AB Meeting/July 2013 Minutes

== Attendees ==
People on the call (in random-order):
* James Bulpin (Citrix)
* Mark Hinkle (Citrix) [non-voting]
* Lars Kurth (Citrix) [non-voting]
* Mike Dolan (Linux Foundation) [non-voting]
* Kimberly Hatch (CA) [non-voting]
* Jay Williams (CA)
* SuSusi Li(Intel)
* Donald D Dugger (Intel) [non-voting]
* Ian Pratt (Bromium)
* Sherry Hurwitz (AMD)
* John Mao (Calxeda) 
* Daniel Kiper (Oracle)
7 members (Quorum)
== Action Update == 
=== Open Actions ===
* : Follow-up with a new (security process) proposal. Proposal would make the membership more transparent and establish a mechanism for expanding the membership to divide work. 
* : Find a test maintainer 
* : Since XenRTT is going to take time, talk to Ian Jackson whether he needs help in expanding his oss-test to include other commercial guests (Win 2012, Win 2008, etc). Keep James in the loop. 
* Fix the "Searching on Google for xen-devel emails ends up pointing to the wrong URL" issue - Initiated re-indexing of lists.xenproject.org (so far 20% of all files seem to have been re-indexed)
=== Closed Actions ===
* : Figure out the available budget for 2013 - subtract the service fee LF adds so that AB knows the discretionary budget. Circulate for AB to figure out our discretionary funding. 
* Share xenserver.org launch blog post with AB prior to launch 
* Follow-up with Konrad on Oracle membership of VirtIO TC 
** Figure out who would represent from within Oracle 
* Circulate Xen 4.3 press release for approval 
* Provide more details about the Xen Project User Summit in minutes. Lars needs a keynote or use-case study from one of the Xen users 
== Agenda ==
== Xen 4.3 release and public reaction (Lars) ==
Lars: we had excellent press coverage for Xen 4.3. The media report has been previously sent to the advisory board list. Coverage was mainly positive or neutral and we had 61 stories published at the time the report was sent to the list. Since then, an additional 10 stories have been published.
James: Has there been any significant uptake in Xen 4.3?
Lars: The bulk of the uptake comes when Xen 4.3 is consumed by distros, who will consume Xen in line with their own release schedules.
== Agree on rep for VIRTIO TC (James) ==
Oracle proposed to nominate Daniel to represent the project
Will provide updates to the Advisory Board and technical Steering Committee as needed
 No objections, but Daniel abstained
== Recognition of Xen founder and outgoing xen.org chairman Ian Pratt (James) ==
Ian Pratt co-founded Xen in 2001, co-founded XenSource in 2005 and was chairman of xen.org until it's transition to the Xen Project. Ian has had a huge influence on Xen's evolution and success and is still an active promoter of it through public talks and other channels. I (James) propose that we recognise Ian's leadership with the title of "Chairman Emeritus", a term "commonly used in business and nonprofit organizations to denote perpetual status of the founder of an organization" 
Ian : preferred not to have the proposal discussed on the call
Mike Dolan: Would be happy to collate votes from AB members in private
 Send Mike detailed instructions 
 Conduct vote 
== Budget and approvals (James and Mike or Brian) ==
=== Accounts status ===
Mike Dolan:
* Right now, $150K for 2013 have been invoiced
* The rest is still in progress (administrative issues such as some PO numbers are missing)
* 15% fee on money spent
== Cost for face-2-face Advisory Board meetings ==
Lars: Proposed that cost for face-2-face Advisory Board meetings in principle are paid for out of the project budget. The cost for the Sept face-2-face is $1800 (the costing for October is not fully itemized, but of similar order).
 No objections
== Xen User and Developer Summits in 2013 (colocated with LinuxCon NA and EU) == 
The total cost of the Xen User Summit co-located with LinuxCon NA will be in between $28K-$37K (based on the cheaper option). Citrix is sponsoring the event, but wanted to give other Advisory Board members the opportunity to sponsor elements of the event and get visibility.
 Please check page 7 of the previously sent out costing and contact vheric@linuxfoundation.org within 3 weeks if you want to take up the option.
James: Lars had asked AB members for an opening keynote. 
Lars: Confirmed that CA is interested
Jay: Confirmed - working on the details
The total cost of the Xen Developer Summit co-located with LinuxCon EU will be in between $27K-$38K (cheaper option for the evening event). Citrix is sponsoring the event, but wanted to give other Advisory Board members the opportunity to sponsor elements of the event and get visibility.
 Please check page 7 of the previously sent out costing for the Developer Summit and contact vheric@linuxfoundation.org within 8 weeks if you want to take up the option.
== Paying LF to coordinate PR/AR work (James) ==
From Mike Woster:
James: Would there be a positive impact for the project if we did this?
Mike: Explained that 2 press releases a year would be for free. Any more can be handled on a proportion of a head (1/4, 1/2, ...) or on a per hourly basis and can cover press releases, social media, etc.
Lars: Given the press coverage for Xen 4.3 was extremely positive and that we are moving to shorter release cycles, that the perception of the Xen Project in public is one of the key issues for the project and that we have several sub-project with releases (e.g. Mirage OS is planning to have the first release in Q3/Q4 this looks like a very attractive option). Ideally, we would have 3-4 press releases a year
Mike: We can also ensure that different AB members, will get visibility at different times
 Come up with two concrete options for costing (lower end) 
=== General Budget Discussion (Not resolved) ===
During the meeting it became clear that the board meeting is not well suited to drive forward a budget discussion
Lars to Mike: How do other porject handle this?
Mike: Typically the project determines the top 3-4 priorities and nominates a budget sub-commitee to make a budget proposal. Some larger projects have several committes for specific areas (e.g. events, PR, ...)
Lars: How many member companies would be sensible to be on the committee for our project: 3-5
James: Who is willing to step up?
Mike: Members of the budget budget sub-commitee do not necessarily have to be AB members 
 Go back to their organizations and check who would want to participate (and whom would they want to nominate. Get back to James/Lars within 1 week with a name
 Make a concrete proposal on priorities based on past discussions and AB meetings to seed the process Contacted each member individually
Daniel: raised the question of $1K for travel stipend of student to travel to LinuxCon EU / Xen User Summit
James: does anybody object?
Mark Hinkle: yes, we should not spend any money unless we do have an agreed budget as it may mean that we won't meet objectives. However Mark offered to cover the travel costs
 Contact Mark Hinkle (see meeting invite for details) and work out how to do this 
== Not Discussed ==
6) If we get time in this month's meeting: Review of the 7 strategic priorities agreed in Boston (James)
 1. Better performance
 2. Security process improvements
 3. Common test infrastructure for Xen
 4. Xen Project Marketing
 5. ARM64 support
 6. Eco-system
 7. Better distro relations, support and inclusion
(Briefly) for each:
* Status
* Urgency
* Owner
* Next steps
7) AOBs
* Reminder of calls for submissions for Xen Project and related events (Lars)
Category:Advisory Board