By Luca Marzo on 2020-02-20 18:32 in Board of Directors

Open Source Matters, Inc.
Full Board of Directors and Officers Meeting

Date: February 13, 2020
Time: 18:00 UTC
Total time of meeting: 2 hour 35 minutes

Attendees:

Rowan Hoskyns Abrahall (President), Daniel Dubois (Vice President), Luca Marzo (Secretary), Brian Mitchell (Treasurer), Djamel Kherbi (Director), Hugh Douglas-Smith (Director), Jaz Parkyn (Director).

Apologies:

Harald Leithner (Director), Eric Lamy (Director)
Jason Nickerson (Director) on leave.

Proxies:

Luca Marzo served as proxy for Eric Lamy.
Brian Mitchell served as proxy for Harald Leithner.
Daniel Dubois served as proxy for Jason Nickerson.
Hugh Douglas-Smith served as proxy for Rowan Hoskyns-Abrahall from 19.50 UTC onwards.
Jaz Parkyn served as proxy for Daniel Dubois from 20.00 UTC onwards.

Discussion outline

President

  1. Rowan has set up Social Ads on CJO and has it running on there with BRANDIT ads and an Adsense Backup.  Using a direct Adsense fallback is playing havoc with our CSP so it is a bit hit and miss. Working with Tobias to get this fixed before rolling out project-wide.  Social Ads has a remote code (much like BSA) that we can use on any property (Joomla or otherwise i.e. Forum). Advertisers will be able to buy ads directly from CJO.  This has the benefit of us no longer losing 20% to BSA instead we just pay PayPal fees (working with Parth to create a possible Veem integrations to lower fees even more).  It also means we can close down another server and streamline our properties once more, plus we’re now using a Joomla 3rd Party Component to serve our ads and therefore “eating our own dog food”

  2. Our VPN is hugely out of date.  Michael Babker was running this but has stepped down. Can someone please take this role up, get the VPN upgraded and finish the work started to switch us from team based logins to person based logins?

  3. Spent weekend in Milan, Davide Messia (a huge hearts and minds person) has run for team lead of VET and Donato Matturo and I spent Saturday together going through accessibility and their plan for supporting the team.  Donato and Vito organise an event for accessibility in Italy, now about to have its second edition and also have a partnership with the Institute for the Blind in Italy. Carlos Camara has stepped up as JAT lead.

  4. Marco Dings is currently in London (not with me at moment)  we had to cycle the AV Kit back into the UK in order to complete the carnet.  We got a carnet last year because there were plans for the AV Kit to travel to various countries that require a carnet for kit such as this.  The kit only went to one of these places, but if we didn’t close the loop we would have been liable to costs of approximately $2500. Bringing Marco here to complete the loop cost more less than half of that (unsure of total because he hasn’t finished eating and drinking coke zero yet). He is also attending the Commonwealth Girls Education Fund Dinner with me on Saturday.  This organisation is a part of the Commonwealth and solely concentrates on educating girls in Commonwealth countries by funding their education and providing their parents with a stipend to allow them to finish secondary education. I have been working with them to ensure that these girls receive a tablet or notebook to help them with their education and we are working to ensure that they have Joomla installed so that they have both a website to talk about their experiences and a tool with which to start a business when they leave school.  Another benefit of this event is meeting people from the Commonwealth who can open many doors when it comes to outreach in Africa and other third world countries.

  5. Mark Lee from Stack Ideas has had his designers create an amazing layout for the Magazine in EasyBlog.  They are starting work on it and much as we wanted to launch the magazine tomorrow (14th February). We should wait until this design has been implemented, also with the 14th deadline approaching and the lack of articles from many who promised, we can allow for this first issue to really shine by doing this.  Another “special” date this year is the 29th of February we could make noise about making “A leap forward into the future” with the relaunch of the magazine a year with 29 days in February is called a leap year, a fun and unique play on words.  

Treasurer

  • Brian shared the current bank balances.

  • Brian is in the process of hiring a bookkeeper. Brian and Luca to work on a RFQ.

  • Profit & Loss documents have been prepared by the proper Treasurer for each year from 2016 to 2019. Luca to publish them on the OSM website.

  • Brian paid all the outstanding reimbursement related to the Forum for the Future.

  • Brian requested the status of final billing on the Forum for the Future the venue. Rowan indicated multiple credits are being applied and final detailed billing will be provided.

Legal & Finance Department

  • Daniel approved a volunteer reimbursement on behalf of the Legal & Finance DC.

Events Department

  • Pizza Bugs and Fun has been scheduled globally for October 17, 2020, repeating the global coordinated event.

  • The PBF working group has been formed under the Events Department as a Working Group  without voting rights.

  • Events Department meeting scheduled for February 19th.

Operations Department

  • Hugh dealt with the Conflict Resolution Team business.

Programs Department

  • Department meeting took place on 4th February.

  • Election voting for the next Volunteer Engagement Team Leader is currently ongoing, results to be announced 16th February, followed by a two week transitional period - new team lead will be officially in place 1st March.

  • Blog posts have been created for each of the department teams for the February issue of JCM. Thanks to Sandra for creating imagery to accompany each post. 

Vice President

Secretary

  • [Elections] The new nominations and elections methodology requires more time and manual work to manage it, due to the different mechanisms and timelines to handle the different scenarios. The positive aspects of this new method are the direct involvement of nominees and the discussion phases where people could ask questions and get to know candidates and their programs.

  • [Elections] The current election system, even if grants us anonymous votes, has several flaws from a privacy perspective. So I’m conducting some research to find out a free and Open system that will allow OSM to conduct elections in a professional and secure way, respecting transparency and privacy. A demo of this system will be proposed to the Board in the next few days.

  • [Elections Tools] Shout out to Sander Potjer, who implemented in the Volunteers Portal several features to easily extract data for the Elections. https://github.com/joomla/volunteers.joomla.org/issues/210 Thank you Sander! 

  • [Elections] As Officer, I am disappointed to see a public war on the Social Media and Glip from other Board Members. It is totally fine to support one candidate or another, but public shaming or defamation should not be done like it has been done so far. Also as Board Members we should work with whom gets elected, so this war could lead to internal issues.

  • [Forum for the Future] Several people asked to form some cross-functional and cross-departmental teams, in order to work without being “closed” under a department and work on a project-level. The first could be the “Professionalism Committee”, following the work done at FftF, this committee could help increasing professionalism within the project. 

  • [Forum for the Future] As well as, we need to decouple the responsibility of the Product Management from the Production DC, giving it a long-term strategy and vision that can’t be done with having only one person responsible for everything (the DC) and with the instability caused by 1-year terms. A “Product Management Committee” should include Production DC and should work at the definition of a long-term plan for the software.

  • [Semi-Annual Members Meeting] OSM Semi-Annual Members Meeting will occur on February 18, 2020. According to the Bylaws, the President and the Treasurer will present the Semi-Annual Report pursuant Section 9.06 of the Bylaws of the Corporation. Luca shared a draft of the Agenda for the Meeting. 

  • [Semi-Annual Members Meeting] Djamel suggested using Jitsi as a tool to hold the conference. I would like to propose to you all to run a quick test to ensure it works.

  • [Tools] Wilco Alsemgeest obtained a free license of 1Password for Open Source Matters. This would allow us to dismiss the current Vault. A draft of the policy to adopt 1Password has been shared for Board review. Once ready we will approve and adopt it as an Official Policy.

  • [Template Directory] Ciaran Walsh developed a Joomla Template Directory. There has been a discussion around this on Twitter, following his announcement: https://twitter.com/_ciar4n/status/1225467041718702083 

  • [GitHub Sponsored Organization] David Jardin is dealing with the 2 Factors Authentication requirement for our organizations on GitHub, enabling it on March 15th. This will allow OSM to activate and finally join the GitHub Sponsored Organization Program. I will take care of the needed tasks when we will be ready from the requirements perspective.

  • [External Organizations] As an Affiliate Member of Open Source Initiative, we have the chance to nominate an individual to run for the Affiliate member seat in the Board of Directors of OSI. If anyone is interested please let me know. Deadline is February 28.

  • [Personal note] I’m grateful to have the chance to continue serving the Community and the Project with my 4th term as Secretary. I will try to do my best to increase transparency and efficiency of the organization as well as I will “be there” for all the volunteers who would like to speak with someone at any time.

  • [Joomla Community Magazine] The intention is to go online with the new edition on February 29, 2020.

Other business

  • The Board discussed the performances and public posts of the Vice President.

[Rowan Hoskyns Abrahall left the meeting at 19.50 UTC]

  • The Board discussed the outstanding Code of Conduct breach incidents and the sanctions proposed from the Conflict Resolution Team.

[Daniel Dubois left the meeting at 20.00 UTC]

  • The Board continued the discussion on the Code of Conduct breaches and addressed them.

  • Brian has been invited to join the Conflict Resolution Team.

Motions taken during this meeting

#2020/011 - Create the Professionalism Committee, a Working Group without voting powers, directly responding to the Board of Directors of Open Source Matters, to propose cross-departmental ideas, plans and actions to improve the professionalism level within the Joomla Project.
Proposed by Luca Marzo, seconded by Hugh Douglas-Smith.
The motion passed with unanimous consent.

#2020/012 - Adopt Jitsi, an Open Source Video Conferencing service as official tool for the Semi-Annual Members Meetings.
Proposed by Luca Marzo, seconded by Djamel Kherbi.
The motion passed with unanimous consent.

#2020/013 - Inflict a sanction to a Community Member for publicly defaming a Forum Moderator, asking him to publicly apologise with the offended party, as per recommendation of the Conflict Resolution Team.
Proposed by Hugh Douglas-Smith, seconded by Djamel Kherbi.
The motion passed with unanimous consent.

#2020/014 - Inflict a 3-month ban to a Community volunteer due to abusive behavior against another community volunteer.
Proposed by Hugh Douglas-Smith, seconded by Djamel Kherbi.
The motion passed with unanimous consent and 1 abstention.

#2020/015 - Appoint Brian Mitchell as member of the Conflict Resolution Team.
Proposed by Hugh Douglas-Smith, seconded by Luca Marzo.
The motion passed with unanimous consent.

#2020/016 - The Secretary proposed to adjourn the meeting.
Proposed by Luca Marzo, seconded by Hugh Douglas-Smith.
The motion passed with unanimous consent.

Motions taken offline before this meeting

#2020/010 - Approve and publish the Board Meeting Minutes.
Proposed by Luca Marzo, seconded by Harald Leithner.
The motion passed with unanimous consent.