Board meeting, August 16th, 2021

Board members present

  • Michael Schultheiss (schultmc) (President)
  • Stephen Frost (Snow-Man) (Vice-President)
  • Tim Potter (tpot) (Secretary)
  • Joe Conway (jconway)
  • Forrest Fleming (fsf)
  • Milan Kupcevic (milan)
  • Chris Lamb (lamby)

Board members partially present

  • None

Board members absent with regrets

  • None

Board members absent

  • Martin Zobel-Helas (zobel) (Treasurer)
  • Héctor Orón Martínez (zumbi)

Registered guests present

  • Jonatas L. Nogueira (jesusalva), The Mana World
  • Célestin Matte (Perdu), contractor

These are the minutes for the August 16th, 2021 SPI Board Meeting, held at 20:00 UTC in #spi on LOG.

President's Report

SPI’s insurance broker has presented SPI a renewal quote for its
Directors and Officers insurance. The insurance provider is offering
the renewal for the same price as 2020 - earlier indications were
there may be significant cost increase due to industry conditions but
the price increase did not materialize this year.

Martin Michlmayr has been working with our auditor to get our 2020
financial statements audited. He is also working with the auditing
firm on filing our New York State and Federal annual filings. SPI has
received a draft from the auditing firm that is currently under
review.  We have received a 6 month extension for the time to file and
are confident the filings will be completed by the November 15, 2021

Continued thanks to SPI Vice President, Stephen Frost, for handling
contracting with SPI's contractors. Stephen continues to do a
fantastic job working with our contractors and legal counsel.

Stephen Frost presented a Vice-President's Report:

SPI continues to work on modernizing our Information Technology (IT)
infrastructure with the help of our contractors.  To that end, we are
working to migrate all addresses to another email
platform, decommissioning those addresses which are no longer needed or
in use along the way.  If you are aware of any special arrangements
regarding addresses and have not already heard from SPI
regarding those addresses, please reach out to myself or the board to
discuss.  We are looking to finalize the migration soon.

SPI is working to consolidate maintenance of DNS registrations and to
get out of the DNS server running business.  To that end, SPI, with
its contractors, is migrating all domains to Gandi for both
registration and DNS server services.  This approach allows projects
to have access to maintain their DNS records directly with reliable
DNS server services while allowing SPI to further reduce the amount of
IT infrastructure it is responsible for.  If you have domains
registered by SPI or are using SPI's DNS servers and have not
discussed plans for your domain with SPI, please reach out to myself
or the board to discuss.

Treasurer's report

Report presented by Michael Schultheiss on behalf of Martin Zobel-Helas.

The SPI treasury team is continuing to process requests and is
striving for more timely ticket handling. The backlog is being
processed but if there are any board members who would like to assist
with treasury tasks, additional help is always welcome.

Secretary's report

Nothing major to report. Website is up to date and I've just sent out
renewals for our conflict of interest policies to the
directors. Thanks to those who have responded already.  Martin
Michlmayr reports that we have a first draft of the 2020 audit.

Vote On Minutes For Previous Meetings

Vote on minutes for meeting Monday July 12th 2021

Joe ConwayAbstain
Forrest FlemingYes
Stephen FrostYes
Milan KupcevicYes
Chris LambYes
Tim PotterYes
Michael SchultheissYes

Vote passes with 6 yes, 0 no and 1 abstain.

Items up for discussion

Officer elections

Officers are elected via informal vote usually during the AGM. For the 2021-2022 year, the directors voted the following directors into the officer positions as shown below:

  • Michael Schultheiss to remain as President
  • Stephen Frost to remain as Vice-President
  • Tim Potter to remain as Secretary.

The position of Treasurer remains open.

Resolution 2021-08-16.mcs.1: GeekBeacon as an SPI associated project

GeekBeacon was offered SPI Associated Project status per a vote at the 2021-06-22 meeting. Michael Schultheiss reached out on 2021-07-31 to inquire whether they accept and learned both of the listed project liaisons are mostly unreachable due to extended leaves of absence for personal reasons. They're still interested in possibly joining SPI and would like to discuss what that entails once they're available. This resolution extends the expiration of the invitation to 2021-11-30.

Joe ConwayYes
Forrest FlemingYes
Stephen FrostYes
Milan KupcevicYes
Chris LambYes
Tim PotterYes
Michael SchultheissYes

Vote passes with 7 yes, 0 no, and 0 abstain.

Any other business

During the Vice-President's report it was decided to re-register and retain the domain names for inactive projects instead of letting them expire and possibly be picked up by spammers. Any individual decision regarding retaining may be revisited if the situation requires, but our default stance should be to renew and then take action if that is problematic for some reason.

Officer communications (email, calendar etc) is being migrated to Google GSuite to separate SPI-specific email from personal email.


The meeting was adjourned until Monday September 13th 2021 at 20:00 UTC in #spi on

Appendix A: Current Board Membership

Last electedNameRole
July 2021Michael SchultheissPresident
July 2021Stephen FrostVice President
July 2020Timothy PotterSecretary
July 2020Joe Conway
July 2019Forrest Fleming
July 2021Milan Kupcevic
July 2019Chris Lamb
July 2019Héctor Orón Martínez
July 2019Martin Zobel-Helas