The Apache Software Foundation Board of Directors Meeting Minutes 13 May 1999 1. Call to order The meeting was scheduled for 11:30am PDT -0700. It was started at 11:35am PDT. A quorum was recognized by Brian Behlendorf, Chairman pro tem while Roy Fielding is in New Zealand. 2. Roll Call The following directors were in attendance: Brian Behlendorf Ken Coar Dirk-Willem van Gulik Jim Jagielski Randy Terbush 3. Minutes Ken commented that the draft minutes for the meeting of 4/27 did not accurately state his intentions regarding the proposal of additional responsibilities to board members (Special Order 6B). The draft was modified and then approved as: board_minutes_1999_04_27.txt 4. Officer Reports A. President. [Brian] Brian reported that as of yet, he had had little luck in finding lawyers willing to do pro-bono work for ASF. On his "To Do" list is the "Position Description" for the legal services required, which we can then distribute to possible interested parties. Randy reported that he had some possible contacts regarding pro-bono work, and would pursue those possibilities. B. Treasurer. [Randy] Randy reported that the ASF will have no problem obtaining and using a merchant account, with the ability to accept credit card transactions. The idea is that ASF could accept credit card donations if desirable. The Signature Card for the ASF's Checking Account is being distributed to the required board members. At this time, it has been received and signed by Jim, who will then forward it to Brian, who will then return in to Randy. C. Secretary. [Jim] Jim reported on that status of the receipt of the required member and director forms. At the time, forms had not been received from: Brian Behlendorf Ralf S. Engelschall Alexei Kosut Ben Laurie Sameer Parekh Marc Slemko Jim also reported that he had received signed membership applications from Chuck Murcko and Dave Robinson, enabling ASF to continue Emeritus standing for these individuals. Jim also reported that he had been in contact with Aram Mirzadeh, who had expressed an interest in maintaining his relationship with ASF and becoming more involved. His signed forms were also received. It was questioned whether ASF should have "contingency plans" in case one, or more, AG members refuse to sign the required forms. After discussion, it was decided that such plans would most likely not be required. Jim had been sending Email reminders to all AG members reminding them of who had signed and who ASF still needed forms from. It was suggested that Brian also request that the "hold outs" sign and send their forms. This was agreed to by all. Additionally, Dirk indicated that he would talk to Ralf. It was also suggested that Roy talk to RST. 5. Committee Reports A. Apache Conferences Committee. [Ken] Ken reported that ASF and LKE had officially "parted ways." It was increasingly obvious that LKE was either unable or unwilling to appreciate the special nature of ASF and to organize a conference that did not limit or restrict outside activities of ASF members. Ken has a proposed RFP for ApacheCon which he will send out to ASF for comments. He will then send the RFP out to 2 to 4 management companies of which he is aware. Also, Ken and Drew are "working over" the old, proposed LKE contract to be used as a reference for ASF. 6. Special Orders It was proposed that a "deadline" or "drop dead date" be set for the receipt of required ASF forms from members. The reasons were: 1. It would be nice to be ready to incorporate when Roy returned 2. Past experience has clearly shown that most members work better, and plan better, when a schedule and/or deadline is in place. May 18th, 1999 was proposed as the deadline. This was agreed to by all. Brian was selected to make a post to apache-core regarding this date. The movement of the APACHECON.com domain was discussed. At present, the domain contact and address information points to C2. It was suggested that this domain, and then all Apache domains, have their Internic records changed to point to ASF. The actual address to use as ASF was then discussed since it is possible that it could change each year as new officers are elected. Randy suggested that we look into a company in Delaware that provides virtual addresses (they accept postal mail and then forward it as specified). Jim questioned whether this was required. If, after a year, Jim decided not to rerun for secretary, or was not elected, he could just as easily forward the mail as this company, and ASF would save money. This was generally agreed to as acceptable but some directors wondered "how long Jim would be there at that address." Jim reported that he would not be leaving for quite a long time. It was finally agreed that Randy would look into the Delaware company as background, but that most likely, ASF would use the 1901 Munsey Drive address as the official ASF address and Jim would forward postal mail if, and as required, in the future. Randy reported that he knew Rob Kolstad and that maybe Rob K. could help us with ApacheCon in same way, or provide us with more contacts. Brian reported that he also knows Rob K. It was agreed that Randy should contact Rob Kolstad regarding ApacheCon. 7. Unfinished Business None. 8. New Business None 9. Announcements Brian reported that his project at O'Reilly was almost ready for prime time and gave a URL for the board to look at. Because of the "sensitive nature" of this, these minutes will not provide more information. It was suggested and agreed to that we should reconsider the use of IRC to conduct the board meetings. The New Robert's Rules of Order state that IRC is acceptable. It was suggested and agreed to that the meeting after next might be a "good time" to try an IRC meeting, assuming that it's not our first official ASF meeting. The next meeting was tentatively scheduled for May 27, 1999 at 10:00am PDT. Final and official setting of the meeting would be done via Email. 10. Adjournment The motion to adjourn was moved and seconded. The meeting was adjourned at 12:35pm PDT.