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- 7th board meeting
- 6th plenum
- 6th board meeting
- 5th board meeting
- Thank you, LuanRT!
- 5th plenum
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- NewPipe e.V. hires contributor Profpatsch for NewPipe development
- 4th board meeting
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- 3rd board meeting
- Donation to Weblate
- 2nd plenum
- 1st plenum, 2nd board meeting
- Pseudonyms
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- We are founded!
7th board meeting
2025-12-23
Today we had our seventh board meeting. This time, the full protocol is included below, instead of being provided as a separate PDF file.
The meeting was held primarily to approve a new travel cost policy and make some plans for 39C3.
Protocol notes for 7th board meeting of NewPipe e.V.
People from the board present: Fynn, Poolitzer, Stypox
Additional participants: Tobi, Schabi
Agenda items:
- Appointment of the protocol writer
- Determining the quorum
- Adoption of the agenda
- Adoption of the protocol of 29.06.2025
- FOSDEM planning
- Travel cost policy
- 39C3 planning
- Miscellaneous
- ZAM invoice
- Contractors' status
- Donation to Codeberg/Forgejo/Gitea
- Outstanding tasks
- Next general assembly
The meeting is started at 19:05 German time, 21.12.2025, by the chairman of the meeting, Fynn.
Item 1: Appointment of the protocol writer
Stypox agrees to take the protocol notes.
Item 2: Determining the quorum
The present board members acknowledge that a timely invite happened and that the meeting has quorum according to §8.10 of the statute. The agenda was attached as part of the invitation.
Item 3: Adoption of the agenda
Tobi suggests adding a point about making a donation to Codeberg/Forgejo/Gitea, and Fynn remarks that we can indeed discuss about it, but not make any binding decisions about money in board meetings. It will therefore be discussed in the Miscellaneous section.
The new agenda is adopted unanimously by the board.
Item 4: Adoption of the protocol of 29.06.2025
The protocol of the previous board meeting of 29.06.2025 is adopted unchanged unanimously.
Item 5: FOSDEM planning
Fynn gives space for the people attending FOSDEM to plan anything related to travelling to FOSDEM. 3 (maybe 4) people are attending.
Stypox explains that the talk that he will give there, together with flypig, was accepted: https://fosdem.org/2026/schedule/event/R7NR3U-newpipe-sailpipe/.
Fynn asks Stypox to acquire some merch and the payment terminal from Poolitzer during 39C3, so he can bring it to FOSDEM.
Poolitzer explains that we still have plenty of merch for 39C3 and FOSDEM, but that afterwards we'll probably need to replanish.
Fynn appoints Stypox to handle the booking of accommodation for FOSDEM together with the other attendees.
Item 6: Travel cost policy
Fynn mentions the travel cost policy to discuss: https://git.newpipe-ev.de/NewPipe-eV/website-2-0/pulls/11.
The main reason for coming up with an actual policy is to regulate food reimbursements; the policy also establishes some deadlines for reimbursements. The rest of the policy is mainly a written form of what we have already been doing. The policy sets a 7.5€ max reimbursement for food per day, provided that receipts are documented. The informal definition of "day" is "after waking up and before going to sleep".
For reference, Tobi explains the concept of Verpflegungsmehraufwand, which requires employees doing work travel to be reimbursed 14€/day for their food costs, although in some cases it becomes 28€/day and it may also depend on the place. Tobi explains that this is for reference, as it would not apply to people attending in the name of the e.V., since they are not employees.
Stypox explains that 7.5€ would be enough to pay for lunch+dinner+breakfast in case money from multiple people is pooled together to cook together. It would not be enough to pay for two eat-outs per day (lunch and dinner) but that is fine, the e.V. does not need to pay for all meals. But Fynn notes that giving participants the opportunity of at least one eat-out together can help with bonding.
Poolitzer and Stypox agree that it is ok to vote on the policy as-is, since it's mostly documenting what we've been doing already, and the value for daily food reimbursement can always be changed later if needed.
The chairman asks the board to vote on this formulation: "Do you approve the travel cost policy?". The board unanimously votes "yes".
The specific document that was voted upon can be found here. Fynn proceeds to merge the corresponding Pull Request, which makes the policy appear on the website at https://newpipe-ev.de/policy/travel/.
Item 7: 39C3 planning
Only Stypox asked for reimbursement for 39C3. The limit of 125€/person for travelling seems to be enough.
The chairman asks the board to vote on this formulation: "Do you approve to spend 125€ to reimburse the travelling costs of one person going to 39C3?". The board approves the formulation with two approvals and one abstention. Stypox abstained because he is the one person involved.
Fynn asks Schabi about doing a meetup for NewPipe fans at 39C3. Schabi explains there are two options.
One option is to use a table at the NerdBerg assembly. Schabi argues that if we ask in advance, we risk too many people going there, while if we do it on the spot we risk not knowing if the NerdBerg people would be ok with it.
Another option is booking a SOS room slot (reference: https://events.ccc.de/2025/12/13/39c3-self-organized-sessions/). Fynn suggests taking an 80 minute slot, given that last time it the discussion took very long. Taking a look at the possibilities, they don't seem to fit our needs (https://events.ccc.de/congress/2025/hub/de/wiki/venue). They also seem all booked out already, except for day 4. Schabi also argues that it should not overlap with other F-Droid or FOSS Android sessions.
Schabi takes initiative for deciding on the self-organized assembly, and for gathering participants from NewPipe e.V. in a Matrix group.
Item 8: Miscellaneous
ZAM invoice
Fynn reminds Schabi about the ZAM invoice we have to pay. The invoive is for 3 days, although we used it for 2 days. Initially it was booked for 3 days but we decided not to go on the last day and stay at NerdBerg instead. Schabi still wants to check whether 3 days is actually what was agreed on, and if that's indeed true, Fynn will proceed with paying the invoice.
Fynn explains that the cost of the invoice is not too big anyway, and especially that we ended up paying a reasonable amount for the kitchen.
Schabi agrees to look into the emails and find out how many days we had booked.
Contractors' status
The board discusses briefly about the performance of the e.V.'s contractors. A good part of the budget was or will be spent until the end of the year, although not all. Discussions on changes to be made are postponed to the budget planning meeting.
Donation to Codeberg/Forgejo/Gitea
Tobi explains that there are problems backing up the NewPipe repo (and its issues) to our Forgejo instance because of the backend making a lot of requests at once to GitHub, which after the first few requests imposes rate limits. Tobi therefore suggests donating to Codeberg or Forgejo or Gitea so that they can solve this problem.
Fynn argues that, generally, making donations to other projects with our money would not be a good selling point. However, in this case it would make sense as we are trying to get an issue solved.
On a separate note, Schabi suggests that we could also become a member of the Codeberg association, if we decide to move the NewPipe project there. The fee would be 100€/year.
Fynn acknowledges that the people present are in favour of possibly becoming part of the Codeberg e.V..
Schabi asks Tobi about any progress in the migration of the NewPipe project to Codeberg. Tobi replies that, while the team has not settled on a decision on this matter, he estimates that the team is generally in favour of this prospect. However, migrating requires being able to make backups from GitHub, and it would be hard to replace GitHub's free CI runners.
The assembly resolves to have Tobi ask Forgejo people about the aforementioned bug, so that maybe the backup problem can be fixed.
Outstanding tasks
Fynn asks the board whether there are any other outstanding TODOs for the board.
Poolitzer explains about ponypower's contract for the logo: we still need to clarify the implications of using the existing GPLv3 license for the logo. Poolitzer will need to put more research into this.
Poolitzer explains that in January we will need to do another general assembly to elect a new board and do the budget plan for 2026.
Fynn brings up the point about donating 600€ to FOSDEM 2025, which we still have not done. This point was initially stuck on asking them if 600€ could be considered a sponsorship, but now it's just better to donate and not worry about the recognition. Fynn says he will do this bank transfer together with other stuff.
Next general assembly
Last year the board was elected on the 4th of January, so we need to do another general assembly around that time. The people present agree on choosing a day between 19 to 25 January, and Stypox takes responsibility for making a poll.
After acknowledging that nobody has any other miscellaneous topic, Fynn closes the meeting at 20:37 German time, 21.12.2025.