2020-08-14

August 14, 2020

Live Meeting Notes:

• URL: https://pad.documentfoundation.org/p/osiboard
• Username: osiboard
• Password: 0s1b0ard!2017

Call in information:

• To join the video meeting, click this link: meet.google.com/ttb-aamd-ymi
• Or, dial one of the listed phone numbers with the associated PIN:https://meet.google.com/tel/ttb-aamd-ymi?pin=3014784286124&hs=1

Quorum

Quorum reached and meeting called to order at 15:06 UTC.

Attendees

Board Members

Megan Byrd-Sanicki

Faidon Liambotis

Deb Bryant

Chris Lamb

Elana Hashman

Pam Chestek

Josh Simmons

Hong Phuc Dang

Guests

None

Expected, but Not Present

None

Sent Regrets

Tracy Hinds

Italo Vignoli

Officer Reports

* Moved to distributing PDFs links to avoid permission problems

Secretary’s Report (Deb Bryant and Chris Lamb)

• Motion (Josh): Approve Board meeting minutes of July 10, 2020 https://wiki.opensource.org/bin/Main/OSI%20Board%20of%20Directors/Board%20Meeting%20Notes/July%2010%2C%202020%20Draft%20Board%20Meeting%20Minutes/
• Second (Pam).
• Vote: Yes (8), ; No (0) ; Abstain (0).
• Motion passes
• Chris to amend to clarify the item re. unactioned “board action items”

Treasurer’s Report (Tracy Hinds and Megan Byrd-Sanicki)

• No July financials from Phyllis, expected next week
• All monthly reports are available on the OSI Financial Statements’ wiki page at https://wiki.opensource.org/bin/Operations/Financial+Statements

President’s Report (Josh Simmons and Hong Phuc Dang)

• Statement https://docs.google.coGm/document/d/1b7wCNraaZ_tnsgTxDtMXRL0dbxGQjB0yTt3Hies9-Ic

Board Topics

Recap from strategy sessions with Adam Goodman

• See notes and folder here: https://docs.google.com/document/d/10qCWGepCu9sbGZU8iElPVAuooi663NTl6MUh81FVNhQ
• Further work required, especially regarding transitioning to an advisory board, and executing on hiring a loosely-defined “head of OSI”, Timeline includes virtual face-to-face meeting in November.

Temporary changes

• Discuss criteria for identifying non-essential programs to suspend, eg. impact, vision, etc.
• https://keep.google.com/#NOTE/1wreJjUUDeiX5PgZGmKwMvKd1hXfjMqilUwZzn4MkeQpOK8EvttcFoW2qK_Fh7A
• 1. Alignment with Vision, 2. Sustainability, 3. Visibility and Profile, 4. Stakeholder Engagement,  and 5. Associated Commitments
• 6. Does it help us achieve our top goals/priorities?
• 7. Are  these programs that we uniquely can provide?
• Suspend Standards, Communications, and Membership Committees
• Maybe also Standing
• Would leave us with Finance, Staffing, and License.
• Not to discontinue work per se
• Motion (Pam): Suspend Standards, Communications, and Membership Committees.
• Second (Megan).
• Vote: Yes (8). No (0). Abstain (0). Motion passes.
•  
• Discussion: Discussion of whether the Standing Committee be added to the prior motion. 
• Motion (Deb): Amending the motion to add the Standing Committee to the list of committees to be dissolved.
• Second: (Elana)
• Discussion: Discussion of formal powers of the Standing Committee & impact on President’s workload.
• To be potentially revisited
• Vote: Yes (0) ; No (7); Abstain (1). Amendment not passed.

Convene follow-up sessions on governance

Two extra Board sessions to be scheduled to discuss/agree on below:

• Communication protocols
• Hiring, firing, and evaluating the Head of Organization, and the Board’s role therein
• Board member agreement

Intention to complete work in this area by November

Upcoming work

• Mission and vision
• Education program filters/focus

Scope of additional facilitation within bounds of approved budget

Committee Reports

Standards Committee (Pam Chestek)

• Meeting Minutes – July 23, 2020 https://docs.google.com/document/d/1uL0DKH8mWVLJ9OJXMt5nl1lwyLlZC3F6wBwPzVS2xK4

License Committee (Pam Chestek)

• Motion (Deb): That the MIT No Attribution License be approved as an Open Source Initiative Approved license in the Legacy Approval category of licenses.http://lists.opensource.org/pipermail/license-review_lists.opensource.org/2020-August/004915.html
• Second (Elana).
• Discussion: Question re. SPDX license identifier (“MIT-0”).
• Vote: Yes (8) ; No (0) ; Abstain (0). Motion passes.

Communications Committee (Italo Vignoli)

• Next steps – Italo not able to attend; item skipped.

Membership Committee (Elana Hashman)

2020 Members’ Survey Report:

• https://docs.google.com/document/d/1WYpG2pAXSwTvzZcZJJ03z019YwIwbG8QUUNlDPljR64 – 20 minutes
• Need to follow up with our other stakeholders and include the wider context (e.g. sponsors, policy organizations)
• What are we going to do with the results?
• Suggestion: F2F topic.
• Action: Elana should make summary recommendations based on feedback – could have an outside volunteer assist.
• Need data from sponsors/policy stakeholders/etc. for F2F.
• Discussion around sending current report to people involved/quoted in report.
• Action: Elana to draft email communication to share with survey participants for approval by the Board, will hold communication if there are any concerns.
• Motion (Elana): To approve the 2020 Members’ Survey Report and allocate staff time to work on a report summary for publication.
• Second (Deb).
• Amount of time TBD, as appropriate.
• Vote: Yes (8) ; No (0) ; Abstain (0). Motion passes
•  
• 2021 Events https://docs.google.com/spreadsheets/d/19lh3kO8gsewbiWPlswKHiZ3_FgNr5xcbVZgQ5mJ1luw – 10 minutes
• [Deferred to next meeting due to Italo unable to attend]

Finance Committee (Tracy Hinds)

• Tracy out on Maternity leave; July financials not available at board meeting time.
•  

Staffing Committee (Megan Byrd-Sanicki)

• See supporting document. https://wiki.opensource.org/bin/download/Main/OSI%20Board%20of%20Directors/Board%20Meeting%20Notes/20200814Agenda/8%20Open%20Source%20Initiative%20Mail%20-%20%5BExcomm%5D%20Staffing%20Committee%20Board%20Packet%20Item.pdf
• Update on Adam’s process; discussed as part of Board Topics
• IGM hiring updates 
• Deb Nicholson has accepted our job offer
• Start date September 1, 2020
• A 30/60/90 day work plan is being created, along with roles for helping on-board
• Patrick Masson will be helping on contract to help with training
• Will help her with the hiring pipeline; Josh as reached out to sustainability candidates to ask them to hold their interest 
• Next steps for permanent Head of OrganizationLonger-term; permanent head of staff
• Working on that job description and process to hire
• Staff committee will work on process as next step and will present at September board meeting
• Goal is to be ready to go out with recruitment by November board meeting

Standing Committee (Josh Simmons)

Project Reports

Incubator working group

• See supporting document. https://wiki.opensource.org/bin/download/Main/OSI%20Board%20of%20Directors/Board%20Meeting%20Notes/20200814Agenda/7%20Open%20Source%20Initiative%20Mail%20-%20%5BExcomm%5D%20Incubator%20Topics%20for%20OSI%20Board%20Meeting.pdf
• Suggestion that “onboarding” also has an equivalent “off-ramp”.
• Motion (Deb): To form the Incubator Working Group with the charter: “The OSI Incubator WG is tasked with developing a set of minimum graduation requirements for incubator projects that would like to maintain fiscal sponsorship with the OSI.”
• Second (Chris).
• Vote: Yes (8) ; No (0) ; Abstain (0). Motion passes.
• Action: Elana to set up an initial meeting with Chris.

Snowdrift

• See supporting document. https://wiki.opensource.org/bin/download/Main/OSI%20Board%20of%20Directors/Board%20Meeting%20Notes/20200814Agenda/7%20Open%20Source%20Initiative%20Mail%20-%20%5BExcomm%5D%20Incubator%20Topics%20for%20OSI%20Board%20Meeting.pdf

State of the Source

• Brief update given on sponsorships and submissions.
• Hong to send larger update offline.
• Request to Board members for talks.

Next Board Meeting

The next OSI board meeting is scheduled for September 18th, 2020.

Meeting adjourned at 15:59 UTC