 cloud. Here we go. Started. Excellent. Well, welcome everybody. This is the you know, June 28 board meeting. We do not have a secretary right now, so I think we need a volunteer to take the meeting minutes. I just realized that, sorry. Normally Mike is our secretary, but he's not in attendance right now. And I am voluntary. Alright, thank you. We have today Jacob, Tiffany, Vessa, Jeff, myself, Ryan as well, and we're missing Mike, Steve, Samir, and Jeff. Some of them will hopefully join in a little bit, but we have quorum, so we cannot proceed. Sorry, I'm here. Did you say me? I think I said Jeff. Sorry, Jeff is here. You said I was both here and not here. That's right. Which might be true, but. And Donna. And Donna is right. Alright, thanks for those clarifications. The first thing we need to do is we need to approve the meeting minutes from the April 22nd board meeting. These have been distributed as part of the board package, so you should all have been able to read those. Is there any corrections that anyone wants to make? There's no corrections. I think we can consider them approved. Great. I will record that in the governance tracker. And then the agenda for today is pretty packed. There's a series of operational updates. I'll just give the floor to Megan for those. Thank you. So I do have a few highlights I want to call out, but mostly I want to use our time together for staff to share updates and ask some questions for advice from the board on a few topics. And obviously I think it's always just wonderful when we can get the board and staff collaborating, so it moves a lot of things forward pretty quickly. But just a few highlights. One of the things that we have seen over the last couple months is just a need for more, not just transparency into the Drupal Association, but clarity into what we do and how we do it. So we've been starting that effort, starting with working with the finance committee and getting financial information out there and trying to find the right way to share information that tells a story that's meaningful to the community. And so we've started a blog series around the financials, and so we've kicked that off a few weeks ago. We've added some more information, and we are working with our virtual CFO, Summit CPA, to help us look at ways to pull our data together to tell these meaningful stories. And so you'll start seeing more insight coming out shortly. And so I'm kind of excited about that work too. It's also starting to tell a nice story of our financial turnaround as well. So be in the lookout for that. And then one thing I just wanted to do a real shout out since our last board meeting, we've had the results in from DrupalCon Baltimore, which were really strong, and we announced it was our second largest DrupalCon. And Rachel's going to tell us more about all the details around that. But it's also our largest revenue line in our financial story, so to speak. And it's a great story, and it's really helped us quite a bit. And I'm looking forward for Rachel to share more. The other thing too is the community discussions have concluded, and I'm excited to have Whitney here today so that she can give an update to the board of what she heard from the community and what she's hearing the community is saying should be next steps and how we could even support the community further and having them find that path forward. So thanks, Whitney, for being here. Looking forward to having you share your thoughts. We also have a blog post out today. Whitney's going to do a webinar, so you can attend that, or we'll be promoting the recording of it as well. Some other highlights is that we continue to work on promoting Drupal from the front page, and one of our focus recently has been those industry pages. We just expanded and launched the healthcare page. So there's some really great case studies there and some good messaging that the community can use. And looking forward to you know just telling that story about the power of Drupal in healthcare. And then another highlight that is kind of a recent one is just around DrupalCon Vienna. We know that's coming up and what the team's really focused on right now, but we just have some nice indicators that it's going to be a really strong event, some early indicators I should say. But the first two weeks of ticket sales were really positive. It was around 200 tickets in the first two weeks compared to Dublin. It was about 78 tickets in the same time period. So that's a nice way to start this off. And you never really know exactly what it is, but I'm pretty sure it's because Rebecca did a DrupalCon Vienna t-shirt campaign. And it also was tied to you had to be a member of the Drupal Association to get the t-shirt and enter into this campaign. So it also drove 40 new members. So it's a nice uptake in our membership for June. And then session submissions closed today, 24 hours out. We were ahead of where we were at the same time with DrupalCon Dublin. So that's always just a sign of engagement, not necessarily ticket sales, but just nice to see that there's strong engagement happening. So with that, I'm always really proud of the staff, but I want to give them the floor to share their news and ask you questions. And with that, I'm going to have Rachel take over the screen and she's got some slides. Great. Thanks, Megan. I will share my screen and rearrange. Can you see the DrupalCon Baltimore recap? Sure can. Okay. And when I'm presenting, I can't easily see faces. So please feel free to jump in and interrupt me with any questions or comments you have. And obviously I have a lot more information on the slides than what I'm going to be presenting to you so that this doesn't take an hour and a half. But feel free to come and read the slides afterwards if there's anything that you're curious about in more depth. All right. So overall, DrupalCon Baltimore was a great success. We saw higher attendance than New Orleans, not only in our general conference tickets, particularly in one-day ticket sales, but our training tickets went really well. We also had stronger summit attendance and were able to introduce a new nonprofit summit, which had a good first showing, which is exciting. As far as our attendees, our makeup, we didn't see too many shifts in our demographic breakdown, but basically we're still primarily focused on developers and front-end developers. This question has changed a little bit over time. About a year or so ago, we updated all of our survey questions and registration data or registration questions so that the data would match both in DrupalCon and Drupal.org where we're asking questions. So in New Orleans, we had it based on beginner, intermediate, and advanced, whereas now we're looking at things in a little bit more segmentation. This slide is pretty interesting to me. Baltimore data is in green and the New Orleans data is in gray. And one of the things that is interesting to me is people are selecting fewer industries. So to me, that kind of shows that people are either specializing into fewer areas or in the past, they were making place for more industries. But I thought that was kind of interesting to see that kind of across the board things were down and that people were selecting fewer. This is a side that goes over our financials that Megan kind of alluded to earlier. We put together a really conservative budget for DrupalCon Baltimore because it has such a big impact on the Drupal Association's overall finances. And we were able to not only hit our goal, but we were able to exceed our goal by almost $400,000 in positive net revenue, which is really exciting. And that kind of came in through a variety of ways. We went over our sponsorship goal, which was exciting. Ticket sales came in stronger than our budget, and we were able to reduce expenses by $276,000 over the original budget. Compared to New Orleans, it looks as though our net income is a little bit less, but that's not actually the case. We have since working with Summit CPA changed how we are looking at the formula for this. So for instance, in this breakdown, New Orleans does not include staff, wages, benefits or overhead in that model. So if we were to reduce that out of there, we would really be looking at about $800,000 in that net income. So we have increased the net income year over year, which is great. Looking at a little bit more granularly, there's where our ticket revenue breaks down and sponsorship revenue and our expenses. Again, we came in quite a bit under our budget, which is really exciting. Many thanks to our friends at Groundsville Marketing, because they did a really good job of working with our vendors to find opportunities to find not only savings, but we also signed a multi-year deal with Freeman for show decorating and AV, which saved us some money as well. It was interesting to look back at Drupal Kokon, New Orleans financial lessons learned and see that training demand is easing, because this year training demand went gangbusters. We blew through almost all of our capacity on training and had to add trainers across the board. And I think we ended up with about 80% of our trainings completely sold out, which is really exciting. The summits are even more in demand, which is also great, and our hotel room pickups are continuing to increase, which shows that we're kind of seeing more of that kind of business level attendee that's interested in going to the hotels on the block, which is fantastic. Again, I mentioned we were able to leverage some multi-year deals to save some money. And then also, we got a lot of really great incentives from the city of Baltimore and the convention center for bringing our show to the city of Baltimore. So thanks to them, we were able to finish this event out strong from a financial perspective. Marketing. So here's some statistics on some of the marketing activities that we had. We worked on leveraging some channel partnerships and offered a sweepstakes to get people excited about coming to Drupal Kokon. Again, our photography team of volunteers did an amazing job taking pictures of the event. You can see them on Flickr. They make our event look really, really good, which is pretty cool. And we leveraged the Drupal.org pane on the front page and industry pages to promote Drupal-Con Baltimore. Email marketing moved to our second highest performing way to interact with attendees. We did do more online advertising this year. We did that through Twitter and Perfect Audience. And as you'll note, there are Perfect Audience retargeting was wildly unsuccessful, so we stopped early. But the good news is that we were trying new things, and we were adjusting on the fly as things were not providing responses. A big thank you to Paul Johnson and Alex for being our super volunteers on social media. They helped us manage the channels and the lead up to an onsite event. And we could not do it without them. Some of the lessons that we learned from a marketing perspective were to continue to grow our audience. We need to break down barriers on conversion. And some of that is related to audience targeting. We had a lot of page views on the events website. But again, people were not able to track all of those conversions as well as we would like to. We had a smaller marketing team and less content, but we had more focus on a broad scale efforts that were working to make sure that people connected with Drupal-Con and knew that it was an option out there for them. And the soupstakes was a fun break for a new Drupal-Con devotee. So we were able to bring a new person to Drupal-Con, which was pretty exciting. And the Twitter ads on Drupal's handle increased the audience to over 68,000 followers, which is pretty exciting to see. Training courses, again, like I mentioned, training was extremely popular this year. We have a couple of things that we're going to work on next year, including having people send set up instructions for their machines a couple of weeks ahead of the event so that there's less set up onsite. And looking for new audiences to serve with new learning areas, I think as D8 continues to mature, the demand for training is just going to keep increasing. We offered a lot of industry summits on Monday. The Business Summit, Higher Education Summit, and Community Summit are kind of long-time staples. I'm not going to read through all of the individual things, but I've got a summary at the end of lessons. So the Government Summit was very popular and sold out. And we ran into quite a few issues of people working with government purchasing policies. And so one of the things that we want to look at for next year is finding ways to make the Government Summit and other opportunities for government employees easier to purchase. And some of that goes with providing extra information on the website that they need to complete purchase orders that other people may not. We also introduced a nonprofit summit, which was really popular, and we were excited about that. And 100% of the attendees were satisfied or very satisfied with the summit, which that's super exciting. Our highest attended session was on migration. And the highest rank session goes to TESS about deep hurting, so deployment beyond GIT. Some general observations and feedback about the sessions with the Speaker Inclusion Fund that we offered. We were able to set up some baseline data on our diversity as a group. We were able to increase the variety of speakers and add additional presentations by offering 25-minute sessions. And the being human and hands-on labs that we added to our programming were really well received. For next year, we want to continue to emphasize the importance of readable slides, so communicating tools on how to do that and reminding speakers of the room size and how well it can be read from the back of the room. We want to continue to hone our session and room placement strategies to ensure we have accurate space for people. We had sessions be quite a bit more popular this year than we've seen in the past, which is great, but we did run into some traffic jams at points. Regarding sessions, we had more unique evaluations this year, which is wonderful, because I know our speakers are always really hungry for that feedback and that data. And 88% of our sessions were scored over 3.5 out of 5, which is really great. This year, we worked to do a little bit of a deeper dive on the inclusivity and diversity of our group of speakers. And so, Amanda Gonzer worked really well with the community to identify some questions that we could ask for people who are submitting session proposals, so we can kind of establish what our baseline data on that is, which is great. We did some targeted outreach by our track team and the DD&I group to get the word out about this fund. So, we offered funds for travel or lodging for people who self-identified as one or more of the underrepresented groups that we offered. It was an optional question, so people did not have to answer it, but we did find that quite a few people did answer that, which is great. We had 69% that answered the diversity question. And 29% of our sessions that were submitted came from people who self-identified as an underrepresented group. So, of the 163 sessions, we had 54 that were given by someone who self-identified as being from an underrepresented group. And of the six highest attended sessions, 83% were given by an underrepresented group, which is great. And 50% of those highest attended sessions were given by a first-time DrupalCon speaker, which is really cool that we can use that in recruiting new first-time speakers going forward. So, going forward, we want to do more promotion around this fund. We also want to do more promotion to other local tech groups who will maybe have a lower barrier to attend the conference. And we want to have a little more lead time to reach out to those organizations before call for papers closes. We're actively working on recruiting a more diverse program team. And we want to create more tools for other people to help get the word out. So, more pre-made tweets, blogs, invite words, that kind of thing for people that are allies of this program. Over 74% of the people who attended sprints found them useful or very useful, which is exciting. People loved the windows and the Coder lounge throughout the week, which is great. Sprinting was many people's favorite part of DrupalCon, which is really cool. We just wanted to say thank you to all the volunteers that make DrupalCon happen. This is a screenshot from one of the program team meetings. But there are literally hundreds of hours of volunteer time that goes into making DrupalCon happen. So, we definitely could not do that without all of the various volunteers that contribute to the cause. As far as the attendee survey goes, the things that were the most important reasons why people came to DrupalCon didn't really change much over last year. Neither did the activities in rank, so things pretty much stayed the same. There were a lot of favorite moments at DrupalCon. A lot of people loved the social events and the pre-note, being able to speak. We heard a lot of really good feedback about sponsors in the exhibit hall, which was really exciting to see. And a lot of people were really excited about the DD&I photo booth and their part of the exhibit hall. Things that people wanted more of, more space in the rooms for the sessions, which we heard loud and clear. People really liked the longer lunch period, although some people did feel that that meant that they were trying to cram in so many sessions they didn't have time to eat. People wanted an increase on diversity and inclusion at the event. And they wanted help finding ways to connect with similar people. So, finding people that are in similar work environments or similar places in their career or in similar industries. Our net promoter score was 31, which is a lower than what we would like and was a little surprising to us based on the feedback that we'd gotten about the event. And when we were talking about it as a team, we realized that ordinarily we do a big promotion at the end of the event about giving away free tickets to the next year's DrupalCon. And while we have that planned and have the names pulled to do that, we realized we forgot to promote it. So, the people that pulled out the survey, we got quite a few, we got quite a bit less completed surveys than what we've seen in the past. And often they had something particularly that they wanted to communicate with us. So, it wasn't entirely surprising, given the fact that we forgot to really push it out that people should give back positive and negative feedback. So, overall from the survey, migration was a hot topic. People wanted to know more and they wanted even more content around that. People really loved the longer lunches, but they were worried about missing a session and were confused about when they should eat if they wanted to go to sessions all day long. People want to continue to support increasing the diversity at DrupalCon and help with connecting to people. And the sessions were popular, which is great, but it led to some cramped rooms. Overall, from a sponsorship perspective, we met our goal, which is really exciting. And we had 14 first time sponsors, which is even more exciting. We also heard from quite a few sponsors that they had better conversations at DrupalCon this year and they met a lot of really new and interesting people, which was really encouraging for us to hear. Sponsors are continuing to learn from each other and work together. We saw people kind of thinking of new ideas outside of the box, like substituting flowers for flyers or upgrading the tote bags for backpacks. And we're also seeing that more sponsors are finding ways to supplement DrupalCon with their own complimentary programming or meetings throughout the week, which is really exciting. So overall, we saw an increase in attendance, which is very cool, and kind of saw it across the board. The DrupalCon's program needs continue to grow, which is a bit tough to manage with a reduced head count at the Drupal Association, but we were still able to deliver a really excellent event. We were really excited to launch an inclusion initiative with speakers and establish some baseline data on the diversity of our speaker base and session proposers. We were really proud that we were able to attain our revenue and expense goals and exceed that. We were able to also grow online interaction on moving social ads to the Drupal handle rather than just the kind of segmented audiences on the Drupal Association and DrupalCon handle. And overall, our large attendance or large audience blast communications are still important for impressions and awareness. That tends to be the best way to connect with DrupalCon attendees. And on top of all of that, we also launched a brand new visual identity for DrupalCon, so you can see the logo there on the top right. Going forward, our main takeaways is that Drupal8 is maturing, and so are our audiences' needs. So the training sessions, technical case studies, and migration were really hot topics. So we want to continue to work with the community and program leads to identify those topics ahead of time and make sure that we're doing a really good job of marketing those to the attendees so that they can connect with the programming that we're offering. We also need to assert some focus on DrupalCon's goals. So we're a smaller team internally, and our event is continuing to expand. We keep adding more summits, we're adding more tracks, we're adding all sorts of great things, which is wonderful, but we want to clarify to our audience what our purpose is and ensure that we're delivering the best experience to that purpose. Monday's activities have gotten big, really big. So this year by seeing more people excited about training and summits was really exciting, but it meant that it was a lot bigger in scope than what we've seen in the past. So we need to alter some of our production prep and our internal operations in order to kind of accommodate that growth and find ways to better handle that crush of attendees and on Monday morning. We also want to continue to create more value for sponsors. So our audience composition is shifting and we heard really great feedback that people were having good conversations with people in the exhibit hall. We just want to ensure that we're continuing to adjust our sales process and our sponsorship offerings in order to kind of accommodate those changing needs from our sponsors that are looking for more unique and one-on-one connections with our attendees. So that was me talking at you for quite a while. Does anyone have any questions? Rachel, thank you so much for doing this. I really appreciate these recaps that you do. And I was wondering what it would take to get these linked from, we have a history page of all the Drupalcons on D.O. to like link to them so the people who don't get to hear it kind of go back through and see it. Because like I was digging through all the board materials because someone had asked a question and I was like, well, I could probably figure out the answer to that. But that's just because I have board access to the drive. I love how much thought goes into all of these recaps. So I was wondering what it could do. Yeah, we definitely can do that. I think it would just be a matter of consolidating the links and putting them online. But that's absolutely something we can do. Yeah, I think it also helps with our engage community members who are curious where our community is going and the shifts and changes that it goes through over the years. Like this data really helps those people understand, which could help them understand their own camp, their own meetup, their own local geography of going like, oh, I had no idea training was so popular or such. Maybe we should think about doing something local or step up our global training days or something like that. Like, oh, these summits are, which I have a question on these summits are very popular. Maybe I should think about doing something here. So I have a question, but I don't know if I cut somebody off. No, go for it. So on Mondays activities, which as you know, Rachel, like even I got a little, I got called in from some Accenture things or like calling me up and they're like, yeah, we have some clients there for Monday. I'm like, why are you here? You know, like you're here early. Was there any way we can, have we learned ways of anticipating that? I mean, can we, was that like a fluke, like a one-off Baltimore thing that we, like a lot of people came out because it was so close. Did we anticipate it to happen next year? Like did a lot of people come down from Monday and they just took the train down from Philly or New York or up from DC or whatever. And that's why it happened on Monday or? I think one thing that's happening is people are interested in connecting with other people in their industry and that those summits are really kind of industry oriented, other than nonprofit, which isn't technically an industry, but it is, they do have definitely a commonality. That's an industry. So go ahead. Time checks, we need to keep moving. Oh, so I think, I think that there's becoming more awareness and I do think that we got some more local pull because it's, it's nearby and easy to get to on the Eastern seaboard. So I think it was a combination of those things. Okay. Rachel, just want to say thank you. You know, to pull on Baltimore came, let's say, a difficult time in the community. And, you know, I think you and the team, Amanda and everyone really on the team knocked it out of the park. So thanks. And the job extremely well done. Thank you, Dries. Thanks. Yeah, it's definitely a group effort. I know it is. Awesome. All right. Yeah, no, thanks. And I'm just going to ask staff as you give updates. We have late starts. I just want to make sure we leave time 10 minutes at the end for community to ask questions as well. So just if I speak to you a lot, I'm sorry if I'm rushing you. No, and I think I'm presenting next and this is a very quick one. So if it's okay, I'll just jump right in. Yeah. Okay. So I'm going to give a little update on the Drupalcon 2019 and 2020 RFP process. So essentially our objective is to secure locations for Drupalcon that are well suited for our programming and event needs that we can ensure an event that's financially stable and sustainable for the Drupal Association and is exciting and something that our attendees and sponsors are eager to come to. So internally we work to reframe our RFP. We tried to make it a little bit more easier to read and address some high level questions that are really important in the initial stages. So we broke out some more deeper dive information for later on in the process. And we wanted to find a way to make sure that we could continue to compare cities kind of against each other fairly, so apples to apples. We released the RFP on May 16th by a blog post on Drupal.org and promoted it through social media and emails. And we did one-on-one outreach to a bunch of targeted cities that we've worked with in the past and have been building relationships with over the past like year or so. We also had some community members promoted it to their cities, which is great. We had it open for two weeks in two days and continued to do some one-on-one outreach to some of those cities throughout that process. So it's a lot of going back and forth and answering questions to make sure that they have all the questions answered by the time the deadline is up. We received bids for two separate cons simultaneously. So we ended up with 14 proposals for 2019 and 15 proposals for 2020. We filtered through those proposals for complete answers, making sure they answered all of our questions, making sure that the financials looked roughly in line with something that we could tolerate. And looking for key dealbreakers or red flags. So as of now, we've informed many of those participants that are no longer being considered that they're not being considered. And at this point, we're down to four proposals for 2019. We're about to start site selection or city site visits for that. And we're looking at six proposals for 2020. So we're in the middle of doing city interviews for 2020 and we're about to do site visits for 2019. At that point, at this point, we're kind of narrowing it down our focus. So we're not, we're definitely not doing site visits for four cities and six cities. And at this point, we begin getting more detailed quotes from the cities and doing a deeper dive on kind of some of the qualitative values of a destination. So things that aren't financially related. So how walkable is the city? How accessible is it? Can our LGBTQ community come and feel safe and secure? And then we begin doing contract negotiations with the city, the convention center and hotels. And then eventually, we pick our city and the contracts are signed. And that's how we have our next Drupal Conlocation. We get a lot of questions and I hear a lot of like kind of misconceptions about this process. So clearing up a few of those, we did seek and receive the bids from destinations in Canada. And we did request that cities not submit bids. And we have since rejected bids from places that had states with anti LGBTQ legislation that was either enacted or pending. And I just want to be really clear that we gave direct feedback that that was the reason why we wouldn't be able to bring our event there. We also realize that we have lots and lots of people that are very curious about this process. And so we want to provide more information on the RFP process and how a Drupal Con site is selected. So we're working internally to find, figure out the best way to communicate that. So we're thinking it'll either be like a webcast or a series of blog posts that kind of gives a deeper dive on this because there are so many people that are interested in the minutiae of how we we pick a city and what our priorities are and how that process runs. So that is my very speedy update on 2019 and 2020. Does anyone have any questions on that? I have a quick question. So on that end, I really appreciate the care we give to make sure that we take the conference places where all of our attendees can feel welcome. Are there anything, is there anything we can do contractually to give us an out if we pick a city that doesn't have legislation pending that would be non welcoming but then ultimately does enact that between the time when we sign the contract and the time when the conference says what can we do to protect ourselves so we don't end up in the same position we are now in Nashville? We can put outs into the contracts. The getting out of a contract is one piece of it but then finding a new location is the other piece and the truth of the matter is is that it would it would probably need to be a minimum of 18 months before the event to be able to try and find another location and even that would be extremely limited because of how big our conferences were already limited in the number of cities we can look at and then looking at it in a tight time frame of trying to find another option that has availability when we need it it would be nearly impossible so being super honest it would probably mostly be like oh we're not going to go there and we're just not going to have people come this year or something like that because it is that big of a lift. It takes us about four to six months to fully vet cities so it's it's definitely not a quick it wouldn't be a quick shift but it is something yes contractually that we can build into the contract or even just accommodation right I mean if if they were to pass progressive laws then you know what other accommodation can they give us you know those kinds of things because I appreciate like this is probably more of a consideration for 2020 which is really far out right 2019 yeah I think I think there are things that we can include about kind of um there's things that you can include that involve relocating an event and they can cover expenses not only just about any loss expenses to date but also proactively covering things um so yes you can include that thanks great okay and I guess if the board has more questions on any of these topics please just send them my way I'll make sure they get answered I just want to make sure we keep moving this forward um Rebecca has an update one of the things we've been working on since Drupalcon New Orleans and the retreat there has been focusing on how do we unleash our data to do more to help people become more aware of the DA's programs and Drupalcon and and just better communicate with them so Rebecca's been looking at that and wants to talk to you about our privacy policy yeah are you going to share Megan or did you want me to why did you go ahead and share okay um hold on one second it um it signed me there one moment it uh google signed me out because I had an internet break oh I can just share don't worry here we go so we are um we're looking at a few things in our privacy policy that we want to alter pretty small but we know that the community will have a voice about it our current privacy policy has a few limitations on how we track visitors to the site through third-party technology and it's pretty specific in what we can do and we just want to broaden what um our options are so you can switch um so there is a paragraph in our privacy policy which talks about the use using the service providers and to help us operate the site and provide high quality user experience to our visitors what we'd like to add a say and promote information and events related to the Drupal project outside of Drupal.org so essentially what that means is that um that rather than just tracking using the trackers we already have to target audiences on other sites like Twitter or Facebook we would be able to also track conversion of those users which would is the valuable data that we need and we're not able to do right now um we would also add a bullet under that section just to be really clear with people um we may use third-party tracking services to advertise and retarget and then provide links to those privacy policies on those social media platforms um and perfect audience so that they can opt out if they'd like to um we already provide the perfect audience privacy policy opt out on the site because we are using that already this would just sort of expand the ways in which we could use use the data um and so the next slide is more of a question for you as the board um as we look at changing this you know what are the conversations you think we need to have and with whom and what communications do we need to offer to the community and as we do this you know is it just a blog post are there other avenues we need to go through and that is it so go ahead Jacob have we had any conversations with anybody about this um no not yet okay uh okay not since I've been here I don't know if they had any um there's probably been processes that was being created right um but we're just at a point where um we're recognized an opportunity we know what others our peers are doing out there and we want to be say competitive as an event company this is what you do but we also know we serve a community it's community data um yeah we're just starting frankly we want to have this conversation a public forum to start this to show that you know the insight into this yeah I mean I think I think the goals are are are noble and and and the right way way to go I think some people are probably going to hang up on the third party services and want detail over like well what information is transferring over to there uh the stuff that I feel out of my profile is that leaving Drupal.org is that now going to be in somebody else's system when you say retargeting am I going to be in their system in perpetuity now particularly right now retargeting is such a hot topic in the IT world and we all hate it everybody know there's no you're not going to find a single person who's going to like that word yeah maybe you maybe like some marketer but I mean any developer that comes across the word is going to be like oh I hate you already so all of those details are outlined in our privacy policy are ready around like the um private information and what we do and don't share and none of that will change um and so and as you probably saw in or as you did see in Rachel's um we stopped doing retargeting because it was wildly unsuccessful so I wouldn't hold your breath for that to happen again yeah but you never know. So I think what I might do just for time to say because this is important to us that we move forward in the right way if I could move it to an email and just get feedback from others um I just wanted to say the the cons sort of starting we don't think there are any cons there I think there are some serious cons um and along the lines of what Jacob said uh privacy and surveillance and tracking are really um pressure points in an IT aware community um and I think we really need to be mindful of that that said I think we need to do this but the conversation is going to be critical um and finding a way to to do it sensitively with you know the downsides of tracking um that's going on is um is going to be important so we navigate the minefield. Thank you it's good to hear and good good for us to be mindful of and I'd also like to point out that Vessa um put in a comment about are we general data protection regulation so Vessa I'm going to acknowledge your question I'm going to do some research and I'm going to get to an answer. I had the same question as Vessa by the way there is some just something if the research I think because different countries of different regulations and I think just use the right tools that support some of the international standards I think would be good. Yeah he could basically like meet the european standards first and then back to the us you're being a much better place because if you start if you start in our world if you start with anything like oh it's allowed by the u.s regulation I mean that'll end your conversation in a heartbeat but if you say we're doing this and it's in line with like say the german regulation or the gdpr then people are like oh okay because those are much more at least in the it world basically nobody trusts the us privacy regulations right but they do trust on the EU side so never start your car I my my advice is don't start any conversation saying we're adhering to us loss and the european laws are going to change next june on this and that's a pretty major major change and and you know we don't need to discuss it now but do check it I would talk about this in our one-on-one Megan I have some some more details about these things great thank you yeah glad we brought this up then so we'll keep working through this and thanks for all that advice and we'll keep you posted I'm going to just move this forward to the next update is Tim's just going to give a quick update on the infrastructure RFP yep I tried I think I tried to share it at the same moment you did so I think my screen is currently up okay yeah so this will be a quick update we gave an update back at Drupal con as well that we were in the middle of an infrastructure services RFP to find a vendor to support the Drupal Association engineering team with configuration management infrastructure management and all of that with the goal if successful of allowing internal staff to focus on efforts that are directly in service of the community while the partners handling the maintenance tasks and the underlying infrastructure tasks and kind of take that element off of our plates so that we can we can focus on missions forward work so we have a pretty significant large infrastructure there's a diagram here that I've shared before that I included so that folks looking at the slides later can take a peek and this was the timeline of our process that we've gone through our initial request for information was back in March we've done our vetting and our internal decision-making process we went through a process with internal staff certain trusted volunteers we've talked to the finance committee various things and we do have a decision and we're in the final literally today in the final step of contract negotiation and getting ready to sign with our new partner so I'm not announcing the name quite yet but we have a drafted blog post all ready to go so hopefully that will be public before the end of the week it's not even the end of the day so we'll see how that goes and that's the quick quick update basically where we're through that process we've got a vendor selection we're just finalizing paperwork so congratulations thank you very much we're really excited about it on the engineering side to get some support on the infrastructure side of things so that's great and a lot of work went into that and a lot of care so I'm really happy with where it landed I think it's the right solution and I'm looking forward to be able to speak more about that when it gets announced so just to keep things moving I'd like to now hand it over to Whitney Whitney's going to give us an update on the community discussions and then the last bit of business is Summit just joined us Jamie will give us a quick overview of April's financials and then there will be a motion to vote on January through April financials and then we'll just open it up for community questions hi everyone thanks so much for having me I am going to keep it very brief we have completed the community discussions we held seven of them at Drupalcon Baltimore and we held seven online in the first two weeks of May they were well attended but less attended than we had expected and that we had capacity for but the feedback the findings were incredibly consistent from session to session we had tremendous engagement and I feel really confident about the the quality of our findings um to just give you a snapshot not go into any detail at this moment we identified shared needs that the community has that are not currently being met particularly highlighted by recent events but many of these needs have been not met to the greatest extent that they could be for some time I'm going to list those out and move on but I will be going into more detail in a webinar on July 6th at 11 a.m. Eastern as Megan said earlier we just published a blog post with high-level overview of these findings and a link to register for that webinar for anyone who wants to hear more information the recording of which along with the transcription of the recording will be posted as soon as that is completed so the shared needs that we identified in order of frequency from most frequent to least are number one awareness to participation transparency clarity contribution healing trust understanding communication connection empowerment process and progress I know I just laid a lot on you but I will be going into much more detail on what we mean by these needs how we're defining them how we discovered that these were the needs I'll be talking much more about the methodology for these these sessions and we also will be going into more detail in that webinar on the most commonly identified strategies that the community brought to the surface through these discussions for how to better meet these needs those range from better clarification on the responsibilities and the boundaries of leadership roles throughout the Drupal project there's also a strong desire to have an official channel for communication so that all community decisions are being noted in a single location that people can monitor people want to see improved processes for community management and greater clarity on what those processes are and documentation of them easier access to that documentation on policies and procedures but also greater documentation on what those leadership roles are and what the expectations are of them and then most most importantly and really came out of pretty much every single discussion we held is a desire for greater clarity and better communication around what is expected of Drupal community members our values as a community ensuring that the code of conduct has the necessary supportive documents that outline how we expect people to behave as representatives of Drupal in other spaces and as members of the community and the additional expectations of those who are in leadership roles there is a call for a governance summit to work through the details to take the strategies that came from these community discussions and to figure out how to go about implementing them and really create a plan how this comes together who is going to be participating in the governance summit who should be facilitating it is still not defined so we will be putting out a brief survey to the community that asks some questions around how they feel the governance summit should be organized so that this remains a community driven initiative and the Drupal Association will continue to provide support to whatever extent is possible to ensure that those things move forward with the structure and the resources that they need but again we're continuing to get the information on the how from the community directly again I will be holding a webinar on Thursday July 6th 11 a.m. Eastern that will be going through a whole presentation on these findings in great depth and we will be posting the video and a transcript of the video shortly thereafter thank you that's great thanks Whitney really excited to hear that webinar and share more of the details and also just see the next steps I'm eager to hear how the community wants to move forward with that governance summit it's going to be really interesting to see how we create a space that is like where should it be in the world right and how do we make it inclusive and make sure that someone who should be there can get there because maybe it's halfway across the world and it's expensive airplane ticket you know there's just like a lot of things to think about so I'm really eager to hear how the community wants to sell for all of that okay so moving along we have one last bit of business and just a few minutes to do it so Jamie I am so sorry to rush you but you are on to review April financials to give just an overview of our most recent financial statement and then we'll do a motion to vote great I will go as fast as I can so with financial statements it's really important to understand how the calendar works with financial statements a lot of people understand like with a retail store December November going into the Christmas season are really good times look at financial statements for those two months because those are the best two months of the year the same thing goes for Drupal we're looking at these financial statements right after the best time of year so this is this is your Christmas when it comes to looking at your financial statement so the two main goals that summit has for Drupal when it comes to financial statements is two simple goals one is having enough cash in the bank we feel that any company should have 10% to 30% of annualized revenue in the bank at any one time this helps you cover any emergency expenses but also helps you cover any slowdowns in business or any help to make better decisions the more cash you have in the bank the easier it is to make a decision so because of what I just mentioned 60% of all of Drupal's revenue comes in through Drupalcon US so because of that and how the calendar works you're so dependent on one month and one event we recommend Drupal being on the higher end of that which is the 30% so 30% of your annualized revenue is 1.4 million after the end of April you guys are at 1.2 million which is a great place to be again this number will probably go down over the next couple months as the expenses increase and the revenue will come in as fast as it does in one month for the for the event so good place to be right now but the end of the year we do forecast it being quite a bit lower than this but this is a good place to be right now net income we forecast a net profit margin of 10% interesting as a not-for-profit why would you want a 10% profit margin this helps us build our cash reserve it helps us run the business it helps us make different decisions a lot of books nowadays say 10% is the new break even and that's that's definitely the case so that's the word talking about here the 10% goal as of right now we're well over that but the forecast for the end of the year is to kind of hit that 10% target which is a really great place to be and so just jumping over to the financials real quick you can see right now where we're at in terms of the summarized financial statements where we're at year to date is at a 41% profit which is 1.1 million on a 2.6 million dollars of revenue which is 41% now like I said a lot of that is because Drupalcon Baltimore just finished and in our memo here we kind of talk about how successful Drupalcon Baltimore it was which is a great thing to see you can see this is our original forecast when we forecasted we were forecasted two million dollars of revenue for a 33% gross profit but we ended with 2.1 million dollars of revenue and a 41% gross profit so just a great event that came through and is really going to help the rest of the year so you can see that's why we're at the spike right there but as you see the next couple months this amount will definitely go down as the other events other costs come in so talk to staffs if I could hopefully that's there's anything else and we can go into more details there but that's really the summarized position of where the financial statements are at right now and we can look at more details but then also the cash that shows up here where we're at in terms of total cash 1.2 million but also 1.4 million dollars of liquidity there great and this anything Megan sorry I couldn't get my cursor to move to unmute myself that that's great um and uh I appreciate you going through that quickly and I know the the board's had the finances in advance so hopefully they had a chance to kind of digest it a bit too um and if it's okay I think I need to hand it back to Dries to do a motion to vote yeah can we get a motion from somebody I move that way um this is Donna I'm a member of the finance committee um we we've also looked over these so I move that way except the financials uh second awesome it's been moved and seconded that we approve the financials um if you are in favor say hi hi hi hi hi hi hi anyone not in favor just Ryan that was me Jeff that seconded thanks Jeff great I'll read the governance tracker okay so thank you that was a very full board meeting I just want to open it up to the community members on the line um you have a chat it's I actually um you want to chat use the chat to type in your questions if you have any at this time we could go that way I can also promote you to panel I just don't want to your video would show up but I don't want to put you on the spot okay is there a way that we can see who's in the chat if you go to the Q&A tab oh no not the Q&A tab the participants tab the participants tab oh I see that yeah there's five viewers and so very cool welcome Aaron Crossman and David Hernandez as community members I also see Amanda Delana and Elise who are DA who are DA staff so hello to you guys too does anyone have any questions they'd like to ask the board are they can they can type in there they can they should be able to use a chat function or use Q&A function all right David chill you've got a question for us David all right well I'm then going to assume there are no questions however at any time shoot me an email with your questions I'm happy to answer them but I'm glad we had people seeing it oh I see okay I didn't realize I was off mute I'm learning the zoom apparently take knowledge somehow realize I'm an old man I like what is David has said um he's being polite today in the in the Q&A question so thank you David of course you know you can reach out to any of us at any time plan I think we should interpret that as a question and answer it I mean I David I don't think you're being polite Aaron Aaron if you can hear us did you have any questions no I'm fine thank you so he did ask a question about asking uh info about the fine see more info about the financial chart charts online great and um a lot of that's going in the what we just approved correct yeah so David what we share are the income statement balance sheet um and we have those we put those with the meeting minutes so I'm going to do a blog post you know that information will go out there's more detail that can we're working on a type of report that tells a more complete story like where's the money coming from where's it going how how are the programs doing overall like margin analysis things like that so we're working with Summit to create the right document that I think will probably be the easiest to read in the community because not everyone reads financial statements um so we're working on that and you'll see that kind of information coming pretty soon as well awesome well we have reached the end of the time that we had allocated for this and we've also reached the end of the agenda so unless there is more things um more questions or more business to discuss there's nothing else I think we should adjourn the public part of the board meeting and switch to the um the private board meeting great I just want to say thank you to staff for preparing all that great information it's amazing what we do with less than 20 people and Whitney and Jamie thank you so much for joining us and sharing um your information as well you're definitely part of the team thanks Jamie and Whitney thanks for having me see you soon we have a different line for the exec session or do we stay on this we just stay on this let me I'm going to just shift up gears and then it's mics here oh yeah okay give me one minute and I can get them in you're still recording Megan yeah right stop the recording I'm gonna do that