May 11th 2016 Board Meeting Minutes

Quorum

Quorum reached and meeting called to order at 17:02 UTC.

Attendees

Board Members

• Zack
• Paul
• Italo
• Allison
• Patrick
• Josh
• Richard
• Molly (17:20 UTC)

Guests

• None

Expected, but Not Present

• Mike
• Deb

Sent Regrets

• Leslie

Officer Reports

• Motion to approve minutes (Patrick)
  https://wiki.opensource.org/bin/Main/OSI+Board+of+Directors/Board+Meeting+Notes/Spring2016_F2F_Meeting_Notes/
• Treasurer's report (Mike), see Appendix A

Board Topics

• Revisit  "Executive Director" role, rejected during initial hire period by board in favor of "General Manager" role [postponed to next meeting]
  • LH is supportive.
• Discussion on possibility of open board meetings, for transparency (with option for a closed executive session for some portions). More inviting for members and volunteers to get involved.
  • Fits into goals to engage more with Affiliates (per F2F meeting/goals)
  • As a member-based organization would be good way to engage
  • Have to figure out practical matters: platform, audience participation...
    • How would we manage executive sessions
    • Who could join: Individual Members, Affilaite Reps, anyone?
    • Will questions / comments be allowed?
  • Could be a good way to promote volunteers.
  • Team focused calls currently allow member engagement.
  • Could increase membership through direct engagement.
  • Experiences related from three other directors' experiences, they do not see a lot of uptake/participation.
  • Perhaps set up a "membership call" at a specific time for others to call in.
  • ACTION: Patrick to develop framework / set practices / house rules on how this might occur.
    • Should probably run a few with just the board before launching publicly.

Membership Topics

• Clever name for volunteer organization, ask Shelly [postponed to next meeting]
  • In holding pattern, more info by next meeting but shared in interim.

Communications Topics

• Newsletter should we keep or dump [postponed from Spring F2F]
  • LH  says that we should keep if we can find someone not Patrick to handle,  but it's a useful touch point for our members - if they never hear from  us why should they renew? Maybe a volunteer, maybe Italo wants to handle  this? It could definitely be shorter and less intensive to create.
  • Perhaps this is a broader question for the marketing and communications team.
  • Table for discussion with communications
  • No one is tied to Newsletter, but everyone agrees we need some engagement.

Fundraising Topics

• Forming the Fundraising Team, initial membership, plan for activities [postponed from Spring F2F]
• Build on the list of "open source office" folks - how to follow up.
• Put together a survey/assessment of how contacts/donations were made/managed?
• Question asked, "Do we have marketing materials for fundraising."
• Affiliate members can (and do) also provide sponsorships.
• Are there benefits to Corporate Sponsorships?
• Can we identify how we want to go about fund-raising
• Goals for fundraising amounts
• Increase by $40K/year (was not agreed to by Board, fundraising team should determine this).
• ACTION: Follow up with Mike on CRA's interest volunteering around fundraising (also TODO connection).
• Try and set a goal of a working meeting every two weeks
• Molly (Lead), Pat, Mike, Italo, Chis, Josh, Allison
• Try BBB, Jitsi Meeting service

Legal Topics

• Have a new donated instance of Taiga.io, and created a project for license-review
• Introduce this to the License-Review? Create tickets from most recent status report.

Infrastructure Topics

Have a new donated instance of Taiga.io, and created a project for license-review

Incubator/Project Topics

Review of Timeline

• Planning Timeline: https://wiki.opensource.org/bin/Main/OSI+Board+of+Directors/Timeline2016-2017/

Next Board Meeting

The next OSI board meeting is scheduled for June 8, 2016. Meeting adjourned at...17:59

Motions

• Motion (Patrick): Approve and post the meeting minutes of April 21-22, 2016 .
  Second (Zack).
  Discussion: Small editorial changes, nothting significant. Removed names of sponsors.
  Vote: 5 Yes; 0 No; 3 Abstain.

Appendix A - Treasurer's Report

Treasurer's Report For the Month Ending April 30, 2016

Total Assets at Beginning of Period: $76256.54

Income or Sources of Funds:

• Contributions: $21067.45
• Memberships: $560.00 (14x $40)
• Open Hatch: Received $ 249.66 paid $254.60 diff -4.94
• Snowdrift $ Received 4500.00 / paid 4500.00
• Interest: $1.26

Total Income or Sources of Funds: $21623.77

Expenses or Uses of Funds for Operations:

• Payroll $ 8970.84
• Professional $ 637.63
• Bank Fees $ Supplies $ Postage, Shipping $ 104.70
• Software $ 3512.10
• Conferences/Conv $139.67
• Working Groups, Project
• Meetings $ 841.49
• Website Hosting $ 583.95
• Paypal $ 52.17

Total Expenses or Uses of Funds for Operations: $14813.65

Total Assets at End of Period $83066.66

Major Contributions 2016:

• Previous sponsor: $ 25000 received 02/10/16
• Previous sponsor: $ 20000 invoiced 01/11/16 received 04/08/16
• Previous sponsor: $ 20000 invoiced 12/09/15 received 02/10/16
• New Sponsor $ 5000 invoiced 12/07/15
• New Sponsor $ 7500 invoiced 12/14/15 paid 02/10/16
• New Sponsor $ 20000 invoiced 3/3/16 paid 03/07/16
• Previous sponsor: $
• Previous sponsor: $
• Previous sponsor: $
• Previous sponsor: $ (Patrick to ask Jane, about status)
• Previous sponsor: $
• Previous sponsor: $
• Previous sponsor: $

Appendix B - Team Reports

Communications Team

Membership Team

Fundraising Team

Infrastructure Team

Legal Team

Incubator/Projects Team