[OSGeo Oceania] OSGeo Oceania Board Terms of Reference Update for Review

[Trisha Moriarty]

Thank you for your comments and it's great to see active discussion on the
draft ToR v2.0. We can certainly make the requested modifications to the
Board's communication processes  and the ToR can be modified to reflect the
changed practice.

So just to confirm that  I understand the new process...

The Oceania-board list is to be made public, that is open for all community
members to subscribe to. Having the dedicated board list will make it
easier to track and filter conversations in our inboxes.
The board will  use the Oceania Board list for all board communications,
except for those where privacy is deemed necessary.
A new list called Ocean-board-private will be used for these conversations,
ensuring they can be archived.
We will list those circumstances in the ToR, so it is clear when the
Oceania-board-private list can be used.
Currently there are two circumstances
1. code of conduct breaches
2. commercial in confidence matters
Are there any more? Do we need to be more specific with the commercial in
confidence matters?

I have created a V2.1 on google drive and modified to the Communication
Section to reflect the new processes mentioned above.  This is obviously
still open for further suggestions and refinement of both the processes and
wording.

https://docs.google.com/document/d/1mwuJeE_NunKieUP6z4yHSmvlAd8B4ZOHD0qBqeY6DyY/edit?usp=sharing


I have also copied the newly modified text of the Communication
section below for your convenience.

*Terms of Reference version 2.1 *

*Communication*

The Board aims to operate transparently.

Board discussions are held in a dedicated mailing list (
oceania-board at lists.osgeo.org) which is open for all community members to
subscribe to.  In some cases it may be appropriate to hold a discussion in
a private space if it is a sensitive matter relating to a breach in the
code of conduct  or a commercial-in-confidence matter. The
Oceania-board-private at lists.osgeo.org is to be used in these cases, the
person beginning a thread should state why it should be kept private.

Casual/operational discussions can occur in informal channels (eg. the
Maptime Oceania Slack group), with preference given to public channels
where appropriate.

The email address supplied by members during the registration process will
be the primary email for all ensuing communication unless advised otherwise.


*Terms of Reference version 2.0 *

*Communication*
The Board aims to operate transparently.
Board discussions are held in a dedicated mailing list (
oceania-board at lists.osgeo.org). In some cases it may be appropriate to hold
a discussion in a private space, for example if it relates to specific
individuals or commercial-in-confidence matters. In these cases, the person
beginning a thread should state why it should be kept private.

Casual/operational discussions can occur in informal channels (eg. the
Maptime Oceania Slack group), with preference given to public channels
where appropriate.

The email address supplied by members during the registration process will
be the primary email for all ensuing communication unless advised otherwise.


Trisha


On Fri, Sep 4, 2020 at 4:56 PM Adam Steer <adam.d.steer at gmail.com> wrote:

> Hi everyone
>
> I meant to respond a lot earlier to John - this discussion is reflected in
> current comments on that section of the draft ToR.
>
> I don't see a reason why the draft ToR can't also be open for comment by
> the community. Boardfolks, can we do that? (open the draft for comment?)
>
> And +1 to everyone - there is a strong precedent for open board comms in
> the OSGeo community. If the community get sick of board noise in this list,
> it is easy enough to set up:
>
> - public discussion of anything by anyone (this list)
> - publicly available, publicly archived, board matters list (does not
> exist yet, we could flick the rlevant switches on oceania-board and make it
> so)
> - an in-camera list for the board, with very limited scope of discussion
> (this is how the current oceania-board list works, we could ask for a new
> 'oceania-board-private' list)
>
> yes its a bit more work for board members that way to manage what goes
> where, but thats what we sign up for right? By nominating ourselves as
> drivers of the community we say 'we have time for all this'
>
> Thanks
>
> Adam
>
> On Fri, 4 Sep 2020 at 05:26, Graeme Fitzpatrick <graemefitz1 at gmail.com>
> wrote:
>
>>
>>
>> On Fri, 4 Sep 2020 at 12:59, Bruce Bannerman <
>> bruce.bannerman.osgeo at gmail.com> wrote:
>>
>>>
>>> We have the example from our parent organisation, OSGeo, where the board
>>> list is public. If someone is interested in board issues, discussions and
>>> deliberations then they can subscribe and monitor discussions, contributing
>>> if required. They also have the board-private list for sensitive
>>> discussions.
>>>
>>
>> That's the way it should be done, with a note in the public minutes to
>> say that a private discussion was held then till then re a
>> "commercial-in-confidence" matter, with public discussions resuming at xxxx.
>>
>> Thanks, John, for raising it, & others for your responses.
>>
>> Thanks
>>
>> Graeme
>>
>>
>> _______________________________________________
>> Oceania mailing list
>> Oceania at lists.osgeo.org
>> https://lists.osgeo.org/mailman/listinfo/oceania
>>
> _______________________________________________
> Oceania mailing list
> Oceania at lists.osgeo.org
> https://lists.osgeo.org/mailman/listinfo/oceania
>
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