Agenda for next board meeting - bursary reimbursement process
Pirate Praveen Mon 24 Mar 2025 7:06PMPublicSeen by 12We can collect the agenda items for next board meeting in this thread.
Reimbursement process:
I think we can allow any of the persons authorized to approve bursary to also approve the request for reimbursement with Navodaya (For XMPP Foundation, we already have a process in Open Collective UI, that needs an approval before payment is initiated).
So people can send the reimbursement request to Navodaya copying bursary team lead, treasurer and board (not sure if we need to keep the board in the loop here since it is approved already - may be we should forward the bursary approval mail to Navodaya).
Then bursary team lead or treasurer can approve the request. We need to also inform Navodaya/GN about the office bearers and the bursary / reimbursement process.
Pirate PraveenMon 24 Mar 2025 7:18PM
Similar to how Debian's reimbursement with SPI is handled in an RT ticket, I wonder if we should have some kind of a tracking mechanism for bursary requests in addition to email approval. I was thinking about codeberg issues on a dedicated private project (but then access control would be an issue). Or explore if we can use Open Collective itself for Navodaya as well. We will need to create another collective, though receiving money won't work - FSCI is hosted by Navodaya but we can't receive money through it https://opencollective.com/fsci. But we could use the same invoice / expense approval process for both, as access control is already taken care of (anyone can submit expense, but only admins can approve or see personal details).
Ravi DwivediTue 25 Mar 2025 11:00AM
@Badri Sunderarajan and fugta, Please help in reviewing this draft email https://pad.riseup.net/p/aNmVDm5F to send to GN about our reimbursement process.
Pirate PraveenMon 31 Mar 2025 1:33PM
I suggest we officially delegate Vishnu Sanal and Joice as Android team members authorized to publish prav on play store. They already did the hard work of getting the apk published on play store. I think an official authorization and documentation will help.
Ravi DwivediMon 31 Mar 2025 1:37PM
I suggest fugata and myself for the publicity team.
Ravi DwivediMon 31 Mar 2025 1:37PM
Also, fugata for the CoC committee.
Ravi DwivediMon 31 Mar 2025 1:53PM
What's our reimbursement process when we have local volunteers representing Prav in an event and a community member willing to travel to participate and need travel expenses from us? Cc @Badri Sunderarajan
Board meeting to decide on reimbursement process, clarifying some bursary cases, and officially delegating more teams
time poll by Pirate Praveen Closed Thu 3 Apr 2025 2:00PM
More votes for Saturday. So lets do on Saturday. Please send drafts of resolutions to board mail alias.
What is the meeting or event?
Board Meeting
Why is this important?
We have gathers a few agenda items to have another board meeting,
decide / document on reimbursement process
clarifying some bursary cases
and officially delegating more teams
What are you asking people to do?
Join the meeting online (bbb)
Mark the timeslots you are available with the green 'thumbs up' icon or leave the red 'thumbs down' in place when unavailable.
Use the 'thumbs sideways' icon to say you are available 'if need be'.
Results
| UTC | Votes | |  |  |  |
Fri 4 Apr 2025 2:30PM | 2.5 | ||||
Sat 5 Apr 2025 2:30PM | 3 |
Badri SunderarajanTue 1 Apr 2025 8:00AM
Friday is preferable (but if everyone has already decided for Saturday that works too)
Pirate PraveenTue 1 Apr 2025 8:10AM
@Badri Sunderarajan Friday works for me too, if more people prefer Friday, we can change.
Pirate Praveen ·Mon 24 Mar 2025 7:09PM
Inviting @Badri Sunderarajan to this thread as the bursary team lead.