[Eg-oversight-board] Board meetings/discussions (was: Re: Can you bring me up to speed on your approval process for the registered vendor materials?)

[Dan Scott]

On Sat, Apr 07, 2012 at 12:53:14PM -0400, Amy Terlaga wrote:
> Sorry, Bradley, that was my error:
> 
> >I don't have in my email archives that these minutes were sent to
> ><evergreen at sfconservancy.org>.  Were they?
> 
> I made the mistake of only sending them to evergreen-governance-l this
> time and not to evergreen at sfconservancy.org.  I won't make that
> mistake in the future.  This doesn't help the situation now, I
> realize.

(Adding the publicly archived list - which has actually been
eg-oversight-board at list.evergreen-ils.org since June 2011;
eg-governance-l has been deprecated since then but still gets a little
bit of errant traffic - to the CC list)

For my own apologies, all around:

1) Given that a change in my work schedule has prevented me from
   attending Board phone calls since the New Year, I feel like I
   haven't been able to contribute to the Board effectively for
   months (and would correspondingly be open to resigning from
   the Board).

2) I skimmed over the minutes of the last meeting and failed to notice
   this as a potential problem. I recall being relieved that the
   attendees' info had not been sent to the vendors but didn't pick 
   up on the advertising issue.

Perhaps a potential takeaway is that we should strive to set Board meeting
agendas well in advance, with written materials supporting those agenda
items circulated in advance so that there's time to reflect on the
proposals and involve all relevant parties.

I would also strongly encourage that the Board place less focus on phone
calls and more focus on written communication on the Board mailing list
- particularly the publicly archived list, whenever possible.

For example, the trademark policy discussion that's been under way
seems to be developing nicely via the medium of email - however, it has
been occurring on the non-public, only-personally-archived
evergreen at sfconservancy.org forwarding alias and therefore future
members of the Board won't be privy to previous discussions without
someone sharing their personal archives with them. 

I was musing that we could simply add evergreen at sfconservancy.org to
the list of subscribers to eg-oversight-board at list.evergreen-ils.org to
ensure that the Conservancy received everything pertinent to the Board,
but realized that might lead to weird inbox situations for everyone on
the forwarding list. Maybe there's a generic Conservancy account that we
could add for that purpose, so that evergreen at sfconservancy.org could
remain the "discussions that may contain sensitive info that we don't
want to be public"?