This week, the GNOME Foundation Board of Directors met at the Collabora office in Cambridge, UK, for the second annual Foundation Hackfest. We were also joined by the Executive Director, Neil McGovern, and Director of Operations, Rosanna Yuen. This event was started by last year’s board and is a great opportunity for the newly-elected board to set out goals for the coming year and get some uninterrupted hacking done on policies, documents, etc. While it’s fresh in our mind, we wanted to tell you about some of the things we have been working on this week and what the community can hope to see in the coming months.

Wednesday: Goals

On Wednesday we set out to define the overall goals of the Foundation, so we could focus our activities for the coming years, ensuring that we were working on the right priorities. Neil helped to facilitate the discussion using the Charting Impact process. With that input, we went back to the purpose of the Foundation and mapped that to ten and five year goals, making sure that our current strategies and activities would be consistent with reaching those end points. This is turning out to be a very detailed and time-consuming process. We have made a great start, and hope to have something we can share for comments and input soon. The high level 10-year goals we identified boiled down to:

• Sustainable project and foundation
• Wider awareness and mindshare – being a thought leader
• Increased user base

As we looked at the charter and bylaws, we identified a long-standing issue which we need to solve — there is currently no formal process to cover the “scope” of the Foundation in terms of which software we support with our resources. There is the release team, but that is only a subset of the software we support. We have some examples such as GIMP which “have always been here”, but at present there is no clear process to apply or be included in the Foundation. We need a clear list of projects that use resources such as CI, or have the right to use the GNOME trademark for the project. We have a couple of similar proposals from Allan Day and Carlos Soriano for how we could define and approve projects, and we are planning to work with them over the next couple of weeks to make one proposal for the board to review.

Thursday: Budget forecast

We started the second day with a review of the proposed forecast from Neil and Rosanna, because the Foundation’s financial year starts in October. We have policies in place to allow staff and committees to spend money against their budget without further approval being needed, which means that with no approved budget, it’s very hard for the Foundation to spend any money. The proposed budget was based off the previous year’s actual figures, with changes to reflect the increased staff headcount, increased spend on CI, increased staff travel costs, etc, and ensure after the year’s spending, we follow the reserves policy to keep enough cash to pay the foundation staff for a further year. We’re planning to go back and adjust a few things (internships, marketing, travel, etc) to make sure that we have the right resources for the goals we identified.

We had some “hacking time” in smaller groups to re-visit and clarify various policies, such as the conference and hackfest proposal/approval process, travel sponsorship process and look at ways to support internationalization (particularly to indigenous languages).

Friday: Foundation Planning

The Board started Friday with a board-only (no staff) meeting to make sure we were aligned on the goals that we were setting for the Executive Director during the coming year, informed by the Foundation goals we worked on earlier in the week. To avoid the “seven bosses” problem, there is one board member (myself) responsible for managing the ED’s priorities and performance. It’s important that I take advantage of the opportunity of the face to face meeting to check in with the Board about their feedback for the ED and things I should work together with Neil on over the coming months.

We also discussed a related topic, which is the length of the term that directors serve on the Foundation Board. With 7 staff members, the Foundation needs consistent goals and management from one year to the next, and the time demands on board members should be reduced from previous periods where the Foundation hasn’t had an Executive Director. We want to make sure that our “ten year goals” don’t change every year and undermine the strategies that we put in place and spend the Foundation resources on. We’re planning to change the Board election process so that each director has a two year term, so half of the board will be re-elected each year. This also prevents the situation where the majority of the Board is changed at the same election, losing continuity and institutional knowledge, and taking months for people to get back up to speed.

We finished the day with a formal board meeting to approve the budget, more hack time on various policies (and this blog!). Thanks to Collabora for use of their office space, food, and snacks – and thanks to my fellow Board members and the Foundation’s wonderful and growing staff team