Board of Directors Meeting Minutes, April 17, 2006

Meeting start time: 7:48PM
Location: Campbell, California

Attendees:

With five out of seven voting members in attendance, this qualified as a quorum. All attendees of this meeting were local except for Justin Rocha, who attended via Internet Relay Chat (IRC). Meeting motions and decisions were recorded to IRC in case other members would arrive online, and to keep a record to simplify writing the minutes.

Ian Kluft chaired the meeting.

T.R. Fullhart recorded to the IRC channel and submitted the minutes.

Agenda: Election of T.R. Fullhart as secretary.
Result: T.R. Fullhart's nomination to fill the 2006-2007 secretary seat was approved.
Agenda: Approve procedures for members to join online or on paper.
Result: Deferred to April 23rd meeting.
Agenda: Set and approve a budget.
Result: Deferred to April 23rd meeting.
Agenda: Officially remove SVLUG as a SIG of sbay.org.
Result: SVLUG has been official removed as a SIG of sbay.org
Agenda: Establish a committee of the board to collect member input and write an amendment to Article 12 of the By-Laws.
Result: A committee has been formed including Heather Stern, Ian Kluft, and William Estrada. This committee with write an amendment to Article 12 of the By-Laws to remove the concept of "unchartered" SIGs. New SIGs must have a complete charter as a condition for application and existing SIGs must adopt charters. This committee should publish iterative drafts to the board for review. Heather and William suggest publishing the drafts to the wiki.
Agenda: Establish a committee of the board to collect member input and write e-mail list policy and etiquette guidelines.
Result: A committee has been formed including Ian Kluft, Heather Stern, Brian Litzinger, and T.R. Fullhart. This committee will write guidelines for the e-mail lists. Topics for the guidelines include:
  • Policy on Reply-To:'s.
  • Whether a given list should be open and verbose by default or not.
  • How to be friendly.
  • How an admin should respond to incidents.
Agenda: Approve SIGs Project to co-author charters for each SIG and create a template charter to help new SIGs.
Result: There is already a SIGs wiki (http://wiki.sbay.org/twiki/bin/view/SIGs/) and mailing list (http://www.sbay.org/mailman/listinfo/sigs) for this topic. Chris Verges is the coordinator for this project.
Agenda: Make deadline for the completing of charters for current SIGs.
Result: Current SIGs must complete their charters by July 1st.
Agenda: Motion for new policy on the voting requirements for SIG charter amendments.
Result: New SIG charters or amendments to existing charters shall require approval by either:
  1. 2/3 of the SIG participants and a simple majority of the Board of Directors
  2. 2/3 of the entire Board of Directors.
This policy will be incorporated into the Article 12 re-write.
Agenda: Motion for new policy on the requirements for SIGs to attempt to leave the corporation.
Result: SIGs are not permitted to attempt to leave the corporation or hold a vote to leave without prior approval of the Board of Directors. Upon receiving a request to hold such a vote, the Board will impose a mandatory 60-day discussion period intended to solve problems which led to the request. If the request remains standing after 60 days, the Board will review available information and make a decision. (This policy will probably either be included in or superseded by the amendment to Article 12 of the By-Laws.)
Agenda: SIG Status Reports
  • Ian Kluft reported for Stratofox in Chris Verges absence.
    • Stratofox WiFi-Net Project, a project to build a WiFi link from Reno to the Black Rock Desert, has already been sponsored with equipment sufficient to make it happen.
    • The WiFi be classified as a charitable project and the large donation may exceed the revenue requirements for sbay.org's 501(c)7 status, so a need has been created to have a 501(c)3 charitable non-profit to handle aspects of this project.
  • Brian Litzinger, coordinatory, reported for SVWUX
    • SVWUX his helping to create a proposal to San Jose ARES for building an 802.11-based high-speed data network for emergency services use.
  • Ian Kluft reported for the Linux Picnic
    • William Estrada has volunteered to work to help provide internet access to the picnic.
    • The board approved the following budget items for the Linux Picnic:
      • Linux Picnic shall operate on a "zero budget" basis and make expenditures within the limits of sponsor contributions and up-front expenses by volunteers.
      • If leftover funds from the 2005 Linux Picnic are acquired from the Linux User Group of Davis, that will be entirely allocated to the picnic.
      • Out-of-pocket expenses by volunteers are to be reimbursed from available picnic funds. If it is not enough, additional funds will require approval of changes to the budget to cover them.
      • At least some leftover funds from this year's picnic will be saved for seed money for next year's picnic,if available. After an amount considered to be sufficient seed money, a proportion or the entire remaining amount may be set to be donated to the Electronic Frontier Foundation.
Agenda: Incorporation progress on sbay.org
Result: Sbay has been incorporated as of March 15th. Sbay has 30 days from receiving donations to register with the state franchise board, state attorney general, and federal IRS.
Agenda: Treasurer's report
Result: Justin Rocha, Treasurer, reports that sbay.org has 2,560 in it's account. Most of which is donations for the Linux Picnic. 160 of that amount is revenue to sbay.org from membership dues.
Agenda: Formation of a committe solict input and incorporate a 501(c)3 charitable, non-profit organization.
Result: The committee includes Ian Kluft and T.R. Fullhart. The new corporation is designed to deal with certain charitable projects and donations that Stratofox and SVWUX are involved in.

There will be a board meeting on April 23rd to work on budgeting issues.

There will also be a board meeting on May 20th, at 4:00PM, just before the Sbay social gathering for pizza.

The meeting adjourned at 9:38PM.

 
The South Bay Community Network, Inc.
a 501(c)3 tax-exempt California non-profit corporation 		Sun 30-Apr-2006 <webmaster@sbay.org>