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<div id="header">
<h1>Evergreen Oversight Board minutes of Tuesday, June 21, 2011</h1>
<div id="toc">
<div id="toctitle">Table of Contents</div>
<noscript><p><b>JavaScript must be enabled in your browser to display the table of contents.</b></p></noscript>
</div>
</div>
<div id="content">
<div class="sect1">
<h2 id="_present">1. Present</h2>
<div class="sectionbody">
<div class="paragraph"><p>Stephen Elfstrand, Elizabeth McKinney, Lori Bowen Ayre, Amy Terlaga, Steve
Wills, Dan Scott, Shauna Borger, Michele Montague, Sharon Herbert, Jim
Corridan, Chris Sharp</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_software_freedom_conservancy_email">2. Software Freedom Conservancy Email</h2>
<div class="sectionbody">
<div class="paragraph"><p>Elizabeth went through Bradley Kuhn’s email dated 6-13-11 regarding project
transition to Conservancy.</p></div>
<div class="ulist"><ul>
<li>
<p>
We will transfer the existing funds - the remains of the past three confererences
</p>
</li>
<li>
<p>
We will also transfer the coming funds - the Evergreen summer of code conference
</p>
</li>
<li>
<p>
Question: How do we tag specific funds for specific projects?
</p>
<div class="ulist"><ul>
<li>
<p>
<strong>ACTION</strong>:Elizabeth will follow up with Bradley so that we can provide
instructions to the community for donating to specific projects.
</p>
</li>
</ul></div>
</li>
<li>
<p>
Support Evergreen: a means to contribute to Evergreen is now on the Evergreen website
</p>
</li>
<li>
<p>
Elizabeth asked if we needed a treasurer. There had been a treasurer
position listed in the bylaws, and if we do not need one, any mention of
it should be removed. Dan mentioned that this was just an oversight while
he was editing the document.
</p>
</li>
<li>
<p>
SVN access is available to Evergreen’s conservancy records.
</p>
<div class="ulist"><ul>
<li>
<p>
<strong>ACTION</strong> Dan Scott will get access.
</p>
</li>
</ul></div>
</li>
<li>
<p>
The Official Oversight Board Communication to the SFC - <a href="mailto:evergreen@sfconservancy.org">evergreen@sfconservancy.org</a>
</p>
</li>
<li>
<p>
Chris Sharp can transfer over member users to
<a href="mailto:eg.oversight.board@list.evergreen-ils.org">eg.oversight.board@list.evergreen-ils.org</a>. This will be our email list for
our board-related discussions. <strong>Question</strong>: How will we participate in
future discussions? We all should agree to participate and agree on the
forum. The list is publicly documented so others can share in the
discussion.
</p>
</li>
</ul></div>
</div>
</div>
<div class="sect1">
<h2 id="_voting">3. Voting</h2>
<div class="sectionbody">
<div class="paragraph"><p>Lori asked if we could put something in the subject line like VOTE with a
summary of the vote also in the subject line if we’re going to be voting
online. The board can use +1, -1, 0 to indicate vote.</p></div>
<div class="paragraph"><p>Stephen Elfstrand prefers voting during the monthly meetings. Jim Corridan
prefers that decisions are made during the meeting. Dan Scott would prefer the
bulk of the discussion to happen online.</p></div>
<div class="paragraph"><p><strong>DECISION</strong>: We will hold votes at our monthly meetings after having online
discussions unless there is a time constraint. An email vote will be allowed
given time constraints.</p></div>
<div class="paragraph"><p><a href="mailto:project-reps@sfconservancy.org">project-reps@sfconservancy.org</a> – As part of our Conservancy membership, the
entire oversight board will be subscribed to the list so that we can
communicate with other member project reps. We will be getting emails from all
project reps in the conservancy.</p></div>
<div class="paragraph"><p>Discussion with project developers – the Conservancy would like to communicate
Conservancy information to the project developers. Dan is suggesting that a
footer could be added to the Evergreen website that explains our affiliation
with the SFC; Amy and Lori will talk to Anoop Atre to see if this could be
added to the current Evergreen website.</p></div>
<div class="paragraph"><p>Galen submitted a paragraph that explains Evergreen for the SFC website.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_oversight_board_learning_from_sfc">4. Oversight Board learning from SFC</h2>
<div class="sectionbody">
<div class="paragraph"><p>Elizabeth contacted Bradley to see if there are other SFC projects that we can
learn from. Dan said that Bradley would be willing to sit in on our meetings
to answer any questions we might have.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_follow_up_from_last_month_s_meeting">5. Follow Up from Last Month’s Meeting</h2>
<div class="sectionbody">
<div class="paragraph"><p>Evergreen Summer of Code – was there any further discussion with Jason to see
if he would mentor another student? Dan preferred to have this taken out of
Summer of Code and made into a bounty. This wouldn’t limit us to just the
summer projects.</p></div>
<div class="paragraph"><p>Lori reported that the IMLS group discussed using part of the IMLS grant money;
this could be set aside a fund for a bounty for specific Evergreen projects.
Elizabeth suggested that we set this up through the SFC.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_conflict_of_interest_guidelines">6. Conflict of Interest Guidelines</h2>
<div class="sectionbody">
<div class="paragraph"><p>The following is an email from Steve Wills, dated June 21, 2011
(<a href="http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000481.html">http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000481.html</a>):</p></div>
<div class="literalblock">
<div class="content">
<pre><tt>Just a few thoughts in the interest of efficiency.
Since our last meeting I have been studying the topic of ethics and conflicts
in non-profits.
I wanted to get a feeling for current thought about the subject and I am not
finished with that effort. In general, my reading centers around a debate over
having a practical case approach vs. a statement of philosophy coupled with
general guidelines.
Personally, I find myself leaning toward a statement of philosophy as an
approach to the issue. We have the spine of this already.
I want to recognize that conflicts arise from time to time and need to be
dealth with. That the topic can be uncomfortable since it implies a feeling of
distrust. I like the idea of a statement that this is ok and can lend to
greater diversity as long as conflicts are disclosed and members recuse
themselves as necessary.
In general my reading is supporting the idea that the greater the transparency
of management, the less the risks of conflict are.
I would like another month to continue this study before being proposed
language changes, if any, to the board.
Respectfully,
Steve Wills</tt></pre>
</div></div>
</div>
</div>
<div class="sect1">
<h2 id="_communications_committee">7. Communications Committee</h2>
<div class="sectionbody">
<div class="paragraph"><p>Lori reported that due to conflicting schedules, there has been more activity
on the web team list than during meetings in getting work done.</p></div>
<div class="paragraph"><p>Jim Craner has produced a plan for the new website including wireframes; the
question remains what platform should we build it on. Drupal may be a good
choice, but the team is not sure if this is the right tool. The existing
website has had incremental changes made to it. Lori would like to see tighter
integration between the current website designers (Ben and Anoop) and the team.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_conference_committee">8. Conference Committee</h2>
<div class="sectionbody">
<div class="paragraph"><p>Chris Sharp reported that Grace Dunbar sent out the survey of the 2011
conference. Chris just put out on the list the need for a site selection
committee for 2013.</p></div>
<div class="paragraph"><p>Shauna and Jim will be putting together a program selection committee soon.
They would like to see the 2011 survey.</p></div>
<div class="paragraph"><p>Chris Sharp can set up a permanent conference list with private archives -
<a href="mailto:evergreenconference@list.evergreen.org">evergreenconference@list.evergreen.org</a> list.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_the_release_process">9. The Release Process</h2>
<div class="sectionbody">
<div class="paragraph"><p>Stephen Elfstrand has suggested that we appoint a formal release manager to
improve upon documentation and quality assurance for future releases of the
software.</p></div>
<div class="paragraph"><p>Dan expressed his concern that we would be viewed as heavy handed on the
matter. The best that we can do right now is to beat the bushes to get
volunteers for documentation, writing release notes, and testing.</p></div>
<div class="paragraph"><p>Question – how does the process work now? Anyone can be a release manager?
Right now, yes, if you volunteer to write the release notes and help with the
documentation, you can take on that role. However, it is a communal effort
right now. What would help with the quality control – filing bug tickets as
they’re found. If we could get the release team process streamlined and
focused, get more non-developers involved so that the releases are more bug
free.</p></div>
<div class="paragraph"><p>Question – Is there a softer way to handle this than appointing a release
manager? Can we put out a list of expectations? Lori has been working on an
Evergreen feature list starter kit; her colleague, Brian has the job of
installing the latest releases to see the new features. He can play a role here
and contribute to the release notes. Right now there is a change log only for
2.1. He can help the community.</p></div>
<div class="paragraph"><p><strong>ACTION</strong>: Lori will have Brian contact Galen directly.</p></div>
<div class="paragraph"><p>Steve Wills would like this to be a check-in topic for future meetings.</p></div>
<div class="paragraph"><p>Dan Scott explained that there have been some changes made in the past couple
of months – move towards git. Instead of developing right in the core
repository, we’re developing off to the side and then move only more stable
versions into the core.</p></div>
<div class="paragraph"><p>Stephen Elfstrand suggested that maybe we use softer language than his previous
suggestion of a release manager. He and Dan Scott will work on this as a
recommendation to the community for more participation in the release process,
including bug testing and reporting.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_domain_and_the_sfc">10. Domain and the SFC</h2>
<div class="sectionbody">
<div class="paragraph"><p>Do we all agree to transfer our domain to the SFC? The motion passed
unanimously.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_treasurer_position_wording">11. Treasurer Position Wording</h2>
<div class="sectionbody">
<div class="paragraph"><p>Dan Scott brought forward a motion via the mailing list on June 17, 2011
(<a href="http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000475.html">http://list.georgialibraries.org/pipermail/evergreen-governance-l/2011-June/000475.html</a>):</p></div>
<div class="literalblock">
<div class="content">
<pre><tt>Be it resolved that, given that the Rules of Governance do not
describe a Treasurer position, section 2.4.a.i be modified to remove
the mention of a Treasurer, changing the text from:
i. Chairperson: The Chairperson shall convene and preside at all
membership meetings. However, the Chairperson
may appoint another board member to preside at meetings in the
following order: (1) the Vice Chairperson; (2) the
Secretary; (3) the Treasurer.
to:
i. Chairperson: The Chairperson shall convene and preside at all
membership meetings. However, the Chairperson
may appoint another board member to preside at meetings in the
following order: (1) the Vice Chairperson; (2) the
Secretary.</tt></pre>
</div></div>
<div class="paragraph"><p>The motion passed unanimously.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_copyrights_trademarks_and_the_sfc">12. Copyrights, Trademarks, and the SFC</h2>
<div class="sectionbody">
<div class="paragraph"><p>GPLS will transfer over all copyrights and trademarks over to the SFC for the
legal protection.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_next_steps_and_recap">13. Next Steps and Recap</h2>
<div class="sectionbody">
<div class="ulist"><ul>
<li>
<p>
<strong>ACTION</strong>: Elizabeth will work with Bradley on the transfer of funds,
copyright, trademarks
</p>
</li>
<li>
<p>
<strong>ACTION</strong>: Dan will work with the developers and with Stephen Elfstrand
</p>
</li>
<li>
<p>
<strong>ACTION</strong>: Stephen Elfstrand recommended that we review the financial standing
of the project each month.
</p>
</li>
</ul></div>
</div>
</div>
<div class="sect1">
<h2 id="_adjournment">14. Adjournment</h2>
<div class="sectionbody">
<div class="paragraph"><p>The meeting adjourned at 2:21pm</p></div>
</div>
</div>
</div>
<div id="footnotes"><hr /></div>
<div id="footer">
<div id="footer-text">
Last updated 2011-06-25 21:26:17 EDT
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