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

Sun Sep 11 04:16:58 PDT 2016

Jeroen

Thanks for your vote of support and thanks for your contributions to the conference committee. I hope that you will continue to participate in the discussions on the conference mail list

Cheers
______
Steven

> On 10 Sep 2016, at 07:35, Jeroen Ticheler <jeroen.ticheler at geocat.net> wrote:
> 
> 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 <mailto: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 <mailto: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 <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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