Board Meeting 2019-08-24

Planning for Face to Face board meeting, see prior example.

Logistics

Meeting Location

• TBD

Timetable

The following timetable is split into two hour sections, used to keep scope of meeting in check and organize any invited guests.

Saturday

• 9:00 Doors Open / Coffee
• 10:00 AGM work party / foundation status / local chapter status
• 12:00 Meeting Start / Director Updates / Lunch
• 14:00 TBD
• 16:00 TBD
• 18:00 TBD
• 20:00 Meeting Close

Sunday

• 8:30 Doors Open / Coffee
• 9:00 Meeting Start / board wiki work party
• 11:00 TBD
• 13:00 CRO election feedback and recommendations --> Election process revamp
• 15:00 Election process revamp
• 17:00 Meeting Close

Travel

Confirmed:

• Jody Garnett - travel confirmed

See board travel budget for status.

Accommodation

References:

• https://2019.foss4g.org/attending/accomodation/

Planning

Key topics / Goals / Responsibilities:

• Goal: Review and approve revised election procedure based on chief-returning officer feedback and email / wiki feedback. Deliverable is an approved document to share with our membership.
• Update Election Process at CRO request ahead of 2019 elections
• Discussion: public feedback indicates our use of "dated" communication channels (mailing lists, IRC) and authentication (OSGeo user id, wiki, atliasian) make our community difficult to access and and "exclusive". Our discussion mailing list has a reputation for hostile interactions. How much is by design, where can we improve?

Work party:

• Saturday: AGM breakout workparty; Gather up information for AGM, facts help fuel later meeting discussion. Updating AGM slides (for board items) and double checking all groups have at least a placeholder slide present
• Sunday: Clean up the board wiki presence. Any official approved document can be turned into a Libre Office + PDF and attached. Draft documents placed onto the agenda for approval, revision, or destruction

Draft minuets as shared google document (as we cannot all edit the wiki at once):

• Face to Face meeting 2019 Bucharest

Saturday

Agenda

Saturday:

1. Workparty: AGM Slides
2. Meeting start (roll call, chair / scribe).Shared scribe duty via google doc has worked well previously.
3. Director updates - good topic to welcome everyone over lunch and set the tone for the meeting
4. Discussion: OSGeo community accessibility
5. Expression of interest - formation of Oceania regional chapter
6. Agenda topics open, please add items, noting any guest that need to be invited

Minuets

Attending:

Regrets:

Presiding :

• Chair
• Scribe

AGM Slides Workparty

This is a pre-meeting activity as everyone arrives:

• Update Treasure Report (Michael)
• Update Secretary Report (Astrid)
• Membership update
  • charter members
  • change to membership statistics?
• Update 2018/2019 Event list
• Update partnership / friends information
  • How is our partnership program going?
• Update local chapter initiative status
  • list of local chapters
  • confirm each group tagged into AGM slide deck
• Update OSGeo projects status
  • list of projects, confirm each is tagged into AGM slide deck
  • osgeo community list, confirm each is tagged into AGM slide deck
• Update sponsors list / status (Jody/Tom)
  • How is our sponsorship program going?

Director Updates

The goals link to election manifesto page, you are welcome to add some speaking notes below ahead of the meeting:

• Victoria Rautenbach - goals
• Michael Smith - goals
• Angelos Tzotsos - goals
• Tom Kralidis - goals
• María Arias de Reyna - goals
• Astrid Emde - goals
• Helena Mitasova - goals
• Jeff McKenna - goals
• Jody Garnett - goals

Expression of interest - formation of Oceania regional chapter

For background, see:

• EOI email request
• OSGeo Oceania wiki page

Sunday

Sunday Agenda

Sunday:

1. Workparty: Board wiki/doc cleanup
2. Meeting start (roll call, chair / scribe).Shared scribe duty via google doc has worked well previously.
3. Election process revamp (guest: Vicky as CRO)
4. OGC Partnership Discussion
5. Agenda topics open, please add items, noting any guest that need to be invited

Sunday Workparty Wiki / Document Cleanup

1. One pass to gather up a list of pages 2. One pass (in teams of two) to shortlist pages for "archive", "approve", "revise/discuss" 3. Review archive list as a group, archiving each one as we go (should be quick enough to do concurrently) 4. Review the approve list as a group, splitting up the work of making a document for each one as we go 5. Make an agenda topic for each discuss/revise page

Short term collaboration via shared google document, summary to wiki below.

List of osgeo board managed wiki pages:

• TBD

Archive list:

• TBD

Approve list:

• TBD

Revise list:

• TBD

Sunday Minutes

Attending:

Regrets:

Presiding :

• Chair
• Scribe

Election Revamp

CRO Report has been provided to board-priv, please review.

OGC Partnership Discussion

Status if CITE Team Engine incubation