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Update SC processes #58

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kpfleming commented Sep 29, 2019

During the September 2019 SC meeting, the committee approved adjustments to the
SC processes, including:

  • Member terms.
  • Member appointments.
  • Replacement of members.

This patch addresses the changes in the TODO Group charter.

Signed-off-by: Kevin P. Fleming kevin@km6g.us

During the September 2019 SC meeting, the committee approved adjustments to the
SC processes, including:

* Member terms.
* Member appointments.
* Replacement of members.

This patch addresses the changes in the TODO Group charter.

Signed-off-by: Kevin P. Fleming <kevin@km6g.us>
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DuaneOBrien left a comment

Thanks @kpfleming for taking the lead on this. I've added a couple questions/clarifications.

. *Officers*
The Steering Committee shall elect a Chairperson, and if so desired, may elect such other officers as it may choose. All officers shall be elected annually. There are no limits on the number of terms an officer may serve.
. *Voting*
Actions of the Steering Committee may be taken at in-person meetings, via conference call, or through electronic means, including email or IRC. In order for any action to be effective, it shall be approved by a simple majority of the Steering Committee members participating in person and/or by conference call, when a quorum is so present. Quorum shall be met when two-thirds of the Steering Committee members are present. Any vote may be taken without a meeting electronically but shall require a majority of the entire Steering Committee to pass.
Actions of the Steering Committee may be taken at in-person meetings, via conference call, or through electronic means, including email or IRC. In order for any action to be effective, it shall be approved by a simple majority of the Steering Committee members participating in person and/or by conference call, when a quorum is so present. Quorum shall be met when at least five (5) members of the Steering Committee are present. Any vote may be taken without a meeting electronically but shall require a majority of the entire Steering Committee to pass.

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DuaneOBrien Oct 17, 2019

By specifying that a quorum is five members, we could put the committee into a position where a quorum is difficult or impossible to reach. If 2-3 members resign or become disqualified (their company decides not to renew LF membership). Is it better to more clearly define that a quorum is a minimum of 2/3rds of the sitting members?

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kpfleming Oct 18, 2019

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This is a good point; my original intent was 2/3rds, but 2/3rds of 7 is not a whole number, so I rounded up to 5 :-)

How about we continue with 5 if the SC has at least 6 members, but require unanimous consent when the SC has 5 members or fewer?

... In odd-numbered years, three (3) elected positions and one (1) appointed position shall be filled by the election and appointment processes.
... If any committee member should resign or otherwise be unable to complete their term for any reason, with more than six (6) months remaining in their term, the remaining committee members shall appoint a replacement member. For election or appointment purposes, that member's term will end when the outgoing member's term would have ended.
... If any committee member should resign or otherwise be unable to complete their term for any reason, with six (6) months or fewer remaining in their term, their position will be left unfilled until the regularly scheduled election or appointment process for that position.
... Elections shall be run using the Condorcet-IRV method through the Cornell online service (+++<u>+++http://civs.cs.cornell.edu/+++</u>+++). The methodology or service used in future elections may be changed via a five (5) member approval vote of current members of the committee at that time.

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DuaneOBrien Oct 17, 2019

See comments below re: "five" vs "two-thirds"

@@ -8,21 +8,29 @@ The TODO Group shall be composed of the General Members and a Steering Committee
.. nominate one individual for election to the Steering Committee.
. *Steering Committee*
.. Responsibility: The Steering Committee shall be responsible for:
... managing the day-to-day operations;
... electing a Chair to preside over Steering Committee meetings, authorize expenditures approved by the budget and manage any day-to-day operations;

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DuaneOBrien Oct 17, 2019

Was the elimination of the SC Chair an intentional decision, reflecting the addition of a PGM?

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kpfleming Oct 18, 2019

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This was not intentional, it was an oversight. I'll push a new revision which brings this back once the quorum discussion has reached consensus.

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caniszczyk commented Nov 10, 2019

Thanks @kpfleming and all, I updated the charter based on our discussions at the F2F on member composition + after feedback from LF Legal, I'm happy to move this to a vote

.. General Members shall be entitled to:
... Participate in TODO Group Working Groups, meetings, initiatives, events and any other activities;
... identify their company as a member or participant in the TODO Group; and
... nominate one individual for election to the Steering Committee.
. *Steering Committee*

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jeffmcaffer Nov 11, 2019

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What is the purpose of limiting to one nomination?

Also, do we want to say anything about one person per company or some such?

The TODO Group shall be composed of the General Members and a Steering Committee. Anyone may participate as a General Member as long as they meet the General Member Qualifications. At such time as a General Member no longer meets the qualifications, their General Member status will be rescinded.
.. General Member Qualifications: An individual may be qualified to join TODO Group as a General Member if they:
... Are an employee of an organization with development teams that use or contribute to open source projects across multiple divisions, products, or departments,
... in a role that manages, oversees, or guides the organization’s policies and contributions to open source projects (an “Open Source Program Office”),

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DuaneOBrien Nov 12, 2019

I support merging these changes, but I think they can be improved on. As written, the preceding two lines could be read to disqualify small companies, new programs, or offices that focus primarily on consumption and compliance. Further, the preamble frames TODO only as a collection of existing experts, and I think we can improve this messaging to frame TODO as the place that open source program officers come to share and develop best practices, regardless of their level of experience.

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