[Evergreen-governance-l] Minutes from 2011-05-17 Evergreen Oversight Board meeting

[Dan Scott]

On Tue, May 17, 2011 at 02:50:42PM -0400, Amy Terlaga wrote:
> Nice minutes, Dan!  I mean that - you take very good minutes.

Thanks Amy. Please find one more revision attached, to try and better
reflect the nomination / seconding / call to vote for the Chairperson
and Vice-Chairperson positions (as requested by Lori Bowen Ayre).

The pertinent differences can be seen at http://ur1.ca/48dzf

Dan
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Evergreen Oversight Board minutes of 2011-05-17
===============================================

In attendance:

* Anoop Atre, MN PALS
* Lori Bowen Ayre, The Galecia Group
* Val Brandt-Ita, KCLS
* Galen Charlton, Equinox Software
* Jim Corridan, Indiana State Library
* Elizabeth McKinney, GPLS
* Michele Montague, Grand Rapids
* Stephen Elfstrand, MN PALS
* Dan Scott, Laurentian University
* Chris Sharp, GPLS
* Amy Terlaga, Bibliomation
* Sylvia Watson, Indiana State Library
* Steve Wills, LYRASIS

As we currently lack a Secretary, Dan Scott volunteered to take
minutes for this meeting.

Reports from the committees
---------------------------

Communications committee 
~~~~~~~~~~~~~~~~~~~~~~~~
  * 'Lori or Amy to forward a report'
  * Jim will present high-level website plan (wireframes) in the near future

Conference committee
~~~~~~~~~~~~~~~~~~~~
Chris Sharp reported on behalf of the 2012 conference committee. The 2011
conference appears to have been a success, with a nice gelling of the community.
There were plenty of opportunities to connect and network with others with
similar interests.

Grace Dunbar has been working on a survey to determine satisfaction with the
conference that should be made available shortly.

Expect Indiana to start talking about the 2012 conference over the summer;
also, the conference committee will put out a call for 2013 conference
proposals in the next few weeks.

It was good to see Gordana Vitez's Niagara Falls-area miniconference following
the 2011 conference. Amy Terlaga hopes that Bibliomation will be able to foster
similar miniconferences in New England and would like to see more localized
interest groups and conferences.

No financials are available yet for the final results of the 2011 conference,
but that should be forthcoming from Equinox.

Indiana 2012 dates are April 25-28, 2012. There are 3 people from the Atlanta
conference on the committee, but the door is still open for others to join!
Once the 2011 survey results have been tabulated, plans will be altered to
accommodate potential areas of improvement.

Aside: Amy Terlaga is organizing a joint Evergreen/Koha cocktail party at the
ALA conference for anyone generally interested in open source library systems
to meet and greet. Contributions towards this event are anticipated from
Equinox, ByWater, and Galecia Group.

Google Summer of Code discussion
--------------------------------
There was some confusion on the mailing list about the proposal
Anoop Atre made to IMLS about funding an additional student for a
summer development position. This position would be a separate
position, outside of the two student positions that have been
funded by Google for the Google Summer of Code program.

IMLS funds for this year have already been budgeted, leaving only
$1500 for funding a student this year. Accordingly, we would need
to raise additional funding from the community to provide a stipend
for the student. As a benchmark, the Google Summer of Code program pays
students $5,000 for the summer.

* *ACTION*: Elizabeth to work with Bradley on whether we are ready
  to start funding this position through the SFC (and if not, what
  we have to do).

Assuming that we can gather enough funding for a student position,
Galen, Dan, and Jason would approach students from the GSoC applicants
to see if they would be interested in taking on a position outside
of the GSoC.

* *ACTION*: Galen and Dan will check with Jason to see if he is
  still willing to mentor a student for the summer.

Dan suggested, instead of a summer of code program that is exactly parallel to
the Google Summer of Code, we consider posting a bounty for the development of
an Android client (meeting particular requirements, etc). This would remove the
restriction on time frame.

* *ACTION*: Anoop and Amy will speak with Lori about the possibility
  of using the funds for a bounty instead of a summer of code program.

Mailing list
------------

Elizabeth suggested that, to match the Evergreen Oversight Board's name,
the Evergreen Governance mailing list needed to change names. There was
general agreement.

* *ACTION*: Chris Sharp will create a new mailing list to match Evergreen Oversight Board
  and migrate all subscribers over to the new list.

Rules of Governance
-------------------
Elizabeth noted that, now that we have approval from the community for
the Rules of Governance, we should begin work towards accomplishing the
goals that we had set for our 2012 deadline.

Determining officers
~~~~~~~~~~~~~~~~~~~~
Dan suggested that the first task would be to fill the Officer positions:
Chairperson, Vice-Chairperson, and Secretary.

Amy asked what the procedure would be for determining these positions, and
Dan suggested (in the absence of a process) that we could start by trying to
gain consensus; if that failed, then we could fall back to a more formalized
process. The board agreed to try the consensus approach and succeeded as
follows:

  * Secretary: Amy Terlaga was nominated for Secretary by Eliabeth McKinney,
    seconded by Stephen Wills.  The nomination was carried unanimously.

  * Chairperson: Jim Corridan moved that Elizabeth McKinney fill the position of
    Chairperson. Seconded by Lori Bowen Ayre. Galen Charlton called the motion
    to a vote. The nomination was carried unanimously.

  * Vice-Chairperson: Jim Corridan moved that Dan Scott fill the position of
    Vice-Chairperson. Seconded by Lori Bowen Ayre. Galen Charlton called the
    motion to a vote. The nomination was carried unanimously.

Conflict of interest guidelines
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Dan Scott referred back to the issue of conflict of interest guidelines
that had been raised by Stephen Wills late in the drafting process of the
current Rules of Governance, and asked if Stephen would be willing to
put together a proposal for the next meeting. Stephen concurred.

* *ACTION*: Stephen Wills will prepare a proposal to be considered
  for adoption at the next meeting of the Evergreen Oversight Board.

Adjournment
-----------
The meeting adjourned at 1:45 PM EDT.
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