys think? Is there value in making past referendums publically visible? If so, should we show or hide our votes? And should we include mechanisms to filter public vs. private votes from being visible? Or just keep everything private? Bryce

4 4

Status update on mailman3 rollout
by Bryce Harrington 25 Apr '19

25 Apr '19

tldr; Good news - I think it's time to plan moving to the new mailing list software. Mailman3 is up and operating at lists.inkscape.org, including imports of our list archives, current as of yesterday. All major issues have been resolved, and remaining work is just cosmetics. While we're not quite to 100% yet I wanted to give the board a summary of what's been done and what's to come. You can take a look here: https://lists.inkscape.org First, the packaging, configuration, and deployment of mailman3 and its dependencies has been scripted in Ansible. This is now quite solid. Ian has been moving mountains to make this work smoothly.. Second is the mailing list configs. This is a one-time step, but I've scripted this too, using mailman3's REST api. We'll eventually need moderators identified for each list to handle spam and list admin requests but I can handle this initially. Third, I've closed some lists that aren't going to be migrated. I haven't closed the inkscape-user-{LN}@ lists yet, but let them know we'll be merging them into inkscape-user@ going forward since their traffic has been negligible the past few years. Fourth, the list archives. The SF archives didn't import cleanly at first, but I've patched hyperkitty's importer and dealt with each of the problems, and they're importing cleanly now. I'll do a new import once we're ready to cut over officially. SF munges the email addresses, which is why the gravatars aren't showing up correctly. It should be possible to un-munge at least the more frequent posters. There are some other cosmetic bits to polish up the UI; this is all stuff that can be done post-rollout; I'll work on them as I have time, for now. The main still-missing piece is a backup solution. This isn't critical to do pre-release, but it is the topmost item in the todo list. The "rollout" of the new lists will be as simple as just asking people to sign up for the new lists and stop posting things on the old one. I'll do a fresh reimport of the archives at the time the email goes out. People will need to re-subscribe, since SourceForge does not provide subscription lists any more. Because of that, I'll send out a notice to each of the lists summarizing the changeover. I'll do that a week or two before the switch. And before that (probably in a few days) I'll send out a summary to the inkscape-devel@ list similar to this one, that describes the technicals, so the development team knows what's happening. Meanwhile, let me know if there are any questions, or issues you want to see addressed before we move forward. Otherwise, please look forward to our spiffy new mailing list software. :-) Bryce

2 2

Business card ready to go, need quantity and approval
by C R 19 Apr '19

19 Apr '19

Quantity prices: 100 = £37.54 250 = £47.61 500 = £64.94 750 = £81.72 1000 = £98.51 This is for a gloss outside, matte inside, folded card at a nice thick 400gsm. This is the least expensive company I found for these options (many don't offer gloss outside, matte inside, or were folded on the wrong side anyway). Price for 500 ranged from £65 - £100+ pounds, so this is a decent deal for 500. -C

2 1

[REFERENDUM] Booth materials for Saarbrücken
by Bryce Harrington 12 Apr '19

12 Apr '19

A majority vote of the current board members is required for the following matter. Proposal: --------- Reimburse Maren Hachmann up to a limit of 200 € the cost of producing materials to supply a booth Inkscape will be hosting in Saarbrücken in association with our attendance at LGM and a hackfest. - [ ] a. Yes, reimburse Maren Hachmann up to 200 €. - [ ] b. No - [ ] c. Other: ____________________ Votes: ------ | Board Member | 1. | | -------------------- |:--:| | Bryce Harrington | | | Josh Andler | | | Tavmjong Bah | | | Ted Gould | | | Martin Owens | | | Marc Jeanmougin | | | Chris Rogers | | Resolution: ----------- Background: ----------- Following the SCaLE event, we brainstormed ways to improve our conference booth presence: https://gitlab.com/inkscape/vectors/general/issues/111 We will have another booth opportunity, associated with our next hackfest in Saarbrücken. We expect this may be a smaller event, and thus may be an excellent opportunity to experiment with new designs. A gitlab issue for tracking the materials to procure, and designs under development is at: https://gitlab.com/inkscape/vectors/general/issues/112 The rollup banner will be a copy of the one made for SCALE, to be kept in Europe for events located there. The original banner was printed for about $80 (apprx 72 €), and we estimate the cost of printing a B1-certified banner to run 50 - 70 € depending on size. For a previous SCALE event, we had budgeted $80 for hand-out materials including mini-stickers and mini-cards. Estimates for basic business cards are about 10 € for 250, but we intend to go a bit upscale so are budgeting 20 €. Stickers (20 sheets A4) are estimated as 60 €, which should cover the event needs with some left over for future events. Materials will be shipped to Tobias Ellinghaus' workplace in Saarbrüken. He is our local contact for the event and will hold the materials for us until the event takes place. We don't have an estimate for the shipping costs but are budgeting 20 €. 30 € will be budgeted for printing of additional literature or handouts, or to cover cost overages in any of the above items. Leftover items will also be used as give-aways at the LGM conference. Remaining items will be retained by Inkscape attendees to distribute at future events at their prerogative. | Item | Estimate | | --------------- | :------: | | Rollup banner | 70 € | | Stickers | 60 € | | Business cards | 20 € | | Shipping | 20 € | | Other | 30 € | | --------------- | -------- | | Total: | 200 € | Maren Hachmann will be responsible for coordinating the printing and shipping, and thus will be the authorized reimbursee for this. # Note: On resolution, CC: # approvals@...160..., accounting@...41..., inkscape@...41...

5 6

[REFERENDUM] Reimbursement to Chris Rogers for commemorative stickers
by Bryce Harrington 12 Apr '19

12 Apr '19

A majority vote of the current board members is required for the following matter. Proposal: --------- Chris Rogers is authorized for reimbursement up to 200 £ for printing and shipping of commemorative stickers for Inkscape releases and hackfests. - [ ] a. Provide reimbursement of up to 200 £ to Chris Rogers - [ ] b. No - [ ] c. Other: _________________ Votes: ------ | Board Member | 1. | | -------------------- |:--:| | Bryce Harrington | | | Josh Andler | | | Tavmjong Bah | | | Ted Gould | | | Martin Owens | | | Marc Jeanmougin | | | Chris Rogers | | Resolution: ----------- Background: ----------- In honor of the upcoming 1.0 release, Chris Rogers is authorized for reimbursement up to 200 £ for commemorative stickers for the release and for hackfest events in 2019 as we prepare for it. These will be high-quality metalic stickers with custom designs specific to the individual releases and events. This is separate from the more general purpose stickers to be printed for handing out at the Saarbrücken booth, and separate from the award stickers being used as prizes in Inkscape's bug migration effort. Chris will ship the stickers to various Inkscape members for them to distribute and to commemorate their efforts. Receipts for sticker printing and postage/shipping will be collected and provided to Conservancy as necessary for reimbursement requests. # Note: On resolution, CC: # approvals@...160..., accounting@...41..., inkscape@...41...

7 8

[REFERENDUM] Attendees at Saarbrücken hackfest
by Bryce Harrington 12 Apr '19

12 Apr '19

Voting is needed on funding for sponsorship of attendees at the Saarbrücken Hackfest planned for May 2019. Proposal: --------- 1. Authorize reimbursement of the following list of potential attendees at the Saarbrücken hackfest: Alex Valavanis valavanisalex@...23... Alexandre Prokoudine alexandre.prokoudine@...23... Bryce Harrington bryce@...2... Elisa de Castro Guerra elisa.dcg@...23... Jabier Arraiza javier.arraiza@...133... Jürgen Weigert jnweiger@...23... Marc Jeanmougin marc@...143... Maren Hachmann maren@...92... Max Gaukler development@...175... Mihaela Jurković mihaela.jurkovic@...23... Patrick Storz eduard.braun2@...176... René de Hesselle dehesselle@...177... Tavmjong Bah tavmjong@...47... Thomas Holder thomas@...178... Thomas Wiesner wiesi@...179... Tobias Ellinghaus me@...180... - [ ] a. Yes, sponsor travel reimbursement for the above individuals - [ ] b. Yes, but with the following change(s): _______________ - [ ] c. No, do not fund. 2. Board-sponsored Dinner (revision). The Inkscape Board will fund a dinner out for Hackfest attendees and their guests. An estimated 20 people averaging 30 € each gives a budget of 600 €. - [ ] a. Yes, for estimated cost of up to 600 €. - [ ] b. Recommend a change: ___________ - [ ] c. No, do not fund. Votes: ------ | Board Member | 1. | 2. | | -------------------- |:--:|:--:| | Bryce Harrington | | | | Josh Andler | | | | Tavmjong Bah | | | | Ted Gould | | | | Martin Owens | | | | Marc Jeanmougin | | | | Chris Rogers | | | Resolution: ----------- Background: ----------- This referendum updates an earlier vote on this issue, to identify the travelers and to update the Board sponsored dinner now that we have a better estimate on attendance numbers. Some of the listed individuals are not certain if they will be attending, so our actual list may be smaller. All travelers must adhere to the SFC's travel requirements, which they'll be notified about separately. Additional attendees may be added subsequently, but this is the comprehensive list known as of today.

7 9

Inkscape Media Outlets (needs update)
by C R 09 Apr '19

09 Apr '19

Hey folks. There are 4 social media outlets listed for inkscape on our website: https://www.facebook.com/Inkscape.org https://www.deviantart.com/inkscapers https://www.deviantart.com/inkscapers and the Google+ account which is now gone along with the rest of G+ Are there more media outlets? We should probably take down the G+ link I think. :) Thanks. -C

2 4

Board meeting Friday Apr 5th at 10am Pacific
by Bryce Harrington 06 Apr '19

06 Apr '19

Our monthly board meeting is scheduled for Friday, Apr 5th, at 10am Pacific in #inkscape-devel. All members are welcome. http://wiki.inkscape.org/wiki/index.php/Board_Meetings We'll give as much time as needed to any remaining planning and prepwork for the next hackfest. Travelers should be locking in their travel arrangements ASAP. We should probably check in with GSoC as well, since that's in high swing. The other topics we can get to as time permits. Agenda: ------- * Hackfest [http://libregraphicsmeeting.org/2019/ LGM 2019] ** May 30th-June 3rd (Saarbrucken, Germany) ** Travelers should have arrangements made * GSoC * Budget * Bug migration off Launchpad * Infrastructure ** mailing list migration off SourceForge ** Wiki migration off OSUOSL ** Weblate service deployment * Software Release status ** 2geom 1.1 ** Inkscape 0.92.5 ** Inkscape 1.0beta * Other Business Action Items from last meeting: ------------------------------- == Bug Migration Game Prices == ♢ ACTION: Check with SFC if amounts of $100 / $50 / $25 for 1st, 2nd, 3rd is within IRS limits [bryce] ♢ ACTION: Hold referendum on top game prizes after confirmed by SFC [bryce] == Infrastructure == ♦ ACTION: File gitlab issue for getting official certs set up for lists.inkscape.org [bryce] ♦ ACTION: Discuss stand alone oauth website/tools [bryce, doctormo] == Hackfest LGM Saarbrucken == ♦ ACTION: Referendum on Hackfest2019 Saarbrücken [bryce] ♦ ACTION: Verify with houz that venue is reserved for May 27-28 [moini] ♢ ACTION: Arrange vote for funds for stickers for the two 2019 hackfests [bryce] === Bug Tracker Transition === ♦ ACTION: Write up an orientation web page for new bug triagers, for gitlab migration [Cr] == Inkscape 1.0 beta == ♦ ACTION: Plan preparation work for the release [Mc, Bryce] ♢ ACTION: Check in with people doing test case conversion [Tav] ♢ ACTION: ping jimmac/barbara about the symbolic icons for adding the theme to Inkscape [scislac] ♢ ACTION: Plan video for Inkscape 1.0 release [crogers] ♢ ACTION: Brainstorm plans for 1.0beta / 1.0 commemorative merch [crogers, tedg] === Sponsorship Management === ♢ ACTION: Find out about the new event insurance from #conservancy [tedg] ♦ ACTION: Generate summary of our financial situation [bryce] == Other == ♦ ACTION: Referendum for transfer of webcams to Vectors team [bryce] ♦ ACTION: Ask on inkscape-devel@ if anyone would have a use for the license [Moini] ♦ ACTION: Outreachy - clarify with SFC about next steps [bryce] Transcripts of previous meetings: --------------------------------- http://alpha.inkscape.org/board/meetings/transcripts/ Bryce

1 1