By Luca Marzo on 2020-08-21 10:48 in Board of Directors

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

Date: August 13, 2020
Time: 17:00 UTC
Total time of meeting: 1 hour 50 minutes

Attendees:

Brian Mitchell (President), Luca Marzo (Secretary), Marco Dings (Director), Hugh Douglas-Smith (Director), Djamel Kherbi (Director), Eric Lamy (Director).

Apologies:

Elisa Foltyn (Vice President), Jaz Parkyn (Director), Radek Suski (Director).

Proxies:

Brian Mitchell served as proxy for Elisa Foltyn.
Marco Dings served as proxy for Jaz Parkyn.
Luca Marzo served as proxy for Radek Suski.

Discussion outline

President

  • Brian to reschedule a meeting with Elisa about the Leadership Development Program.

  • Brian is working on a plan to improve the internal communication.

  • Brian is liaising with the bookkeeper to ensure OSM meets the reporting requirements for FY 2019-2020.

Treasurer

  • Brian shared the bank balances as of today.

  • Bank statements through the end of July are shared with the Board for review.

  • A Bronze Sponsorship payment has been received in PayPal.

Production Department

  • Cassiopeia Working Group is active and slowly progressing, due to the availability of the contributors. A public discussion channel has been opened in Glip.

  • A blog post with the Release Plan for the Joomla 4 Minor Releases is being published.

  • Marco highlighted some discrepancies in the reporting frequency of some Departments. 

  • Production Department liaised with Marianela to form a group dedicated to the J4 “native” landing page.

  • Marco requested updates about the status of the joomla.org template group. 

  • IP Whitelist has been cleaned up on our servers.

Legal & Finance Department

  • Hugh and Brian had a meeting with a new potential global sponsor. Discussions are in early status.

  • The Community Sponsor (2K USD) has been successfully converted into a Global Bronze Sponsor (5K USD). 

Marketing & Communications Department

  • Richard Gosler is currently taking care of the temporary Joomla Shop on Spreadshirt. The RFP for the new Joomla Shop is still in progress.

  • For the 15th Joomla Birthday, a T-shirt design has been created and published on the Shop. A video will be published on August 16th.

  • Marianela is forming a group to work on the landing page.

  • Marianela is trying to restart the Research Team.

  • A discussion is being held in the Department, to start using UTM tags in Social Media, in order to obtain better statistics in Google Analytics.

  • Marianela engaged with the VET team to restart the volunteer greetings card.

  • There is now an exclusive Joomla 4 Newsletter that goes out on every release.

Events Department

  • No major updates since the last board meeting.

Operations Department

  • Department meeting has been postponed due to organisational issues to next Monday.

  • No other major updates for the moment.

Programs Department

  • No major updates.

Secretary

  • [Elections] Nominee Announcement has been published. The elections of the Programs DC is ongoing. The Call for Manifestos for the Treasurer role has been extended.

  • [Ombudsman] Jennifer Gress resigned from her role as Ombudsman of the organization. The Board would like to thank Jenn for her service.

  • [Privacy] The Global Privacy Policy has been published at https://www.joomla.org/privacy-policy.html. Many thanks to Donata Kalnenaite, the Privacy Compliance Team and Wilco Alsemgeest who made it possible.

  • [Sponsorship] Writersperhour Bronze Global Sponsorship agreement has been signed today.

  • [Sponsorship] I’ve standardized the Global Bronze Sponsorship Agreement and transformed it into a web form in EchoSign, so that we minimize the administrative work on our side, when a new sponsor would like to sign it.

  • [Google Partnership] The Partnership and Sponsorship agreement with Google has been signed by both parties. We’re still completing the administrative tasks related to it. It will bring OSM a good amount of funds and, more important, the opportunity to work closely with Google to improve the CMS and the operations of the Community.

  • [Volunteers Privacy] There has been a discussion throughout several channels in Glip about the bylaws and Law requirements for OSM to keep the records of Volunteers and Members. Bylaws Section 4.04 and New York State Consolidated Law for Not for Profit Corporation, Section 621(a) mandate OSM to keep the record of all the members, given that OSM has been incorporated as a membership corporation in New York. For reference: https://www.nysenate.gov/legislation/laws/NPC/621 and https://joom.la/osmbylaws 

  • [Reporting] Only Treasurer and Operations DC quarterly reports are missing. 

  • [Treasurer] Mike Demo suggested hiring a virtual CFO as replacement for the treasurer, given that it’s not easy to find one. The Board discussed this opportunity.

Other business

  • Marco asked the status of the reboot of Capital Team.

  • The Conflict Resolution Team (CRT) received a Code of Conduct Breach Report. 

  • Jenn Gress will act as temporary CRT member for the latest complaint

  • Marco requested an update of the Community Sponsor page. Hugh reported on that topic.

  • Marketing is looking for help with copywriting.

  • Hugh reminded the importance of providing Board Quarterly Reports in a timely manner.

Motions taken during this meeting

#2020/113 - 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

#2020/112 - Approve and publish the Board Meeting Minutes.
Proposed by Luca Marzo, seconded by Brian Mitchell.
The motion passed with unanimous consent.