Open Stack

Hi Alan,

That sounds like a good addition. To keep the wording simple, I'll
suggest changing the last line of the process section to read:

==========
The Board will review the project's application and vote whether to
confirm it in the open meeting.
==========

Allison

On 4/9/19 6:25 PM, Alan Clark wrote:
> 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.
> 
> Regards,
> AlanClark
> 
>> -----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:
>>
>> https://wiki.openstack.org/w/index.php?title=Governance/Foundation/OSFProje
>> ctConfirmationGuidelines
>>
>> 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
>> reasons.
>> ======
>>
>> 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.
>>
>> Allison
>>
>> 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____
>>>
>>>     __ __
>>>
>>>     _______________________________________________
>>>     Foundation-board mailing list
>>>     Foundation-board at lists.openstack.org
>>>     <mailto:Foundation-board at lists.openstack.org>
>>>
>>> http://lists.openstack.org/cgi-bin/mailman/listinfo/foundation-board
>>>
>>>
>>> _______________________________________________
>>> Foundation mailing list
>>> Foundation at lists.openstack.org
>>> http://lists.openstack.org/cgi-bin/mailman/listinfo/foundation
>>>
>>
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> 
> 
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