[Evergreen-governance-l] FW: Evergreen Software FoundationGovernance Rules

[Watson, Sylvia]

I guess it would help if I attached the rules, since I did reference specific changes on page 10.

Sylvia

From: Watson, Sylvia
Sent: Monday, September 27, 2010 4:25 PM
To: 'Karen Collier'
Cc: evergreen-governance-l-bounces at list.georgialibraries.org; evergreen-governance-l at list.georgialibraries.org
Subject: RE: [Evergreen-governance-l] Evergreen Software Foundation Governance Rules

Karen,

There is no dues structure at this time.  The governance rules simply give the board the authority to create a dues structure as a condition of membership, should a time come when it makes sense to charge dues.

The time commitment for the board would consist of participating in the meetings and assisting with other board responsibilities in between meetings, as needed.  The governance rules outline the board responsibilities so I won’t repeat those in this e-mail.  However, there is an abbreviated list of the top priorities below. I would assume that during the initial stages, there could be significant time demands depending on whether or not more than just a small handful of the Initial Board members are actively working on things that need to get done.   Obviously, the more board members that are actively working on things, the less time each individual board member has to spend on board matters. Based on the language in the governance rules, some of the top priorities of the Initial Board are:

·         Coming to some sort of resolution with regard to the future development of Evergreen as it relates to the Foundation and Foundation members

·         Voting to adopt the governance rules and voting on other matters that come up between now and when the finalized Oversight Board is established

·         Ensuring the Foundation is accepted by a 501(c)(3) umbrella organization

·         Ensuring that the initial membership is successfully established

·         Ensuring that the Nomination and Membership Committee is established so that the process can begin for approving membership applications initiated after the open membership period.  The Nominating and Membership Committee will also work on the slate of future board members and fine tuning the voting process to occur at the annual meeting.  It may be, for the time being, that the Nomination and Membership Committee will need to be a subcommittee of the Initial Board.

·         Ensuring the first annual meeting occurs and that a process is established so that members can ratify the governance rules and vote for Oversight Board members at the meeting

If anyone can think of any other priorities for the Initial Board that I neglected to mention, please let the group know.

On a side note…I remembered that the governance rules call for a majority of the Initial Board to become a member of the Oversight Board as of the first annual meeting.  If you recall, the rules were written that way so that there would be some continuity in Foundation governance during these crucial first few years and also to help establish staggered terms.  At the time the rules were initially drafted, I had no idea there were 25 governance committee members.  Currently, the number of the Initial Board members that would stay to be on the Oversight Board after the annual meeting is 13.  However, the maximum number of Oversight Board members allowed by the governance rules is also 13.   To correct this, I revised the number of Initial Board members that will transition into being a member of the Oversight Board to 6.  That way, the remaining 7 Oversight Board members (the majority of the board) will be voted in by the Foundation Members at the first meeting.  Because the terms are staggered, there will be an election at the second annual meeting to elect Oversight Board replacements for the 6 holdover board members.  See the top paragraph on page 10 of the attached governance rules to read the changes I am talking about.

Karen, I will remove your name from the list of Initial Board members since you are unsure whether or not you can commit to the time demands.  Please let me know within the next few days if you change your mind.
Thanks,
Sylvia

From: Karen Collier [mailto:kcollier at kent.lib.md.us]
Sent: Monday, September 27, 2010 12:17 PM
To: Watson, Sylvia
Cc: evergreen-governance-l-bounces at list.georgialibraries.org; evergreen-governance-l at list.georgialibraries.org
Subject: Re: [Evergreen-governance-l] Evergreen Software Foundation Governance Rules

Sylvia,

I am uncertain whether or not I wish to be included in the initial Board.  For one thing, my organization could not afford to pay dues at this time.  Also, I'm not certain how much time I can contribute to governance at the moment.  My higher priority with the limited time I have is my involvement with leading the Documentation Interest Group.  So, I'm wondering, what expectations are there for members of the Board?  My apologies if this has already been addressed and I've missed it.  I haven't attended as many governance committee meetings as I would have liked to.

Thanks,
Karen

----- "Sylvia Watson" <sywatson at library.IN.gov> wrote:
Group:

Attached is a clean copy of the Governance Rules with all revisions accepted.  The Addendum includes the current list of Governance Committee members who are moving on to serve on the Initial Board.  Please review the Addendum to ensure your name, affiliation, and e-mail address is reported correctly.

Please let me know as soon as possible if you do not wish to serve on the Initial Board so that I can remove your name before the Governance Rules are posted publicly.  Also, please let me know of any needed corrections.

For the Indiana State Library, Wendy Knapp is serving in place of Catherine Lemmer on an interim basis until we have hired our replacement Evergreen Project Manager.  Jim Corridan is also listed.  I did not list myself as a member of the Initial Board, but I plan to continue assisting the group with the governance setup for as long as I can be of some help.

Thanks,

Sylvia Watson
Indiana State Library



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--
Karen Collier
Public Services Librarian
Kent County Public Library
408 High Street
Chestertown, MD 21620
410-778-3636
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