Board meeting Minutes/26 September 2005

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Prior: 19 September 2005

Board meeting Minutes

Next: 3 October 2005

Minutes approved: 3 October 2005

Redactions below were approved by the Board.

Present

Tom Perrine(chair), Andrew Hume, Stephen Potter, Chris Palmer, David Parter, Geoff Halprin, Doug Hughes, Pat Wilson, Trey Harris, Sam Albrecht (note taker)

Opened

8:03 PM EDT

Closed

10:34 PM EDT

Consent Agenda

• Approve minutes of 19 September 2005
• Approve 12 September 2005 minutes
• Clear 29 August 2005 minutes of redactions related to BitPusher sponsorship (other redactions to be maintained).

• Acknowledge online vote to approve AH quote for General Liability insurance:

MOTION VIA EMAIL: That we accept this quote for General Liability Insurance.

From Deb Doyle at AH: The annual premium will be $900. I have to respond, in writing, of our acceptance of this quote, but before doing so, wanted to get approval from you. This quote is valid for 30 days from 9/20/05.

Moved Halprin. Passed (Halprin, Harris, Hughes, Hume, Parter, Potter, Wilson).

Action Items

• Board:
  • Review and comment on draft travel and reimbursement policy - moved to agenda, below

• Halprin:
  • Help Harris with membership policy

• Harris
  • Draft a membership policy. - moved to agenda below

• Hume:
  • Work with Albrecht to create an annual budget. - done

• Palmer:
  • Finalize potential sponsor letter. - Draft on wiki, will revise, request comments from all by Sunday 10/2
  • Draft communication statement on the Usenix/SAGE split & agreement - Will write first draft for comments on wiki.

• Parter:
  • Look into pricing of having mission statement on back of business cards (Deepa is getting pricing). No pricing received from Deepa yet. Created business card info wiki page to capture details for cards

• Potter:
  • work with the Leadership Commiittee on the Code of Ethics review - Mail sent to ggr on 9/25/2005
  • will document the procedure for future efforts with the Leadership Committee

• Albrecht:
  • Work with Harris and Palmer to take brochure to the next stage.- expected to go to creative services by 9/30
  • Send out July and August expenses with the new accounting codes.- will go out by 9/30
  • Look into any licensing needed to sell items in CA at LISA- information provided by others on wiki, Sam will gather paperwork for AH to process
  • Look into merchant account issue, and a possible back up plan- will provide info by 10/3

Travel & reimbursement policy

Discuss decision points and approve travel and reimbursement policy

(Completed about half of decision points, tabled further discussion to 10/3 meeting)

Palmer leaves at 9:05.

Budget

Brief review of 2005 and 2006 budgets; excuse the excel. one sentence overview: athough not complete, the sense is that [we'll have a significant debt in 2005 but things will improve in 2006.] {28 Words redacted: details have been changing almost daily; I don't want any specifics until things firm up. Andrew Hume}

{Spreadsheet redacted; business sensitivity}

SAGECom proposal

We need to discuss this briefly; i need to know if the board needs any help grokking the proposal, or spleen venting, or other. the timeline is still comments by friday morning 9am eastern.

Award

(added by doug)

• discussion of how to broach the award $$$ since it will be award prior to Dec 15 and all money for award has come from Usenix in the past. (and SAGE has no money)

consensus is that the awards are important, and that a few hundred dollars will not make a significant difference in the current budget deficit

Nov 18 issues

We will do a quick review of the Nov 18 2004 deliverables and consider our options. Please do a quick review of the wiki page "Nov 18 Facts".

Hume has been speaking with Jones, Perrine has been trying to contact Jones via phone since 9/21 with no luck.

Adjournment

• Motion by Wilson to adjourn, second by Hume. Meeting adjourned at 10:34 pm Eastern