By Luca Marzo on 2017-11-19 14:37 in Board of Directors

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

Date: November 15, 2017

Time: 09:30 - 17:25

Total time of meeting: 330 minutes

This meeting has been held in person in Rome, before the Joomla! World Conference.

Attendees:

Robert Jacobi (President), Aleksander Kuczek (Vice President), Luca Marzo (Secretary), Mike Demopoulos (Treasurer), Rowan Hoskyns-Abrahall (Director), Michael Babker (Director), Yves Hoppe (Director), Peter Martin (Director), Søren Beck Jensen (Director), Sandra Decoux (Director).

Apologies:

Discussion outline

Session 1 - 10.00 CET - 50 minutes

Joomla! 4 & Extensions compatibility

  • Michael shared the progress of the Joomla! Release with the expected realistic timeline.

  • The Board discussed about the update/migration process to the new version.

  • The Board discussed about the need of documentation and initiatives to let extension developers ensure compatibility with Joomla 4.

  • Joomla! Extensions Directory and Template Directory will highlight extensions and templates ready for Joomla! 4.

Joomla.org properties

  • The Board discussed about consolidation of websites and the use of several subdomains to offer to users a unified experience.

  • Rowan shared some details about the new project-wide template for all the properties.

Single Sign-On

  • The Board discussed about a Single Sign On system to improve the user experience and to increase the readiness for GDPR.

Session 2 - 11.05 CET - 40 minutes

Review State of Finances

  • Mike shared the status of finances of the project.

  • The Board assessed the sources of revenues. Sponsorships are underperforming.

  • The Board discussed about advertising and potential sponsorships.

Department Coordinator Roles

  • Department Coordinators have to take care of their departments budget and expenses and to liaise with Team Leaders providing needed data/help about budget.

  • From Q3 of the Fiscal Year each Department Coordinators will have access to a form where to submit and check expenses and budget of their department.

Sponsor Success Team

  • The Board discussed about the need of a team to ensure success of sponsorship contracts, appointing a responsible person for each contract.

Session 3 - 12.00 CET - 75 minutes

Joomla! Shop

  • Rowan was not present during the discussion about the Joomla! Shop RFP.

  • The Board discussed the terms of the Shop RFP, specially the KPIs (Financials and Marketing) to evaluate different proposals.

Peakon

  • Yves shared results of the first round of the engagement surveys. The Board discussed about the results and eventual actions.

Trademark

  • The Board discussed about the removal of the exclamation mark.

Translation Management

  • The Board discussed about the translation management of the Joomla! CMS. Crowdin will be used as translation tool for Joomla 4. A blog post will be published with the migration plan and the strengths of the tool.

Session 3 - 14.30 CET - 120 minutes

Joomla! Contributors Agreement

  • Aleksander introduced the new version and process for Joomla! Contributors Agreement. The idea is to implement the signature of the Contributors Agreement and the Code of Conduct within the Volunteers Portal. Signature will be enforced at first login for existing volunteers.

  • The Board will check and approve the new Contributors Agreement at the next Board Meeting.

501(c)3 Organization

  • Duke Speer joined the Board for this topic. Duke presented the advantages of 501(c)3 organization against the current status.

  • The Board decided to form a working group to assess the options and will take an official decision on that after the assessment.

Violation of the Code of Conduct

  • The Board discussed about a violation of the Code of Conduct occurred. Proofs will be provided and the Board will decide afterwards.

Session 4 - 16.40 CET - 45 minutes

Local Communities Setup

  • The Board brainstormed about the formation of the Local Communities Department, going through ideas to have a clear and balanced setup.

General Human Resources

  • The Board discussed about the process for mentorships and leadership programs to prepare the future leaders of the Community.

Motions taken during this meeting

#2017/078 - The Joomla! Project wants to adopt a Single Sign On system across joomla.org properties.
Proposed by Luca Marzo, seconded by Yves Hoppe
The motion passed with unanimous consent.

 

#2017/079 - Assign Luca as Data Protection Officer
Proposed by Yves Hoppe, seconded by Robert Jacobi
The motion passed with unanimous consent.

 

#2017/080 - Create the Sponsor Success Team to manage contracts and relationship with Sponsors under with voting rights under Legal & Finance Department.
Proposed by Robert Jacobi, seconded by Aleksander Kuczek.
The motion passed with unanimous consent.

 

#2017/081 - MOTION CONTENT UNDER REVIEW
Proposed by Sandra Decoux, seconded by Yves Hoppe
The motion passed with unanimous consent.

 

#2017/082 - Create a User Research team (with voting rights) under Marketing & Communication Department.
Proposed by Sandra Decoux, seconded by Yves Hoppe
The motion passed with unanimous consent.

 

#2017/083 - Move Accessibility team under Production as regular team with voting rights
Proposed by Michael Babker, seconded by Peter Martin
The motion passed with unanimous consent.

 

#2017/084 - Use Crowdin as the official translation tool for Joomla CMS translations beginning with version 4.0
Proposed by Luca Marzo, seconded by Michael Babker.
The motion passed with unanimous consent.

 

#2017/085 - Introduce requirement to sign the contributor agreement for current and new volunteers listed in Joomla! Volunteers Portal
Proposed by Mike Demopoulos, seconded by Aleksander Kuczek.
The motion passed with majority consent, 5 (Robert, Aleksander, Mike, Luca, Peter) in favour, 3 (Sandra, Rowan, Michael) against, 2 (Soren, Yves) abstained.

 

#2017/086 - Waive the requirement to sign agreement for repository contributors
Proposed by Mike Demopoulos, seconded by Aleksander Kuczek.
The motion passed with unanimous consent.

 

#2017/087 - The Secretary proposes to adjourn the meeting
Proposed by Luca Marzo, seconded by Peter Martin.
The motion passed with unanimous consent.