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2016 04 21: Meeting of the Provisional Board of Directors meeting
Herman van Rink edited this page Jul 21, 2016
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April 21, 2016, at 19:00 UTC online at https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op .
The special meeting of the Aegir Cooperative Provisional Board was called to order at 21:00 (UTC) on 2016-04-21 by TBD.
- Herman van Rink
- Christopher Gervais
N/A
It was agreed that TBD preside over the meeting.
We will have an increasing amount of material to cover in each meeting. In order to make the most effective use of our time, I'd like to propose the following:
- Items to be discussed ought to be added to the agenda no less than 24 hours before the next meeting. This will give participants a chance to:
- properly prepare for the meeting (reading back-ground material, etc.)
- determine how critical their participation in the meeting is, base on their interest in the issue planned for discussion.
- New items ought to have an estimated time for discussion (e.g., [5m], [10m])
- The agenda should be emailed to participants, or otherwise posted 24 hours before the next meeting
- Amendments to the proposed agenda can be accepted by the participants during the opening of the meeting, to accomodate emergencies, or recent events. However, unless the items require immediate attention, they should be added to the bottom of the agenda, to allow as many of the planned topics to be discussed as possible.
- To maintain focus, I propose that any member can call out "weeds!" to indicate that we're delving too deep into the details on a particular topic, or wandering off-topic altogether.
- Ref.: http://english.stackexchange.com/questions/225595/whats-the-origin-of-the-phrase-into-the-weeds.
- This should not be interpreted as rude or dismissive of the issues under discussion. Rather, that those issues were either:
- not planned for discussion during that meeting, perhaps require their own topic in the next meeting
- only a subset of the members need to be involved in the discussion, it can be taken to a different venue, following the meeting in progress
- require more more background preparation, research, discovery, etc. to allow discussion in a larger group to be more succinct.
- The next steps would be to:
- add a task to follow up on the discussion
- assign the task to the participants most interested in pursuing it
- return to the topic in the agenda
- [Christopher] Draft git/voting/signing protocol [done]
- [Christopher] Fix links on community archive and #aegir channel topic to point to docs.aegirproject.org [done]
- [Christopher] Schedule coop training [done]
- [Christopher] Find alternative fundraising (t-shirt) site [not going to do -- feel free to volunteer]
- [Christopher] Investigate paypal acct suspension [not done]
- (Jon) Follow-up re. AegirCamp
- (Christopher) Register "aegir.coop" [done]
- (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.
- [needs someone to step up] Add "Patches are Free software" clause to ToS? [moved to todo in https://github.com/AegirCoop/aegir-coop-docs/blob/terms-of-service/policies/terms-of-service.md
- [Herman, Christopher, ... ] Review http://aegirhostingsystem.com/, et. al. [stalled pending re-design]
- (Nicholas, helmo, Christopher) 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
- (Nicholas) Spec out training services Partner ??
Tasks for next meeting:
- Send coop training schedule email
- Send follow-up email discussing the meeting w/ coop consultants
- New signatures required
- Next meeting w/ consultants April 21 (Christopher will report back at co-op mtg)
- Signed contract invoice forthcoming 2-3 wks
- Review the changes to the application form (final version forthcoming by EOB tomorrow
- Next reviewing our draft by-laws, as well as the templates they provide.
- Schedule coop training
The following events are targeted by the co-op team for participation. They are listed in chronological order.
2.x DrupalCon NewOrleans - May 9, 2016
2.x DrupalJam - May 12, 2016
- ~ 350 people
- Herman is going
2.x CiviCon North-West Europe - May 26, 2016
- Herman is going
2.1. DrupalNorth -- June 16-19, 2016
- 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)
- Submitted a full-day training proposal.
2.2. AegirSummit (at NYCCamp) -- Sun. Jul. 10/16
- 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.
- Suggested a full-day training to Forest
- Interested parties:
- NDI
2.3. Drupal GovCon -- July 20-22
- Positive response from DrupalGovCon re. training. Rec'd follow-up from their training coordinators. Sent more detailed proposal.
- Waiting for session proposals to open.
2.4. DrupalCon Dublin -- Sept. 26-30, 2016
- helmo to keep an eye on it.
- T-shirts have arrived! And they rock! https://twitter.com/ergonlogic/status/721104615349948416
- Christopher plans to ship out retired maintainer shirts on Friday
coop:
- aegir.coop (domain alias aegir.support):
- Install civi/drupal for signups, etc. on new server (once it's ready)
- aegirhostingsystem.com:
- deploy from backup (?) on new server (once it's ready)
- ask.aegir.support:
- investigate current state of site
- help.aegir.support/rt:
- Schedule RT review
- Write up procedures for new clients, etc.
- coop.aegirproject.org (move/alias to docs.aegir.coop?)
project:
- aegirproject.org:
- redirect to aegirhostingsystem.com? vice-versa?
- docs.aegirproject.org:
- Add Aegir branding (copy from coop docs)
- Add links to api site, aegirproject.org, etc.
- api.aegirproject.org:
- migrate to new server (once it's ready)
- add menu/links back to docs, aegirproject.org, etc.
We should consider inviting "Outside Directors" to sit on our Board of Directors.
From Investopedia:
Outside directors are advantageous to the company because they have very little conflict of interest and may see the big picture differently than insiders. The downside is that since they are less involved with the companies they represent, they may have less information upon which to base their decisions and reduced incentives to perform. [...]
Outside directors should fulfill the following criteria to be seriously considered:
- Not directly professionally affiliated (partner, employee) with a coop producer member.
- Has experience and/or contacts that may be helpful to moving the Coop's mission forward.
- Provide more diversity to the team.
The following candidates meet two (?) or more of the above criteria:
- [Christopher] Christine Schoellhorn (Senior Technology and Innovation Officer at the National Democratic Institute for International Affairs)
We should:
- decide whether and how many outside director to invite
- develop objective criteria for inviting an outside director.
- determine whether additional insurance is req'd to indemnify them against personal liability for coop's ops.
- discuss whether and/or which canditate to invite
The Aegir co-op, as both a cooperative and developers and maintainers of Free Software, should join relevant associations.
- Some relevant co-op assocs.
- Drupal Association
- FSF (?)
- ...
http://coop.aegirproject.org/procedures/signing/
- TBD
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]
- Requires:
- 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
- Requires:
- Agree on business model:
- Requires:
- Review of financial model with coop members [done]
- Requires:
- Write business plan:
- Requires:
- Agreement on business model [done]
- Write-up of explanatory text
- Requires:
- Finish building marketing site
- Requires:
- Some design work [WIP - theme conversion]
- Fleshing out text for [done]
- Requires:
- Register 'aegir.coop' domain
- Blocked by:
- Need to provide Gov't coop approval for registration to proceed; may be able to reserve.
- Blocked by:
- Finish and approve public policies
- Requires:
- Review and adoption by board
- These include:
- Privacy Policy
- Scope/terms of Service
- Acceptable Use Policy
- Requires:
- 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)
- Blocked by:
- Start a bank account
- Join the Drupal Association
- ...
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).
At 21:00, [name] made a motion to adjourn the meeting, [name] seconded it.