[OSGeo-Conf] MOTION : Conference Committee - Updating Membership Policies and Process

Cameron Shorter cameron.shorter at gmail.com
Fri Sep 9 11:48:43 PDT 2016

+1 Cameron

On 10/09/2016 12:41 AM, Steven Feldman wrote:
> This mail is aimed at the current members of the Conference Committee 
> (we do not have a private list).
> Only committee members can vote on these proposals, others on this 
> list are welcome to comment and committee members will hopefully take 
> note of those opinions when voting on the matters proposed.
> The current membership of the conference committee is listed at 
> https://wiki.osgeo.org/wiki/Conference_Committee#Current_Members. We 
> have 19 members after Dave McIlhagga resigned and after we co-opted 
> Till Adams as the chair of FOSS4G2016. There is currently no policy or 
> rule for eligibility nor for requiring a member to retire after a 
> period of time.
> I have suggested in the past that we needed to have an open and fair 
> process for selecting members and limiting the maximum number of 
> committee members. At the face to face it was agreed that I should 
> propose a policy.
> I propose the following:
> Goals
> =====
> The conference committee have the responsibility to run the selection 
> process and voting for the global FOSS4G, to vote on other proposals 
> submitted to the committee and to advise the board on other matters 
> relating to FOSS4G events.
> Role of the Committee and the broader community on the Conference_Dev list
> ============================================================
> 1) Everyday topics will be decided upon by an open vote of all list 
> participants in a clearly designated separate mail thread (+1/-1) over 
> a minimum of two business days with a minimum participation of 3 
> votes. Ideally we aim for consensus falling back on simple majority 
> vote where necessary. The result will be clearly declared afterwards 
> (or whatever is decided).
> 2) Election of conference committee is by secret vote and restricted 
> to the remaining conference committee members and board members who 
> are not members of the conference committee.
> 3) FOSS4G Selection - All Letters of Intent and subsequent proposals 
> will be posted to the list for open comment by all participants. The 
> selection of the winning proposal is by secret vote of conference 
> committee members only. Any committee member who has a potential 
> conflict of interest is expected to withdraw from vote. In the event 
> of a disagreement the committee chair will decide.
> Votes in 2 and 3 are to an online voting service or by email to an 
> independent teller appointed by CC Chair
> Conference Committee membership policy and process
> ==========================================
> 1) The conference committee aims to retain up to 11 active members, 
> preferably an odd number
> 2) The committee aims for half of these members to be chairs (or vice 
> chairs) of the most recent FOSS4G global events. The chair of the most 
> recent FOSS4G event will automatically be invited to become a member
> 3) The remaining membership is open, ideally attracting people from 
> earlier past chairs or active LOC members from past Global, Regional 
> FOSS4G or related conferences
> 4) Each year (after FOSS4G) the 3 committee members should stand down:
> a) The longest standing past FOSS4G chair
> b) The longest standing 2 committee members remaining
> 5) Each year, prior to putting out the Global FOSS4G RfP, the old 
> committee should vote for their replacement committee, using the above 
> criteria as voting guidelines.  OSGeo Board members who are not on the 
> conference committee will also be invited to vote.
> 6) Past committee members including those who have stood down due to 
> length of service may stand for re-election
> 7) Votes will be secret either using an online voting system or by 
> email to a designated teller who is not a voter. The mechanism will be 
> selected by the committee chair.
> I would ask committee members (and list participants) to comment on 
> this proposal by 18.00 GMT Wednesday 14th September. I will then call 
> for a vote amongst committee members only, the vote will close at 
> 18.00 GMT on Sunday 18th September.
> Once the membership policy has been agreed we will then need to apply 
> the policy to the existing membership. I suggest that we ask all 
> current members to confirm whether they wish to remain committee 
> members and then hold an election (if needed). To this end it would be 
> helpful if each committee member could update their record on the wiki 
> page to show when they joined the conference committee (see my example).
> The intention is that a 2016-7 committee of 11 will have been selected 
> before we vote on the LoI’s for 2018, which is likely to be before the 
> end of October.
> ______
> Steven
> _______________________________________________
> Conference_dev mailing list
> Conference_dev at lists.osgeo.org
> http://lists.osgeo.org/mailman/listinfo/conference_dev

Cameron Shorter
M +61 419 142 254

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