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

Jachym Cepicky jachym.cepicky at gmail.com
Mon Sep 12 02:42:31 PDT 2016

Hi Steve,

thank you for taking this action (we need this on every level of OSGeo, we
lack on people with little bit free time).

Some issues inline:

pá 9. 9. 2016 v 16:41 odesílatel Steven Feldman <shfeldman at gmail.com>

> 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.

So far, it was Conference committee who gave "clue" to the Board and board
did the final decision (after all, they are "sitting" on the money). I
think, this works well. Board's voice was important only if Board would
strongly disagree with Conference committee (never happen afaik), or when
there was a tie (happend twice, AFAIK).

> 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.

Please define conflict of interest! It was FOSS4G 2014 vote (DC vs.
Portland), where several members of LOC in DC were told, they might be in
conflict of interest. Their relationship to LOC was only "supportive", they
had no real relationship to any decision and in the matter of fact, they
hoped to help the LOC and being connection betweeen LOC and OSGeo, if they
are both - in Conference Committee and in LOC. This was (IMHO) one of
biggest crises of OSGeo and it should be clearly stated for the future,
that membership in LOC and Conference Committee is either to be seen as OK
or conflicting.

Today I think: there is no reason for having one person in both - LOC and
Conf. comm.

> 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

... or any other member of LOC, suggested by the chair of most recent FOSS4G

> 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
> Jachym
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