2020-07-10 - XWiki

* **Motion (Chris): **Approve Board meeting minutes of June 12, 2020 ([[https:~~/~~/wiki.opensource.org/bin/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200612_Board_Minutes>>url:https://wiki.opensource.org/bin/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200612_Board_Minutes]]

55

56

* **Second (Tracy).**

57

58

* **Discussion: **none

59

60

* **Vote: **Yes, 10; No, 0; Abstain, 0.

61

62

* **Resolution**: Passed

63

64

**Treasurer's Report **(Tracy Hinds)

65

66

* Monthly Financial Report, see Appendix A

67

68

* All monthly reports are available on the OSI Financial Statements' wiki page at,[[https:~~/~~/wiki.opensource.org/bin/Operations/Financial+Statements>>url:https://wiki.opensource.org/bin/Operations/Financial+Statements]]

69

70

* Finance Committee Meeting Notes: [[https:~~/~~/docs.google.com/document/d/1ICViJ-NO44p9okFvJFtf9uGsVSqBC7G6aZ-hQejKelo/edit#bookmark=id.i60bshtly4hb>>url:https://docs.google.com/document/d/1ICViJ-NO44p9okFvJFtf9uGsVSqBC7G6aZ-hQejKelo/edit#bookmark=id.i60bshtly4hb]]

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* //No discussion / questions.//

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74

**President's Report** (Josh Simmons)

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76

* Statement: [[https:~~/~~/docs.google.com/document/d/1-ME7Dnm4Kg0h7xLMUzTqoWJ6JXYmByDxt_nBAM72bVE/edit>>url:https://docs.google.com/document/d/1-ME7Dnm4Kg0h7xLMUzTqoWJ6JXYmByDxt_nBAM72bVE/edit]]

77

78

* Highlights of current situation and challenges

79

80

* Temporary situation re. missing full-time GM

81

82

* Proposal for interim GM, needing vision work for migrating away from full-time GM

83

84

* Personal reflections and thanks

85

86

**General Manager Report**

N/A

**Board Topics**

* Pre-motion discussion: Multiple candidates

95

96

* Vote taken on Doodle, candidates being Deb Bryant and Elana Hashman

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98

* **Motion (Chris): **Appoint Deb Bryant as Secretary.

99

100

* **Second (Elana).**

* **Discussion: -**

* **Vote: Yes (9) ; No (0) ; Abstain (1): .**

105

106

* **Resolution (Motion passes):**

107

108

* **Motion (Josh): **Appoint Hong Phuc Dang as Chair of State of the Source Summit.

109

110

* **Second (Italo).**

* **Discussion:**

* **Vote: Yes (9) ; No (0) ; Abstain (1).**

115

116

* **Resolution (Motion passes):**

Board Action Items

* A list of open issues assigned to the board and/or board directors with current items and status:

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* [[https:~~/~~/docs.google.com/spreadsheets/d/1YUWUlRqcPGqxRXwAUwpYI8Pmf3SDDlHZZHwsJjPobXA/edit#gid=0>>url:https://docs.google.com/spreadsheets/d/1YUWUlRqcPGqxRXwAUwpYI8Pmf3SDDlHZZHwsJjPobXA/edit#gid=0]]

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125

* Action items not up-to-date so not discussed.

126

127

**Committee Reports**

128

129

130

~* General thanks to all commitees from President

131

132

133

**License Committee**

134

135

* * No licenses submitted and limited discussion on-list

*

**Standards Committee**

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141

* Q2 Standards Newsletter: [[https:~~/~~/docs.google.com/document/d/1e-xFfLMrpKt2jvJojv_TrkgKM4MbX_lDfE-x6yRmrpY/>>url:https://docs.google.com/document/d/1e-xFfLMrpKt2jvJojv_TrkgKM4MbX_lDfE-x6yRmrpY/]]

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* Question re. updates call mentioned in Newsletter (from Simon to stakeholders, scheduling tbd)

144

145

* Question and discussion on expansion beyond activities in the European Union. Request for improved communication regarding the leverage from EU/EC-centric work.

146

147

**Communications Committee**

* No meetings yet.

* Document shared with Board re. monitoring of media. Encloses plan to provide weekly summary of relevant topics to avoid OSI always being responsive to news, rather than proactive.

152

153

* Overview of Communications DIrector proposal.

154

155

* Request to see Charter of Communications Committee

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157

* [[https:~~/~~/meet.google.com/linkredirect?authuser=1&dest=https%3A%2F%2Fdocs.google.com%2Fdocument%2Fd%2F1ibdiZzxUXTYH_b-O7eNPUKDgr5PwRPHjxIVyGM8GamY%2Fedit>>url:https://meet.google.com/linkredirect?authuser=1&dest=https%3A%2F%2Fdocs.google.com%2Fdocument%2Fd%2F1ibdiZzxUXTYH_b-O7eNPUKDgr5PwRPHjxIVyGM8GamY%2Fedit]]

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159

* [[https:~~/~~/opensource.org/organization>>url:https://opensource.org/organization]] (under //Committees of the Board//)

160

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**Membership Committee**

162

163

* June 26th Committee Meeting Report:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Membership%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Membership%20Report.pdf]]

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165

* Update on Membership Survey: 55 responses received (6% response rate individual, 10% organisation). Full report pending approx next week (13 July) with pull quotes, summaries, etc. to provide input to upcoming vision work.

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* Suggestion to re-use identical surveys in future for comparison; all documentation has been archived for this.

168

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~* OpenUK as affiliate:

170

171

* * Preliminary notes regarding previous attempt at vote re. OpenUK membership's system and timing of the vote itself (between board meetings).

172

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* **Motion (Elana): **Approve OpenUK as an OSI Affiliate Member (see Appendix D)

174

175

* **Second (Italo).**

* **Discussion: **

* **Vote: Yes (9) ; No (0) ; Abstain (1, Chris).**

180

181

* **Resolution**: (Passes)

182

183

**Finance Committee**

184

185

* June 18th Committee Meeting Minutes: [[https:~~/~~/docs.google.com/document/d/1ICViJ-NO44p9okFvJFtf9uGsVSqBC7G6aZ-hQejKelo/edit#bookmark=id.i60bshtly4hb>>url:https://docs.google.com/document/d/1ICViJ-NO44p9okFvJFtf9uGsVSqBC7G6aZ-hQejKelo/edit#bookmark=id.i60bshtly4hb]]

186

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* Update regarding the timing of future budgets

188

189

* Insurance Offers:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/DO%20Offer.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/DO%20Offer.pdf]]

190

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* D&O Insurance:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Philadelphia_D%26OInsurance.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Philadelphia_D%26OInsurance.pdf]]

192

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* Liability Insurance:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/ANI%20-%20Liability%20Insurance%20Quote.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/ANI%20-%20Liability%20Insurance%20Quote.pdf]]

194

195

* **Motion (Tracy): **Accept Directors and Officers (D&O) and Liability Insurance offers as submitted in Board packet for July 2020 Board meeting.

196

197

* **Second (Elana).**

198

199

* **Discussion: **Annual premium D&O $3,126. More details in email from Phyllis (June 18). Need to update location for home of GM.

200

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* **Vote: Yes (10) ; No (0) ; Abstain (0) .**

202

203

* **Resolution**: Passes

* Budget

* Budget v2 (see P&L tab "2020 budget"):[[https:~~/~~/docs.google.com/spreadsheets/d/1pXG1w-sXsn2vUPzy_Hx4Vkkagmh4ncWsjetcC_K8gZc/edit#gid=1670088300>>url:https://docs.google.com/spreadsheets/d/1pXG1w-sXsn2vUPzy_Hx4Vkkagmh4ncWsjetcC_K8gZc/edit#gid=1670088300]]

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* Budget Presentation:[[https:~~/~~/docs.google.com/presentation/d/1HpTn_zWYplNlxbSgGHbqQWyOoBqn0FEEgw_OGcdxZKo/>>url:https://docs.google.com/presentation/d/1HpTn_zWYplNlxbSgGHbqQWyOoBqn0FEEgw_OGcdxZKo/]]

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* Future iterations of budget likely to feature presentations

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* **Motion (Deb): **Approve 2020 budget as submitted in Board packet for July 2020 Board meeting.

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* **Second (Megan).**

* **Discussions:**

* comparison to potential scenarios.

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* Implications of budget on reserves ("4 months")

222

223

* Confidence and therefore timeline of filling our open positions (Interim General Manager & Community/Communications Manager)

224

225

* **Vote: Yes (10) ; No (0) ; Abstain (0)**

226

227

* **Resolution: **Passes.

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**Staffing Committee**

230

231

232

* Interim GM Proposal:[[https:~~/~~/docs.google.com/document/d/15C0u21kwMXJt_J38nX0tiFEyJbYeqlAYpXYz99belmk/edit#>>url:https://docs.google.com/document/d/15C0u21kwMXJt_J38nX0tiFEyJbYeqlAYpXYz99belmk/edit#]]

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* Clarification on our confidence on filling the position

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* Question if candidate can only commit to the role for (eg.) 6 months and its impact on our longer-term hiring plans. Answer: Highly dependant on the candidate. Not ideal, unless they can truly hit the ground running then a maybe.

237

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* Timeline highlighted. Question to transition GM team on their limitations and how long they can maintain the temporary, emergency situation.

239

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* Question raised regarding the process leading to our timeline, weighing speed against a measured approach.

241

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* Suggested date for offer letter sent to prefered candidate 31st July, working backwards from that.

243

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* Josh to prompt for responses:

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246

* By EOD today (2020-07-10): re. serving on panels (eg. with managerial hiring skills)

247

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* Recommendations and questions for candidates.

249

250

* Discussion on the OSI's potential response to candidates asking about the history/availability of the GM role.

*

* Monthly Report:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Staffing%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Staffing%20Report.pdf]]

255

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* June 26th Committee Meeting Report:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-06-26%20Staffing%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-06-26%20Staffing%20Report.pdf]]

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* **Motion (Josh): **Approve the Staffing Committee to start the hiring process in accordance with the Interim GM proposal.

* **Second (Hong).**

* **Discussion: Motion includes the date(s) in proposal document**

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264

* **Vote: Yes (10) ; No (0) ; Abstain (0)**

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266

* **Resolution**: passes

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268

* Reference to original motion appointing Patrick Masson to an ex officio seat on the Board: [[https:~~/~~/opensource.org/minutes20131112>>url:https://opensource.org/minutes20131112]]

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* Original motivation was to include GM on Board communications.

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* **Motion (Josh): **Clarify that Interim General Manager will not fill an ex officio seat on the Board of Directors unless an explicit vote is held to seat them as such.

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* **Second (Faidon)**

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* **Discussion: **None

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* **Vote: Yes (10) ; No (0) ; Abstain (0)**

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* **Resolution**: Passes

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* 1 year consulting agreement with LocusPlexus LLC.[[https:~~/~~/docs.google.com/document/d/1UPQwHQuEUHyGmDXpwf-UKdCehkD7DDMyZljY3vl2I80/edit#>>url:https://docs.google.com/document/d/1UPQwHQuEUHyGmDXpwf-UKdCehkD7DDMyZljY3vl2I80/edit#]]

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* Noted 2 phases in hourly commitment from LocusPlexus to reflect OSI's change of expectations over time (page 9)

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* Rate 100 USD / hour (same as Phyllis)

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* Clarification made on invoicing approval process.

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* Contract provided by DLA Piper; differences highlighted in document.

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* Board members wishing to engage Patrick should write to Patrick and copy President andVice President(s).

293

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* **Motion (Deb): **Approve the 1 year consulting contract with LocusPlexus (Patrick Masson).

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* **Second (Megan).**

297

298

* **Discussion: **None

299

300

* **Vote: Yes (10) ; No (0) ; Abstain (0)**

301

302

* **Resolution**: Passes

303

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**Standing Committee**

305

306

* June 19th Committee Meeting Report:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-06-19%20Standing%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-06-19%20Standing%20Report.pdf]]

307

308

* July 1st Committee Meeting Report:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-07-01%20Standing%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/2020-07-01%20Standing%20Report.pdf]]

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* Interim GM Hiring Decision Proposal: [[https:~~/~~/docs.google.com/document/d/1-ALjrQ_8WOWfwRaCUD1xyxiuwiHynh7ThsNaFpUnm4s/edit#>>url:https://docs.google.com/document/d/1-ALjrQ_8WOWfwRaCUD1xyxiuwiHynh7ThsNaFpUnm4s/edit#]]

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* Background laid out on the procedure regarding interaction between Standing Committee and Staffing Committee regarding proposals for Interim GM. Various tradeoffs discussed, especially to avoid voting approval by email.

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* **Motion (Pam): **Approve the Standing Committee to act on the Staffing Committee's Interim GM recommendations in accordance with the Interim GM Hiring Decision Proposal.

* **Second (Tracy)**

* **Discussion: **Josh commits to providing additional clarity to process post-vote, without changing meaning

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* **Vote: Yes (10); No (0); Abstain **(0).

* **Motion**: Passes

* 6 month agreement with Meshed Insights:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/PhippsContractFinal_FixedFee_6Mos.odt>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/PhippsContractFinal_FixedFee_6Mos.odt]]

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* On the robust recommendation of the Standards Committee

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328

* Renewal of previous 3 month contract. Adds a termination clause to allow both parties to walk away on short notice.

329

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* **Motion (Pam): **Approve the 6 month contract with Meshed Insights (Simon Phipps).

* **Second (Deb).**

* **Discussion: **None

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336

* **Vote: Yes (10); No (0); Abstain **(0).

* **Motion**: Passes

*

*

* **Return to discussion on anticipated questions re. IGM (Deb)**

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* Deb previously volunteered to sketch responses to anticipated questions from Interim General Manager candidates.

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* [[https:~~/~~/docs.google.com/document/d/1z20XHWBMz8p12STL_Z8qkGS-jGd1fU0GIXeeazjPQe0/edit#heading=h.ehcdl8ibv3z8>>url:https://docs.google.com/document/d/1z20XHWBMz8p12STL_Z8qkGS-jGd1fU0GIXeeazjPQe0/edit#heading=h.ehcdl8ibv3z8]]

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**Next Board Meeting**

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The next OSI board meeting is scheduled for 14th August 2020

353

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* Items for board packet should be submitted by ~_~_~_~_

355

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**Meeting Adjourned**

357

358

* **Motion (Josh): Adjurn board meeting of 2020-07-10.**

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360

* **Second (Megan).**

* **Discussion: **

* **Vote:** Yes (10) ; No (0) ; Abstain (0)

365

366

* Meeting adjourned at 17:59 UTC

367

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**Appendix A - Treasurer's Report**

369

370

Treasurer's Report For the Month Ending June 30, 2020

371

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* All monthly reports are available on the OSI Financial Statements' wiki page at,[[https:~~/~~/wiki.opensource.org/bin/Operations/Financial+Statements>>url:https://wiki.opensource.org/bin/Operations/Financial+Statements]]

373

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* OSI Financial Statements for June:[[https:~~/~~/wiki.opensource.org/bin/download/Operations/Financial+Statements/OpenSourceInitiative_FinancialStatements_20200630.pdf>>url:https://wiki.opensource.org/bin/download/Operations/Financial+Statements/OpenSourceInitiative_FinancialStatements_20200630.pdf]]

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* Total Assets at Beginning of Period, 06/01/20: **$328,481**

377

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* Revenue or Sources of Funds

379

380

* Contributions: $170,269

381

382

* Commissions: $15,000

* Memberships: $720

* Interest: $3

* Total Revenue or Sources of Funds: $185,991

389

390

* Expenses or Uses of Funds

391

392

* Compensation: $10,987

393

394

* Insurance Expense: $248

395

396

* Internet Expenses, $1

397

398

* Legal & Professional Fees: $7,355

399

400

* Office Expenses: $227

401

402

* Program Service Expense: $15,000

403

404

* Promotional Expense: $99

405

406

* Other Expenses: $143

407

408

* Total Expenses or Uses of Funds: $34,059

409

410

* Change in Accounts Payable: -$1,066

411

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* SBA EID Loan: $150,000

* Other: $4

* Total Assets at End of Period, 06/30/20: $**629,351**

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**Appendix B - General Manager's Report**

* Board Alumni

* Advocacy Circle

* State of The Source

* Communications

* Memberships

* Community

* Investment

* HR Development

* Staff and Staffing

**Appendix C- Working Group and Incubator Reports**

ClearlyDefined

* Financial Statements for June:[[https:~~/~~/wiki.opensource.org/bin/download/Operations/Financial+Statements/ClearlyDefined_FinancialStatements_20200630.pdf>>url:https://wiki.opensource.org/bin/download/Operations/Financial+Statements/ClearlyDefined_FinancialStatements_20200630.pdf]]

* Report for July:

FLOSS Desktops

Open Source and Standards

449

450

Open Source Technology Management

451

452

Snowdrift:[[https:~~/~~/wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Snowdrift%20Report.pdf>>url:https://wiki.opensource.org/bin/download/Main/OSI+Board+of+Directors/Board+Meeting+Notes/20200710Agenda/Snowdrift%20Report.pdf]]

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**Appendix D - Affiliate Member Applications and Review**

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Affiliate Member Application (Non-Profit): **OpenUK** ([[https:~~/~~/openuk.uk/)>>url:https://openuk.uk/)]]

457

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1. Signed Affiliate Agreement

459

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1. ✓ Signed Affiliate Agreement:[[https:~~/~~/wiki.opensource.org/bin/download/Main/Communities/Affiliates/Affiliate_Status/WebHome/OpenUK_OSI_affiliate_signature.jpeg>>url:https://wiki.opensource.org/bin/download/Main/Communities/Affiliates/Affiliate_Status/WebHome/OpenUK_OSI_affiliate_signature.jpeg]]

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1. Currently recognized as a (or application submitted for) non-profit / not-for-profit (or equivalent) by the national government were organized.

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1. ✓ OpenUK is a not for profit, UK company limited by guarantee.[[https:~~/~~/beta.companieshouse.gov.uk/company/11209475>>url:https://beta.companieshouse.gov.uk/company/11209475]]

465

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1. Mission statement describing purpose and goals.

467

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1. ✓ "Our vision is to develop and sustain UK leadership in open technology. We do this through building a strong community across open in the UK and ensuring that is visible, ensuring through our legal and policy work that the UK is a great place to do open and thirdly, on education."

469

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1. See Articles of Assoication, page 3, "STATEMENT OF OBJECTIVES," [[https:~~/~~/openuk.uk/wp-content/uploads/2020/01/Incorporation-documents.pdf>>url:https://openuk.uk/wp-content/uploads/2020/01/Incorporation-documents.pdf]]

471

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1. Documentation formalizing organization, e.g. by-laws.

473

474

1. ✓ Documents of Incorporation [[https:~~/~~/openuk.uk/wp-content/uploads/2020/01/Incorporation-documents.pdf>>url:https://openuk.uk/wp-content/uploads/2020/01/Incorporation-documents.pdf]]

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1. Publicly available release of a product(s) or service(s).

477

478

1. ✓ Events: [[https:~~/~~/openuk.uk/events/>>url:https://openuk.uk/events/]]

479

480

1. ✓ Activities: [[https:~~/~~/openuk.uk/committees/>>url:https://openuk.uk/committees/]]

481

482

1. Use of an OSI approved open source license (software development projects only).

1. Not applicable

1. Documented approach for participation by the public.

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1. ✓ OpenUK does not currently have a membership structure. However, OpenUK will launch a new paid supporter structure later this year. For now and going forward anyone interested in joining the OpenUK may do so by joining the appropriate mailing list.[[https:~~/~~/openuk.uk/committees/>>url:https://openuk.uk/committees/]]

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1. An active community:

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492

1. Methods for current and interested individuals/organizations to join and participate in your community

493

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1. ✓ Newsletters for each committee: [[https:~~/~~/openuk.uk/committees/>>url:https://openuk.uk/committees/]]

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1. ✓ Public may join as a Member, a Sponsor, a Friend or participate in a Committee:[[https:~~/~~/openuk.uk/participants/>>url:https://openuk.uk/participants/]]

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498

1. Active participation from multiple contributors, i.e. individuals and organizations other than founders (contributions may be other than programming/technology)

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500

1. ✓ Twelve board members: [[https:~~/~~/openuk.uk/about-us/openuk-board/>>url:https://openuk.uk/about-us/openuk-board/]]

501

502

1. ✓ Twenty-five committee participants: [[https:~~/~~/openuk.uk/committees/>>url:https://openuk.uk/committees/]]

503

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1. ✓ Eight "friends" (corporate and non-profits) who support the OpenUK and its mission: [[https:~~/~~/openuk.uk/participants/friends/>>url:https://openuk.uk/participants/friends/]]

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506

1. ✓ Twelve "Partners" (sponsors), [[https:~~/~~/openuk.uk/participants/sponsors/>>url:https://openuk.uk/participants/sponsors/]]

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508

1. ✓ Multiple speakers and presenters, [[https:~~/~~/openuk.uk/events-calendar/list/?eventDisplay=past>>url:https://openuk.uk/events-calendar/list/?eventDisplay=past]]

509

510

1. References from other open source projects, ideally a current OSI Affiliate Member.

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1. ✓ Deb Bryant, Pamela Chestek, Chris Lamb, Patrick Masson, Simon Phipps,

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514

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