--- /dev/null
+Evergreen Oversight Board minutes of Tuesday, June 21, 2011
+===========================================================
+
+Present
+-------
+Stephen Elfstrand, Elizabeth McKinney, Lori Bowen Ayre, Amy Terlaga, Steve
+Wills, Dan Scott, Shauna Borger, Michele Montague, Sharon Herbert, Jim
+Corridan, Chris Sharp
+
+Software Freedom Conservancy Email
+----------------------------------
+Elizabeth went through Bradley Kuhn's email dated 6-13-11 regarding project
+transition to Conservancy.
+
+ * We will transfer the existing funds - the remains of the past three confererences
+ * We will also transfer the coming funds - the Evergreen summer of code conference
+ * Question: How do we tag specific funds for specific projects?
+ ** *ACTION*:Elizabeth will follow up with Bradley so that we can provide
+ instructions to the community for donating to specific projects.
+ * Support Evergreen: a means to contribute to Evergreen is now on the Evergreen website
+ * Elizabeth asked if we needed a treasurer. There had been a treasurer
+ position listed in the bylaws, and if we do not need one, any mention of
+ it should be removed. Dan mentioned that this was just an oversight while
+ he was editing the document.
+ * SVN access is available to Evergreen’s conservancy records.
+ ** *ACTION* Dan Scott will get access.
+ * The Official Oversight Board Communication to the SFC - evergreen@sfconservancy.org
+ * Chris Sharp can transfer over member users to
+ eg.oversight.board@list.evergreen-ils.org. This will be our email list for
+ our board-related discussions. *Question*: How will we participate in
+ future discussions? We all should agree to participate and agree on the
+ forum. The list is publicly documented so others can share in the
+ discussion.
+
+Voting
+------
+Lori asked if we could put something in the subject line like VOTE with a
+summary of the vote also in the subject line if we’re going to be voting
+online. The board can use +1, -1, 0 to indicate vote.
+
+Stephen Elfstrand prefers voting during the monthly meetings. Jim Corridan
+prefers that decisions are made during the meeting. Dan Scott would prefer the
+bulk of the discussion to happen online.
+
+*DECISION*: We will hold votes at our monthly meetings after having online
+discussions unless there is a time constraint. An email vote will be allowed
+given time constraints.
+
+project-reps@sfconservancy.org – As part of our Conservancy membership, the
+entire oversight board will be subscribed to the list so that we can
+communicate with other member project reps. We will be getting emails from all
+project reps in the conservancy.
+
+Discussion with project developers – the Conservancy would like to communicate
+Conservancy information to the project developers. Dan is suggesting that a
+footer could be added to the Evergreen website that explains our affiliation
+with the SFC; Amy and Lori will talk to Anoop Atre to see if this could be
+added to the current Evergreen website.
+
+Galen submitted a paragraph that explains Evergreen for the SFC website.
+
+Oversight Board learning from SFC
+---------------------------------
+Elizabeth contacted Bradley to see if there are other SFC projects that we can
+learn from. Dan said that Bradley would be willing to sit in on our meetings
+to answer any questions we might have.
+
+Follow Up from Last Month’s Meeting
+-----------------------------------
+Evergreen Summer of Code – was there any further discussion with Jason to see
+if he would mentor another student? Dan preferred to have this taken out of
+Summer of Code and made into a bounty. This wouldn't limit us to just the
+summer projects.
+
+Lori reported that the IMLS group discussed using part of the IMLS grant money;
+this could be set aside a fund for a bounty for specific Evergreen projects.
+Elizabeth suggested that we set this up through the SFC.
+
+Conflict of Interest Guidelines
+-------------------------------
+The following is an email from Steve Wills, dated June 21, 2011
+(http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000481.html):
+
+..............................................................................
+Just a few thoughts in the interest of efficiency.
+
+Since our last meeting I have been studying the topic of ethics and conflicts
+in non-profits.
+
+I wanted to get a feeling for current thought about the subject and I am not
+finished with that effort. In general, my reading centers around a debate over
+having a practical case approach vs. a statement of philosophy coupled with
+general guidelines.
+
+Personally, I find myself leaning toward a statement of philosophy as an
+approach to the issue. We have the spine of this already.
+
+I want to recognize that conflicts arise from time to time and need to be
+dealth with. That the topic can be uncomfortable since it implies a feeling of
+distrust. I like the idea of a statement that this is ok and can lend to
+greater diversity as long as conflicts are disclosed and members recuse
+themselves as necessary.
+
+In general my reading is supporting the idea that the greater the transparency
+of management, the less the risks of conflict are.
+
+I would like another month to continue this study before being proposed
+language changes, if any, to the board.
+
+Respectfully,
+Steve Wills
+..............................................................................
+
+Communications Committee
+------------------------
+Lori reported that due to conflicting schedules, there has been more activity
+on the web team list than during meetings in getting work done.
+
+Jim Craner has produced a plan for the new website including wireframes; the
+question remains what platform should we build it on. Drupal may be a good
+choice, but the team is not sure if this is the right tool. The existing
+website has had incremental changes made to it. Lori would like to see tighter
+integration between the current website designers (Ben and Anoop) and the team.
+
+Conference Committee
+--------------------
+Chris Sharp reported that Grace Dunbar sent out the survey of the 2011
+conference. Chris just put out on the list the need for a site selection
+committee for 2013.
+
+Shauna and Jim will be putting together a program selection committee soon.
+They would like to see the 2011 survey.
+
+Chris Sharp can set up a permanent conference list with private archives -
+evergreenconference@list.evergreen.org list.
+
+The Release Process
+-------------------
+Stephen Elfstrand has suggested that we appoint a formal release manager to
+improve upon documentation and quality assurance for future releases of the
+software.
+
+Dan expressed his concern that we would be viewed as heavy handed on the
+matter. The best that we can do right now is to beat the bushes to get
+volunteers for documentation, writing release notes, and testing.
+
+Question – how does the process work now? Anyone can be a release manager?
+Right now, yes, if you volunteer to write the release notes and help with the
+documentation, you can take on that role. However, it is a communal effort
+right now. What would help with the quality control – filing bug tickets as
+they're found. If we could get the release team process streamlined and
+focused, get more non-developers involved so that the releases are more bug
+free.
+
+Question – Is there a softer way to handle this than appointing a release
+manager? Can we put out a list of expectations? Lori has been working on an
+Evergreen feature list starter kit; her colleague, Brian has the job of
+installing the latest releases to see the new features. He can play a role here
+and contribute to the release notes. Right now there is a change log only for
+2.1. He can help the community.
+
+*ACTION*: Lori will have Brian contact Galen directly.
+
+Steve Wills would like this to be a check-in topic for future meetings.
+
+Dan Scott explained that there have been some changes made in the past couple
+of months – move towards git. Instead of developing right in the core
+repository, we're developing off to the side and then move only more stable
+versions into the core.
+
+Stephen Elfstrand suggested that maybe we use softer language than his previous
+suggestion of a release manager. He and Dan Scott will work on this as a
+recommendation to the community for more participation in the release process,
+including bug testing and reporting.
+
+Domain and the SFC
+------------------
+Do we all agree to transfer our domain to the SFC? The motion passed
+unanimously.
+
+Treasurer Position Wording
+--------------------------
+
+Dan Scott brought forward a motion via the mailing list on June 17, 2011
+(http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000475.html):
+
+..............................................................................
+Be it resolved that, given that the Rules of Governance do not
+describe a Treasurer position, section 2.4.a.i be modified to remove
+the mention of a Treasurer, changing the text from:
+
+i. Chairperson: The Chairperson shall convene and preside at all
+membership meetings. However, the Chairperson
+may appoint another board member to preside at meetings in the
+following order: (1) the Vice Chairperson; (2) the
+Secretary; (3) the Treasurer.
+
+to:
+
+i. Chairperson: The Chairperson shall convene and preside at all
+membership meetings. However, the Chairperson
+may appoint another board member to preside at meetings in the
+following order: (1) the Vice Chairperson; (2) the
+Secretary.
+..............................................................................
+
+The motion passed unanimously.
+
+Copyrights, Trademarks, and the SFC
+-----------------------------------
+GPLS will transfer over all copyrights and trademarks over to the SFC for the
+legal protection.
+
+Next Steps and Recap
+--------------------
+* *ACTION*: Elizabeth will work with Bradley on the transfer of funds,
+ copyright, trademarks
+* *ACTION*: Dan will work with the developers and with Stephen Elfstrand
+* *ACTION*: Stephen Elfstrand recommended that we review the financial standing
+ of the project each month.
+
+Adjournment
+-----------
+The meeting adjourned at 2:21pm
projects / contrib / governance.git / commitdiff