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

[Helena Mitasova]

+1 from Helena

It is not quite clear to me who is supposed to step down when, but I assume
that this will become clear as the new rules are implemented (I don't
exactly remember for how long I have been on the conference committee but
it has been a long time.) Anyway, I agree with what has been proposed here.

On Wed, Sep 14, 2016 at 3:25 PM, Steven Feldman <shfeldman at gmail.com> wrote:

> The period for comment has now closed. I have marginally changed the text
> to clarify a couple of items following comments from Eli, Till, Jachym and
> David.
>
> If you have not voted you have until 18.00 GMT on Sunday 18th September.
> As I have it recorded there are:
> +1 from Eli, Cameron, Jeroen and Steven
> Expressions of agreement but not a specific +1 from Till, David B, Jachym
> 0 or -1 from no one
>
> Adjusted motion:
>
> 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 list participants. The
> selection of the winning proposal is by secret vote of conference committee
> members only (for the avoidance of doubt the Board do not vote in the
> selection process but they do ratify the conference committee’s
> reccommendation).
>
> 4) Any committee member who has a potential conflict of interest is
> expected to withdraw from vote. A member of the committee who is part of
> a bidding team, intends to become part of the LOC or is employed by a
> company playing an active part in a bid should exclude themselves from
> voting in the selection process. In the event of a disagreement regarding a
> potential conflict of interest the committee chair has the authority to
> make a decision.
>
> 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) 3 committee members should retire from the
> committee:
> a) The longest standing past FOSS4G chair
> b) The longest standing 2 committee members remaining
>
> 5) 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.
>
> ______
> Steven
>
>
> On 9 Sep 2016, at 15:41, Steven Feldman <shfeldman at gmail.com> wrote:
>
> 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.
>
>
>
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>



-- 
Helena Mitasova
Professor
Department of Marine, Earth and Atmospheric Sciences
North Carolina State University
1125 Jordan Hall
NCSU Box 8208
Raleigh, NC 27695-8208
http://www4.ncsu.edu/~hmitaso/
http://geospatial.ncsu.edu/

email: hmitaso at ncsu.edu
ph: 919-513-1327 (no voicemail)
fax 919 515-7802
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