[Eg-oversight-board] Evergreen Project By-Laws

Holly Brennan haderhold at ci.homer.ak.us
Mon Apr 9 13:13:04 EDT 2018 

>>A note from the peanut gallery re vote qualification -- my understanding is that in addition to the things that Tim listed, one is also (currently) qualified to vote by simply being an employee of an institution running Evergreen, regardless of any other contribution.  This may be a fine distinction, but I would be wary of excluding smaller organizations from the vote pool if this were lost.

I noticed that clause missing, too, Andrea. I have voted in election since 2013, because I am a user of Evergreen. This is the requirement phrase I pulled up from past election emails:

Register to Vote for Evergreen Oversight Board Members

To be eligible to vote in the elections, you must either be an individual who has contributed code, documentation, or other work to the Evergreen Project, or you must be employed by an institution that is contributing to the project by virtue of running Evergreen.

A similar phrase is located in the EOB Term section 2.4, which states that “Nominations may be made by any individual who has contributed to Evergreen or who is employed by an institution that runs Evergreen.

We should probably get this phrase/requirement standardized….

-Holly




ABN

On Mon, Apr 9, 2018 at 9:06 AM, Gagnon, Ron <gagnon at noblenet.org<mailto:gagnon at noblenet.org>> wrote:
I think Tim's suggestion is the way to go -- much as we do now to qualify to vote.  I have concerns about the self-perpetuating concept.
Ron

On Mon, Apr 9, 2018 at 9:01 AM, Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>> wrote:
I think the other option might be to make it a membership organization and make the bar really low using our current requirements for voting. Maybe, organizations can join if:
--Contribute code directly
--Hire developers to contribute code
--Staff have reported and/or tested bugs
--Staff have contributed documentation
--Staff have served on a recognized committee/group (other than the Executive Committee)
In this situation, any member could have staff who vote.



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Tim Spindler | Executive Director | CW MARS

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On Mon, Apr 9, 2018 at 8:57 AM, scott.thomas at sparkpa.org<mailto:scott.thomas at sparkpa.org> <scott.thomas at sparkpa.org<mailto:scott.thomas at sparkpa.org>> wrote:
If, indeed, we MUST be self-perpetuating (which actually is not apparent from the attorney’s comments) and follow Ruth’s suggestion, I think we should write the election into the By-Laws; e.g.; “The Board will solicit candidates by polling the Evergreen community.”  While I have had many good experience with self-perpetuating boards, we always need to guard against insularity.

Scott

From: eg-oversight-board [mailto:eg-oversight-board-bounces at list.evergreen-ils.org<mailto:eg-oversight-board-bounces at list.evergreen-ils.org>] On Behalf Of Timothy Spindler
Sent: Saturday, April 7, 2018 2:48 PM
To: Ruth Frasur <director at hagerstownlibrary.org<mailto:director at hagerstownlibrary.org>>
Cc: Oversight Board <eg-oversight-board at list.evergreen-ils.org<mailto:eg-oversight-board at list.evergreen-ils.org>>
Subject: Re: [Eg-oversight-board] Evergreen Project By-Laws

I think that may be possible

On Sat, Apr 7, 2018 at 12:59 PM Ruth Frasur <director at hagerstownlibrary.org<mailto:director at hagerstownlibrary.org>> wrote:
Regarding the election, could it be such that we continue holding the elections as is, and then do an "official" vote whereby the sitting board elects the new members based on the vote of the community?

On Sat, Apr 7, 2018 at 12:56 PM, Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>> wrote:
Oy vey, here they all are

  1.  Do the board members have to be 1 year?  We currently have 3 year staggered terms.

Yes, we can do staggered 3 year terms.  Let me know what the current terms are for each director and I can make the change.
  2.  Section 3.3 - is it essentially saying that the Board will elect the Board members?   We found the language a little confusing.

It is correct that the Board elects itself.  If the corporation doesn’t have “members”, which Evergreen did not want, then the board elects itself as a nonprofit has no shareholders.  It does seem unusual, but the self-perpetuating board is how many nonprofits function.  MOBIUS is different as it has members.
  3.  Section 3.3 has "Directors participating maysimu ltaneously hear each other during the meeting."  Does this mean it has to be auditory (eg. Phone, Web Conferencing, or in person) or can we use IRC?  Would all votes be invalid in IRC?

This is what we discussed in our conference call.  For the one, official meeting that the board has each year, everyone has to be “present” and able to hear each other at the same time.  This is a statutory requirement in Missouri (and most states).  This meeting could be accomplished at the annual convention with anyone unable to attend in person calling in.  For that official meeting, it cannot be done via chat room.  Other, unofficial meetings can be held via the chat room.  However, any “votes” should be memorialized in a separate, written resolution signed by the board of directors.
  4.  Our current rules of governance has a purpose and responsibility section, can we include something like this in Article I?
We can add these provisions into the bylaws.  Please send over what Evergreen would like incorporated.



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Tim Spindler | Executive Director | CW MARS

tspindler at cwmars.org<mailto:tspindler at cwmars.org> | 508-755-3323 x120

http://www.cwmars.org<https://linkprotect.cudasvc.com/url?a=http%3a%2f%2fwww.cwmars.org%2f&c=E,1,qnsUsYtVP0POflOuklTYnztKOVcdF8lq9W__5T1xIgFcbSop2k9TESaDFHf10BHNvsicEfR8SgT1FhCQdL_edyHNG1FtUdk72Q3-ls1sCabA35NGvQ,,&typo=1>





On Sat, Apr 7, 2018 at 12:55 PM, Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>> wrote:
I hit send too soon

  1.  Do the board members have to be 1 year?  We currently have 3 year staggered terms.

Yes, we can do staggered 3 year terms.  Let me know what the current terms are for each director and I can make the change.
  2.  Section 3.3 - is it essentially saying that the Board will elect the Board members?   We found the language a little confusing.

It is correct that the Board elects itself.  If the corporation doesn’t have “members”, which Evergreen did not want, then the board elects itself as a nonprofit has no shareholders.  It does seem unusual, but the self-perpetuating board is how many nonprofits function.  MOBIUS is different as it has members.
  3.  Section 3.3 has "Directors participating maysimu ltaneously hear each other during the meeting."  Does this mean it has to be auditory (eg. Phone, Web Conferencing, or in person) or can we use IRC?  Would all votes be invalid in IRC?

This is what we discussed in our conference call.  For the one, official meeting that the board has each year, everyone has to be “present” and able to hear each other at the same time.  This is a statutory requirement in Missouri (and most states).  This meeting could be accomplished at the annual convention with anyone unable to attend in person calling in.  For that official meeting, it cannot be done via chat room.  Other, unofficial meetings can be held via the chat room.  However, any “votes” should be memorialized in a separate, written resolution signed by the board of directors.
  4.  Our current rules of governance has a purpose and responsibility section, can we include something like this in Article I?




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Tim Spindler | Executive Director | CW MARS

tspindler at cwmars.org<mailto:tspindler at cwmars.org> | 508-755-3323 x120

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On Sat, Apr 7, 2018 at 12:52 PM, Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>> wrote:
I asked Donn the following questions based on the feedback so far.  Here are the responses.

  1.  Do the board members have to be 1 year?  We currently have 3 year staggered terms.

Yes, we can do staggered 3 year terms.  Let me know what the current terms are for each director and I can make the change.
  2.  Section 3.3 - is it essentially saying that the Board will elect the Board members?   We found the language a little confusing.
  3.  Section 3.3 has "Directors participating maysimu ltaneously hear each other during the meeting."  Does this mean it has to be auditory (eg. Phone, Web Conferencing, or in person) or can we use IRC?  Would all votes be invalid in IRC?
  4.  Our current rules of governance has a purpose and responsibility section, can we include something like this in Article I?



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Tim Spindler | Executive Director | CW MARS

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