By Luca Marzo on 2020-08-08 09:52 in Board of Directors

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

Date: July 30, 2020
Time: 17:00 UTC
Total time of meeting: 1 hour  40 minutes

Attendees:

Brian Mitchell (President), Elisa Foltyn (Vice President), Luca Marzo (Secretary), Marco Dings (Director), Hugh Douglas-Smith (Director), Djamel Kherbi (Director), Radek Suski (Director).

Apologies:

Jaz Parkyn (Director), Eric Lamy (Director).

Proxies:

Marco Dings served as proxy for Jaz Parkyn.

Discussion outline

President

  • Brian reported about a leadership development opportunity, provided by Eoin Oliver. He’s still checking the availability of the program and the eligibility of OSM.

  • Brian to meet with the OSM accountant on Monday to prepare the End of Year filings.

Treasurer

  • Brian shared the bank balances as of today.

  • Bank Statements through the end of June are posted for board review.

Production Department

  • Joomla 4 Beta 3 and 3.10 Alpha 1 released.

  • After revoking keys, the “continuous integration” was/is broken. The CI is being reworked to minimise the number of tools.

  • Production is changing passwords and keys on all assets, to be stored in the Vault.

  • Cassiopeia working group started, First meeting was held. Challenge is great but people are enthusiastic.

  • Marco urged to revitalize the Capital Team, to find new sponsors, suggesting also to attend CloudTalks Summit in Turkey.

  • Marco requested a formal off-boarding process. Luca to work on that.

Legal & Finance Department

  • We received a community sponsorship of $3000, they questioned why they were not listed and linked as the community sponsorship page indicated they would be. Further investigation and discussion has persuaded them to increase their donation to $5000 and become a Bronze corporate sponsor which will get them their logo and a short description on the main sponsors page. This however has highlighted that the main community sponsors form and page is using an outdated extension and does not work as described.

  • Hugh is putting together a means of tracking sponsorships as part of his audit of what we have / have had and what we expect.

  • Hugh is looking into a possible synergy with a FOSS project that tracks the usage of Open Source code.

Events Department

  • Djamel is planning a Departmental Meeting to be held right after the elections.

Operations Department

  • The Webmaster Team is preparing to add IPv6 to our servers.

  • Templates Directory stagnated due to current lack of clear decision about its future.

  • Social Media Team helping promote showcase directory.

  • JED4 virtual sprint took place last weekend and good progress was made.

Programs Department

  • Department meeting is next week

  • Jaz attended the Educational Outreach WG meeting and explained the requirements of becoming an official team and the processes involved in getting a curriculum approved as an official Joomla resource. The WG has been advised to collate resources that could form a curriculum and to outline their proposals in a formal document.

  • Educational Outreach WG had a brainstorming meeting last week to determine the direction in which they want to go and the goals that they want to work towards.

  • An exam was held in Italy with a 50% pass rate of the candidates. Another exam will be held in Malaysia in August for 20 candidates.

Vice President

  • Elisa is currently working on “sponsorship relationship management”.

Secretary

  • [Uplift] FOSS Responders informed us that the award is 5292 USD and has been paid shortly on OSM PayPal Account.

  • [Outreachy] Jaz conducted an analysis of the program and OSM can’t afford now to participate in the Program as we didn’t allocate funds to that in our budget and Outreachy requires us to cover the stipend for at least one student.

  • [Privacy Policy] The Global Privacy Policy for all the OSM websites has been finalized. It has been a long work, only possible thanks to the commitment of Donata Kalnenaite, Wilco Alsemgeest, the Compliance Team and the Webmasters Team.

  • [Reporting] Luca would like to encourage, one more time, all the Board Members to provide their quarterly reports in a timely manner. As of today there are still missing reports from Board Members. The latest deadline was July 09.

  • [Google Partnership] Hugh and Luca are liaising with Google representatives to define the frameworks of the Sponsorship/Partnership. 

  • [Sponsors] OnlineInduction signed for a Global Bronze Sponsorship package. Pending invoice payment.

  • [Bookkeeper] The Bookkeeper agreement has been signed by Karen and OSM and is effective. The dedicated functional account has been created and provided to Karen.

  • [Budget] Budget blog post prepared by Brian has been published: Back to Basics - OSM Budget FY 2020/21 

  • [Ombudsman] The Ombudsman requested to join the International Ombudsman Association. Membership benefits are listed at https://ioa.memberclicks.net/membership-benefits. The membership fee is 195 USD per year.

  • [Ombudsman] During the recent consultation with the Ombudsman, it’s clear that OSM should allocate some funds to the Ombudsman structure to allow the structure to cover some legal expenses that might incur while serving in the role. The Budget line could fall under the Board of Directors, given that the Bylaws don’t give to the Ombudsman spending power or budget line ownership.

  • [Shop RFP] Three potential vendors sent their questions, all the answers have been published in the RFP page. https://joom.la/jshop2020 . Luca notified all the vendors who submitted questions for the previous RFP about the new Shop RFP, inviting them to submit their proposals. The Shop RFP is now in the submission phase until August 25, 2020.

  • [Conflict Handling RFP] No questions have been submitted for the Conflict Handling Services RFP in the given period. Given that the Board had contacts with a vendor who proposed us some of the services described in the RFP, a few months ago, Luca informed this vendor about the RFP, inviting them to submit their proposal. The RFP is now in the submission phase until August 25, 2020. https://joom.la/conflictrfp 

  • [Bylaws] Following a discussion with the Ombudsman, Luca started working on a draft of amendment of the Bylaws. The changes would fix some lack of rules in the Ombudsman definition and escalation procedures in case of legal issues. Once ready it will be submitted to the Board for review and then for Members vote. 

  • [Google CMS Leadership Forum] Tobias Zulauf and Luca attended the CMS Leadership Forum organized by Google on July 22 and focussed on Web Privacy.

  • [Elections] As of today, only two manifestos have been submitted: 1 for Vice President and 1 for the Events Department. The Call for Manifestos will be closed on August 07, 2020. 

Other business

  • The onboarding of the bookkeeper has been completed. Starting next week, she will finish full reconciliation of the books for Fiscal Year 2019/2020. 

  • [Joomla 4 Landing page] Upon request of Marianela Queme, Marketing & Communications Assistant to the Department Coordinator, the Board discussed the technology stack to be used in the Joomla 4 landing page. The Board would encourage the use of the Joomla core, as shipped to the public, to show the power of the CMS.

Motions taken during this meeting

#2020/108 - Approve the Global Privacy Policy document and publish it on the joomla.org website.
Proposed by Luca Marzo, seconded by Jaz Parkyn.
The motion passed with unanimous consent.

#2020/109 - Allow the Ombudsman to join as a member the International Ombudsman Association and approve the expenditure of the yearly membership fee (195 USD), charging the funds to the Board of Directors budget lines.
Proposed by Luca Marzo, seconded by Jaz Parkyn.
The motion passed with unanimous consent.

#2020/110 - Allocate a Budget line to the Ombudsman from the next fiscal year. The dedicated budget line shall be under the Board of Directors.
Proposed by Luca Marzo, seconded by Jaz Parkyn.
The motion passed with unanimous consent.

#2020/111 - The Secretary proposes to adjourn the meeting.
Proposed by Luca Marzo, seconded by Djamel Kherbi.
The motion passed with unanimous consent.

Motions taken offline before this meeting

#2020/107 - Approve and publish the Board Meeting Minutes.
Proposed by Luca Marzo, seconded by Djamel Kherbi.
The motion passed with unanimous consent.