By Luca Marzo on 2020-09-05 10:13 in Board of Directors

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

Date: August 27, 2020
Time: 17:00 UTC
Total time of meeting: 1 hour 30 minutes


Brian Mitchell (President), Elisa Foltyn (Vice President), Luca Marzo (Secretary), Hugh Douglas-Smith (Director), Djamel Kherbi (Director), Jaz Parkyn (Director), Radek Suski (Director), Eric Lamy (Director).


Marco Dings (Director).


Jaz Parkyn for Marco Dings.

Invited guests:

Marianela Queme (Elected Director)

Discussion outline


  • No major updates.


  • Brian shared the bank balances as of yesterday.

  • BuySellAds payment came to the PayPal account.

Production Department

Legal & Finance Department

  • Hugh gained control of the account with BuySellAds and has cashed out $6500 which is being paid into our PayPal account, this leaves a balance of $35. We can now start to use this again and generate monthly revenue.

  • Hugh presented an analysis of the income generated by the current ads serving platform compared with the previous platform. Further analysis and decisions need to be made on that.

  • Hugh is working to resolve access issues with the Google Adsense account

Marketing & Communications Department

  • Marianela is being onboarded as the newly elected Marketing & Communications DC.

  • Landing page update. We have a volunteer who is currently working to make this happen. We need to discuss with Operations the management of this page.

  • The new landing page will inherit the top menu and footer from the CDN and propose a totally different look and feel. The page will be published in the subfolder.

  • Marianela requested Brian to engage “officially” with 123RF, to request credits for videos.

  • Instagram. We are currently working on a giveaway for Instagram to glean more followers for brand awareness. 

  • The Marketing Team is about to arrange a Team Lead election. People from the J4 Marketing subteam, might consider joining the main team.

  • Marianela hasn’t defined yet the Assistant to the DC.

Events Department

  • Brian Ronnow organized the 6th of August  the first meeting with JUG organizers, the main purpose of the meeting is to share ideas and experiences among the JUG organizers. This will also benefit the new JUG organizers who are struggling to organize meetings.

Operations Department

  • The Joomla Community Magazine is working continuously and doing a great job. The latest team meeting has been held today. The meeting report will be published soon on the Volunteers Portal.

  • VEL Website is merged into the Extensions website. The latest JED meeting was on June 26th. The meeting report can be found at Volunteers Portal. 

  • The (JED) Extensions GSuite is phased out, everybody is now using addresses.

  •  JED4 development is ongoing, a two day sprint has been performed. Everyone is invited to help with its development.

  • A survey has been created by the JTD team and shared with the help of the Social Media Team.

  • The JVP team is continuously working on all reported issues.

  • The webmaster team requested feedback from the Webmasters to standardize the Joomla Privacy and security settings.

  • All cPanel passwords have been regenerated to make sure access information is kept secure in the vaults.

  • The Board discussed the consent renewal of the Identity Portal.

Programs Department

  • Jaz has been working on a document to formally outline the responsibilities of Department Coordinators.

  • Jaz attended the last Educational Outreach WG meeting and helped them to put the next steps in place for defining their mission and goals.

Vice President

  • In the German channel there was a discussion about “user driven decisions” . Elisa to explore the solutions to get user feedback.

  • Elisa had training with kids for 1 week before vacations, it went really well. 

  • Elisa suggested to consider the opportunity to prepare a “UX release”, focused on improving the User Experience and making everything easier.


  • [Elections] Ballots for Vice President and Events DC are running until August 30, 2020.

  • [Elections] The Call for Manifestos for the Treasurer role has been extended until August 30, 2020. No manifestos have been received so far.

  • [Elections] Marianela Quemé has been elected as Marketing & Communications Department Coordinator. The handover period has started, so she will be invited to all the Board Meetings until the official commencement of her term as DC.

  • [Elections] Jaz Parkyn has been re-elected as Programs Department Coordinator.

  • [Shop RFP] One proposal has been received. The proposal is available for Board Review. According to the timeline, we should notify the vendor by September 05, 2020.

  • [Conflict Handling RFP] One proposal has been received. The proposal is available for Board review. According to the timeline, we should notify the vendor by September 05, 2020.

  • [Google Partnership] Missing some details about OSM bank account to complete the administrative part, after the contract signature.

Other business

  • Marco highlighted the need to use functional mailboxes for Department Coordinators.

  • Marco requested a clarification on the effects of the missing Privacy consent renewals on the Identity Portal for showing data on the Volunteers Portal. Luca clarified that the membership is not affected by the missing consent, as OSM has a legal basis to continue processing members data, as mandated by the Law of New York and the Bylaws.

  • The Board discussed the status and the achievements of the agents appointed to find sponsors.

Motions taken during this meeting

#2020/115 - Extend by two weeks the length of submission period of the Shop RFP and Conflict Handling RFP.
Proposed by Luca Marzo, seconded by Radek Suski.
The motion passed with unanimous consent.

#2020/116 - Revoke the appointment of Carrie Megginson as an Agent of the Corporation according to the Corporate Policy regarding Sponsorship Commissions.
Proposed by Hugh Douglas-Smith, seconded by Luca Marzo.
The motion passed with unanimous consent.

#2020/117 - The Secretary proposes 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

#2020/114 - Approve and publish the Board Meeting Minutes.
Proposed by Luca Marzo, seconded by Brian Mitchell.
The motion passed with unanimous consent.