By Luca Marzo on 2020-02-23 14:45 in Board of Directors

Open Source Matters, Inc.
Semi-Annual Members Meeting

Date: February 18, 2020
Time: 18:00 UTC
Total time of meeting: 85 minutes

Board of Directors and Officers:

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

Members:

Radek Suski, Ed Hathaway, David Jardin, Marco Dings, Astrid Günther, Jacob Waisner, Andrea Gentil, Marc Widmann, Hugh Douglas-Smith, Laura Gordon, Llewellyn van der Merwe, Alison Meeks, Jennifer Gress, Chris Keen, Benjamin Trenkle, Donata Kalnenaite, Darek Śnieg, Vikas Pisal, Jeroen Moolenschot, Wilco Alsemgeest, Carlos Cámara, Todd Woodward, Anibal Sanchez, Phil Walton, Toivo Talikka, Richard Fath, Troy T. Hall, Ken Crowder, Brian Ronnow, Alkaios Anagnostopoulos, Olaf Offick, Sigrid Gramlinger, Sander Potjer, Nicola Galgano, Deb Cinkus, Karen Dunne.

Discussion outline

Introduction

Speaker: Luca Marzo (Secretary)

  • Luca welcomed all the participants and shared the instructions to properly attend the meeting.

Semi-Annual Financial Report 

Speaker: Brian Mitchell (Treasurer)

  • Brian thanked his predecessors in the Treasurer role for the handover.

  • Brian shared the status of our financial reporting.  

    • All IRS documents have always been publicly available from the IRS website, but have now been uploaded to the OSM website through 2018.  

    • There was a technical hitch with the 2019 filings which has now been rectified and these will be added as soon as received from our accountant. 

    • Federal Tax filings are published here: https://www.opensourcematters.org/organisation/finances/financial-filings.html

  • Brian explained that our last unaudited financial reporting was 2015, the year before the transition.  Brian explained that moving forward a Profit & Loss and Balance Sheet will be published each year and that the ones for 2016 through 2019 will be available on the OSM website by the end of the week.  

    • Rowan Noted: 

      • 2016 was subject to a full IRS Audit. 

      • Robert Jacobi changed our year-end to June 30th in 2017, so there will be a half year of accounts included in this publication (January - December 2016, January to June 2017, July 2017 to June 2018 and July 2018 to June 2019)

  • Brian discussed the need to hire a new bookkeeper. Luca will help to prepare an RFP for this.

Questions & Comments

  • Wilco Alsemgeest asked the number of hours of work needed for bookkeeping.

    • The RFP will include the details of the bookkeeping needs.

  • Laura Gordon stated that a bookkeeper should be from outside of the organisation

  • Rowan explained that historically OSM had no bookkeeper until 2015.  

  • That our accountant, rather than being our “current” accountant, has been our accountant since inception and is a font of indispensable knowledge.  

  • That there are bookkeeping services available that may suit our needs better than a person would due to our cash flow (i.e High expenses during events, day to day for rest of time).

Semi-Annual Report

Speaker: Rowan Hoskyns Abrahall (President)

  • Rowan presented the status of the Joomla Foundation application as a 501(c)(3) organization and the following steps to be granted of the tax exemption status.

  • Rowan announced that the Joomla Community Magazine will be published on February 29, 2020, as a “Leap forward to the future”. Submissions would be very much appreciated, please contact Luca Marzo in the first instance if you are interested in providing an article for this edition.  Mark Lee from Stack Ideas is currently implementing a fresh design for the magazine.

  • Rowan shared the status of the Ad Server for the Joomla.org properties and the current campaigns.  Adverts are almost up and running again using TechJoomla’s Social Ads component, another of our functions now running on Joomla using a third-party component.

  • Rowan talked about the changes surrounding Elections that she has driven during her presidency including the change from the original voting procedure to the fairer one we have today, giving every member a vote that counts. She then went on to describe the changes in the nomination and election process indicating why it was necessary and how this benefits the project as a whole.

  • Rowan then laid out the final changes that she feels are necessary to bring the nomination, election and voting procedures to one that works best for the project. These changes were part of her manifesto and may be put to a community-wide vote shortly:

    • The President and Vice President are moved to the Summer Election Cycle. These two officers should be a tight-knit team. The VP is there to support the President and to share the workload. They should run together on a joint ticket to ensure cohesion in the board and stable leadership throughout the project by leading by example.

    • Treasurer term would be extended in 2020 to the Winter Election Cycle in 2021 where that role and the Secretary would go up together. These two officers are our back office, they need to work as a smooth and effective administrative team (although the rapport necessary for this is much lower than that between the President and Vice President).

    • Rowan proposed by community-wide vote that Officers (President, Vice President, Secretary, Treasurer) serve 2-year terms. These positions are the pillars of the organisation and 1-year terms just cause havoc with these roles. DC’s/Directors would stay as 1-year terms. 

  • Nicola Galgano stated that an election for 1 candidate was not democracy.  Rowan commented that it was disappointing that only 1 candidate ran for a position, but also noted that if only 1 person stands up to be “counted” they should be respected for their bravery and commitment to the project rather than receiving a flood of complaints. If only one person stands up, there is nothing we can do other than supporting them and we should.  A board position is a hard task and those who choose to stand up should always be given the respect they deserve for doing so. It is hoped that in future elections more people will stand up rather than sitting on the sidelines complaining about the lack of candidates, as happened in this election cycle.

Forum for the Future

Speaker: Rowan Hoskyns Abrahall (President)

  • Rowan shared some of the outcomes of the Forum for the Future held in Marbella in January.

  • Most of the streams have already published blog posts on community.joomla.org and reports on the volunteers portal.

  • One of the achievements has been the reformation of the Marketing Team with several people joining the team.

  • Another task started at the event was increasing the level of professionalism throughout the organization. A committee was created during the last Board meeting. This group will help create procedures and retrieving tools to increase efficiency in managing the organization.

  • Rowan then opened the floor to the Stream Leaders to give more information on the results of their streams

    • Jaz Parkyn reported from the Forum for the Future “Re-Engage and Re-Ignite Stream”.

    • Hugh Douglas-Smith reported from the “Professionalism Stream”, highlighting the need for a product roadmap based on the market needs.

    • Llewellyn van der Merwe reported from the “Technology Stream”, that defined a series of smart goals and short term goals, to focus on the target users and prepare the plan for the next major versions.

  • Laura Gordon noted that reports are in different places and asked about videos going online.  Rowan explained that a magazine article would include links to everything we can find and that the YouTube video that is currently up has a problem with the syncing of audio and video.  This will be reuploaded soon. Rowan also said that the conference site would soon be turned into a repository for conference photos and videos.