2016 03 31: Meeting of the Provisional Board of Directors

Meeting of the Provisional Board of Directors

Date and Location

March 31, 2016, at 20:00 UTC online at https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op.

Opening

The special meeting of the Aegir Cooperative Provisional Board was called to order at 20:00 (?) (UTC) on 31-03-2016 by Christopher.

Present

• Herman van Rink
• Christopher Gervais
• Guillaume Boudrias

Quorum Validation:

N/A

Determination of Chairperson(s)

It was agreed that Christopher preside over the meeting.

Old Business

Tasks from last meeting

• [Herman, Christopher, ... ] Review http://aegirhostingsystem.com/, et. al. [inprogress]
• (Nicholas) Follow-up re. AegirCamp (maybe copy Jon, as he's local) - emailing Jon, Forest, Richard (former devops nyccamp organizer) after meeting, http://aegircamp.org
• (Christopher) Follow-up with contact GovCon re. training/in-kind-sponsorship [done]
• (Christopher) Send final notice about coop forms before sending. Deadline Wednesday. [done]
• (Herman) Check submission for DrupalCon Dublin [done](not open yet)
• (Christopher) Ask for Antoine Beaupré's feedback on secure voting mechanism [done]
• (Herman) Comment on Git signing [done ... ]
• (Herman) Add expenses to Business plan [done]
• (Nicholas) Scope of Service ? https://docs.acquia.com/ra/scope and Pantheon https://pantheon.io/docs/scope-of-support/ and https://web.berkeley.edu/web-hosting-pantheon and https://web.berkeley.edu/web-hosting-pantheon/memorandum-understanding-and-terms-service
• (Nicholas) Spec out training services Partner ??
• (Christopher) Register "aegir.coop"

New Business

Tasks for next meeting:

• Add "Patches are Free software" clause to ToS?
• (Christopher) Setup t-shirt order fund-raising
• (Christopher) ask Nicholas to keep track of his hours spent on web design
• (Christopher) Start setting up Aegir server on Linode to host co-op and project sites
• (Christopher, cweagans) Document the process for Git commit signing, and how that in voting

1. Independent contractor and non-disclosure agreements

Based on the current model under discussion, actual work performed for the co-op will be performed by members, as contractors of the co-op. This will avoid significant complications over employer-employee relationships that'd have to span (at least) 3 contries.

We should have clear guidelines defining the nature of these relationships, to ensure mutual understanding and alignment. As such, I suggest that we add templates for contractor and non-discloure agreements to the co-ops docs.

2. Event participation

2.1. AegirCamp

• No (recent) word back from Forest Mars re. AegirCamp

2.2. Drupal GovCon

• Positive response from DrupalGovCon re. training. Expecting follow-up from their training coordinator. We should follow-up.

2.3. Stanford DrupalCamp

niccolo on "Global scale Drupal self-hosting" https://drupalcamp.stanford.edu/diy-gpl-planet-scale-drupal-cloud

DrupalCon Dublin

https://events.drupal.org/dublin2016

helmo keeps an eye on it.

3. Marketing materials

3.1. T-shirts

Let's make this happen!

3.2. Others

Do we need any other colateral? Posters, etc.?

3.3 Co-op and related websites

Nicholas has built out a number of sites. We should review these regularly, and start to promote them as appropriate.

We should also discuss compensation for his efforts in this regard.

Let's ask Nicholas to keep track of his hours spent, so that we can pay him as finances permit. To discuss further. Helmo uses: https://github.com/projecthamster/hamster/

Set up Aegir server on Linode to host co-op and project sites.

4. GPG-based voting

This item is a priority, as we'll need to have a proper process in place before our first General Assembly.

• https://github.com/AegirCoop/aegir-coop-docs/issues/1

Document the process for Git commit signing, and how that in voting

5. Continue reviewing draft by-laws

• TBD

Special Projects

1. Founding of the Aegir Cooperative

Work remains to establish the coop. This includes:

• Submit forms to register our cooperative status with the Québec Government
  • Requires:
    • Agreement on the form particulars [done]
    • Signatures from founding members [done]
• Finalize Coop by-laws, req'd following acceptance of coop forms
  • Requires:
    • Further linking into Law on Cooperatives, for easy reference.
    • Further cleanup, editing and re-writing
    • Individual review by Provisional Board members
    • Review by Coop consultant (maybe)
• Agree on business model:
  • Requires:
    • Review of financial model with coop members [done]
• Write business plan:
  • Requires:
    • Agreement on business model [done]
    • Write-up of explanatory text
• Finish building marketing site
  • Requires:
    • Some design work [WIP - theme conversion]
    • Fleshing out text for [done]
• Register 'aegir.coop' domain
  • Blocked by:
    • Need to provide Gov't coop approval for registration to proceed; may be able to reserve.
• Finish and approve public policies
  • Requires:
    • Review and adoption by board
  • These include:
    • Privacy Policy
    • Scope/terms of Service
    • Acceptable Use Policy
• Organize and hold initial General Assembly to formally adopt by-laws, elect officers, etc.
  • Blocked by:
    • Need Gov't coop approval
    • Draft by-laws should be pre-approved by members
  • Requires:
    • Time, place and agenda to be established and communicated to members in writing.
• Start a bank account
• ...

Closing

Next Meeting Date and Time

It was agreed to have the board meetings on Thursdays at 20:00 (UTC). Currently the location is online at https://plus.google.com/hangouts/_/ergonlogic.com/aegir-co-op.

Thus, the next board meeting is scheduled for Thursdays, [date], at 20:00 (UTC).

Adjournment

At 21:00, [name] made a motion to adjourn the meeting, [name] seconded it.