Present: Galen Charlton, Dan Scott, Elizabeth McKinney, Lori Bowen Ayre, Amy Terlaga (late), Michele Montague, Stephen Elfstrand

1. Followup from last month's meeting -Conflict of Interest Guidelines: The conflict of interest guidelines were tabled as Stephen Wills was not present.

GPLS transfer of assets

Elizabeth provided an update on transfer of GPLS assets to SFC.

• Funds from 2009 Conference have been sent in but payment not yet recorded (per Dan).
• GPLS has further assets to transfer to SFC. Work on this is in progress

Dan reported some donations have come in via the donations widgets on the website but that June financials won't be available until later this week. People need to know that when they send in donations (outside of the donations link) any other way, they need to designate them as Evergreen donations, otherwise they go to SFC generally. Also, donations can be targeted to a specific Evergreen-related projects. Use the additional comment field when sending in money via the website to indicate that or indicate it in your cover note when sending in a check. Dan/Stephen follow up conversation with developers regarding software releases

Discussion continued from last meeting about how best to address the concerns about the release process after some libraries reported issues with the latest release. The Board decided that it wasn't appropriate for the Board to act (as a Board) but individuals will raise the issue on the general mailing list to open up discussion about how to improve testing, QA, and the release process in general. Board members are also encouraged to get some of their own people involved. Dan felt that an explanation of how to resolve issues and when to involve the Board should be addressed somewhere other than the bylaws. The group decided it was unnecessary to modify the current bylaws related to defining the role of the Board. This brought up the role of the Communications Committee.

2. Financial Report See GPLS transfer of assets section.

3. Communication Committee Meeting Lori explained that the Communications Committee established the Web Team and this group has focused 100% of their time on website improvement and website planning work but have not tried to tackle Communications issues. Lori will try to get the Communications Committee going again. In the meantime, the group agreed that the Oversight Board would work on some of these issues. ACTION: Lori will draft some guidelines for Board feedback (and then they will be posted on the mailing list for community feedback) around several issues such as:

• how to you propose ideas and get feedback from the community
• explain silence = consent, +1 to mean yes and -1 to mean no (with explanation)
• how to bring a problem to the community's attention
• how to resolve issues and when to involve the Board
• how to start up a new working group
• what to post on the general list vs. the dev list vs the IRC channel
• how/where to report a bug

Lori mentioned a communication from the LITA list about an open source registry built on Drupal that Lyrasis is putting together. See http://wiki.code4lib.org/index.php/Registry_E-R_Diagram. Lyrasis is soliciting feedback regarding what should be included in this list. Lori was wondering if the board had any feedback on this. Galen mentioned that this was brought up at the open source interest group meeting at ALA. Galen suggested to them during this meeting that they might want to acquire oss4lib.org for their database. They could also be a clearinghouse of all of the open source projects. Lyrasis is a service provider of open source software and as long as they remain transparent, according to Galen, the better for the community. ACTION: Lori will investigate to see if the end result of what Lyrasis is creating (and the data they are collecting) will be available for the library community. This Lyrasis project may have ramifications for the Evergreen Community Directory that has been a topic of discussion.

4. Community Meeting – July 8 Lately the IRC community meetings have been information sharing. Previous meetings have been vehicles to see where different groups (developers, DIG) need to intersect. The meeting on July 8 was cancelled due to poor turnout. The board or the communications committee could bring ideas to these community meetings in order to solicit community feedback.

5. Conference Committee 2013 joint conference with Koha – Amy was contacted by Vicki Teal Lovely and David Schuster, KUDOS co-chairs (Koha Users Group) to see if the Koha and Evergreen conferences could be combined in 2013. Amy asked the Board what would be the best way to gauge the community reaction. Galen planted the seed for combining the two conferences. There is some overlap between the two communities. Emailing both the developer and general Evergreen lists could solicit member feedback, but it would also have to be run past the 2013 conference organizers. Galen suggested that if it were a 4 day conference, here is a possible layout: the first day could be Koha, the middle two days would be joint, and the last would be Evergreen. ACTION: Galen will propose it to the community after he confers with the Koha user group community. 2011, 2010 Conferences – ESI has determined the profit for the 2010 conference. ESI has also asked the SFC to provide an invoice so that they can transfer the money. The invoice has not yet been received. ESI is still waiting to close the books on the 2011 conference.

6. Next Steps – Recap Elizabeth wants us to start thinking about the rules of governance as outlined in section 2.10 of our bylaws. We need to come up with how to do the election of new Board members. ACTION: Dan Scott will provide a link to Elizabeth regarding previous discussions on board elections.

7. Adjourn The meeting adjourned at 2:25pm.

Respectfully submitted, Amy Terlaga

Back to Minutes page