Present: Amy Terlaga, Galen Charlton, Rogan Hamby, Lori Ayre, Dan Scott, Kathy Lussier

1. Review of minutes from previous meeting

Galen asked everyone to review the minutes from our last meeting. There were no comments. Galen moved the board approve the minutes. Rogan seconded. All approved.

2. Financial Report

Dan provided the financial report. We are $21,701 in the black. There are a few more expenses from the 2013 Conference Ebrite fees ($34.93) and there is unearned income from the registration fees.

        $44,968.07  Expenses:Evergreen
           $335.53    Banking Fees
        $44,560.54    Conferences
            $72.00    Hosting
       $-65,527.63  Income:Evergreen
       $-50,624.40    Conferences
       $-14,898.97    Donations
            $-4.26    Interest
        $-1,141.44  Unearned Income:Evergreen:Conferences

——————–

       $-21,701.00

3. Evergreen Web Team/Communications Committee Report

Lori reported that they’re working on the new website, getting ready for Friday’s communications meeting. Galen asked how far away is the web team in letting others putting in content in order to make the switch. Lori said that they hadn’t been thinking that the switch would definitely be made, but it looks like this is the direction it’s heading. There needs to be a way to manage content on an on-going basis. There may be a dividing of responsibilities of various areas on the website. There are management issues to be resolved and the team needs community buy-in. This will be discussed at the next web team meeting.

4. Evergreen 2013 Conference Committee Report

Tara Robertson sent an update to open-ils-general yesterday. Ben Hyman emailed Galen, reporting that sponsorships are rolling in, but registrations are trickling in.

Kathy asked about the 2014 conference. Don’t they usually put a call out for proposals at this point? Galen explained that a site selection committee has to be put together first. He asked for volunteers. Rogan and Lori volunteered to help. Galen encouraged them to talk to Grace at Equinox and Jim Corridan from Indiana.

5. Discussion of Proposed Trademark Policy

Galen asked if everyone had a chance to look at Tony Sebro’s draft from yesterday. He asked if there were any questions about this latest version of the policy. Dan asked if Debian would be compatible with it. Galen said that it doesn’t look like we will run afoul of the Debian distribution, since, unlike Mozilla, the Evergreen project would not be asserting a requirement to review packager's patches in order for packagers to use the Evergreen trademark. Galen pointed out that its not entirely clear how to ask Debian whether there would be an issue before Evergreen is actually packaged for Debian; while asking on the debian-legal mailing list might be one way, there can be a wide variety of opinions expressed in that forum that may not be definitive.

Prior to the meeting, Galen had asked Tony to work out additional language for the policy that provides additional protection, similar to the Linux sublicense agreement where sublicensees of the Linux mark agree "not to challenge, oppose, petition to cancel or otherwise attack or limit the Trademark (whether its validity, enforceability, scope of coverage, or otherwise) or Mr. Torvalds' exclusive ownership thereof anywhere in the world.". Equinox supports the current version of the draft. Galen asked for Board feedback. Rogan thought that the precise wording didn’t matter so much as the intention and that it would have to be handled through the legal process if it came to that.

Lori asked if Elizabeth weighed in on this. Galen explained that Elizabeth has expressed a concern that we be conservative with the trademark policy. When the Board of Regents had control of the mark, there were abuses of the use of it, one of which almost caused a legal problem for them. Galen referred all to section 2.5. It states that the logo must be used as is. Galen thinks that this should address Elizabeth’s concerns.

There may be instances where we could grant exceptions for existing projects for certain members of the community; an example is Evergreen Indiana. Tony Sebro can help us with drafting the form to grant these exceptions. Kathy and Rogan have no problem with grandfathering these existing members in, but moving forward, we should hold fast to the policy. Rogan also suggested that we approach Indiana to see if they could change their logo to be in compliance with the logo.

Lori asked if domain names should be changed if they have Evergreen in the name?

evergreencatalog.com – this is currently owned by Equinox. The policy doesn’t address domains such as this. Equinox would be willing to transfer the domain to the Conservancy. Equinox would not want to lose this domain name since many of their customers use it. Rogan did not think that this was in violation of the trademark. Lori thinks that having the name ‘Evergreen’ in a site’s domain name actually benefits the Evergreen community.

Galen explained next steps. Tony suggested that there should be a review period among the community. Plus, there should be a period to have certain sites grandfathered in or a chance to change their marks. The Board will recommend this policy to the community, making it an agenda item at this Friday’s community meeting. Then there will be a period of four weeks for comments followed by an Oversight Board vote and an adoption of the policy. Then there would be another three months where sites could come into compliance with the policy.

Galen moved that the Board recommend the draft policy for consideration by the community starting at the community meeting this Friday, then a four week community review period and then a Board vote for adoption of the policy and then three weeks for the community to come into compliance with the policy. Lori seconded. The motion passed unanimously.

6. Hack-a-Way Update

Rogan is collected the final numbers of attendees right now. They decided not to pursue sponsorships. The conference will be entirely self-sufficient.

7. Branding

Lori sent out the suggested wording for the branding. This will be discussed at the next meeting.

8. Adjourn

The next meeting may be on Wednesday, October 17th, at 12noon. Galen will put it on the list to see if this date will work for most. The meeting adjourned at 1:02pm EST.