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

[Venkatesh Raghavan]

-1 until the quorum requirement is revised.

I also have some reservations about the size and composition
of the new committee and the retirement policy as stated in
my earlier mail. However, I am not against to trying out
what is proposed in the present motion and considering change
if/when required.

Venka

P.S. Steve, thanks for agreeing to amend the quorum requirement
once the present vote is finalized. However, I feel that it
could be easily amended before the motion adopted.

On 9/17/2016 3:48 PM, Vasile Craciunescu wrote:
> +1 Vasile
>
> Sorry for the late vote. I traveled a lot in the last days. Thank you
> Steven for the great work!
>
>
> On 9/9/16 5:41 PM, 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
>>
>>
>>
>>
>> _______________________________________________
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>> Conference_dev at lists.osgeo.org
>> http://lists.osgeo.org/mailman/listinfo/conference_dev
>>
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