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

Fri Sep 9 23:35:15 PDT 2016

Hi all,
This proposal looks good to me. +1
I'll immediately take a step to make the reduction of the committee size easier by stepping down. It was great to work with you. 
Cheers,
Jeroen

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> Op 9 sep. 2016 om 23:10 heeft Eli Adam <eadam at co.lincoln.or.us> het volgende geschreven:
> 
> This sounds good.  Specifics below.
> 
>> On Fri, Sep 9, 2016 at 7:41 AM, Steven Feldman <shfeldman at gmail.com> 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
> 
> This might be better phrased and thought of as as "expired terms"
> rather than an active "stand down."  (Or this might be an American
> English vs. British English thing.)
> 
>> 
>> 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.
> 
> You wrote "old committee" could this be clarified?  Do you mean:
> "remaining committee members"?  How is this phrasing:
> 
> Each year, prior to releasing the Global FOSS4G RfP, the remaining
> committee members should fill available vacancies, 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.
> 
> I like a clear schedule of activity here.  We discuss until 18.00 GMT
> Wednesday 14th September, then (after any revisions from the
> discussion) you call for a vote which will close 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).
>> 
> 
> I've updated the wiki and enjoy contributing to the committee and am
> happy to continue as a member for another term.
> 
> Best regards, Eli
> 
>> 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
>> 
>> 
>> 
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