[OpenStack Foundation] [Foundation Board] Bylaws change proposed at next week's OpenStack board meeting to support Open Infrastructure project confirmation

Alan Clark alanclark at openstack.org
Tue Apr 9 22:25:28 UTC 2019

Allison,  Thank you for leading this task.  I would like to suggest an additional thought to include in the wording.

That the official voting will be performed within the open meetings.  The same is done for Gold and Platinum member discussions today.


>-----Original Message-----
>From: Allison Randal [mailto:allison at lohutok.net]
>Sent: Monday, April 08, 2019 11:21 AM
>To: Sean McGinnis <sean.mcginnis at gmail.com>
>Cc: foundation at lists.openstack.org; foundation-board at lists.openstack.org
>Subject: Re: [OpenStack Foundation] [Foundation Board] Bylaws change
>proposed at next week's OpenStack board meeting to support Open
>Infrastructure project confirmation
>We talked about this in the board meeting today, and thought that "Except as
>necessary" at the beginning of the sentence is sufficient for the bylaws to express
>that open meetings are the norm, and executive sessions are only for special
>limited circumstances. But, since our process for the Gold and Platinum Member
>candidacy is to always schedule an executive session, that might create an
>assumption that we will do the same for project confirmation. We thought the
>best place to be explicit that open meetings are the normal process for
>confirmation review would be in the process section at the bottom of the project
>confirmation guidelines:
>I volunteered to make a first draft, so here is a bullet point, to add just after the
>point "Representatives of the pilot project will attend a discussion meeting with
>the Board..."
>The discussion meeting will be an open meeting. The Board, the Foundation staff,
>or the pilot project may optionally request an executive session for part of the
>meeting, if some discussion topics have special sensitivity for legal or privacy
>The idea is that we'll refine the wording here on the mailing lists, and then the
>Board will vote on the wording change to the confirmation guidelines at the same
>Board meeting where we vote on the Bylaws wording change.
>On 4/2/19 2:54 PM, Sean McGinnis wrote:
>> I like the intent. I'm a little concerned with the wording making it
>> sound like it will be the norm that discussing the review and approval
>> of these projects will be excluded from public and recorded meetings.
>> I understand that this enables it to happen if needed, but is there
>> any way to codify that this is for cases where those reviews fall
>> under the first two items mentioned to not be public?
>> Sean
>> On Tue, Apr 2, 2019 at 8:43 AM Alan Clark <alanclark at openstack.org
>> <mailto:alanclark at openstack.org>> wrote:
>>     As the OpenStack Foundation embraces new areas of strategic focus
>>     and as the associated Open Infrastructure projects mature, the
>>     OpenStack board desires to do its part in helping the projects
>>     thrive and grow.  A key step in project advancement is the project
>>     confirmation by the Board.  Confirmation will enable the Foundation
>>     to apply additional Foundation resources towards that project.  In
>>     support of this process, the board at its last meeting, approved the
>>     OSF Project Confirmation Guidelines[1].  As the Guidelines point
>>     out, many factors go into the board’s decisions.  To ensure that the
>>     board has the mechanisms needed to be as sensitive as possible to
>>     the needs and feelings for those invested in the projects, the board
>>     will further discuss a motion to amend bylaws section 4.16 as
>>     follows: (changed text in italics).____
>>     __ __
>>     4.16 Open Meetings and Records.  Except as necessary to protect
>>     attorney-client privilege, sensitive personnel information, discuss
>>     the candidacy of potential Gold Member and Platinum Members, /and
>>     discuss the review and approval of Open Infrastructure Projects,
>>     /the Board of Directors shall: (i) permit observation of its
>>     meetings by Members via remote teleconference or other electronic
>>     means, and (ii) publish the Board of Directors minutes and make
>>     available to any Member on request other information and records of
>>     the Foundation as required by Delaware Corporate Law.____
>>     __ __
>>     If, during confirmation discussions, a project lead or Director
>>     feels that there is sensitive information that needs to be protected
>>     this amendment provides a mechanism for such discussion.____
>>     __ __
>>     Thanks,____
>>     Alan Clark____
>>     __ __
>>     __ __
>>     [1]
>> https://wiki.openstack.org/wiki/Governance/Foundation/OSFProjectConfir
>> mationGuidelines____
>>     __ __
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