14:01:54 #startmeeting Evergreen Oversight Board Meeting, September 22, 2016 14:01:54 Meeting started Thu Sep 22 14:01:54 2016 US/Eastern. The chair is graced. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:01:54 Useful Commands: #action #agreed #help #info #idea #link #topic #startvote. 14:01:54 The meeting name has been set to 'evergreen_oversight_board_meeting__september_22__2016' 14:02:08 #link Agenda https://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2016-9-22 14:02:15 #link http://wiki.evergreen-ils.org/doku.php?id=community:using-meetbot 14:02:23 ^^ Meetbot command cheatsheet 14:02:30 #topic Introductions 14:02:35 Oversight Board members, please introduce yourself with #info 14:02:40 #info graced is Grace Dunbar, Equinox 14:02:54 #info afterl is Amy Terlaga, Bibliomation 14:02:54 #info terran is Terran McCanna, Georgia PINES 14:03:00 #info rgagnon is Ron Gagnon, NOBLE 14:03:06 #info miker is Mike Rylander, Equinox 14:03:53 #info collum is Garry Collum, Kenton County Public Library 14:04:08 #info tspindler is Tim Spindler, CWMARS 14:04:22 Quorum achieved. 14:05:06 Okay, latecomers can introduce themselves as they arrive. 14:05:12 #topic Approve Minutes/Actions from last meeting 14:05:20 The minutes have been up for review since our last meeting. 14:05:26 #link http://evergreen-ils.org/meetings/evergreen/2016/evergreen.2016-07-21-14.02.html 14:05:37 Are there any corrections? 14:05:59 none here 14:06:00 #info sherbertbc is Sharon Herbert, Sitka/BCLC 14:06:12 Hearing no requests for corrections... 14:06:20 #agreed The EOB accepted the minutes from 7/21/2016 14:06:27 #topic Old Business and Action items 14:06:35 #info graced was to send revised Executive Session wording for final review. 14:06:43 #info See full email and draft wording here: 14:06:48 #link http://list.evergreen-ils.org/pipermail/eg-oversight-board/2016-August/001508.html 14:06:56 Any last minute questions or concerns? 14:07:38 Shall we vote on adopting the executive session wording? 14:07:45 please 14:08:10 #startvote Shall the Board agree to amend the Rules of Governance with the referenced Executive Session wording? Yes, No, Abstain 14:08:10 Begin voting on: Shall the Board agree to amend the Rules of Governance with the referenced Executive Session wording? Valid vote options are Yes, No, Abstain. 14:08:10 Vote using '#vote OPTION'. Only your last vote counts. 14:08:23 #vote Yes 14:08:24 #vote YES 14:08:26 #vote yes 14:08:27 #vote yes 14:08:30 #vote yes 14:08:30 #vote yes 14:08:31 #vote Yes 14:08:32 #vote yes 14:08:47 #endvote 14:08:47 Voted on "Shall the Board agree to amend the Rules of Governance with the referenced Executive Session wording?" Results are 14:08:47 Yes (8): afterl, tspindler, miker, rgagnon, graced, collum, terran, sherbertbc 14:08:55 #agreed The Rules of Governance shall be amended to include the Executive Session wording. 14:09:06 Can I have a volunteer to ensure that gets done in the git repo? 14:09:11 #link http://git.evergreen-ils.org/?p=contrib/governance.git;a=summary 14:09:15 happy to do it 14:09:23 miker++ 14:09:25 * graced fully admits she doesn’t get git 14:09:26 miker++ 14:09:39 #action miker kindly volunteers to update the ROG git repo 14:09:55 #info sherbertbc is continuing to investigate OSS grants. 14:10:00 I'll integrate terran's updates as well 14:10:02 Since we had a full agenda she requested to table this topic until the next meeting. 14:10:06 Thanks, Mike 14:10:24 sherbertbc: anything you want to add? Or help you'd like to solicit? 14:10:36 I will follow up via the list re: IMLS or Mellon grants, interested to know if the project has ever applied for these or if others have experience re: our potential eligibility 14:10:59 that is all for now 14:11:09 #action sherbertbc to report on her grant findings via the mailing list prior to the next EOB meeting 14:11:19 Is there is any further old business? 14:11:53 Okay, moving on. 14:11:56 was conflict of interest on old business? 14:12:08 I think that's part of ROGER 14:12:17 according to the minutes at any rate 14:12:35 eh? 14:12:43 ok, 14:12:58 #info Financial Update 14:13:12 #link https://wiki.evergreen-ils.org/doku.php?id=governance:financials:update_2016_09_21 14:13:19 #info The Project is 28,718.15 in the black. 14:13:24 #info The ledger still does not reflect the $3,930 check from North Carolina from the conference in April. First request to the SFC to correct this was made 7/22. Second request was made 8/25. SFC responded on 8/30 but hasn’t yet updated the ledger. 14:13:47 Do we know if there are other outstanding checks that haven't been posted to our account yet? 14:14:12 I don't know of any. 14:14:14 graced: shall I follow up? 14:14:22 please amy! 14:14:28 #action afterl to follow up with SFC (again) on ledger discrepancy 14:14:33 On it ... 14:14:56 terran: I'll see what detail gmcharlt can get from the ledger. 14:15:41 assuming we can get that kind of information form the ledger... 14:16:05 #action: graced to follow up with gmcharlt to get more ledger detail 14:16:07 if we know that a check exists, I can tell if it has been recorded in the ledger 14:16:09 chances are we can't. we don't see what they have in their "reconciliation queue" 14:16:19 but we'd need to know that the check existed 14:16:21 other direction, not so much 14:16:22 :) 14:16:50 Who ever thought I'd ever long for QuickBooks? 14:17:03 gmcharlt++ thank you for continuing to handle the financial reports 14:17:12 perhaps NCCardinal can give us a list of check numbers? That'd probably be a good thing for next year's hosts to do as well so we can reconcile them. 14:17:18 gmcharlt++ 14:17:28 gmcharlt++ 14:17:46 terran: I'm not sure what you mean... 14:18:00 The checks and invoices never go to the local host. 14:18:12 graced: The checks that the host is sending to the SFC 14:18:39 Right. The reason NC sent a check to the SFC was for registration of several of their State Library personnel. 14:18:55 They were just another "attendee invoice" at that point. 14:19:02 Sorry if that wasn't clear. 14:19:26 So if everyone else is sending checks directly to the SFC, we really don't have a way to reconcile them. 14:19:28 So if an orgnaization requested an invoice via EventBrite the SFC would send it and the payment would come to the SFC. 14:19:43 terran: correct 14:19:43 And we don't know who paid invoices by check or CC or wire transfer 14:19:59 Hence our frustration in their delays 14:20:16 Sorry to everyone - I'm sure that context was not clear. 14:20:19 I apologize. 14:20:28 Do we have direct access to EventBrite to be able to pull the lists of invoices and payments? 14:20:30 I've been soaking in it for too long. 14:20:53 We can see who requested invoices but the SFC didn't update eventbrite with payment methods 14:21:09 If they paid via CC on the eventbrite site without requesting an invoice then we can see it. 14:21:27 But we also don't know who requested refunds and cancellations firectly with the SFC either. 14:21:33 Hrrm 14:21:40 There's not a good paper trail back to us. 14:21:58 hrrm yes, red flags audit process at SFC for me 14:22:18 yes. I think there's a lot we need to think about and discuss here. 14:22:38 I have a placeholder in the agenda at the end for more discussion on this. Shall we push it to the end? 14:22:43 Sure 14:22:48 yes 14:23:01 okay, let's move on quickly and try to save some time for that then 14:23:07 #topic Committee Reports 14:23:12 #topic Conference Committee 14:23:16 #topic Conference Committee 14:23:16 #info The conference committee is working with the local hosts to finalize the logo and the sponsorship packet. 14:23:22 #info The pre-conference survey is out and located here 14:23:27 #link https://www.surveymonkey.com/r/5VXKDTL 14:23:33 It is also going out via email. 14:23:51 Things are about to start happening very quickly for the conference planning. 14:24:01 Any questions for the Conference Committee? 14:24:16 The survey looks good. 14:24:25 are there any roadblocks the greater EOB can assist with? 14:24:51 any need for more hands or eyes? 14:25:09 Those of you on the standing conference committee are about to get requests for taking on various areas of responsibility. 14:25:23 Those of you on the standing conference committee are about to get requests for taking on various areas of responsibility. 14:25:28 whoa - sorry. 14:25:46 Are you stuck in a time loop? 14:25:57 Apparently. It's all wibbly wobbly... 14:26:12 up-arrowwwwwww!!! 14:26:28 #topic Outreach Committee Business 14:26:33 #info Draft press release for 2.11 release. 14:26:37 #link http://tinyurl.com/jfrmmyy 14:26:43 Let kmlussier know if you have feedback. 14:26:48 kmlussier++ 14:26:55 kmlussier: do you have anything to add? 14:26:57 kmlussier++ 14:27:07 kmlussier++ 14:27:22 No, but if you need more time to review the press release, please let me know so that I don't send it out right before somebody corrects a glaring error. 14:27:30 :) 14:28:01 shall I introduce your request for Midwinter meeting space funding? 14:28:07 Sure 14:28:09 #info Request to authorize expenditure of $120 for meeting space at ALA MidWinter in Atlanta 14:28:17 Thoughts? Questions? 14:28:25 thoughts: +1 14:28:35 This would be similar to what we did at ALA annual. 14:28:44 +1 14:28:50 That was well received 14:28:54 I thought it was valuable to be visible in the program. 14:28:54 +1 14:29:00 +1 14:29:02 +1 14:29:04 +1 14:29:08 +1 14:29:10 #startvote Shall the Board agree to approve the expenditure of $120 for the Midwinter meeting space for an Evergreen community meet-up? Yes, No, Abstain 14:29:10 Begin voting on: Shall the Board agree to approve the expenditure of $120 for the Midwinter meeting space for an Evergreen community meet-up? Valid vote options are Yes, No, Abstain. 14:29:10 Vote using '#vote OPTION'. Only your last vote counts. 14:29:17 There probably won't be as many people at Midwinter, but I think it's valuable 14:29:18 #vote YES 14:29:20 #vote yes 14:29:21 #vote yes 14:29:22 #vote Yes 14:29:23 #vote yes 14:29:27 #vote Yes 14:29:29 #vote yes 14:29:39 #vote yes 14:29:42 #endvote 14:29:42 Voted on "Shall the Board agree to approve the expenditure of $120 for the Midwinter meeting space for an Evergreen community meet-up?" Results are 14:29:42 Yes (8): afterl, rgagnon, miker, graced, collum, tspindler, terran, sherbertbc 14:29:49 #agreed The Board authorizes the expenditure of $120 for meeting space at ALA MidWinter in Atlanta 14:29:59 thanks kmlussier! Anything else? 14:30:04 Nope 14:30:06 kmlussier++ 14:30:21 #topic Release Manager's Report 14:30:30 we have a tarball! 14:30:44 I've just seen word that testing is coming to a close soon, hopefully 14:31:09 dbwells has been coordinating testing across distros, distro versions, and postgres versions 14:31:38 tomorrow is a likely announce date, if it doesn't happen today 14:32:10 miker++ 14:32:13 miker++ 14:32:14 dbwells++ 14:32:16 miker++ 14:32:22 dbwells++ 14:32:23 miker++ dbwells++ 14:32:23 and, to be specific, dbwells cut the tarball on wednesday, on schedule. we're just being extra careful about testing 14:32:25 miker++ 14:32:27 no brown bags! 14:32:28 miker++ dbwells++ 14:32:31 dbwells++ 14:32:31 miker++ dbwells++ 14:32:34 miker++ 14:32:36 dbwells++ 14:32:38 dbwells++ miker++ 14:32:40 also, 14:32:45 Bmagic++ 14:32:48 jeff++ 14:32:59 they're doing tests as well 14:33:06 Bmagic++ jeff++ 14:33:09 Bmagic++ jeff++ 14:33:10 Bmagic++ jeff++ because miker said so 14:33:18 Thank you to everyone who contributed, there was a lot going on this time! 14:33:20 Bmagic++ jeff++ 14:33:37 so, that's it, unless there are questions. some numbers (commits, contributors, etc) are i the press release 14:33:56 jeff++ miker++ dbwells++ 14:33:58 Really, +1 to the whole dev community - the releases have been on time, stable, and full fo great improvements. 14:34:13 community++ 14:35:01 #topic Rules of Governance Review Committee 14:35:08 tspindler sent an update via email. 14:35:14 #link http://list.evergreen-ils.org/pipermail/eg-oversight-board/2016-September/001559.html 14:35:22 #info Conflict of Interest Policy 14:35:27 #link http://tinyurl.com/h6vlq5y 14:35:41 Questions or comments about the Conflict of interest policy? 14:36:45 shall we move straight to voting then? 14:36:49 tspindler++ for being an excellent wrangler 14:36:55 +1 14:36:59 and yes, 14:37:00 Yes, nice job, tspindler 14:37:02 tspindler++ 14:37:07 tspindler++ 14:37:09 I have no conflict with your conflict policy 14:37:11 tspindler++ 14:37:16 tspindler++ 14:37:16 tspindler++ 14:37:22 afterl++ 14:37:36 I have one question 14:37:37 #startvote Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy? Yes, No, Abstain 14:37:37 Begin voting on: Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy? Valid vote options are Yes, No, Abstain. 14:37:37 Vote using '#vote OPTION'. Only your last vote counts. 14:37:51 #endvote 14:37:51 Voted on "Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy?" Results are 14:38:01 Sorry... miker? 14:38:30 you had a question? 14:38:44 ha ... sorry! should we steal the definition of confidential information from the exec session doc? or should we have a broader definition here that encompasses all info re a conflict? 14:39:27 I would prefer the latter, personally 14:39:44 i agree 14:39:55 strike the word "confidential" from the last sentence of "Confidentiality of Conflict Disclosures" 14:40:59 that works for me 14:41:15 +1 from me 14:41:20 +1 14:41:26 +1 14:41:30 +1 14:41:35 +1 14:41:37 +1 14:41:55 Okay, let's see if I can get this right... 14:41:59 #startvote Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy (with the further amendment of striking the word "confidential" from the last sentence of "Confidentiality of Conflict Disclosures")? Yes, No, Abstain 14:41:59 Begin voting on: Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy (with the further amendment of striking the word "confidential" from the last sentence of "Confidentiality of Conflict Disclosures")? Valid vote options are Yes, No, Abstain. 14:41:59 Vote using '#vote OPTION'. Only your last vote counts. 14:42:17 #vote yes 14:42:18 #vote yes 14:42:19 #vote yes 14:42:19 #vote YES 14:42:19 #vote yes 14:42:20 #vote Yes 14:42:22 #vote yes 14:42:24 #vote yes 14:42:33 #endvote 14:42:33 Voted on "Shall the Board agree to amend the Rules of Governance with the referenced conflict of interest policy (with the further amendment of striking the word "confidential" from the last sentence of "Confidentiality of Conflict Disclosures")?" Results are 14:42:33 Yes (8): afterl, rgagnon, miker, graced, collum, tspindler, terran, sherbertbc 14:42:42 thanks, and sorry for the derailment 14:42:49 No, good catch 14:42:51 #agreed The Rules of Governance shall be amended to include the updated conflict of interest policy. 14:43:13 moving on then 14:43:14 I assume it needs to be converted to ascii docs and loaded in? 14:43:15 #info Other By-Law Changes 14:43:26 #link http://tinyurl.com/jeonfsg 14:43:46 and yes, tspindler, good point... shall we voluntold miker to load the changes? 14:43:59 graced: I'll incorporate those changes from terran 14:44:17 I can convert to acii docs but i haven't done much with git 14:44:18 I think the conflict doc maybe should stand alone? 14:44:42 since it's a thing that will be signed each year by folks 14:44:49 It should but it ought to be held in the repo 14:44:54 Perhaps the RofG doc should be modified to refer to it? 14:45:02 well, yes, def in git 14:45:07 I'll put it in the repo 14:45:16 just not inside the governance.txt file 14:45:17 As an appendix maybe? 14:45:24 Thoughts? 14:45:44 i think an appendix makes sense 14:45:46 terran: if you'll add a ref to your changes, I'll include that, adjusted as needed for file names 14:45:51 Either an appendix or a separate doc that is referenced in the main doc works for me 14:46:42 it's git, we can adjust it later. I'll just make it an appendix for now 14:46:47 I like appendix 14:46:50 miker: I'm in a directors meeting all week so I probably can't get to it until Monday 14:47:08 appendix 14:47:09 terran: no worries, as an appendix I can just do it 14:47:20 miker: thx! 14:47:33 * miker goes looking for "page break" syntax in asciidoc... 14:47:56 #action miker to add conflict of interest policy as an appendix in the git repo 14:48:31 #action miker to add housekeeping changes as proposed by terran 14:49:10 #info housekeeping changes: http://tinyurl.com/jeonfsg 14:49:20 Any issues with the above? 14:49:33 +1 14:49:42 +1 14:49:46 +1 14:49:58 +1 14:49:58 Okay... moving on 14:49:59 #topic mid-year meeting 14:50:05 #info who is planning to attend the hackaway already? 14:50:52 don't be shy... 14:50:56 I'll be there 14:51:05 I'm going 14:51:13 By my count it's terran, miker, collum, graced 14:51:25 did I miss anyone? 14:51:48 Who could/would attend with travel assistance? 14:51:58 Probably me 14:52:18 rfrasur would be likely, too 14:52:21 I can't make it at all. 14:52:28 me neither, sorry 14:52:40 don't think so, either 14:53:17 tspindler and sherbertbc and rgagnon: would you be available for a few hours per day via teleconferencing? 14:53:39 I'm afraid not. I don't have any availability that week. 14:54:07 depends on time, have some clear spots Nov 2 and 3 14:54:16 but later in day in your TZ 14:54:26 Yes, though I have some meetings scheduled also 14:54:37 does anyone think it's a bad idea to try to get together in person between conferences? 14:55:01 I think its a good idea. Just this year is bad timing for me. One time occurrence 14:55:14 rfrasur: just in time - would you attend the hackaway if you received travel assistance? 14:55:32 #info rfrasur is Ruth Frasur, Hagerstown Library, Evergreen Indiana 14:55:34 if essential, then need to build into budget.might become either/or with the EG conference 14:55:43 I'll be attending without travel assistance. 14:56:03 This year, if it was further away, yes. 14:56:07 should we go forward with planning to meet at the hackaway then? 14:56:16 Or shoud I stop pushing it? 14:56:21 :) 14:56:24 How many have said that they'd be available? 14:56:36 We have 5 planning to attend anyway including you 14:56:38 And my apologies. Another meeting conflicted unexpectedly 14:56:39 graced: what would your goals for it be? 14:57:07 terran: SFC discussion is a big one - what are our issues, what solutions are there, what can we do better... etc. 14:57:21 If this was for a large chunk of time, I'd be concerned about taking people away from the other hackaway projects they are intending to work on. 14:57:23 And another would be input on structuring out Evergreen conference meeting 14:57:44 I think a few hours a day would suffice but more time for those serving on the conference subcommittee 14:57:47 For those who can't attend, is there the possibility for remote participation using hangouts or something? 14:57:59 I'd like to use that time to hammer out a more thorough manual. 14:58:04 Yes, definitely 14:58:06 rfrasue: yes 14:58:31 graced: I was just going to say ... continuity documents (not just for the conference) 14:58:39 Actually that was rfrasur: yes definitely 14:58:40 Well, tspindler is the ROGER committee lead, and he is unable to participate 14:59:05 I'm not sure that any of this is ROGER specific 14:59:07 Okay, imo, I think we should go forward with it; make sure we do the heaviest lifting first so that hackaway participants can get to hacking 14:59:46 Let's toss out some timeline ideas and try to keep our hackers hacking as much as possible. 14:59:48 It sounds more procedural than anything. Documenting procedures that is 14:59:58 tspindler - exactly 15:00:35 To be clear I don't think we'll be doing any voting. Just as ruth said, "the heavy lifting" 15:00:53 Okay, we're going to go a little long. Everyone okay for another 10 minutes? 15:00:59 +1 15:00:59 +1 15:01:03 +1 15:01:04 +1 15:01:04 aye 15:01:08 Ugh. 15:01:08 +1 15:01:09 +1 15:01:28 I have no idea what we're voting on. Please bring me up to speed. 15:01:43 Go for another 10 min 15:01:44 #action graced and rfrasur to work on a timeline for the EOB meetings at the Hackaway. 15:01:56 rfrasur__: no votes, just +1'ing to 10 more minutes 15:02:05 #action graced to send email to the EOB re: travel stipends 15:02:16 #topic gmcharlt volunteered to track down the details on the trademark policy. 15:02:20 lol, got it 15:02:21 and I have updates! 15:02:31 excellent :-) 15:02:34 gmcahrlt: go! 15:02:51 I've created a page on the main website with the policy: https://evergreen-ils.org/trademark-policy/ 15:03:19 This is the policy that was adopted on 11 September 2012 as recorded by Conservacny 15:03:40 the web page version differs from the text version as follows: 15:03:43 (a) HTML formatting 15:03:52 (b) converting inline URLs to links 15:04:15 (c) replacing a reference to the download link with links to the logo in various formats 15:04:26 I've also verified that there are no pending changes to the policy 15:04:46 gmcharlt++ thank you 15:04:48 gmcharlt++ 15:05:04 gmcharlt: question 15:05:06 as a matter of housekeeping, there is a branch in the governance Git repository called proposed-tm-policy that should be merged to the master branch 15:05:07 http://git.evergreen-ils.org/?p=contrib/governance.git;a=shortlog;h=refs/heads/proposed-tm-policy 15:05:28 sherbertbc: sure 15:05:31 gmcharlt++ 15:05:42 terran: since we now have the logo in the correct place - could GPLS redirect to the community page? 15:05:45 at bclc, we were using an earlier version maybe? understood Evergreen TM not (R). So confirming (R) is preferred mark for Evergreen 15:05:45 #link http://www.georgialibraries.org/lib/pines/evergreenlogo/ 15:06:23 ...because we just re-did our website and TMd them ;) 15:07:07 gmcharlt: ^ ? 15:07:23 there was a mesasge on point a few years back, lemme see if I can dig it up quickly 15:07:28 graced: yes - I don't have access to that server, but I'll figure out who does 15:07:41 excellent, thank you! terran++ 15:08:04 #action terran to revise the GPLS page to point to the evergreen-ils page 15:08:27 and thanks to GPLS for continuing to keep that available while we got that ball back on track 15:09:08 okay, while we wait on gmcharlt's answer on TM versus R 15:09:14 #topic 9/21 SFC meeting thoughts/recap 15:09:21 Personally, I’m going to need a little more time to get my thoughts together on this. 15:09:36 But, I'd like to hear any thoughts/concerns you'd all like to bring up. 15:09:44 Bookkeeping issues were concerning 15:09:49 sherbertbc: http://libmail.georgialibraries.org/pipermail/open-ils-general/2012-October/007586.html 15:09:49 indeed 15:09:55