2016 04 14: Meeting of the Provisional Board of Directors

Meeting of the Provisional Board of Directors

Date and Location

April 14, 2016, at 20:00 UTC online at https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op .

Opening

The special meeting of the Aegir Cooperative Provisional Board was called to order at 20:00 (UTC) on 2016-04-07 by Christopher.

Present

• Christopher Gervais
• Cameron Eagans
• Herman van Rink

Quorum Validation:

N/A

Determination of Chairperson(s)

It was agreed that Christopher preside over the meeting.

Old Business

Tasks from last meeting

• [Herman, Christopher, ... ] Review http://aegirhostingsystem.com/, et. al. [stalled]
• (Jon) Follow-up re. AegirCamp
• (Nicholas, helmo) Scope of Service ? https://docs.acquia.com/ra/scope and Pantheon https://pantheon.io/docs/scope-of-support/ and https://web.berkeley.edu/web-hosting-pantheon and https://web.berkeley.edu/web-hosting-pantheon/memorandum-understanding-and-terms-service [stalled]
• (Nicholas) Spec out training services Partner ??
• (Christopher) Register "aegir.coop" [stalled]
• Add "Patches are Free software" clause to ToS? [needs someone to step up]
• (Christopher) Setup t-shirt order fund-raising [stalled]
• (Christopher) Start setting up Aegir server on Linode to host co-op and project sites [in progress]
• [Nicholas, Jon] Set up community coord site?
• [Jon] Look into: https://assoc.drupal.org/drupal-hosting-supporter-program, etc.
• (Christopher, cweagans) Document the process for Git commit signing, and how that in voting [in progress]

New Business

Tasks for next meeting:

• [Christopher] Draft git/voting/signing protocol
• [Christopher] Fix links on community archive and #aegir channel topic to point to docs.aegirproject.org
• [Christopher] Schedule coop training
• [Christopher] Find alternative fundraising (t-shirt) vehicle

1. Meeting w/ Coop consultants

• New signatures required
• Next meeting w/ consultants April 21 (Christopher will report back at co-op mtg)

2. Event participation

2.1. AegirSummit (at NYCCamp)

• No (recent) word back from Forest Mars re. AegirCamp
• Jon has volunteered to be local contact.
• General Assemblies require in-person participation for votes to count. So we're planning to hold first GA at AegirSummit
• We should schedule a sprint too
• Waiting for session proposals to open.

2.2. Drupal GovCon

• Positive response from DrupalGovCon re. training. Expecting follow-up from their training coordinator.
• Waiting for session proposals to open.

2.3. DrupalCon Dublin

• helmo keeps an eye on it.

2.4. DrupalNorth

• Waiting for session proposals to open. Possibility to give a half- or full-day training.
• We should plan a sprint/camp, in particular on SaaS (colan, gboudrias, bgm and ergonlogic interested)

3. Marketing materials

3.1. T-shirts

T-shirts have shipped!

4. Continue reviewing draft by-laws

• TBD

Special Projects

1. Founding of the Aegir Cooperative

Work remains to establish the coop. This includes:

• Submit forms to register our cooperative status with the Québec Government
  • Requires:
    • Agreement on the form particulars [done]
    • Signatures from founding members [done]
• Finalize Coop by-laws, req'd following acceptance of coop forms
  • Requires:
    • Further linking into Law on Cooperatives, for easy reference.
    • Further cleanup, editing and re-writing
    • Individual review by Provisional Board members
    • Review by Coop consultant
• Agree on business model:
  • Requires:
    • Review of financial model with coop members [done]
• Write business plan:
  • Requires:
    • Agreement on business model [done]
    • Write-up of explanatory text
• Finish building marketing site
  • Requires:
    • Some design work [WIP - theme conversion]
    • Fleshing out text for [done]
• Register 'aegir.coop' domain
  • Blocked by:
    • Need to provide Gov't coop approval for registration to proceed; may be able to reserve.
• Finish and approve public policies
  • Requires:
    • Review and adoption by board
  • These include:
    • Privacy Policy
    • Scope/terms of Service
    • Acceptable Use Policy
• Organize and hold initial General Assembly to formally adopt by-laws, elect officers, etc.
  • Blocked by:
    • Need Gov't coop approval
    • Draft by-laws should be pre-approved by members
  • Requires:
    • Time, place and agenda to be established and communicated to members in writing. (Aegir Summit, July 11, 2016)
• Start a bank account
• Join the Drupal Association
• ...

Closing

Next Meeting Date and Time

It was agreed to have the board meetings on Thursdays at 20:00 (UTC). Currently the location is online at [https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op] (https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op).

Thus, the next board meeting is scheduled for Thursdays, [date], at 20:00 (UTC).

Adjournment

At 21:00, [name] made a motion to adjourn the meeting, [name] seconded it.