GovernanceWiki - User contributions [en]

Board meeting Minutes/10 July 2006

2006-11-16T01:09:10Z

TreyBot: /* Privacy Policy (Palmer) */

{{minutes box|before=26 June 2006|after=17 July 2006}}

{{working paper}}

{{minutes approved|17 July 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, Stephen Potter, Pat Wilson (note taker)

;Apologies: Sam Albrecht

;Opened: 20:03 Eastern Time

;Closed: 21:31 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|26 June 2006}}'''

Consent agenda passes.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Albrecht - Provide list of materials for development kit -'''in progress''' ''Sponsor kit being developed. Current contents (inside our pocket folder) - Code of ethics, membership postcard, current press releases, Why is LOPSA important to your business, Sponsor benefit sheet, sponsor participation form, draft letter to sponsors.''

* Partnership and Liason Committee (Perrine)
** Request Board approval of a no-cost Institutional Membership for storagenetworking.org (point of contact: Ron Durbin). - '''deferred''' ''ACTION ITEM: Membership Committee to draft a proposal for an Institutional Membership, which Executive Director will then be given discretion to use.''
* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee
** Parter - Contact the 500th member for comments for a "member profile" - '''no report'''
** Albrecht - sent draft press releases for partnership with storagenetworking.org to Palmer. Palmer approved and they should go out to press lists today.

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)

* Technical (Online) Services (Hughes/Parter)
** Parter - Mailing lists/online forum - '''no report'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/26] - '''in progress'''
** Hume - prepare annual financial report [due 6/26] - '''not done'''

* Albrecht:
** Touch base with IRS [due 7/17]

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''see below'''
** Present draft financial policies for Board approval - '''not done''' ''this item is low priority''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - '''in progress'''
** Chat with the SNIA Chief Scientist regarding possible partnering - '''in progress''' ''waiting for reply''

* Palmer:

* Parter:

* Perrine:
** Contact outreach project principal [due 7/3] - '''DONE'''
** Search for artistic design resource for outreach project - '''in progress''' ''Welsh may be available for this project''

* Potter:

* Wilson:

* All:
** Consider LOPSA mission projects in preparation for brainstorming. Post contributions to the Board wiki by 7/8. [due 7/10]

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
** 2006 May financials sent to Board on 7/10/06.--Sam
** The burn rate is running below expected by a little, so that seems fine.
** The sponsorship rate is too low; I don't have the exact numbers at hand (sorry) but we need to start generating sponsorship income.

* Membership report
** See report for this week's status

There was a confusion with the website shopping cart indicators that may have impacted membership orders. The next round of "nag" email to non-members with accounts on the website should go out in August.

* Online report

* Training event
** see Planning Committee page
It's believed that a separate wiki has been set up for this project.

* Development report

== Privacy Policy (Palmer) ==

'''MOTION: by Palmer, to adopt the [http://board.lopsa.org/index.php/LOPSA_Policies/Privacy Privacy] policy as written. Seconded by Hume.''' Passes.

Approved text:

{{blockquote}}
=== Privacy policy ===

====Our privacy statement====
The following statement discloses The League of Professional System Administrator's information gathering and dissemination practices.

The League maintains member databases that contain mailing, billing, and member profile information, as well as a record of each member's product purchases and registrations for conferences. The information in these databases is used by authorized LOPSA staff members to process orders; mail invoices, member benefits, renewal notices, and announcements; and respond to member inquiries. Member records are maintained as long as an individual is a LOPSA member and for five years following a membership lapse. Purchases and credit card transactions are retained for as long as appropriate to meet contractual, tax, or auditing needs.

LOPSA logs all accesses to our Web site. Summary information derived from these logs may be displayed on the Web. We may analyze log files periodically to help maintain and improve our Web site and enforce our online service polices. Personal information is stored in a relational database and standard security methods are used to protect it. We require confirmation of identity before releasing information back to the user for update over the Web.

Commercial information (such as credit card numbers) is obtained using our encrypted Web server. We do not store complete credit card information on our machines.

====Electronic communication====

LOPSA does not rent or sell email addresses. LOPSA may use email addresses to contact members to answer member questions or to acknowledge the receipt of membership applications and other orders, to send membership renewal notices, and to send announcements and memos about LOPSA activities or programs. You may opt out of recieving periodic announcements and memos.

====Postal mail====

LOPSA may use the postal addresses of its members to mail invoices, products, and announcements from LOPSA and from its supporting members. The names and mailing addresses of members who have not opted out may be rented to outside organizations to send mailing packages that have been carefully screened by LOPSA for their suitability. LOPSA member names and mailing addresses are never sold.

====Opt-out====

You may opt out from having your name and address made available to anyone other than the League on the LOPSA website in your user profile, or by sending mail to info@lopsa.org.

====Change/modify====

LOPSA gives members the opportunity to change information previously provided via the website, or by sending email to info@lopsa.org.

====Links====

The LOPSA site contains links to other sites. LOPSA is not responsible for the privacy practices or the content of such Web sites.

====Online Membership Directory====

The LOPSA Membership Directory identifies the members of LOPSA to one another, in order to promote peer networking. This Directory is accessible only to LOPSA members. Members can search the Directory for other LOPSA members by name, location, or other means.

By default, each member's name, city, state or province, and country are included in the Directory. No other information about a LOPSA member (including street address) is included in the Directory unless the member decides to add this information, making it "public" or "not public". The information included in a member's Directory listing is taken from the member's profile data, and members can "make public" as much or as little information as they wish. Members can remove personal information from the Membership Directory or add information by updating their online profiles. Some of the granular capabilities to opt-in are not yet present; opt-out is assumed in most cases.

The Directory should not be used for the unsolicited promotion of products and/or services. In order to prevent the harvesting of Directory information, searches will return a limited number of names that match the search criteria. To see any additional information that a member has chosen to include in the Directory, the searcher must select a particular member name.

====Contacting LOPSA====

If you have any questions about this privacy statement, the practices of this site, or your dealings with this Web site, you can contact the League of Professional System Administrators, 15000 Commerce Parkway Suite C, Mt Laurel, NJ 08054, info@lopsa.org.
{{end blockquote}}

== Sysadmin issues ==
''from 26 June 2006''

Need a couple of projects that address the mission (resume standards, standards index, tool catalog, etc). Brainstorming.

Discussion ensued and is summarized on the Board wiki.

''ACTION ITEM: All Board should edit the page with an eye towards building consensus.''

''ACTION ITEM: Wilson to nag Board regarding online brainstorming.''

== YAPC report ==
* Harris attended YAPC::NA (Yet Another Perl Conference, North America) in Chicago. It was a well-run event, done quite inexpensively to attendees - LOSPA should consider aspects to emuate.

*''Note: he never received LOPSA swag—did it get back to AH, or is it lost in shipment?'' Palmer will mail LOPSA conference materials back to AH.

== Shirt Orders ==

* How much stock left?
** unknown at this time

* How many orders had problems?
** at least 3 orders had problems, though this seems to have been an office fulfillment issue, and not a problem with the vendor(s)

== Notes/announcements ==

Potter notes that the Ohio Linuxfest may need to introduce a nominal charge to defray table rental expenses - he will seek approval from the Board if/when a fee is announced.

== Adjournment ==

'''MOTION to adjourn by Hume, seconded by Harris.''' Adjourned at 21:31 ET

Board meeting Minutes/10 July 2006

2006-11-16T01:07:10Z

TreyBot: /* Privacy Policy (Palmer) */

{{minutes box|before=26 June 2006|after=17 July 2006}}

{{working paper}}

{{minutes approved|17 July 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, Stephen Potter, Pat Wilson (note taker)

;Apologies: Sam Albrecht

;Opened: 20:03 Eastern Time

;Closed: 21:31 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|26 June 2006}}'''

Consent agenda passes.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Albrecht - Provide list of materials for development kit -'''in progress''' ''Sponsor kit being developed. Current contents (inside our pocket folder) - Code of ethics, membership postcard, current press releases, Why is LOPSA important to your business, Sponsor benefit sheet, sponsor participation form, draft letter to sponsors.''

* Partnership and Liason Committee (Perrine)
** Request Board approval of a no-cost Institutional Membership for storagenetworking.org (point of contact: Ron Durbin). - '''deferred''' ''ACTION ITEM: Membership Committee to draft a proposal for an Institutional Membership, which Executive Director will then be given discretion to use.''
* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee
** Parter - Contact the 500th member for comments for a "member profile" - '''no report'''
** Albrecht - sent draft press releases for partnership with storagenetworking.org to Palmer. Palmer approved and they should go out to press lists today.

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)

* Technical (Online) Services (Hughes/Parter)
** Parter - Mailing lists/online forum - '''no report'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/26] - '''in progress'''
** Hume - prepare annual financial report [due 6/26] - '''not done'''

* Albrecht:
** Touch base with IRS [due 7/17]

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''see below'''
** Present draft financial policies for Board approval - '''not done''' ''this item is low priority''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - '''in progress'''
** Chat with the SNIA Chief Scientist regarding possible partnering - '''in progress''' ''waiting for reply''

* Palmer:

* Parter:

* Perrine:
** Contact outreach project principal [due 7/3] - '''DONE'''
** Search for artistic design resource for outreach project - '''in progress''' ''Welsh may be available for this project''

* Potter:

* Wilson:

* All:
** Consider LOPSA mission projects in preparation for brainstorming. Post contributions to the Board wiki by 7/8. [due 7/10]

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
** 2006 May financials sent to Board on 7/10/06.--Sam
** The burn rate is running below expected by a little, so that seems fine.
** The sponsorship rate is too low; I don't have the exact numbers at hand (sorry) but we need to start generating sponsorship income.

* Membership report
** See report for this week's status

There was a confusion with the website shopping cart indicators that may have impacted membership orders. The next round of "nag" email to non-members with accounts on the website should go out in August.

* Online report

* Training event
** see Planning Committee page
It's believed that a separate wiki has been set up for this project.

* Development report

== Privacy Policy (Palmer) ==

'''MOTION: by Palmer, to adopt the [http://board.lopsa.org/index.php/LOPSA_Policies/Privacy Privacy] policy as written. Seconded by Hume.''' Passes.

Approved text:

{{blockquote}}
===Our privacy statement===
The following statement discloses The League of Professional System Administrator's information gathering and dissemination practices.

The League maintains member databases that contain mailing, billing, and member profile information, as well as a record of each member's product purchases and registrations for conferences. The information in these databases is used by authorized LOPSA staff members to process orders; mail invoices, member benefits, renewal notices, and announcements; and respond to member inquiries. Member records are maintained as long as an individual is a LOPSA member and for five years following a membership lapse. Purchases and credit card transactions are retained for as long as appropriate to meet contractual, tax, or auditing needs.

LOPSA logs all accesses to our Web site. Summary information derived from these logs may be displayed on the Web. We may analyze log files periodically to help maintain and improve our Web site and enforce our online service polices. Personal information is stored in a relational database and standard security methods are used to protect it. We require confirmation of identity before releasing information back to the user for update over the Web.

Commercial information (such as credit card numbers) is obtained using our encrypted Web server. We do not store complete credit card information on our machines.

====Electronic communication====

LOPSA does not rent or sell email addresses. LOPSA may use email addresses to contact members to answer member questions or to acknowledge the receipt of membership applications and other orders, to send membership renewal notices, and to send announcements and memos about LOPSA activities or programs. You may opt out of recieving periodic announcements and memos.

====Postal mail====

LOPSA may use the postal addresses of its members to mail invoices, products, and announcements from LOPSA and from its supporting members. The names and mailing addresses of members who have not opted out may be rented to outside organizations to send mailing packages that have been carefully screened by LOPSA for their suitability. LOPSA member names and mailing addresses are never sold.

====Opt-out====

You may opt out from having your name and address made available to anyone other than the League on the LOPSA website in your user profile, or by sending mail to info@lopsa.org.

====Change/modify====

LOPSA gives members the opportunity to change information previously provided via the website, or by sending email to info@lopsa.org.

====Links====

The LOPSA site contains links to other sites. LOPSA is not responsible for the privacy practices or the content of such Web sites.

====Online Membership Directory====

The LOPSA Membership Directory identifies the members of LOPSA to one another, in order to promote peer networking. This Directory is accessible only to LOPSA members. Members can search the Directory for other LOPSA members by name, location, or other means.

By default, each member's name, city, state or province, and country are included in the Directory. No other information about a LOPSA member (including street address) is included in the Directory unless the member decides to add this information, making it "public" or "not public". The information included in a member's Directory listing is taken from the member's profile data, and members can "make public" as much or as little information as they wish. Members can remove personal information from the Membership Directory or add information by updating their online profiles. Some of the granular capabilities to opt-in are not yet present; opt-out is assumed in most cases.

The Directory should not be used for the unsolicited promotion of products and/or services. In order to prevent the harvesting of Directory information, searches will return a limited number of names that match the search criteria. To see any additional information that a member has chosen to include in the Directory, the searcher must select a particular member name.

====Contacting LOPSA====

If you have any questions about this privacy statement, the practices of this site, or your dealings with this Web site, you can contact the League of Professional System Administrators, 15000 Commerce Parkway Suite C, Mt Laurel, NJ 08054, info@lopsa.org.
{{end blockquote}}

== Sysadmin issues ==
''from 26 June 2006''

Need a couple of projects that address the mission (resume standards, standards index, tool catalog, etc). Brainstorming.

Discussion ensued and is summarized on the Board wiki.

''ACTION ITEM: All Board should edit the page with an eye towards building consensus.''

''ACTION ITEM: Wilson to nag Board regarding online brainstorming.''

== YAPC report ==
* Harris attended YAPC::NA (Yet Another Perl Conference, North America) in Chicago. It was a well-run event, done quite inexpensively to attendees - LOSPA should consider aspects to emuate.

*''Note: he never received LOPSA swag—did it get back to AH, or is it lost in shipment?'' Palmer will mail LOPSA conference materials back to AH.

== Shirt Orders ==

* How much stock left?
** unknown at this time

* How many orders had problems?
** at least 3 orders had problems, though this seems to have been an office fulfillment issue, and not a problem with the vendor(s)

== Notes/announcements ==

Potter notes that the Ohio Linuxfest may need to introduce a nominal charge to defray table rental expenses - he will seek approval from the Board if/when a fee is announced.

== Adjournment ==

'''MOTION to adjourn by Hume, seconded by Harris.''' Adjourned at 21:31 ET

Board meeting Minutes

2006-11-15T02:38:10Z

TreyBot: /* 2006 */

This page is a list of links pointing at Minutes of the Board of the League of Professional System Administrators (LOSPA) in chronological order.

The first Board of what is now LOPSA was elected in Spring 2005 by the members of The System Administrators' Guild (SAGE), which had been a Special Technical Group (STG) of USENIX. The intent was to have this Board manage the planned spin-off of SAGE from its USENIX parent. In November 2005, this plan was changed, and this new organization's name was changed to '''The League of Professional System Administrators'''. At various times during this entire process, this Board's work was referred to by USENIX and itself as '''SAGE''' or '''newSAGE'''. The meaning of '''SAGE''' in the minutes should be apparent from context.

Per the [[LOPSA Policies/Minutes dissemination|policy on minutes dissemination]], publication of minutes may occur up to 30 days after approval, but will ordinarily happen sooner.

Redactions, when present, will be clearly labeled (see the [[LOPSA Policies/Minutes dissemination|policy]] for more about redactions).

See also the older '''[[Interim Board meeting Minutes]]'''.

== 2006 ==
* {{m|4 January 2006}}
* {{m|9 January 2006}}
* {{m|16 January 2006}}
* {{m|23 January 2006}}
* {{m|30 January 2006}}
* {{m|6 February 2006}}
* {{m|13 February 2006}}
* {{m|20 February 2006}}
* {{m|27 February 2006}}
* {{m| 6 March 2006}}
* {{m| 13 March 2006}}
* {{m| 20 March 2006}}
* {{m| 27 March 2006}}
* {{m| 3 April 2006}}
* {{m| 10 April 2006}}
* {{m| 19 April 2006}}
* {{m| 24 April 2006}}
* ''Minutes of 1 May 2006 are pending Board action.''
* ''Minutes of 15 May 2006 are pending Board action.''
* {{m| 29 May 2006}}
* {{m| 12 June 2006}}
* {{m| 19 June 2006}}
* {{m| 26 June 2006}}
* {{m| 10 July 2006}}
* {{m| 17 July 2006}}
* {{m| 24 July 2006}}
* {{m| 31 July 2006}}
* {{m| 7 August 2006}}
* ''note: no meeting on 14 August 2006''
* {{m| 21 August 2006}}
* {{m| 28 August 2006}}
* ''note: no meeting on 4 September 2006''
* {{m| 11 September 2006}}
* {{m| 18 September 2006}}
* {{m| 25 September 2006}}
* {{m| 2 October 2006}}
* {{m| 9 October 2006}}
* ''note: no meeting on 16 October 2006''
* {{m| 23 October 2006}}
* {{m| 30 October 2006}}

== 2005 ==
* [[/31 July 2005|31 July 2005]]
* [[/4 August 2005|4 August 2005]]
* [[/8 August 2005|8 August 2005]]
* [[/15 August 2005|15 August 2005]]
* [[/22 August 2005|22 August 2005]]
* [[/29 August 2005|29 August 2005]]
* [[/7 September 2005|7 September 2005]]
* [[/12 September 2005|12 September 2005]]
* [[/19 September 2005|19 September 2005]]
* [[/26 September 2005|26 September 2005]]
* [[/3 October 2005|3 October 2005]]
* [[/10 October 2005|10 October 2005]]
* [[/17 October 2005|17 October 2005]]
* [[/24 October 2005|24 October 2005]]
* [[/31 October 2005|31 October 2005]]
* [[/3 November 2005|3 November 2005]]
* [[/7 November 2005|7 November 2005]]
* [[/14 November 2005|14 November 2005]]
* [[/21 November 2005|21 November 2005]]
* [[/28 November 2005|28 November 2005]]
* [[/4 December 2005|4 December 2005]]
* {{m|6 December 2005}}
* {{m|12 December 2005}}
* {{m|19 December 2005}}

== About the redactions ==
Some of the minutes have redacted versions. The redactions are given in the form:

:This sentence includes <strike>words to be redacted</strike> ''{4 words redacted; reason for redaction}''.

The above sentence would read:

:This sentence includes ''{4 words redacted; reason for redaction}''.

The reasons for redaction are:
# Personnel mentioned by name
# Business sensitivity
# Third party mentioned by name

Board meeting Minutes/26 June 2006

2006-11-15T02:28:14Z

TreyBot: Uploading from board wiki

{{minutes box|before=19 June 2006|after=10 July 2006}}

{{working paper}}

{{minutes approved|10 July 2006}}
;Present: Tom Perrine (chair), Matthew Barr, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Trey Harris

;Opened: 20:07 Eastern Time

;Closed: 21:31 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|19 June 2006}}'''

Consent agenda passes.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)

* Partnership and Liason Committee (Perrine)
** Albrecht, Wilson - Investigate "S" invitation to partner on event - '''DONE'''

'''MOTION: by Potter, seconded by Hughes to partner with Splunk on the Sysadmin of the Year project.''' Passes.

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee
** Palmer - Write a press release regarding LOPSA's 500th member - '''DONE'''
** Parter - Contact the 500th member for comments for a "member profile" - '''not done'''

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Training event (Parter): see wiki
*** mailing list setup
*** Albrecht has several proposals from venues
*** '''waiting for wiki'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Mailing lists/online forum - '''in progress - volunteer recruited'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/26] - '''no action'''
** Hume - prepare annual financial report [due 6/26] - '''no action'''

* Albrecht:
** Touch base with IRS [due 7/17]

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''
** Present draft financial policies for Board approval - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS
** Chat with the SNIA Chief Scientist regarding possible partnering - '''in progress; waiting for response'''

* Palmer:

* Parter:

* Perrine:
** Contact outreach project principal - '''not done''' ''now due 3 July''
** Search for artistic design resource for outreach project - '''in progress'''

* Potter:

* Wilson:

* All:
** Consider sponsorship development opportunities in preparation for brainstorming [due 6/26]

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** See report for this week's status
* Online report

== Sponsorship development ==
''Deferred from 6/19''

Discussion/brainstorming regarding developing new sponsors. See notes from 26 June 2006 meeting

Albrecht, Perrine, Potter, and Wilson will lead the project. Status reports will be given to the Board weekly.

== Privacy Policy (Palmer) ==

Palmer presented a draft privacy policy, modeled on Usenix's. Consensus was that more work needed to be done, especially in regards to levels/layers of privacy (e.g., for a membership directory) and email forwarding (the [http://www.acm.org/serving/acm-privacy.html ACM Privacy Policy] might be a good example of the latter).

''To be brought back for a vote at the next meeting.''

== Sysadmin issues ==

Need a couple of projects that address the mission (resume standards, standards index, tool catalog, etc). Brainstorming.

''Deferred until next meeting (7/10).''

ACTION ITEM: all Board members to brainstorm projects that focus on the mission, get members participating, and get some good press by doing good things. Post contributions to wiki by 8 July.

== New Business ==

=== Proposal from usenix ===

Usenix inquired whether LOPSA would be interested in helping to promote the SAGE Salary Survey, launched sometime in the past month. After discussion, the Board decided to decline the invitation, though did not rule out cooperating with Usenix in another project at another time.

== Adjournment ==

'''MOTION to adjourn by Hume, seconded by Barr.''' Passes.

Adjourned at 21:31 ET

Board meeting Minutes/19 June 2006

2006-11-15T02:26:04Z

TreyBot: /* Non-Committee */

{{minutes box|before=12 June 2006|after=26 June 2006}}

{{working paper}}

{{minutes approved|26 June 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Trey Harris

;Opened: 20:03 Eastern Time

;Closed: 21:08 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|12 June 2006}}'''

Consent agenda approved

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)

''[Palmer joins at 20:09]''
* Partnership and Liason Committee (Perrine)
** Invitation from "S" to partner on an upcoming event. - '''Albrecht and Wilson will investigate.'''
''[Parter joins at 20:10]''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee
** press releases for 500th member? - '''Palmer will write a press release.'''
** LOPSA profile of 500th member? - '''Parter will contact the member for comments.'''

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Training event (Parter): see wiki - '''in progress'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''backburnered'''
** Parter - Mailing lists/online forum - '''no action; Parter will recruit help'''
** Parter - Sponsorships page from database - '''backburnered'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/19] - '''no action'''
** Hume - prepare annual financial report [due 6/19] - '''no action'''

* Albrecht:
** Coordinate (with Perrine) volunteers for outreach project. - '''in progress'''
** Touch base with IRS [due 6/26]
*** Called IRS on 6/13. Application was on his desk, still waiting for a copy of the filed Articles of Incorporation. His initial request was for a copy of the Articles of Incorporation that we had filed with the state of NJ - a little different from a filed copy, which I've now requested from the state of NJ. It should be here in a couple of weeks, and then I'll send it to him. Recommend keeping this open and changing the new due date to 7/17/06.

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''
** Present draft financial policies for Board approval - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - ''a situation update was given''

* Palmer:

* Parter:

* Perrine:

* Potter:

* Wilson:

* All
** Re-read business plan

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** See report for this week's status
* Online report

== Business plan review and approval ==

Final discussion regarding purpose (directional) and malleability (it's a living document) of the business plan.

''[Barr joins at 20:50]''

'''MOTION: to approve the business plan by Wilson, seconded by Hume''' Passes.

== Volunteer recognition program ==

'''MOTION: by Hume, seconded by Hughes to adopt the Volunteer Recognition Program as proposed.''' Passes.

==Approve Storage Networking MOU==
* Per ongoing discussions with Storage Network Users Group since LISA, the MOU is now at a point where I recommend approval by the LOPSA Board of Directors. See: Storage Networking MOU
* While the MOU is short on specifics, additional details have been worked out by email:
** No exchange of membership lists, but an email sent out to each group announcing the partnership.
** UCSD will write and issue the press release with input from LOPSA
** They don't have any meetings, but are interested in free booth space if we have availability.
** They will distribute our membership literature/flyer at local SNUG meetings if the local leader finds it appropriate.
** Link exchange to: http://www.storagenetworking.org/about_affiliates.asp and info about LOPSA posated there. We'd need to create a link for Industry Partners, under "Community".
** Interested in exploring occasional joint locals meetings where thare are locals from both groups in the same city.

'''MOTION: by Wilson, seconded by Palmer to adopt the Storage Networking MOU as written.''' Passes.

ACTION ITEM: Hume to chat with the SNIA Chief Scientist regarding possible partnering.

== Sponsorship Development ==

''Deferred until 26 June meeting''

ACTION ITEM: All to individually consider sponsorship development opportunities in preparation for brainstorming on 6/26

It was noted that Hughes has had inquiries from a number of firms regarding posting on the jobs board.

== Notes/announcements ==

The April financials were email and received by the Board.

== Adjournment ==

'''MOTION to adjourn by Palmer, seconded by Hume.''' Passes. Adjourned at 21:07 ET

Board meeting Minutes/19 June 2006

2006-11-15T02:25:26Z

TreyBot: Uploading from board wiki

{{minutes box|before=12 June 2006|after=26 June 2006}}

{{working paper}}

{{minutes approved|26 June 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Trey Harris

;Opened: 20:03 Eastern Time

;Closed: 21:08 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|12 June 2006}}'''

Consent agenda approved

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)

''[Palmer joins at 20:09]''
* Partnership and Liason Committee (Perrine)
** Invitation from "S" to partner on an upcoming event. - '''Albrecht and Wilson will investigate.'''
''[Parter joins at 20:10]''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee
** press releases for 500th member? - '''Palmer will write a press release.'''
** LOPSA profile of 500th member? - '''Parter will contact the member for comments.'''

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Training event (Parter): see wiki - '''in progress'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''backburnered'''
** Parter - Mailing lists/online forum - '''no action; Parter will recruit help'''
** Parter - Sponsorships page from database - '''backburnered'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/19] - '''no action'''
** Hume - prepare annual financial report [due 6/19] - '''no action'''

* Albrecht:
** Coordinate (with Perrine) volunteers for outreach project. - '''in progress'''
** Touch base with IRS [due 6/26]
*** Called IRS on 6/13. Application was on his desk, still waiting for a copy of the filed Articles of Incorporation. His initial request was for a copy of the Articles of Incorporation that we had filed with the state of NJ - a little different from a filed copy, which I've now requested from the state of NJ. It should be here in a couple of weeks, and then I'll send it to him. Recommend keeping this open and changing the new due date to 7/17/06.

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''
** Present draft financial policies for Board approval - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - ''a situation update was given''

* Palmer:

* Parter:

* Perrine:

* Potter:

* Wilson:

* All
** Re-read [[2006_business_plan(s) | business plan]]

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** See report for this week's status
* Online report

== Business plan review and approval ==

Final discussion regarding purpose (directional) and malleability (it's a living document) of the business plan.

''[Barr joins at 20:50]''

'''MOTION: to approve the business plan by Wilson, seconded by Hume''' Passes.

== Volunteer recognition program ==

'''MOTION: by Hume, seconded by Hughes to adopt the Volunteer Recognition Program as proposed.''' Passes.

==Approve Storage Networking MOU==
* Per ongoing discussions with Storage Network Users Group since LISA, the MOU is now at a point where I recommend approval by the LOPSA Board of Directors. See: Storage Networking MOU
* While the MOU is short on specifics, additional details have been worked out by email:
** No exchange of membership lists, but an email sent out to each group announcing the partnership.
** UCSD will write and issue the press release with input from LOPSA
** They don't have any meetings, but are interested in free booth space if we have availability.
** They will distribute our membership literature/flyer at local SNUG meetings if the local leader finds it appropriate.
** Link exchange to: http://www.storagenetworking.org/about_affiliates.asp and info about LOPSA posated there. We'd need to create a link for Industry Partners, under "Community".
** Interested in exploring occasional joint locals meetings where thare are locals from both groups in the same city.

'''MOTION: by Wilson, seconded by Palmer to adopt the Storage Networking MOU as written.''' Passes.

ACTION ITEM: Hume to chat with the SNIA Chief Scientist regarding possible partnering.

== Sponsorship Development ==

''Deferred until 26 June meeting''

ACTION ITEM: All to individually consider sponsorship development opportunities in preparation for brainstorming on 6/26

It was noted that Hughes has had inquiries from a number of firms regarding posting on the jobs board.

== Notes/announcements ==

The April financials were email and received by the Board.

== Adjournment ==

'''MOTION to adjourn by Palmer, seconded by Hume.''' Passes. Adjourned at 21:07 ET

LOPSA Policies/Locals program

2006-11-15T02:22:28Z

TreyBot:

{{policy|Locals program}}

{{policy approved|12 June 2006}}
==== Purpose of "LOPSA locals" program ====

The purpose of the LOPSA Locals activity is to give LOPSA members a "local community", local support and local activities. The concept of "year round hallway track" is major component of the locals philosophy.

The local organizations provide much-needed local support to our members, and the LOPSA organization supports those efforts.

==== Kinds of Local Organizations ====

There are two kinds of local groups that can have a relationship with LOPSA: local chapters and local affiliates. In general, Chapters are part of LOPSA and their members are LOPSA members. LOPSA supports the Chapters so that they can support the members. Affiliates are not part of LOPSA, but undertake activities that are in some way supportive of our community or members. LOPSA may provide some support to specific activities of these organizations to support our members or the community.

LOPSA has a policy of forming mutually beneficial relationships with other organizations that support our goals and our members and letting each group choose the relationship that works best for LOPSA and themselves.

===== LOCAL CHAPTER =====

A LOPSA Local Chapter is a local presence and part of LOPSA. Local Chapters carry on the goals and programs of LOPSA at a local level. Its members are LOPSA members, and its elected officers are covered by LOPSA's insurance. Chapters are bound by the LOPSA Bylaws. A Chapter must have at least TWELVE paid members. Provisional chapters (for the first 12 months) must have at least THREE paid members.

* BENEFITS TO EACH CHAPTER
** Authorized a $TBD per year budget from LOPSA
** Directors and officers covered by LOPSA insurance
** Chapter Membership dues (if any) handled via LOPSA's web site and credit card processing
** Dedicated area on LOPSA web site
** Hosted mailing lists dedicated to the chapter
** Chapter fund management (separated funds and reporting for chapter dues, income, and expenses) if requested

* BENEFITS TO LOPSA
** Chapters support the local members
** Chapters strive to sign up new members
** Mission of LOPSA completed at the local level.

* INITIAL APPLICATION
** A Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of chapter members and their individual LOPSA membership status, a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval.

* REVIEW MECHANISM
** Each chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed.

====== STUDENT CHAPTER ======

A LOPSA Student Chapter is a special case of a LOPSA Local Chapter. The main differences are the membership requirements, some special programs aimed specifically at students, a special advisor, and the level of support provided by LOPSA. A LOPSA Student Chapter is made up of LOPSA student members at a university/college and their Chapter Advisor. Student chapters carry on the goals and programs of LOPSA at a local level with an emphasis on education.

A LOPSA Student Chapter is a local presence at an educational institution and part of LOPSA. Its members are LOPSA Student members, and its elected officers and Student Chapter Advisor(s) are covered by LOPSA's insurance. Student Chapters are bound by the LOPSA Bylaws. A Chapter must have at least SIX paid members and one paid standard member as a Student Chapter Advisor. Provisional status can be granted with THREE paid student members (plus the Advisor) for the first year.

* BENEFITS TO EACH STUDENT CHAPTER
** Authorized a $TBD per year budget from LOPSA
** Directors and officers covered by LOPSA insurance
** Student Chapter Membership dues handled via LOPSA's web site and credit card processing
** Dedicated area on LOPSA web site
** Hosted mailing lists dedicated to the chapter
** Participates in the Student Mentor Strawman
** Is part of the LOPSA Campus Network
** Student Chapter fund management (separated funds and reporting for student chapter dues, income, and expenses) if requested

* BENEFITS TO LOPSA
** Student Chapters support the local members
** Student Chapters strive to sign up new members
** Capture new members as they begin their career
** Educational mission of LOPSA completed at the local level.

* INITIAL APPLICATION
** A Student Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of student chapter members and their individual LOPSA membership status, name of Student Chapter Advisor(s) (must be a LOPSA member), a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval.

* REVIEW MECHANISM
** Each student chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed.

===== LOCAL AFFILIATE =====

Local affiliates are independent local groups that share similar goals with LOPSA and in some way serve the system administration community and our members in their area. Affiliates are NOT part of LOPSA and will receive support from LOPSA primarily to assist them in providing services to our members and the community.

* BENEFITS TO Local Affiliate
** LOPSA may provide limited sponsorship of specific activities that serve the community and our members. For example, LOPSA might co-sponsor an "install-a-thon", local sysadmin gathering or conference. LOPSA might provide refreshments for selected affiliate meetings where presentations or activities are focused on the community or LOPSA goals.
** Access to LOPSA to provide input on national programs and services

* BENEFITS TO LOPSA
** Affiliate agrees to inform their membership of the advantages/benefits of joining LOPSA.
** LOPSA can send information on programs to Affiliates for distribution to their members.
** LOPSA can gather information which can be used to design programs, services, conference topics.

* APPLICATION & REVIEW
** Affiliates can apply to be a LOPSA Affiliate by sending an email to the President, Executive Director or the Board of Directors for LOPSA.
** Affiliates will be initially reviewed and approved by the LOPSA Board of Directors.
** Renewals will be reviewed annually by the LOPSA Board of Directors.

====Revocation====

The LOPSA Board of Directors reserves the right to revoke Chapter status.

LOPSA Policies/Project copyright

2006-11-15T02:21:34Z

TreyBot:

{{policy|Project copyright}}

{{policy approved|12 June 2006}}

This policy is a default policy to govern the creation of content by committees or projects of LOPSA, in absense of a specific arrangement or exemption established by the Board for a given project.

====Ownership of copyright====

Ownership of the copyright on content created by a committee or project of LOPSA shall be held by LOPSA.

====Rights of attribution====

LOPSA commits not to publish or otherwise disseminate any material created by a committee or project of LOPSA without giving authorship credit to all contributors. This right may be waved by project or committee members where appropriate.

====Publication of material====

If content created under this policy is published, LOPSA pledges to publish it openly for any person to access; no material created under this policy will be published in such a manner that only LOPSA members may access it. If the material is for sale rather than freely available, then LOPSA may offer it to members at a discount.

====Exceptions====

Content may be created and rights transferred to LOPSA under other conditions and terms by exceptions granted by the Board on a per-project or per-committee basis.

Board meeting Minutes/12 June 2006

2006-11-15T02:20:59Z

TreyBot: Uploading from board wiki

{{minutes box|before=29 May 2006|after=19 June 2006}}

{{working paper}}

{{minutes approved|19 June 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Chris Palmer, Pat Wilson (note taker), Sam Albrecht

;Apologies: Andrew Hume, David Parter (speaking at NC*SA), Stephen Potter

;Opened: 20:04 Eastern Time

;Closed: 21:06 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|29 May 2006}}'''

Minutes appoved.

== Action Items ==

=== Board Committees ===

* Development Committee (Wilson/Potter)

* Partnership and Liason Committee (Perrine)

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Training event (Parter): see wiki
** UCSD Campus LISA on July 18th - Wilson will be present for LOPSA
** Usenix Security - we'll draft LOPSA ambassadors who are planning to attend to be low-key presence

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - ''not present; no report''
** Parter - Mailing lists/online forum - ''not present; no report''
** Parter - Sponsorships page from database - ''not present; no report''

* Content Services Committee (Palmer/Potter)
''Palmer reports we're getting 3-4 new stories per week for the website, and expects this to increase in the future. He's also working on a piece for external publication.''

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 6/12] - ''not present; no report'' '''now due 6/19'''
** Hume - prepare annual financial report [due 6/12] - ''not present; no report'' '''now due 6/19'''

* Albrecht:
** Coordinate (with Perrine) volunteers for outreach project. - '''in progress'''

* Barr:

* Harris:
** Post a description of the Resume Standards project - ''not present; no report''
** Present draft financial policies for Board approval - ''not present; no report''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - ''not present; no report''
ACTION ITEM: Albercht to touch base with IRS - due 6/26

* Palmer:

* Parter:

* Perrine:

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) [due 6/12] - '''see below in agenda'''

* All
** Re-read business plan

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
** Albrecht sent out April financials on 6/12/06.
* Membership report
** See report for this week's status
** now at 505 members; Tom Limoncelli recruited the most

* Online report
Hughes reports that there are new member reports available, menus and content have been revamped with those developed on the test site, and there is a volunteer looking at mapping APIs

==Project Copyright Policy==

'''MOTION: Palmer moves to approve the {{policy link|Project copyright}} policy as written. Seconded by Hughes.''' Motion passes.

Approved text:
{{blockquote}}
=== [[LOPSA Policies/Project copyright|Project copyright]] ===

This policy is a default policy to govern the creation of content by committees or projects of LOPSA, in absense of a specific arrangement or exemption established by the Board for a given project.

====Ownership of copyright====

Ownership of the copyright on content created by a committee or project of LOPSA shall be held by LOPSA.

====Rights of attribution====

LOPSA commits not to publish or otherwise disseminate any material created by a committee or project of LOPSA without giving authorship credit to all contributors. This right may be waved by project or committee members where appropriate.

====Publication of material====

If content created under this policy is published, LOPSA pledges to publish it openly for any person to access; no material created under this policy will be published in such a manner that only LOPSA members may access it. If the material is for sale rather than freely available, then LOPSA may offer it to members at a discount.

====Exceptions====

Content may be created and rights transferred to LOPSA under other conditions and terms by exceptions granted by the Board on a per-project or per-committee basis.

{{end}}

== Locals group program ==

''[Harris joins at 20:37]''

'''MOTION: Palmer moves to approve the charter of the [[LOPSA Locals Program]]. Hughes seconds.''' Passes (Harris abstains)

Palmer will write a blurb to launch the program for the June Memo to Members.

* Approved text:
{{blockquote}}
=== [[LOPSA Policies/Locals program|Locals program]] ===

==== Purpose of "LOPSA locals" program ====

The purpose of the LOPSA Locals activity is to give LOPSA members a "local community", local support and local activities. The concept of "year round hallway track" is major component of the locals philosophy.

The local organizations provide much-needed local support to our members, and the LOPSA organization supports those efforts.

==== Kinds of Local Organizations ====

There are two kinds of local groups that can have a relationship with LOPSA: local chapters and local affiliates. In general, Chapters are part of LOPSA and their members are LOPSA members. LOPSA supports the Chapters so that they can support the members. Affiliates are not part of LOPSA, but undertake activities that are in some way supportive of our community or members. LOPSA may provide some support to specific activities of these organizations to support our members or the community.

LOPSA has a policy of forming mutually beneficial relationships with other organizations that support our goals and our members and letting each group choose the relationship that works best for LOPSA and themselves.

===== LOCAL CHAPTER =====

A LOPSA Local Chapter is a local presence and part of LOPSA. Local Chapters carry on the goals and programs of LOPSA at a local level. Its members are LOPSA members, and its elected officers are covered by LOPSA's insurance. Chapters are bound by the LOPSA Bylaws. A Chapter must have at least TWELVE paid members. Provisional chapters (for the first 12 months) must have at least THREE paid members.

* BENEFITS TO EACH CHAPTER
** Authorized a $TBD per year budget from LOPSA
** Directors and officers covered by LOPSA insurance
** Chapter Membership dues (if any) handled via LOPSA's web site and credit card processing
** Dedicated area on LOPSA web site
** Hosted mailing lists dedicated to the chapter
** Chapter fund management (separated funds and reporting for chapter dues, income, and expenses) if requested

* BENEFITS TO LOPSA
** Chapters support the local members
** Chapters strive to sign up new members
** Mission of LOPSA completed at the local level.

* INITIAL APPLICATION
** A Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of chapter members and their individual LOPSA membership status, a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval.

* REVIEW MECHANISM
** Each chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed.

====== STUDENT CHAPTER ======

A LOPSA Student Chapter is a special case of a LOPSA Local Chapter. The main differences are the membership requirements, some special programs aimed specifically at students, a special advisor, and the level of support provided by LOPSA. A LOPSA Student Chapter is made up of LOPSA student members at a university/college and their Chapter Advisor. Student chapters carry on the goals and programs of LOPSA at a local level with an emphasis on education.

A LOPSA Student Chapter is a local presence at an educational institution and part of LOPSA. Its members are LOPSA Student members, and its elected officers and Student Chapter Advisor(s) are covered by LOPSA's insurance. Student Chapters are bound by the LOPSA Bylaws. A Chapter must have at least SIX paid members and one paid standard member as a Student Chapter Advisor. Provisional status can be granted with THREE paid student members (plus the Advisor) for the first year.

* BENEFITS TO EACH STUDENT CHAPTER
** Authorized a $TBD per year budget from LOPSA
** Directors and officers covered by LOPSA insurance
** Student Chapter Membership dues handled via LOPSA's web site and credit card processing
** Dedicated area on LOPSA web site
** Hosted mailing lists dedicated to the chapter
** Participates in the Student Mentor Strawman
** Is part of the LOPSA Campus Network
** Student Chapter fund management (separated funds and reporting for student chapter dues, income, and expenses) if requested

* BENEFITS TO LOPSA
** Student Chapters support the local members
** Student Chapters strive to sign up new members
** Capture new members as they begin their career
** Educational mission of LOPSA completed at the local level.

* INITIAL APPLICATION
** A Student Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of student chapter members and their individual LOPSA membership status, name of Student Chapter Advisor(s) (must be a LOPSA member), a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval.

* REVIEW MECHANISM
** Each student chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed.

===== LOCAL AFFILIATE =====

Local affiliates are independent local groups that share similar goals with LOPSA and in some way serve the system administration community and our members in their area. Affiliates are NOT part of LOPSA and will receive support from LOPSA primarily to assist them in providing services to our members and the community.

* BENEFITS TO Local Affiliate
** LOPSA may provide limited sponsorship of specific activities that serve the community and our members. For example, LOPSA might co-sponsor an "install-a-thon", local sysadmin gathering or conference. LOPSA might provide refreshments for selected affiliate meetings where presentations or activities are focused on the community or LOPSA goals.
** Access to LOPSA to provide input on national programs and services

* BENEFITS TO LOPSA
** Affiliate agrees to inform their membership of the advantages/benefits of joining LOPSA.
** LOPSA can send information on programs to Affiliates for distribution to their members.
** LOPSA can gather information which can be used to design programs, services, conference topics.

* APPLICATION & REVIEW
** Affiliates can apply to be a LOPSA Affiliate by sending an email to the President, Executive Director or the Board of Directors for LOPSA.
** Affiliates will be initially reviewed and approved by the LOPSA Board of Directors.
** Renewals will be reviewed annually by the LOPSA Board of Directors.

====Revocation====

The LOPSA Board of Directors reserves the right to revoke Chapter status.
{{end}}

== Business plan review and approval ==

''moved to 6/19 meeting''

== Volunteer recognition program ==

''Final approval moved to 6/19 meeting''

== Annual meeting? ==

''Is the Board obligated to meet in person annually?''

No, the Bylaws do not ever explicitly specify in-person meetings of the Board. There is a requirement for an "Annual Director's Meeting" midway through the term of office, and one of the normal meetings in late July or August will be designated as such.

== Notes/announcements ==

Perrine announces a return to weekly Board meetings, effective immediately (next meeting is therefore 19 June 2006).

Harris apologizes for 26 June

== Adjournment ==

'''MOTION to adjourn by Barr, seconded by Hughes.''' Adjourned at 21:06 ET.

LOPSA Policies/Jobs board

2006-11-15T02:05:36Z

TreyBot:

{{policy|Jobs board}}

{{policy approved|29 May 2006}}

The LOPSA Jobs Board exists for two purposes:

# To allow LOPSA members, sponsors and others to announce available positions to the community, and
# to make LOPSA members and the community aware of available positions.

While the jobs board is available to the public, there are various features that give LOPSA members and sponsors an advantage in using the system. This is by intent and by design.

==== Posting open positions ====

Anyone may provide a job posting for the Jobs board. LOPSA members may post directly to the jobs board, so their positions will appear more quickly and with little review.

Jobs submitted by non-members enter a moderation/review queue. Review is primarily an "anti-spam" and topic control issue; there is no intent to enforce formatting or other standards.

==== Viewing open positions ====

Job postings will initially be visible only to (logged-in) members. Jobs remain "members only" for at least 10 calendar days. The poster may extend this "members only" period for up to 30 calendar days by request to the Jobs Board Moderators.

After the "members only" period, the posting becomes visible to all visitors to the jobs board, whether logged in members, or anonymous visitors.

==== Expiration or removal of postings ====

It is the responsibility of the poster to remove a posting when a job has been filled. Job postings should expire no more than 90 days after the first (members only) posting date, unless renewed by the poster.

Moderators may remove postings, such as those that appear to be outdated or are inappropriate.

==== Feedback ====

All LOPSA members are encouraged to give feedback on the posting organization and the screening/interview process either in their own on-site blogs, or in the Interview Process and Company Commentary forum area. Only members may post to or view this forum.

LOPSA Policies/Sponsored mailing lists

2006-11-15T02:04:54Z

TreyBot:

{{policy|Sponsored mailing lists}}

{{policy approved|29 May 2006}}

==== Purpose and scope ====

To advance the mission of the Association, LOPSA shall sponsor a number of mailing lists for general topics of interest and for specific project purposes. Such lists will serve to
* provide a forum for specific topical discussions;
* further LOPSA's mission to serve the public;
* advance the state of the profession of system administration;
* increase LOPSA's visibility in the system administration community.

This policy applies to officially sponsored mailing lists created under the guidelines of this policy. This policy does not apply to hosted mailing lists or Board mailing lists.

Any project requiring a sponsored mail list should include notification of such in the project proposal. Due to the distinct nature of projects, the project proposal may also include a request to override any specific item within this policy. For instance, a project that deals wiht organizational confidential information may request that archives remain closed.

==== List creation ====

Sponsored mail lists will be created by the technical team by direction of a Board action, by request of an Officer or the Executive Director, or by any individual invested by the Board with the power to request a sponsored list (such as a postmaster).

===== Address =====

Each sponsored mail list will be named as requested at the time of proposal and will be within the main ''@lopsa.org'' domain. Names should be descriptive of the purpose of the list, such as ''tech'' for the mail list devoted to technical discussions, ''profession'' for discussions related to the profession and professionalism, or ''ethics-review'' for the Code of Ethics review project list.

As these lists are officially sponsored by the organization, they may include ''lopsa-'' as a prefix if such inclusion will serve to diminish confusion with hosted lists.

===== Subscription policy =====

Sponsored lists may be of one of the following subscription policies:
;Open: The mailing list is visible in the directory, and anyone can subscribe. These lists may be gatewayed into an online forum system for use by subscribers and non-subscribers.
;Members-only: The mailing list is visible in the directory to LOPSA members, and only LOPSA members can subscribe. These lists may be gatewayed into an online forum system, but may only be used by LOPSA members.
;Private: The mailing list is not visible in the directory, and requires moderator approval of subscriptions. These lists may not be gatewayed into an online forum system without specific requirement.

Discussion sponsored mail lists should generally be Open subscription lists. In cases where the membership benefit outweighs the mission objective of community service, members-only lists may be created as specified in ''List creation''. Private lists will generally only be for project specific lists.

An Open or Members-only subscription policy shall not be construed to deny the organization or a project the right to ban subscribers who abuse list policy.

===== Moderation policy =====

In general, sponsored mail lists will allow open-posting by all subscribers. Mail lists which are gatewayed into an online forum may allow open posting through the forum or may moderate incoming forum posts.

The open-posting policy shall not be construed to deny the organization the right to moderate posts from non-subscribers, or to moderate posts from subscribers who have abused list policy.

===== Archival policy =====

To further the organizations mission of public service, open and members-only sponsored mail lists should maintain archives and those archives should be publicly available. Private lists should also maintain archives but may request limited access to those archives. Gatewayed forums will, by nature, include archives and the availability will be determined by the online subscription policy.

Sponsored mail list archives should not be expired.

==== Oversight ====

LOPSA is in no way responsible for the content of sponsored mailing lists. LOPSA reserves the right to take action if made aware of improper conduct on sponsored lists.

==== Termination ====

A sponsored list may be terminated under any of the following circumstances:
* The list ceases to serve a useful function;
* Traffic to the list ceases for an extended period as approved by the Board;
* The project completes;
* The Board, Officers, Executive Director, or other individual empowered by the Board requests it.

==== Mailings from LOPSA ====

From time to time, LOPSA may send mail about LOPSA activities to sponsored mailing list subscribers. Such mail may be sent via the mailing lists, or directly to list subscribers.

LOPSA may from time to time send mail to sponsored mailing list subscribers on behalf of third parties. Such mail will be sent directly to list subscribers, and subscribers will be provided with a means of opting out of such third-party mailings.

==== Footers ====

Posts to sponsored mailing lists may have a LOPSA-approved footer appended of no more than four 77-character lines. This footer shall only be used to publicize LOPSA and LOPSA activities.

==== Privacy ====

LOPSA or its members shall not share the subscriber list of any sponsored mailing list or any addresses contained therein with any third party. The subscriber list of a sponsored mailing list shall not be made available to the public; the subscriber list may be made available to other subscribers or to LOPSA members. LOPSA will make every reasonable attempt to obfuscate addresses within the public archives or gatewayed discussion forums.

Board meeting Minutes/29 May 2006

2006-11-15T02:04:14Z

TreyBot: Uploading from board wiki

{{minutes box|before=15 May 2006|after=12 June 2006}}

{{working paper}}

{{minutes approved|12 June 2006}}

;Present: Tom Perrine (chair), Doug Hughes, Andrew Hume, David Parter, Stephen Potter, Sam Albrecht

;Apologies: Trey Harris, Pat Wilson, Matthew Barr, Chris Palmer

;Opened: 20:04 Eastern Time

;Closed: 21:12 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|15 May 2006}}'''
** Approved and held for redaction

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)

* Partnership and Liason Committee (Perrine)

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports
** Parter - Mailing lists/online forum - '''bug in online forum; still working, need extra volunteer help'''
** Parter - Sponsorships page from database

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Prepare statement about AH payment [due 5/29] - '''not done; move to 6/12'''
** Albrecht - Questions have come up regarding what needs to be reported to the members regarding financials. Each organization is different, some share budget, some share detailed financials, most share the form 990 (and it is required by law for non-profits to provide a Form 990 to anyone that asks) and an "annual report" that shows statement of financial position (assets and liabilities)as well as top level budget (major income and expense lines). My recommendation is to post the 990 to the public wiki for free download, and then informe the membership that we will share the major elements of the budget, once it is approved by the Board. Maybe also post the 12/31/05 assets and liabilities info. So - if in agreement, someone needs to make a motion...
***See 2005 Form 990 -- ''to be posted''
*** Hume - prepare annual financial report [due 6/12]

* Albrecht:
** Work on a proposal for the local group support structure (with Parter) - '''Done - see agenda item later for this meeting'''
** Coordinate (with Perrine) volunteers for outreach project.
*** I'm coordinating - but Tom's doing the work...
* Barr:

* Harris: ''not present''
** Post a description of the Resume Standards project
** Present draft financial policies for Board approval

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS

* Palmer:

* Parter:

* Perrine:

* Potter:
** Produce {{policy on|Sponsored mailing lists}} archives [due 5/29]

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) [due 6/12]

* All
** Re-read business plan

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** See report for this week's status
* Online report

== Locals group policy ==

''See wiki''
* questions regarding percentage/number of LOPSA members required for affiliates and chapters
* questions about student chapters - full member sponsor, number of members
* needs application policy for chapters
* delegation of approval to locals committee
* to return for vote by 6/12, possibly earlier by email vote

Review and approval.

== Jobs Board Policy ==

'''MOTION: Approve the {{policy link|Jobs board}}.'''
* Motion by Hume, second by Hughes; motion passes.
* Approved text:
{{blockquote}}
=== [[LOPSA Policies/Jobs board|Jobs board]] ===

The LOPSA Jobs Board exists for two purposes:

# To allow LOPSA members, sponsors and others to announce available positions to the community, and
# to make LOPSA members and the community aware of available positions.

While the jobs board is available to the public, there are various features that give LOPSA members and sponsors an advantage in using the system. This is by intent and by design.

==== Posting open positions ====

Anyone may provide a job posting for the Jobs board. LOPSA members may post directly to the jobs board, so their positions will appear more quickly and with little review.

Jobs submitted by non-members enter a moderation/review queue. Review is primarily an "anti-spam" and topic control issue; there is no intent to enforce formatting or other standards.

==== Viewing open positions ====

Job postings will initially be visible only to (logged-in) members. Jobs remain "members only" for at least 10 calendar days. The poster may extend this "members only" period for up to 30 calendar days by request to the Jobs Board Moderators.

After the "members only" period, the posting becomes visible to all visitors to the jobs board, whether logged in members, or anonymous visitors.

==== Expiration or removal of postings ====

It is the responsibility of the poster to remove a posting when a job has been filled. Job postings should expire no more than 90 days after the first (members only) posting date, unless renewed by the poster.

Moderators may remove postings, such as those that appear to be outdated or are inappropriate.

==== Feedback ====

All LOPSA members are encouraged to give feedback on the posting organization and the screening/interview process either in their own on-site blogs, or in the Interview Process and Company Commentary forum area. Only members may post to or view this forum.
{{end}}

== Business plan review and approval ==

Let's wrap this thing up.
* questions about financial numbers
* three areas: membership, sponsorship, services; are we focused on the right things?
** sponsorships are easier to get for specific items/activities
* the sense of the board is that the shape and form of the plan is correct, the financial need to be finalized for 6/12

== New Business ==

=== Extending May Membership Month (spp) ===

Members have suggested that they are still working on getting members and would like to extend the membership drive (particularly the price structure and the drawings) another week.

* extend to midnight 6/10, Perrine to prepare "upbeat and short" notice to members
* '''Parter moves, Hume second; motion approved'''

=== Sponsored mailing list ===

{{policy link|Sponsored mailing lists}}
* '''Motion by Potter, Hughes second to accept policy as posted; motion passes'''
{{blockquote}}
==== [[LOPSA Policies/Sponsored mailing lists|Sponsored mailing lists]] ====

===== Purpose and scope =====

To advance the mission of the Association, LOPSA shall sponsor a number of mailing lists for general topics of interest and for specific project purposes. Such lists will serve to
* provide a forum for specific topical discussions;
* further LOPSA's mission to serve the public;
* advance the state of the profession of system administration;
* increase LOPSA's visibility in the system administration community.

This policy applies to officially sponsored mailing lists created under the guidelines of this policy. This policy does not apply to hosted mailing lists or Board mailing lists.

Any project requiring a sponsored mail list should include notification of such in the project proposal. Due to the distinct nature of projects, the project proposal may also include a request to override any specific item within this policy. For instance, a project that deals wiht organizational confidential information may request that archives remain closed.

===== List creation =====

Sponsored mail lists will be created by the technical team by direction of a Board action, by request of an Officer or the Executive Director, or by any individual invested by the Board with the power to request a sponsored list (such as a postmaster).

====== Address ======

Each sponsored mail list will be named as requested at the time of proposal and will be within the main ''@lopsa.org'' domain. Names should be descriptive of the purpose of the list, such as ''tech'' for the mail list devoted to technical discussions, ''profession'' for discussions related to the profession and professionalism, or ''ethics-review'' for the Code of Ethics review project list.

As these lists are officially sponsored by the organization, they may include ''lopsa-'' as a prefix if such inclusion will serve to diminish confusion with hosted lists.

====== Subscription policy ======

Sponsored lists may be of one of the following subscription policies:
;Open: The mailing list is visible in the directory, and anyone can subscribe. These lists may be gatewayed into an online forum system for use by subscribers and non-subscribers.
;Members-only: The mailing list is visible in the directory to LOPSA members, and only LOPSA members can subscribe. These lists may be gatewayed into an online forum system, but may only be used by LOPSA members.
;Private: The mailing list is not visible in the directory, and requires moderator approval of subscriptions. These lists may not be gatewayed into an online forum system without specific requirement.

Discussion sponsored mail lists should generally be Open subscription lists. In cases where the membership benefit outweighs the mission objective of community service, members-only lists may be created as specified in ''List creation''. Private lists will generally only be for project specific lists.

An Open or Members-only subscription policy shall not be construed to deny the organization or a project the right to ban subscribers who abuse list policy.

====== Moderation policy ======

In general, sponsored mail lists will allow open-posting by all subscribers. Mail lists which are gatewayed into an online forum may allow open posting through the forum or may moderate incoming forum posts.

The open-posting policy shall not be construed to deny the organization the right to moderate posts from non-subscribers, or to moderate posts from subscribers who have abused list policy.

====== Archival policy ======

To further the organizations mission of public service, open and members-only sponsored mail lists should maintain archives and those archives should be publicly available. Private lists should also maintain archives but may request limited access to those archives. Gatewayed forums will, by nature, include archives and the availability will be determined by the online subscription policy.

Sponsored mail list archives should not be expired.

===== Oversight =====

LOPSA is in no way responsible for the content of sponsored mailing lists. LOPSA reserves the right to take action if made aware of improper conduct on sponsored lists.

===== Termination =====

A sponsored list may be terminated under any of the following circumstances:
* The list ceases to serve a useful function;
* Traffic to the list ceases for an extended period as approved by the Board;
* The project completes;
* The Board, Officers, Executive Director, or other individual empowered by the Board requests it.

===== Mailings from LOPSA =====

From time to time, LOPSA may send mail about LOPSA activities to sponsored mailing list subscribers. Such mail may be sent via the mailing lists, or directly to list subscribers.

LOPSA may from time to time send mail to sponsored mailing list subscribers on behalf of third parties. Such mail will be sent directly to list subscribers, and subscribers will be provided with a means of opting out of such third-party mailings.

===== Footers =====

Posts to sponsored mailing lists may have a LOPSA-approved footer appended of no more than four 77-character lines. This footer shall only be used to publicize LOPSA and LOPSA activities.

===== Privacy =====

LOPSA or its members shall not share the subscriber list of any sponsored mailing list or any addresses contained therein with any third party. The subscriber list of a sponsored mailing list shall not be made available to the public; the subscriber list may be made available to other subscribers or to LOPSA members. LOPSA will make every reasonable attempt to obfuscate addresses within the public archives or gatewayed discussion forums.
{{end}}

== Notes/announcements ==
* Parter speaking at NCSA in two weeks; will miss meeting

== Adjournment ==
* Motion by Potter; Hume second to adjorn at 21:12

Board meeting Minutes/24 April 2006

2006-11-15T01:32:12Z

TreyBot: Uploading from board wiki

{{minutes box|before=19 April 2006|after=1 May 2006}}

{{working paper}}

{{minutes approved|1 May 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Sam Albrecht

;Apologies: Pat Wilson, Trey Harris, Doug Hughes

;Opened: 20:04 Eastern Time

;Closed: 20:49 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|19 April 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Potter - Work on proposals for potential sponsors: '''no progress'''.

* Partnership and Liason Committee (Perrine)

** Potter - Investigate potential discounts from targeted companies: '''We were accepted by O'Reilly, working on other publishing group'''.

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee

* Membership Committee
** Parter - Send the letter to non-paid lopsa.org account holders encouraging them to join. '''Awaiting list from Hughes, will send this week.'''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
**Parter - Send the note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE
**Everyone - review Pat's bulleted list of issues that arose in current training event planning cycle, on wiki

* Technical (Online) Services (Hughes/Parter) '''No progress reported below; Hughes absent'''
** Parter - Monthly transaction/product sales reports
** Parter - Mailing lists/online forum
** Parter - Sponsorships page from database
** Hughes - Sponsorships in "userdb" interface
** Hughes - a user management infrastructure for Sam
** Hughes - Add field to member application asking about other organizations that the applicant belongs to

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history '''Done ages ago'''
** Barr, Potter - Find a volunteer to carry on the Book of the Month effort - '''Potter has books lined up for a few months, this takes low priority for now.'''

=== Non-Committee ===

* Financial

* Albrecht:
** Work on a proposal for the local group support sturcture (with Parter) '''Preliminary material up -- will work to refine.'''

* Barr:

* Harris:
** Post a description of the Resume Standards project ''' No report: Harris absent.'''
** Present draft financial policies for Board approval ''' No report: Harris absent.'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS '''No report -- low priority.'''
** Make a proposal regarding financial planning items related to AH -- '''Discussion below'''

* Palmer:
** Kick off the membership drive on May 1st & manage the pre-work -- ''Progress good; will provide Parter with materials to launch May 1st at noon EDT; will not be able to do it myself (on a plane).'''

* Parter:
** Work on a proposal for the local group support sturcture (with Albrecht)

* Perrine:

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) -- '''Preliminary notes up -- everyone should review '''

* All
** Re-read business plan
** Think about other orgs that our members may be interested in giving money to

== Standing Reports ==

* Membership report ''No report this week; nothing really changed''
** See wiki for this week's status
* Online report ''Nothing to report: Hughes absent, things are working fine. etc''

== Report on Paying Association Headquarters ==

Hume discussed the goal of beginning payments to AH in return for their services now that LOPSA has achieved a degree of financial soundness. General concerns were to establish a preliminary schedule of payments we can sustain without hurting the major programs on the horizon, especially the conference. Hume will undertake to sharpen the details of this proposal, while Albrecht will research what kind of cushion will be required for the conference. Hume also suggests a followup conversation on a future call to review the financials of the business plan and commit more firmly to its goals.

ACTION: Albrecht to research funding up front required for training event.
ACTION: Hume to work on a firm proposal for a schedule of payment.

== LOPSA Live chat ==

Discussion about a LOPSA Live chat to happen mid-membership drive. Aim to talk to potential new members on the fence about joining. Scheduled for May 17th, Wednesday, from 4-6 EDT. Agreed by general consensus.

==Need a copyright policy==

Palmer brought up the need for a copyright policy that met both the needs of LOPSA and potential contributors. After discussion of the scope and shape of this policy, the Board generally agreed a copyright policy should leave copyright with the author, while granting LOPSA a period of exclusive use and perpetual publishing rights. LOPSA would not make contributed web content member-only.

ACTION ITEM: Palmer will undertake to draft a copyright policy putting the agreed shape into formal wording for passage by the Board.

== Notes/announcements ==

Perrine notes that 1) conference planning should take more of our time and 2) programs and Board members are somewhat suffering due to weekly procedural meetings. He proposes that the Board meetings alternate biweekly for a period with conference planning telephone calls. General agreement was to conduct next May 1st meeting as a Board meeting and then alternate weeks with Board meetings and conference and program planning meetings. Approved by authority of the President for a trial period.

== Adjournment ==

'''MOTION to adjourn by Barr, seconded by Hume. Passes.''' Adjourned at 20:49 EDT

Board meeting Minutes/19 April 2006

2006-11-15T01:30:22Z

TreyBot: Uploading from board wiki

{{minutes box|before=10 April 2006|after=24 April 2006}}

{{working paper}}

{{minutes approved|24 April 2006}}

;Present: Tom Perrine (chair), Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Matthew Barr

;Opened: 22:05 Eastern Time

;Closed: 23:06 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|10 April 2006}}'''

Consent agenda passed.

== Action Items ==

=== Board Committees ===

* Development Committee (Wilson/Potter)
** Potter - Work on proposals for potential sponsors - '''in progress'''

* Partnership and Liason Committee (Perrine)
** Potter - Investigate potential discounts from targeted companies - '''in progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee

* Membership Committee
** Perrine - Write and send a letter to non-paid lopsa.org account holders encouraging them to join. - '''Letter written and ready to send. '''
** Perrine, Parter - Finish the first drive proposal. - '''in progresss; see below'''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''Letter written and ready to send'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''no progress'''
** Parter - Mailing lists/online forum - '''no progress'''
** Parter - Sponsorships page from database - '''no progress'''
** Hughes - Sponsorships in "userdb" interface - '''no progress'''
** Hughes - a user management infrastructure for Sam - '''no progress'''
** Hughes - Add field to member application asking about other organizations that the applicant belongs to - '''no progress'''

''It was noted that the work on the Jobs Board is almost complete, and it should be ready to launch soon.''

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history - '''no progress'''
** Barr, Potter - Coordinate the April BotM and try to find a volunteer to carry it on - '''no report''' ''April BotM was posted on the web site''

=== Non-Committee ===

* Financial

* Albrecht:

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''
** Present draft financial policies for Board approval - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS - '''no progress'''

* Palmer:

* Parter:
** Prepare an expense plan for the NC*SA/UNC trip - '''in progress/hoping for hosts to pay expenses'''

* Perrine:

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no progress'''

* All
** Re-read business plan
** Think about other orgs that our members may be interested in giving money to

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** See wiki for this week's status
* Online report

== Local Groups ==

Discussion about what kind(s) of local groups we want (chapters, affiliates, etc). It was agreed that LOPSA needs to keep an eye on ROI issues. Getting something going here is a high priority.

ACTION ITEM: Albrecht, Parter will work on a proposal for the local group support sturcture.

== Training event ==

It was agreed that the current schedule is too aggressive; we'll regroup and reschedule, perhaps timing an announcement for some public event.

ACTION ITEM: Wilson to make a bulleted list of issues that have arisen in current planning cycle.

== Membership drive ==

The proposal was discussed. It was agreed that May should be "membership month". Palmer was appointed project manager, with oversight over logistics (including prizes).

== AH status ==

Andrew will return next week with additional financial planning items related to AH.

== Notes/announcements ==

Perrine will not attend the May 8th meeting.

Wilson will not attend the April 24th or May 1st meetings.

== Adjournment ==

'''MOTION by Palmer, seconded by Hughes, to adjourn. Passes.''' Adjourned at 23:06 ET

Board meeting Minutes/10 April 2006

2006-11-15T01:28:10Z

TreyBot: Uploading from board wiki

{{minutes box|before=3 April 2006|after=19 April 2006}}

{{working paper}}

{{minutes approved|19 April 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Opened: 20:07 Eastern Time

;Closed: 22:39 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|3 April 2006}}'''
* '''Approve minutes of {{minutes link|27 March 2006}}'''

Consent agenda approved.

'''MOTION by Hume, seconded by ?? to accept minutes as amended. Passed. '''

== Action Items ==

=== Board Committees ===

* Development Committee (Wilson/Potter)
** Potter - Work on proposals for potential sponsors - '''no progress; waiting for replies'''

* Partnership and Liason Committee (Perrine)
** Potter - Investigate potential discounts from targeted companies - '''no progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Barr, Harris - Work on Third-party discounts for members policy - ''deprecated; remove from Action Items until a need arises''
** All - talk to contacts about getting discounts for members
''The discount page has now been published on the web site''

* Communications Committee

* Membership Committee
** Harris - Write and send a letter to non-paid lopsa.org account holders encouraging them to join. - '''reassigned to Perrine'''
** Harris, Parter - Produce a proposal for "sprint" membership drive mode. '''see wiki -- April or 1+1''' ''(with Perrine)''
** Parter - Look into "ongoing" mode membership drive mode issues. '''see Membership drive one wiki, section 3.1 and 3.1.1'''
** Perrine, Parter - Finish the first drive proposal. - ''' see April Membership Drive on wiki

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''no action'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''no action''' ''on hold''
** Parter - Mailing lists/online forum - '''no action'''
** Parter - Sponsorships page from database - '''no action'''
** Hughes - Sponsorships in "userdb" interface - '''no action'''
** Hughes - a user management infrastructure for Sam - '''no action'''
''Hughes reports significant progress for standards. one member has list of standards and categories already done for his personal use.'' 
''Hughes reports progress on the Tools project - categories fleshed out and structured wiki format taking shape''

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history. - '''no action'''
** Barr, Potter - Coordinate the April BotM and try to find a volunteer to carry it on - '''no action'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''reassigned to Harris'''

* Albrecht:
** Sent IRS letter with additional information requested. Tried following up with phone call, but no response.

* Barr:
** Follow up on comcast mail issue - '''Done'''

* Harris:
** Post a description of the Resume Standards project - '''in progress'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''deferred until later in the meeting'''

* Palmer:

* Parter:
** Prepare an expense plan for the NC*SA/UNC trip: in progress/hoping for hosts to pay expenses - '''in progress'''

* Perrine:
** Email Ellie Young of Usenix asking about LOPSA space at Usenix ATC - '''Done'''
** Iterate business plan - '''Done'''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no action'''

* All
** Re-read business plan
** Think about other orgs that our members may be interested in giving money to

== Standing Reports ==

* Treasurer's report

Current financial situation nominal.

* Membership report
** See wiki for this week's status

Albrecht reports 11 New member kits sent out on Friday for period of 3/21 - 4/7. Still have 7 or 8 members who haven't given us an address. Only 1 replacement Code of Ethics sent out since initial mailing.

* Online report

== Membership Drive - Kick off on 4/15 ==

Discussion of the first membership drive took place. It was agreed that benefits of membership should be well defined and available to the members before the drive kicks off. The drive should be announced by email to all current members (generated from the member database), as not everyone is on announce@.

ACTION ITEM: Hughes to add field to member application asking about other organizations that the applicant belongs to.

== Executive Session ==

USENIX matters (andrew)

'''MOTION by Hume, seconded by Potter to enter Executive Session, inviting Albrecht. Passes'''

''[Executive session entered at 21:31 ET]''

''[Executive session ends at 22:33 ET]''

== Local Groups ==
how do we get this moving?

'''MOTION by Potter, seconded by Palmer to table this item until 17 April 2006 meeting. Passes.'''

== Notes/announcements ==

* Wilson will not attend the April 17th meeting; apologies.
* Perrine's presence at several of the next few meetings is in doubt.

== Adjournment ==

'''MOTION to adjourrn by Potter, seconded by Hume. Passes.''' Adjourned at 22:39 ET

Board meeting Minutes/3 April 2006

2006-11-15T01:25:08Z

TreyBot: Uploading from board wiki

{{minutes box|before=27 March 2006|after=10 April 2006}}

{{working paper}}

{{minutes approved|10 April 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker)

;Apologies: Sam Albrecht, Andrew Hume

;Opened: 20:05 Eastern Time

;Closed: 22:06 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|27 March 2006}}'''

''Wilson holds minutes of 27 March 2006 for redaction''

not approved; will return next week.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Potter - Work on proposals for potential sponsors - '''in progress; waiting on reply from inquiry'''
''Barr brought forward potential contacts from last week's event''

* Partnership and Liason Committee (Perrine)
** Potter - Investigate potential discounts from targeted companies - '''in progress''' ''Signed up for Safari Affiliate program.''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Barr, Harris - Work on Third-party discounts for members policy - '''no action'''
''It was noted that this action item should not be a bottleneck for the discount-recruiting process.''
** All - talk to contacts about getting discounts for members (some already here)

* Communications Committee

* Membership Committee
** Harris - Write and send a letter to non-paid lopsa.org account holders encouraging them to join. - '''no action'''
** Harris, Parter - Produce a proposal for "sprint" membership drive mode. - '''no action'''
** Parter - Look into "ongoing" mode membership drive mode issues - '''details needed''' ''Hughes has added a "referred by" field to the online new membership registration process.''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Parter - Write a note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''Done'''
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''not done; waiting on letter'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''no action'''
** Parter - Mailing lists/online forum - '''in progress'''
** Parter - Sponsorships page from database - '''no action'''
** Hughes - Sponsorships in "userdb" interface - '''no action'''
** Hughes - a user management infrastructure for Sam - '''no action'''
** Hughes - '''Membership Discounts page ready for production'''
** Hughes - '''Worthy Causes page under way (re: openssh)'''

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history. - '''in progress'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''no report'''

* Albrecht:

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no action'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''no report'''

* Palmer:

* Parter:

* Perrine:
** Add expenses to business plan - '''Done'''
** Repost business plan by the weekend - '''Done'''
** Email Ellie Young of Usenix asking about LOPSA space at Usenix ATC - '''not done'''
* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no action'''

* All
** Re-read business plan
** Think about other orgs that our members may be interested in giving money to

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
''moved to 10 April meeting by Hume request

* Membership report
** See wiki for this week's status

* Online report

There seems to be some trouble sending mail to comcast - Barr will investigate.

== Business Plan update ==

A discussion and review of the business plan took place. Perrine will re-edit and repost. It does appear that the plan is taking shape, and should be released soon.

''[Palmer leaves at 21:46]''

== Membership Drive(s) ==

* Membership drive(s) and membership goals

Various membership drive scenarios were discussed.

ACTION ITEM: Perrine and Parter will finish up the first drive proposal.

== Misc ==

* request for board member in UNC area (Mar 23 Sub: LOSPA membership question)
** Parter has volunteered and should bring an expense plan for Board review

* budget for "locals" support
** the locals issue will be addressed next week in its own agenda item

* Volunteer-USA
** We'll mention Volunteer-USA's request in the April Memo to Members and follow up with them regarding future collaborations.

* Book of the Month
** ACTION ITEM: Barr and Potter will coordinate the April BotM and try to find a volunteer to carry it on.

* Re: feb thread on clear indication about who is on board@lopsa.org
**lopsa.org/AboutUs was modified to say: ''Send email to the Board of Directors and key staff: board@lopsa.org''

== Conferences ==

* MIT SPAM report

Barr reports it was a nice conference (free admission). Numbers were down due to timing (MIT spring break) and the fact that the date had changed several times. LOPSA had tablespace, and Barr made a few contacts that should be followed up on.

* LOPSA training event report

Progress continues; venue and date are set, program is solidifying.

== Adjournment ==

'''MOTION to Adjourn by Barr, seconded by Hughes. Passes''' Adjourned at 22:06 ET.

Board meeting Minutes/27 March 2006

2006-11-15T01:23:19Z

TreyBot: /* Board Committees */

{{minutes box|before=20 March 2006|after=3 April 2006}}

{{working paper}}

{{minutes approved|10 April 2006}}

;Present: Tom Perrine (chair), Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Matthew Barr, Trey Harris

;Opened: 20:05 Eastern Time

;Closed: 21:26 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|13 March 2006}}'''
* '''Approve minutes of {{minutes link|20 March 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson, Potter - Work on proposals for potential sponsors - '''Potter to take up proposal from Wilson'''

* Partnership and Liason Committee (Perrine)
** Potter - Investigate potential discounts from targeted companies - '''in progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Barr, Harris - Work on Third-party discounts for members policy - '''no report'''

* Communications Committee

* Membership Committee
** Parter, Hughes - Gather data for non-paid lopsa.org account holders - '''Done'''
** Harris - Write and send a letter to non-paid lopsa.org account holders encouraging them to join. - '''no report'''
** Parter, Hughes - Make nice 403 error page for non-members who attempt to access member-only parts of the website - '''Done''' ''(nicer, anyway. edit /access_403 if you want to change it)''.
** Harris - Produce a proposal for "sprint" membership drive mode. - '''no report''' ''Parter will see if he can help.''
** Parter - Look into "ongoing" mode membership drive mode issues - '''in progress''' ''see on-going membership recruitment rewards on wiki''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Parter - Write a note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''draft done'''
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''not done''' ''waiting for note''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''in progress / stalled'''
** Parter - Mailing lists/online forum - '''in progress - need visual review/work from theme team'''
** Parter - Sponsorships page from database - '''stalled'''
** Hughes - Sponsorships in "userdb" interface - '''not done'''

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history. - '''in progress'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''in progress'''
*** Hume to bundle raw process notes to Harris for policy. - '''Done'''

* Albrecht:
** Search for other NDAs that may be in office
*** Found one - that makes a total of 2.
** Albrecht gave an IRS status update.

''[ Palmer joins at 20:34 ]''

[ Palmer provides updates on his action items (''in context'') ]

''[ Palmer leaves at 20:36 ]''

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''in progress'''

* Palmer:

* Parter:

* Perrine:
** Incorporate startup costs in business plan - '''Done'''
** Address Albrecht comments on business plan - '''Done'''
** Re-post business plan and send mail to Board - '''Done'''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no action'''

* All
** Re-read business plan

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
** Jan 06 Financials sent by Albrecht to Board
** Feb 06 Financials sent by Albrecht to Board
* Membership report
** See wiki for this week's status
* Online report
** There's been significant progress in Tools and Standards projects in the past week
** Perrine met with the BitPusher folks while in the area and reported some techincal details

== Other conferences ==

* MIT SPAM

This imminent; Barr and Palmer will attend and be LOPSA ambassadors.

* Usenix ATC

There is no vendor show at the ATC; we wish to have a presence, but need to investigate the best way to accomplish this. It's noted that there are lots of local LOPSA members, so we shouldn't have a problem getting volunteers.

ACTION ITEM: Perrine to email Young and inquire about getting some space (ala CACert) for a LOPSA presence.

ACTION ITEM: Conference Committee to get the "LOPSA event presence" volunteers going and pointed at ATC.

* LOPSA event

Preliminarly thoughts/ideas were presented; marketing ideas solicited from Board members. It's probably time to ask for non-Board volunteers to help.

== Notes/announcements ==
* Hume will be absent April 3rd; apologies.

== Adjournment ==

'''MOTION to Adjourn by Hume, seconded by Potter.''' Adjourned at 21:26 ET

Board meeting Minutes/27 March 2006

2006-11-15T01:06:17Z

TreyBot: Uploading from board wiki

{{minutes box|before=20 March 2006|after=3 April 2006}}

{{working paper}}

{{minutes approved|10 April 2006}}

;Present: Tom Perrine (chair), Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Matthew Barr, Trey Harris

;Opened: 20:05 Eastern Time

;Closed: 21:26 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|13 March 2006}}'''
* '''Approve minutes of {{minutes link|20 March 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson, Potter - Work on proposals for potential sponsors - '''Potter to take up proposal from Wilson'''

* Partnership and Liason Committee (Perrine)
** Potter - Investigate potential discounts from targeted companies - '''in progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Barr, Harris - Work on {{policy link|Third-party discounts for members}} - '''no report'''

* Communications Committee

* Membership Committee
** Parter, Hughes - Gather data for non-paid lopsa.org account holders - '''Done'''
** Harris - Write and send a letter to non-paid lopsa.org account holders encouraging them to join. - '''no report'''
** Parter, Hughes - Make nice 403 error page for non-members who attempt to access member-only parts of the website - '''Done''' ''(nicer, anyway. edit /access_403 if you want to change it)''.
** Harris - Produce a proposal for "sprint" membership drive mode. - '''no report''' ''Parter will see if he can help.''
** Parter - Look into "ongoing" mode membership drive mode issues - '''in progress''' ''see on-going membership recruitment rewards on wiki''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Parter - Write a note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''draft done'''
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''not done''' ''waiting for note''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''in progress / stalled'''
** Parter - Mailing lists/online forum - '''in progress - need visual review/work from theme team'''
** Parter - Sponsorships page from database - '''stalled'''
** Hughes - Sponsorships in "userdb" interface - '''not done'''

* Content Services Committee (Palmer/Potter)
** Parter, Palmer - Revise the About Us page and begin the corporate history. - '''in progress'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''in progress'''
*** Hume to bundle raw process notes to Harris for policy. - '''Done'''

* Albrecht:
** Search for other NDAs that may be in office
*** Found one - that makes a total of 2.
** Albrecht gave an IRS status update.

''[ Palmer joins at 20:34 ]''

[ Palmer provides updates on his action items (''in context'') ]

''[ Palmer leaves at 20:36 ]''

* Barr:

* Harris:
** Post a description of the Resume Standards project - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''in progress'''

* Palmer:

* Parter:

* Perrine:
** Incorporate startup costs in business plan - '''Done'''
** Address Albrecht comments on business plan - '''Done'''
** Re-post business plan and send mail to Board - '''Done'''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no action'''

* All
** Re-read business plan

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
** Jan 06 Financials sent by Albrecht to Board
** Feb 06 Financials sent by Albrecht to Board
* Membership report
** See wiki for this week's status
* Online report
** There's been significant progress in Tools and Standards projects in the past week
** Perrine met with the BitPusher folks while in the area and reported some techincal details

== Other conferences ==

* MIT SPAM

This imminent; Barr and Palmer will attend and be LOPSA ambassadors.

* Usenix ATC

There is no vendor show at the ATC; we wish to have a presence, but need to investigate the best way to accomplish this. It's noted that there are lots of local LOPSA members, so we shouldn't have a problem getting volunteers.

ACTION ITEM: Perrine to email Young and inquire about getting some space (ala CACert) for a LOPSA presence.

ACTION ITEM: Conference Committee to get the "LOPSA event presence" volunteers going and pointed at ATC.

* LOPSA event

Preliminarly thoughts/ideas were presented; marketing ideas solicited from Board members. It's probably time to ask for non-Board volunteers to help.

== Notes/announcements ==
* Hume will be absent April 3rd; apologies.

== Adjournment ==

'''MOTION to Adjourn by Hume, seconded by Potter.''' Adjourned at 21:26 ET

Template:End

2006-11-15T01:02:45Z

TreyBot:

</td></tr>
</table>

Board meeting Minutes/13 March 2006

2006-11-15T01:01:30Z

TreyBot: Uploading from board wiki

{{minutes box|before=6 March 2006|after=20 March 2006}}

{{working paper}}

{{minutes approved|27 March 2006}}

;Present: Tom Perrine (chair), Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, Stephen Potter

;Apologies: Sam Albrecht, Matthew Barr, David Parter, Pat Wilson

;Opened: 20:04 Eastern Time

;Closed: <time> Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|6 March 2006}}'''

Consent agenda approved.

== Action Items ==

=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors

* Partnership and Liason Committee (Perrine)
''Perrine to visit Bitpusher when he's in SF area next week''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Harris, Hume, Wilson - Draft a {{policy link|Liaisons to other organizations}} - '''Done - see below'''

* Communications Committee
** Palmer, Harris - Touch base with Art Director Welch and inquire as to his availability to do the modifications (postcards) or new design (tri-fold). '''Done - plan is to do a short run of current postcards while considering new design going forward.'''
''Harris, Albrecht, and Welch spoke and decided to make a shortrun of current postcard. Artwork provided to AH. That should last 2-3 months. A new tri/quadra fold will be designed. Note due date for new design late April.''

* Membership Committee
** Albrecht: Verify the number of members who did not provide a mailing address - '''Done'''
*** Report - it seems that the international members were not updated in the database when their kits were sent. I don't have a good number since I'm traveling - but it's closer to 12 than 38.

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Parter - Write a note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE
** Parter - Send mail to Zavras asking about possible LOPSA involvement with SANE - '''Done'''
''Parter and Zavras continuing to consider LOPSA/SANE coordination''
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports
** Parter - Mailing lists/online forum
** Parter - Sponsorships page from database
** Hughes - Sponsorships in "userdb" interface
** Hughes, Parter - Investigate the technical aspects of the drupal poll and survey modules - '''Done: using the survey module for the NJ "anonymous posting law" survey.'''

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval.
*** Hume to bundle raw process notes to Harris for policy.
** Hume - Work with Albrecht to revise financial statement for Board approval
*** Report - Albrecht & Hume talked - financials have gone back to Finance for revision.
''Harris has not received draft financial policies email. Will coordinate with Andrew''

* Albrecht:
** ''It seems several membership kits were received damaged due to the pins. They should have all been wrapped in bubblewrap. Will investigate and provide a report next week.''

* Barr:
** Ask legislative contacts for further details on the proposed NJ legislation
''Perrine to contact Cat Okita about ISP fining in CA for more details''
** Contact the EFF
''According to contacts the proposed bill can't go anywhere because some of the proposed things are illegal from a constitutional perspective in the state of NJ. If there are changes, we'll hear about it.''

* Harris:
** Produce a proposal for membership drives - '''no progress'''
** Post a description of the Resume Standards project
** Migrate the board-only list from sage-members.org — '''Done (by Barr)'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''not done'''

* Palmer: (absent)
** Write a letter to non-paid lopsa.org account holders encouraging them to join (with Harris).

* Parter: (absent)
** Revise the About Us page and begin the corporate history (with Palmer) - '''in progress, a skeleton is online at lopsa-01.lopsa.org, but the menus are not right yet'''

* Perrine:
** Explore partnership possibilities with Company J
** Write an article about NJ Bill A327 for the web site - '''Done'''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter)

* All:

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report '''filed'''

* Online report '''filed'''

== 2005 Financials ==

Perrine signed letters and sent to AH

== New Business ==

=== Liaison policy ===
* '''Discuss and approve {{policy on|Liaisons to other organizations}}'''
** '''Moved by Harris, seconded by Hughes. Motion passes.'''
* Approved text:
{{blockquote}}
====Liaisons to other organizations====

{{policy approved|13 March 2006}}
===== Purpose and scope =====
LOPSA may from time to time engage in partnerships with other organizations lasting a significant duration of time and encompassing many activities. In such cases, the Board may designate an individual to serve as liaison from LOPSA to the partner organization.

This policy shall be applicable to any case where the Board designates, by motion, an individual, whether volunteer or staff, to serve as "liaison" or to "liaise" with another entity. This policy shall not apply when there has been no explicit Board action to designate a liaison, or when the Board uses other terminology such as "represent", "approach", or "work with".

===== Duties =====
The duties of a liaison from LOPSA to another organization include:
* Acting as a point of contact for LOPSA. This includes answering questions and offering advice on LOPSA matters. Any formal interactions and decisions must be made by the Board, unless explicitly delegated.

* Acting as an observer within the other organization on behalf of LOPSA. This includes being familiar with activities within the organization and relevant to LOPSA, and looking for opportunities for collaboration between LOPSA and the other organization.

* Reporting to the Board periodically (monthly is recommended) on the status of the liaison relationship.
{{end}}

=== Membership kits ===
We have received a number of complaints about the lapel pins not being properly protected during mailing.
Albrecht is looking into shipping snafu. We'll redesign membership cards perhaps later in the year. Acknowlegement that we stumbled on this and spent some credibility.

=== SANE ===

At least one LOPSA member (Lee Damon) will be attending and speaking at SANE; there may be another member from the Netherlands who might be going. AH will coordinate shipping materials to the conference. There's been some discussion with SANE folks regarding potential incentives for LOPSA memebers

== Notes/announcements ==
* Albrecht will be absent. He's driving back from DC.

== Adjournment ==

Board meeting Minutes/20 March 2006

2006-11-15T01:00:29Z

TreyBot: Uploading from board wiki

{{minutes box|before=13 March 2006|after=27 March 2006}}

{{working paper}}

{{minutes approved|27 March 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Opened: 20:07 Eastern Time

;Closed: 21:52 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|13 March 2006}}'''

''Moved to 27 March meeting''

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors - '''no action'''

* Partnership and Liason Committee (Perrine)

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)

* Communications Committee

* Membership Committee

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Parter - Write a note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''no action'''
** Perrine - Send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE - '''not done'''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''in progress / stalled'''
** Parter - Mailing lists/online forum - '''in progress - need visual review/work from theme team'''
** Parter - Sponsorships page from database - '''stalled'''
** Hughes - Sponsorships in "userdb" interface - '''in progress'''

''The new website theme is up.''

* Content Services Committee (Palmer/Potter)

''Palmer is working on guidelines for web- topic-area editors. 1st draft of the "About Us" document is done and online.''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval.
*** Hume to bundle raw process notes to Harris for policy. - '''not done'''
** Hume - Work with Albrecht to revise financial statement for Board approval - '''Done. See below'''

* Albrecht:
** Investigate and report on membership kit problems (especially pins/bubblewrap)
*** We have replaced 16 membership kits. This includes anyone that notified staff, any board member, or that Hans noted discussing on IRC. All were kits with pins in the original plastic bags - instead of the bubblewrapped pins. AH will provide a credit of 8 hours to LOPSA for this error, as instructions were clearly given to the staff on this.
** Update on members without addresses. ''The correct number is 10.''
** Set up a list of NDAs on file on the wiki. - '''Done'''
** Sent conference update to Matt, Pat, Tom on 3/20 (late).
** talk with European partner org to see about printing and shipping flyers for SANE to save x-Atlantic costs. - ''not practical. will send to Damon for his transport.''

* Barr:

* Harris:
** Produce a proposal for membership drives - '''in progress - see below'''
** Post a description of the Resume Standards project - '''not done'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 - '''in progress''' ''waiting on Usenix Board discussion''

* Palmer:
** Write a letter to non-paid lopsa.org account holders encouraging them to join (with Harris).

* Parter:
** Revise the About Us page and begin the corporate history (with Palmer) - '''in progress''' ''The draft pages on lopsa-01 are currently hidden due to other dev testing''

* Perrine:
** Explore partnership possibilities with Company J - '''no action''' ''Looks unlikely at this time''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''in progress''' ''see strawman on wiki''

* unassigned
** Contact NL member to see if he would like to be ambassador for SANE if attending

== Standing Reports ==

* Treasurer's report ''(first meeting of the month only)''
* Membership report
** see Membership development on wiki
* Online report

== Discounts ==

Hughes reports that he's discussed the possibility of member discounts with two LOPSA Corporate sponsors. One is definitely on board, and another likely. BitPusher is already discounting services for LOPSA members. It was agreed that more member discounts should be sought from likely organizations, some guidlines/policy set regarding discounts, and a web page should be created to publicize the member discounts.

ACTION ITEM: Barr and Harris to work on third-party discounts for members policy

ACTION ITEM: Potter to investigate company S and company O

== Financial Reports ==

'''MOTION: by Hume, seconded by Hughes to accept the 2005 financial year 2005 report. Passes'''

== Membership Drive Brainstorming ==

* There are a fair number of people who have web site accounts but who have not converted to "paid member" status. It's time to remind these folks that they're not yet LOPSA members.

ACTION ITEM: Parter, Hughes to make nice 403 error page for non-members who attempt to access member-only parts of the website

ACTION ITEM: Parter, Hughes will gather data for non-converters

ACTION ITEM: Harris will write and send letter

* "Charter" membership ends soon. There are two consequences: people who value the benefits of Charter membership need to join now and it's the last chance to come aboard at the $40 rate.

* Discussion ensued regarding possible approaches for membership drives. Two definite modes appeared: "sprint" and "ongoing". Both will be investigated.

''[ Albrecht leaves at 21:31 ET ] ''

ACTION ITEM: Harris to produce a proposal for "sprint" mode.

ACTION ITEM: Parter to look into "ongoing" mode issues.

== Business Plan update ==

Albrecht has commented on the current draft; Perrine now has 2005 financials and will address Albrecht's comments by end of week.

ACTION ITEMS: Perrine to incorporate startup costs in business plan

ACTION ITEMS: Perrine to address Albrecht comments

ACTION ITEMS: Perrine to re-post biz plan and send mail to Board

ACTION ITEM: All to re-read biz plan

== Notes/announcements ==

*Harris reports Seattle local group is now "Seattle Area System Administrators Guild"

== Adjournment ==

'''MOTION to Adjourn by Hume, seconded by Potter. Passes''' Adjourned at 21:52 ET

Board meeting Minutes/6 March 2006

2006-11-15T00:53:57Z

TreyBot: Uploading from board wiki

{{minutes box|before=27 February 2006|after=13 March 2006}}

{{working paper}}

{{minutes approved|13 March 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Doug Hughes, Andrew Hume, David Parter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Trey Harris, Stephen Potter

;Opened: 20:04 Eastern Time

;Closed: 21:11 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|27 February 2006}}'''

Moved to agenda, below

== Action Items ==

=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors - '''no action'''

* Partnership and Liason Committee (Perrine)
** Perrine- Write another note to the Advisory Council as soon as biz plan first draft complete - '''biz plan still incomplete''' ''This action item will be removed pending completion of biz plan.''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Harris, Hume, Wilson - draft a liaison charter and policy. - '''in progress'''

* Communications Committee

* Membership Committee
** Harris, Albrecht - membership kit - '''Done'''
*** Update from Albrecht: The kits (welcome letter, certificate, sticker, pin, and membership card) have been completed (on Friday) and have gone to the mailroom (Monday) for compilation (envelope stuffing and labeling) and mailing. We hope to see them hit USPS within the next couple of days. There were about 10 members that did not provide addresses, and did not respond to Deepa's request for addresses. Therefore they won't be getting a kit.
''Albrecht will verify the number of members who did not provide a mailing address.''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Barr, Perrine, Wilson - present several possible scenarios for LOPSA training events - ''Done''

* Technical (Online) Services (Hughes/Parter)
** Parter - Monthly transaction/product sales reports - '''in progress'''
** Parter - Mailing lists/online forum - '''in progress -- needs some css work to make it pretty'''
** Parter - Sponsorships page from database - '''not started, need to load database'''
** Hughes - Sponsorships in "userdb" interface

* Content Services Committee (Palmer/Potter)

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''not done - Hume to bundle raw process notes to Harris.'''
** Hume - Work with Albrecht to revise financial statement for Board approval - '''not done; call Hume Mar 7.'''
** Albrecht - goal for financial reports will be about the 22nd of each month for the month prior.

* Albrecht:
** Sent out January staff activity report and hours report on 3/3/06

* Barr:
** Communicate the Board's decision regarding wifi partnering (with supporting reasons) to Albrecht - '''Done.'''

* Harris:
** Produce a proposal for membership drives - '''no report'''
** Post a description of the Resume Standards project - '''no report'''
** Migrate the board-only list from sage-members.org - '''no report'''

* Hughes:
** Create a list of non-paid online account holders - '''Done and emailed to parter/palmer'''

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 ''(from 30 Jan 2006 meeting)'' - '''in progress'''
*** Albrect provided updated draft letters on 3/2/06.
''Hume has been in contact with Usenix Liason Couch and both are working through the issue. The question about a potential LOPSA presence at the Usenix Annual Technical Conference was raised, though no decision was reached by the Board.''

* Palmer:
** Write a letter to non-paid lopsa.org account holders encouraging them to join (with Harris). - '''no report'''
** Revise the About Us page and begin the corporate history (with Parter) - '''in progress''' ''Parter will take over this action item''

* Parter:

* Perrine:
** Explore partnership possibilities with Company J - '''in progress; call made, no response yet'''
''Perrine went to the local UCSD Friday Beers sysadmin gathering last week and evangelized.''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''in progress; should be ready by next week'''

* All:
** Review AH letter of agreement - '''Done'''

== Standing Reports ==

* Treasurer's report (at first meeting of the month)

We have exhausted the $10,000 of "startup" expenses from Usenix (on various reimbursements)

* Membership report
{| {{prettytable}}
!
! 3/6/06
! 2/27/06
! 2/20/06
! 2/13/06
!
! 1/9/06
|-
! members
| 343
| 338
| 335
| 333
|
| 272
|-
! payment pending
| 8
| 7
| 7
| 6
|
| 18
|-
! non-members w/online accounts
| 208
| 205
| -
| -
|
| -
|-
|}

Membership, while steadily increasing, is not increasing at the rate necessary to meet the 2006 projections.

* Online report

Given via action items, above.

== 2005 Financials ==

''Deferred until the March 13 meeting''

== AH letter of Agreement ==

'''MOTION: by Hume, seconded by Hughes that The LOPSA Board direct Perrine to sign letter with AH. Passes.'''

It was agreed that Perrine should also write a letter to Pawlucy expressing LOPSA's thanks for AH's support and understanding, without which LOPSA would not now exist.

== SANE ==

LOPSA is interested in supporting and possibly having a presence at SANE (May, Netherlands). It was agreed that LOPSA's Eurpoean members should be canvassed to find out if anyone's going and would be willing to be an ambassador. We should also directly contact the SANE organizers and find out about cooperation opportunities.

ACTION ITEM: Perrine will send a Parter-written note to the intl members asking whether they'd like to be ambassadors for LOPSA to SANE.

ACTION ITEM: Parter will send mail to Zavras asking about possible LOPSA involvement with SANE.

== LOPSA handouts ==

The stock of LOPSA postcards has been virtually exhausted. The question of whether to print new postcards and/or tri-fold brochures was raised (the postcards have some minor typos and should be capturing more information; Palmer has suggested changes).

ACTION ITEM: Palmer and Harris to touch base with Art Director Welch and inquire as to his availability to do the modifications (postcards) or new design (tri-fold).

== 27 Feb 2006 minutes ==

'''MOTION: Hume moves to accept the 27 Feb 2006 minutes as amended. Wilson seconds. Passes.'''

== New Business ==

=== Proposed NJ Bill A1327 ===

Barr sent mail to the Board earlier in the week regarding proposed [http://www.njleg.state.nj.us/2006/Bills/A1500/1327_I1.HTM legislation] in the state of New Jersey that would require the owners of web sites to maintain valid contact information for anyone allowed to post to the site. This would have a potential chilling effect on free speech on the Internet.

It was decided that this issue might be a good one to bring to the attention of our members and be the beginning of LOPSA's legislative review activities. It might also be a good time to make contact with organizations such as the EFF, and a chance to ask for member feedback via a poll/survey.

ACTION ITEM: Barr to ask his legislative contacts for further details on the proposed legislation.

ACTION ITEM: Barr to contact the EFF.

ACTION ITEM: Hughes, Parter to investigate the technical aspects of the drupal poll and survey modules.

ACTION ITEM: Perrine to write an article for the web site.

== Notes/announcements ==
* Staff Priorities on wiki
* Wilson will not be at the 13 March meeting. Apologies.
* Parter will not be at the 13 March meeting. Apologies.

== Adjournment ==

'''MOTION: by Wilson, seconded by Hughes to adjourn. Passes.''' Adjourned at 21:11 ET

Board meeting Minutes/27 February 2006

2006-11-15T00:52:22Z

TreyBot: Uploading from board wiki

{{minutes box|before=20 February 2006|after=6 March 2006}}

{{working paper}}

{{minutes approved|6 March 2006}}

;Present: Tom Perrine (chair), Matthew Barr, Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker)

;Apologies: Sam Albrecht

;Opened: 20:04 Eastern Time

;Closed: 21:43 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|20 February 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors - '''no action'''

* Partnership and Liason Committee (Perrine)
** Perrine- Write another note to the Advisory Council as soon as biz plan first draft complete - '''in progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Harris, Hume, Wilson - draft a liaison charter and policy. - '''in progress'''
''Should have something for Board review next week''

''[ Palmer joins the call at 20:09 ET ]''

* Communications Committee
** Palmer -- Fix the problems with the postcard and revisit information requested - '''Done'''
''Palmer will touch base with the office to make sure that everyone's on track.''

* Membership Committee
** Harris, Albrecht - membership kit - '''in progress'''
''Still problems with the membership cards, but that should be corrected this week. Otherwise, ready to go.''

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Barr, Perrine, Wilson - present several possible scenarios for LOPSA training events - '''in progress'''
''Should have something to present to the Board next week.''

* Technical (Online) Services (Hughes/Parter)
'' There's now a volunteer who will be working on the mailman anti-spam configuration which will have uses beyond mailman.''

* Content Services Committee (Palmer/Potter)
** Palmer, Potter - Contact other LISA '05 content contributors with hosting offer - '''no new action'''
''It was decided that this action item should be closed. Other Content developments: we now have 3 "editors in chief" and 3 area editors for the web site.''

''[ Harris leaves at 20:26 ]''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''no action'''

* Albrecht:

* Barr:

* Harris:
** Produce a proposal for membership drives - '''no report'''
** Post a description of the Resume Standards project - '''no report'''
** Migrate the board-only list from sage-managers.org - '''no report'''

* Hughes:

* Hume:
** Work with Usenix to pursuade them to sign a grant letter to the IRS by 30 March 2006 ''(from 30 Jan 2006 meeting)'' - '''in progress; waiting on feedback from Albrecht'''

* Palmer:

* Parter:

* Perrine:
** Reply to Ross West email and seek further information about what he wants - '''Done'''
''Perrine will iterate with West, but sense of the Board is that this might not be a high priority project at the moment''

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''no action'''

* All:
** Review 05 financials and set questions to Albrecht in advance of 27 Feb meeting - '''in progress'''
''It was decided that the BitPusher contribution should best be apportioned against charges as they occur, rather than lumped into the 2005 numbers. Also, the official 2005 budget numbers should be in the financials.''

ACTION ITEM: Hume to work with Albrecht to revise financial statement for Board approval next meeting.

== Standing Reports ==

* Treasurer's report
** Albrecht provided January financials via email earlier in the week.
** Discuss December 31, 2005 financials if needed.
** Draft 2006 budget prepared and being reviewed.

It was agreed that LOPSA should start paying off some of the AH debt as soon as possible once the cash flow projections have given an idea of what amount is practical to use for this purpose.

* Membership report
{| {{prettytable}}
! members
| 338
|-
! payment pending
| 7
|-
! non-members w/online accounts
| 205
|-
|}

It's time to send mail to the 205 folks who haven't actually joined yet and see if we can convert them to paying members.

ACTION ITEM: Hughes to create a list of non-paid online account holders

ACTION ITEM: Palmer and Harris will write an appropriate letter.

* Online report
** online sponsorships done

Hughes, Parter, and Wilson are working to create a sponsor database and interface for ongoing staff use.

== Sponsorship Possibilties ==

(Henceforth, in order to avoid unnecessary redactions, we will refer to potential sponsors
by a nom de plume such as "Company X".)

* Discussed the idea of working with Company S on shared event possibilities and our potential involvement with their event planning committee.

ACTION ITEM: Perrine to contact Company S to accept position on their committee and clarify avenues of potential cooperation.

* ''Company J'' (t-shirt/merchandise vendor) might be a potential partner (or even sponsor). There's been some dissatisfaction from members regarding the quality of the CafePress merchandise, and Company J might be able to get us lower prices through volume discounts. Some concern was expressed regarding look and feel of Company J's site, which might not provide an appropriately "professional" feel - perhaps they would do a portal?

ACTION ITEM: Perrine will explore partnership possibilities with Company J

== AH/LOPSA Letter of Agreement ==

* Discuss AH proposal - cost and hours. Recommend modifications and/or approval.

Needs more Board scrutiny; will review and bring back for approval next week.

ACTION ITEM: All to review before next week

== New Business ==

=== "About us" page for site ===

It was pointed out that the "About Us" page doesn't really make the whole case for LOPSA, and it's probably time for a corporate history story to be started. Care will need to be taken to present an accurate, yet not needlessly confrontational, description of events. The "About Us" page should also clearly define the scope of LOPSA's potential activities and interests.

ACTION ITEM: Palmer will write the about us with assitance from Parter.

=== Wifi question ===

Regarding Albrecht's query about potentially partnering with other AH clients on a portable wireless system: it was agreed that this was not something that LOPSA would be interested in pursuing. The economics aren't in favor, and the chance of complications with a venue's own setup is too great.

ACTION ITEM: Barr will communicate the Board's decision (with supporting reasons) to Albrecht.

== Notes/announcements ==

== Adjournment ==

'''MOTION to adjourn by Wilson, seconded by Palmer. Passed.''' Adjourned at 21:43.

Board meeting Minutes/20 February 2006

2006-11-15T00:50:32Z

TreyBot: Uploading from board wiki

{{minutes box|before=13 February 2006|after=27 February 2006}}

{{working paper}}

{{minutes approved|27 February 2006}}

;Present: Tom Perrine (chair), Trey Harris, Doug Hughes, David Parter, Pat Wilson (note taker), Sam Albrecht
;Apologies: Matthew Barr, Stephen Potter, Andrew Hume

;Opened: 20:04 Eastern Time

;Closed: 20:50 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|13 February 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors - '''no action'''

* Partnership and Liason Committee (Perrine)
** Perrine- Write another note to the Advisory Council as soon as biz plan first draft complete - '''in progress'''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Harris, Hume, Wilson - draft a liaison charter and policy. - '''no action'''

* Communications Committee
** Palmer -- Fix the problems with the postcard and revisit information requested - '''no report'''

* Membership Committee
** Harris, Albrecht - membership kit
*** Report from Albrecht - Code of Ethics printed and in house. Certificate holders in house. Stationary and envelopes printed and in house. President's signature received and incorporated into letter. Database received and mail merge done. Membership cards not complete - but printer received final file on Thursday, so they should be here today or tomorrow. All we now have left to do is print the letters and setup/print the membership cards. Estimated mailing date is now Wednesday/Thursday.
**** Membership kit will include - welcome letter from President, membership card, membership lapel pin, color copy of the Code of Ethics with a "certificate holder".

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Barr, Perrine, Wilson - present several possible scenarios for LOPSA training events - '''in progress'''
''Albrecht has presented a tentative budget to the committee, which will be sent to the whole board soon. Some concern about event timing was expressed and will be taken into account. The issue of contract (performance) liability was also raised and will be investigated.''

* Technical (Online) Services (Hughes/Parter)

* Content Services Committee (Palmer/Potter)
** Palmer, Potter - Contact other LISA '05 content contributors with hosting offer - '''no report'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval.
** Albrecht - sent out 2005 Financials on 2/20/05. Recommend approval and delivery to accountant to prepare tax return.
''Approval deferred until next week, pending board review.''
** Albrecht - sent draft 2006 budget to Hume.
** Albrecht - Jan 2006 finances should be done in a couple of days - will send to Board ASAP.

* Albrecht:
** Draft letter of agreement for LOPSA-AH 2006 work.
*** Report - sent out on 2/14. Moved to "New Business" on this agenda.

* Barr:

* Harris:
** Move policy proposals from draft minutes of 13Feb2006 to appropriate policy pages - '''Done'''
** Produce a proposal for membership drives (due 28Feb2006)
** Post a description of the Resume Standards project - '''no action'''
''Harris has posted all of the approved minutes to the public wiki''

* Hughes:

* Hume:

* Palmer:

* Parter:

* Perrine:

* Potter:

* Wilson:
** Produce a proposal for a volunteer recognition program (with Harris, Parter) - '''in progress'''

* All:
** Flesh out charges/specifications for 90 day services listed on project plan - '''in progress'''
''Most now seem to have some sort of description. The volunteer coordinator is on vacation.''

== Standing Reports ==

* Membership report
** not too many new members this week
** perhaps 6-10 new members came in from SCALE

* Online report

== SCALE wrap up ==

Michael Crusoe sent a nice summary email which was passed on to the Board. Recommendations from that and from conversations with Mario Obejas have been placed on the wiki. AH will be the storage point for all LOPSA inventory (including t-shirts). There's still been no word from the Boston Linux Expo regarding a booth.

== Revisit sponsor benefits ==

'''MOTION: by Wilson, seconded by Parter to remove the "free set of short topics booklets" from the list of sponsor benefits wherever it appears. Passed.'''

== New Business ==

=== Management Agreement ===
* Discuss and approve the Letter of Agreement for AH services

''Defered to Board discussion on 27 Feb''

=== Board mail list ===

Acknowledgement and discussion of member concerns regarding board@ mail list. Resolved to change description to "board and key staff" with instructions to send to an individual board member (preferably president) if there are issues that the staff shouldn't see; will need to change text in Memo to Members as well as the "contact us" web page.

ACTION ITEM: Harris to migrate the board-only list from sage-managers.org

== Notes/announcements ==
* Albrecht - have doctor appointment at 6 - might be late for meeting.
* Albrecht - will be traveling for 2/27 meeting - will not be able to call in.
* Albrecht - LOPSA official font installed - staff striving to send out all documents in this font.
* Albrecht - Staff recognized concern on email attachment file type. Staff striving to send out all documents as pdfs.

ACTION ITEM: Perrine will reply to Ross West email and seek further information about what he wants.

== Adjournment ==

'''Motion to adjourn by Wilson, seconded by Hughes.''' Adjourned at 20:50.

LOPSA Policies/Liaisons to other organizations

2006-11-15T00:41:08Z

TreyBot:

{{policy|Liaisons to other organizations}}

{{policy approved|13 March 2006}}
==== Purpose and scope ====
LOPSA may from time to time engage in partnerships with other organizations lasting a significant duration of time and encompassing many activities. In such cases, the Board may designate an individual to serve as liaison from LOPSA to the partner organization.

This policy shall be applicable to any case where the Board designates, by motion, an individual, whether volunteer or staff, to serve as "liaison" or to "liaise" with another entity. This policy shall not apply when there has been no explicit Board action to designate a liaison, or when the Board uses other terminology such as "represent", "approach", or "work with".

==== Duties ====
The duties of a liaison from LOPSA to another organization include:
* Acting as a point of contact for LOPSA. This includes answering questions and offering advice on LOPSA matters. Any formal interactions and decisions must be made by the Board, unless explicitly delegated.

* Acting as an observer within the other organization on behalf of LOPSA. This includes being familiar with activities within the organization and relevant to LOPSA, and looking for opportunities for collaboration between LOPSA and the other organization.

* Reporting to the Board periodically (monthly is recommended) on the status of the liaison relationship.

Board meeting Minutes/13 February 2006

2006-11-15T00:39:53Z

TreyBot: Uploading from board wiki

{{minutes box|before=6 February 2006|after=20 February 2006}}

{{working paper}}

{{minutes approved|20 February 2006}}

;Present: Tom Perrine (chair), Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson (note taker), Sam Albrecht

;Apologies: Matthew Barr

;Opened: 20:30 Eastern Time

;Closed: 21:48 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|6 February 2006}}'''
* '''Clear redactions of {{redacted minutes|29 August 2005}}'''
* '''Clear redactions of {{redacted minutes|10 October 2005}}'''
* '''Approve redactions of {{redacted minutes|23 January 2006}}'''
* '''Approve redactions of {{redacted minutes|30 January 2006}}'''

Consent agenda approved.

== Action Items ==
=== Board Committees ===

* Development Committee (Wilson/Potter)
** Wilson - Work on proposals for potential sponsors - '''no action'''

* Partnership and Liason Committee (Perrine)
** Perrine- Write another note to the Advisory Council as soon as biz plan first draft complete - '''still pending biz plan'''

''Perrine notes that he's gotten helpful feedback on the buisness plan.''

* Leadership Committee (Greg Rose)

* Policy Committee (Harris)
** Harris, Hume, Wilson - draft a liaison charter and policy. '''On wiki at {{policy link|Liaisons to other organizations}}.'''

* Communications Committee
** Palmer -- Fix the problems with the postcard and revisit information requested - '''in progress'''

* Membership Committee
** Harris, Albrecht - membership kit
*** Report from Albrecht - stationary in, code of ethics in, waiting for new graphics on membership card, certificate holders (shipped to us on Friday), database ready. Plan A is to run mailmerge on Tuesday or Wednesday - hope that the membership cards are done by Thursday, and print them also, with everything to be mailed by Friday.

=== Program Committees ===

* Conference Planning Committee (Wilson/Perrine)
** Barr, Perrine, Wilson - present several possible scenarios for LOPSA training events - '''in progress'''
*** Report from Albrecht - preliminary cost scenarios sent to Wilson, Perrine.

* Technical (Online) Services (Hughes/Parter)
** Albrecht, Hughes - extend member database - '''Done'''
**Albrecht, Barr, Parter to define an expedited member registration process for use at SCALE. - '''Done'''

* Content Services Committee (Palmer/Potter)
** Palmer, Potter - Contact other LISA '05 content contributors with hosting offer - '''in progress; waiting for replies'''

=== Non-Committee ===

* Financial
** Hume - Present draft financial policies for Board approval. - '''in progress'''
** Note from Albrecht - there was some discussion on when the Board should see financials, hours, and staff activity reports. The current work-to date is the 20th of the month following the close. For example, you should see January financials by 2/20. You should have seen 2005 financials by 1/20, but we've run into a delay due to matching up multiple membership reports for accounting and still have to track down Amazon payment. Deepa and I hope to meet with accounting this week to finalize 05 and Jan 06. We are spending extra time on these efforts to ensure future accuracy. I don't know if we can meet the 2/20 goal for Jan 06, but for future months, it shouldn't be a problem.

* Albrecht:
** Give a plausible estimate of fully loaded member cost — '''Done; see on wiki.'''

** Draft letter of agreement for LOPSA-AH 2006 work.
*** Report from Albrecht - draft done and given to AH management. Should have draft to Board by next Monday.

* Barr:

* Harris:
** Put an item on this agenda regarding how the Membership Committee would like to proceed regarding membership drives — see wiki - '''Done; see below'''

* Hughes:
** Speak with the volunteer coordinator (Hans Kugler) regarding setting up some regular reporting methods. -'''Done'''

* Hume:
** Review minutes and provide a list of redactions pertaining to SAGECom that may now be restored - '''Done'''

* Palmer:

* Parter:
''Notes discussion on ''discuss'' mailing list re: mailing word documents. PDF is preferred if text is not workable. Albrecht will take under advisement.''

* Perrine:

* Potter:

* Wilson:

* All:
** Flesh out charges/specifications for 90 day services listed on project plan - '''in progress'''

== Standing Reports ==

* Membership report
{| {{prettytable}}
! members
| 333
|-
! payment pending
| 6
|-
! paper signups at SCALE
| unknown
|}

How did you learn about LOPSA?:
{| {{prettytable}}
! from another kind of local group
| 1
|-
! from SAGE
| 11
|-
! from a friend
| 9
|-
! at a trade-show booth
| 5
|-
! other
| 6
|-
! at USENIX LISA conference
| 14
|-
! on the world wide web
| 3
|-
! from a mail list
| 4
|-
! from a local sysadmin group
| 2
|-
! from a magazine advertisement
| 0
|}

Growth seems to have leveled out at ~10 new members/week.

* Online report
** added verisign transaction reports page
** all members now in the membership database

== Preliminary SCALE report (paw) ==

''[ Hughes joins at 20:40 ET ] ''

The LOPSA presence at SCALE was successful - 10-20 new members joined at the show, and the stock of "postcard" applications was exhausted (Welch quickly produced a PDF version that was downloaded and printed to replenish the supply). A complete report will be provided next week.

Thanks to booth volunteers Mario Obejas (who coordinated the LOPSA presence), Micheal Crusoe, and Lynda True.

== Rewarding Volunteers ==

Discussion about possible ways to reward members who volunteer in various capacities. Suggestions including
* gift certificates/vouchers
* (more) public recognition
* "Volunteer of the Month"
* exclusive (not for sale) logo'd merchandise

were presented.

ACTION ITEM: Haris, Parter, Wilson will produce a proposal for a volunteer recognition program.

== New Business ==

=== Membership drive ===

Various ideas (tactical and otherwise) concerning membership drives were discussed.

ACTION ITEM: Harris will produce a proposal for membership drives for the Feb 27th meeting.

=== 90-day project list ===

An update on all of the current "90 day projects" was requested.

* Recommended Reading: Potter will take the primary role, and has updated the project description.
* Book Reviews: Palmer will be the point person for these until the web editors get up to speed. Both the Book Review and the Recommended reading project are on hold until the web site structure for them is determined.

''[ Albrecht leaves at 21:23 ET ]''

* Tools: Hughes anticipates work on this can begin this week
* Quote of the Week: Barr is not present and this is low priority
* Standards: Hughes will get this going this week
* Topic Area Editors: in progress
* Mail Forwarding: many volunteers, but no lead identified. Time to find one.
* Jobs Board: in progress
* Web redirect: a Drupal modual that does this may exist
* Forum to Mailing List Gateway: in progress; Parter will disuss issues (access, etc) with various interested parties
* Events: calendar is functional; time to put volunteers to work getting entries
* Themes: 2 or 3 volunteers are busy with the style guide. Will probably take longer than expected
* Local Resources: ongoing; Parter will followup
* Membership: in progress
* various Conference projects: in progress; need to get the volunteers involved
* LOPSA Campus Network: Wilson will work with Parter to define the program
* Local Group Speakers: can start with a flat list of people who are willing to speak
* Resume Standards: Harris to prod the mailing list, which has gone dormant

ACTION ITEM: Harris to post description of the Resume Standards project

It was agreed that a regular all-projects update should be scheduled for the 2nd week of each month.

== Notes/announcements ==
* Splunk corporate sponsorship check received.
* Potter will not attend the 20 February meeting. Wilson will be attending, but not online.

== Adjournment ==
'''MOTION to Adjourn by Wilson, seconded by Hume. Passes''' Adjourned at 21:48 ET.

Board meeting Minutes

2006-11-14T23:54:32Z

TreyBot: Populating disseminated minutes

This page is a list of links pointing at Minutes of the Board of the League of Professional System Administrators (LOSPA) in chronological order.

The first Board of what is now LOPSA was elected in Spring 2005 by the members of The System Administrators' Guild (SAGE), which had been a Special Technical Group (STG) of USENIX. The intent was to have this Board manage the planned spin-off of SAGE from its USENIX parent. In November 2005, this plan was changed, and this new organization's name was changed to '''The League of Professional System Administrators'''. At various times during this entire process, this Board's work was referred to by USENIX and itself as '''SAGE''' or '''newSAGE'''. The meaning of '''SAGE''' in the minutes should be apparent from context.

Per the [[LOPSA Policies/Minutes dissemination|policy on minutes dissemination]], publication of minutes may occur up to 30 days after approval, but will ordinarily happen sooner.

Redactions, when present, will be clearly labeled (see the [[LOPSA Policies/Minutes dissemination|policy]] for more about redactions).

See also the older '''[[Interim Board meeting Minutes]]'''.

== 2006 ==
* {{m|4 January 2006}}
* {{m|9 January 2006}}
* {{m|16 January 2006}}
* {{m|23 January 2006}}
* {{m|30 January 2006}}
* {{m|6 February 2006}}
* {{m|13 February 2006}}
* {{m|20 February 2006}}
* {{m|27 February 2006}}
* {{m| 6 March 2006}}
* {{m| 13 March 2006}}
* {{m| 20 March 2006}}
* {{m| 27 March 2006}}
* {{m| 3 April 2006}}
* {{m| 10 April 2006}}
* {{m| 19 April 2006}}
* {{m| 24 April 2006}}
* ''Minutes of 1 May 2006 are pending Board action.''
* ''Minutes of 15 May 2006 are pending Board action.''
* {{m| 29 May 2006}}
* {{m| 12 June 2006}}
* {{m| 19 June 2006}}
* {{m| 26 June 2006}}
* {{m| 10 July 2006}}
* {{m| 17 July 2006}}
* {{m| 24 July 2006}}
* {{m| 31 July 2006}}
* {{m| 7 August 2006}}
* ''note: no meeting on 14 August 2006''
* {{m| 21 August 2006}}
* {{m| 28 August 2006}}
* ''note: no meeting on 4 September 2006''
* {{m| 11 September 2006}}
* {{m| 18 September 2006}}
* {{m| 25 September 2006}}
* {{m| 2 October 2006}}
* {{m| 9 October 2006}}
* ''note: no meeting on 16 October 2006''
* {{m| 30 October 2006}}

== 2005 ==
* [[/31 July 2005|31 July 2005]]
* [[/4 August 2005|4 August 2005]]
* [[/8 August 2005|8 August 2005]]
* [[/15 August 2005|15 August 2005]]
* [[/22 August 2005|22 August 2005]]
* [[/29 August 2005|29 August 2005]]
* [[/7 September 2005|7 September 2005]]
* [[/12 September 2005|12 September 2005]]
* [[/19 September 2005|19 September 2005]]
* [[/26 September 2005|26 September 2005]]
* [[/3 October 2005|3 October 2005]]
* [[/10 October 2005|10 October 2005]]
* [[/17 October 2005|17 October 2005]]
* [[/24 October 2005|24 October 2005]]
* [[/31 October 2005|31 October 2005]]
* [[/3 November 2005|3 November 2005]]
* [[/7 November 2005|7 November 2005]]
* [[/14 November 2005|14 November 2005]]
* [[/21 November 2005|21 November 2005]]
* [[/28 November 2005|28 November 2005]]
* [[/4 December 2005|4 December 2005]]
* {{m|6 December 2005}}
* {{m|12 December 2005}}
* {{m|19 December 2005}}

== About the redactions ==
Some of the minutes have redacted versions. The redactions are given in the form:

:This sentence includes <strike>words to be redacted</strike> ''{4 words redacted; reason for redaction}''.

The above sentence would read:

:This sentence includes ''{4 words redacted; reason for redaction}''.

The reasons for redaction are:
# Personnel mentioned by name
# Business sensitivity
# Third party mentioned by name

Board meeting Minutes/28 November 2005

2006-01-16T08:37:26Z

TreyBot: flagging page with 'SAGE'

{{SAGE maybe historical}}
{{minutes box|before=21 November 2005|after=4 December 2005}}

{{working paper}}

{{minutes approved|4 December 2005}}

;Present: Subject to verification Tom Perrine (chair), Trey Harris, Doug Hughes, Andrew Hume, Chris Palmer, David Parter, Stephen Potter, Pat Wilson, Sam Albrecht (note taker)

;Opened: 20:05 Eastern Time

;Closed: 22:19 Eastern Time

== Consent Agenda ==
* '''Approve minutes of {{minutes link|21 November 2005}}'''
** Wilson requests hold for redaction of 21 November minutes
* Acknowledge email vote:
*:'''MOTION: To adopt the {{policy on|Hosted mailing lists}}:'''
{{blockquote}}
=== Approved text: {{policy link|Hosted mailing lists}} ===

==== Purpose and scope ====

To advance the mission of the Association, LOPSA shall offer its members hosting services for electronic mailing lists of interest to the system administration community. Such lists are offered in order to to
* further LOPSA's mission to serve the public;
* advance the state of the profession of system administration;
* increase LOPSA's visibility in the system administration community.

This policy applies only to mailing lists created under the guidelines of this policy. This policy does not apply to official LOPSA mailing lists, including Board mailing lists.

==== List creation ====

Any LOPSA member in good standing may apply for a hosted mailing list. The application shall be made available to members on the LOPSA website.

==== Applications ====

The application for a hosted mailing list shall require the applicant to supply the following characteristics of the mailing list, as described elsewhere in this policy:
# Requested address
# Moderator addresses
# Descriptive name
# Purpose
# Subscription policy
# Moderation policy
# Archival policy

The application shall also require the applicant to agree to the obligations and responsibilities of moderating a hosted list (the '''Terms of Agreement'''), as outlined in this policy.

Applications must be approved by one of:
# the President;
# any individual invested by the Board with the power to approve such applications; or
# the Board acting as a whole.

The approver may modify parts of the application to conform with LOPSA policies, naming conventions, or for other purposes. The applicant may decline to proceed with the creation of a list under a modified application, or may appeal such modification to the Board. If an application is denied, it may be appealed to the Board. In no case shall an application's modification or denial be appealed to any person or body other than the Board.

===== Address =====

The application shall specify the address requested for the mailing list. Addresses shall be in the domain ''@lists.lopsa.org''.

In order for the application to be approved, the address must be unique (i.e., not in use by an existing LOPSA hosted mailing list) and descriptive of the list's purpose.

Use of the characters ''lopsa'' in the left-hand-side of a mailing list's requested address must be reasonably justified in the application.

===== Moderator addresses =====

The applicant shall supply the addresses of at least two LOPSA members (including him or herself) to serve as moderators of the list. All moderators must agree to abide by the Terms of Agreement.

===== Descriptive name =====

The application shall specify a descriptive name for the hosted mailing list. This name shall briefly describe the purpose of the mailing list in a manner understandable to the casual reader.

===== Mailing list purpose =====

The application shall describe the purpose of the mailing list. The purpose should serve to justify the need for the list, explain how the list furthers LOPSA's mission, and describe to potential subscribers the likely content of the list.

===== Subscription policy =====

The application shall specify one of the following subscription policies:
;Open: The mailing list is visible in the directory, and anyone can subscribe.
;Members-only: The mailing list is visible in the directory to LOPSA members, and only LOPSA members can subscribe.
;Private: The mailing list is not visible in the directory, and requires moderator approval of subscriptions.

The applicant must justify requests for private lists, and specify the criteria that will be used for approving subscriptions. Applications for private lists will not be approved without reasonable justification and objective criteria. For example, a list consisting of the maintainers of a software project or the attendees of a meeting are reasonable candidates for a private list. Self-governing subscription policies, for example subscribers voting on new list invitations, may also be acceptable with reasonable justification. In no case shall the applicant exercise arbitrary control over a subscriber list.

An Open or Members-only subscription policy shall not be construed to deny the moderator the right to ban subscribers who abuse list policy.

===== Moderation policy =====

The application shall specify whether the list allows for open posting or is moderated. Requests for moderated lists must be reasonably justified.

An open-posting policy shall not be construed to deny the moderator the right to moderate posts from non-subscribers, or to moderate posts from subscribers who have abused list policy.

===== Archival policy =====

The application shall specify whether archives of list posts are requested, and whether the public or just subscribers should have access to the archives.

Archives may be expired on a schedule as necessary. List moderators shall be given prior notice of such expiry.

==== Oversight ====
LOPSA is in no way responsible for the content of hosted mailing lists. It is the responsibility of the list moderator(s) to ensure that hosted lists are not used for illegitimate purposes. LOPSA reserves the right to take action if made aware of improper conduct on hosted lists.

==== Termination ====
A hosted list may be terminated under any of the following circumstances:
* The moderators cease performing list maintenance duties;
* The moderators are no longer LOPSA members in good standing;
* In the determination of the Executive Director (appealable to the Board), the list is no longer serving its approved purpose; or
* The list traffic becomes too great for LOPSA's resources.

LOPSA shall work with the subscribers of such lists to prevent termination if possible (for example, by transferring moderation to other members in good standing) or to transition lists gracefully to a more appropriate service.

==== Mailings from LOPSA ====
From time to time, LOPSA may send mail about LOPSA activities to hosted mailing list subscribers. Such mail may be sent via the mailing lists, or directly to list subscribers.

LOPSA may from time to time send mail to hosted mailing list subscribers on behalf of third parties. Such mail will be sent directly to list subscribers, and subscribers will be provided with a means of opting out of such third-party mailings.

==== Footers ====
Posts to hosted mailing lists may have a LOPSA-approved footer appended of no more than four 77-character lines. This footer shall only be used to publicize LOPSA and LOPSA activities.

==== Privacy ====
LOPSA or its members shall not share the subscriber list of any hosted mailing list or any addresses contained therein with any third party. The subscriber list of a hosted mailing list shall not be made available to the public without permission; at the moderator's option, the subscriber list may be made available to other subscribers or to LOPSA members.

Moderators must agree not to share the subscriber list or any addresses contained therein with any third party. For lists in which the subscriber list is visible to other subscribers, subscribers must be notified at the time of subscription (e.g., via the list's welcome message) that they must not share the subscriber list or any addresses contained therein with any third party.

==== Terms of Agreement ====

This policy shall be used as the basis for Terms of Agreement, to be provided to hosted list moderators at time of application, any time the Terms change, and on request.
{{end blockquote}}
:'''Moved by Harris, seconded by Wilson. Harris, Wilson, Potter, Hume, Hughes vote aye. Motion passes on 22 November 2005.'''

== Action Items ==
* Harris:
** Migrate all 3 wikis (Board, Public, and Drupal) to new machine - '''in progress'''
** Make changes/amendments to hosted mailing-list policy as discussed and present to Board in email motion - '''DONE'''

* Hume:
** Review minutes and provide a list of redactions pertaining to SAGECom that may now be restored - '''not done'''

* Palmer:
** Notify current membership of proposed bylaw change - '''in progress'''
** Draft a proposal for overarching webiste content/editoral direction (with Potter) - '''not done'''
** Draft a policy for formal member notifications and submit to Board by email - '''DONE; see below'''

* Parter:
** Announce Amazon Associates link to the public - '''DONE'''

* Perrine:
** Draft a business plan for LOPSA (with Wilson) - '''not done'''
** Write another note to the Advisory Council - '''not done'''

* Potter:
** Draft a proposal for overarching website content/editoral direction (with Palmer) - '''not done'''
** Decide on sponsor plaque details (with Wilson) - '''DONE'''

* Wilson:
** Draft a business plan for LOPSA (with Perrine) - '''not done'''
** Finalize LISA ribbons - '''DONE'''
** Decide on sponsor plaque details (with Potter) - '''DONE'''
** Propose a bulk-membership for sponsors plan - '''see below'''
** Work w/ Feen to come up with a proposal for Google - '''in progress'''
** Draft a "sense of the board" message regarding LOPSA's position on the Usenix negotiations - '''DONE'''

* Albrecht:
** Continue work on merchant account procurement - '''in progress'''
** get CA business license for selling at LISA vendor show - '''DONE'''
** Register for LISA - '''DONE'''
** Get membership roll in order - '''not done'''
** Recommendations on which of 3 AH options is best to pursue for us - '''in progress'''

== Standing Report ==

* Treasurer's report
** not much here - budget is in stasis pending new data
* Membership report
** now 96 members, most of them Charter ones
* Online report
** http/https working throughout site; the "lock" icon now does the right thing
** our Volunteer coordinator is ready to coordinate volunteers
** we'll look into setting up some URL monitoring for the web site

== Business plan and Budget ==
Work on the business plan will commence ASAP; the budget will be revisited shortly.

== Board meeting at LISA ==
* when, where
** Sunday Dev 4th, 9AM-6PM in "Pacific Salon 6" at the T&C
* suggested agenda items
** agenda template is now available on the wiki
* publicly announce?
** morning business meeting and brainstorming open to members (and Advisory Council members)
** the strategy session in the afternoon will be closed (business sensitivity)

== Google Ads ==
The general consensus was that it would not be in keeping with the professional image we're trying to project to sell ad space on the main page(s) of the website. Having LOPSA ads run from Google, on the other hand, sounds like a good idea if it can be done without cash outlay.

== Individual Sponsor Conversion ==

*A member would like to give us money and convert individual sponsorship to consultant at the same level sometime later. Should such conversions be allowed?
** Yes, such conversions should be possible.
*What is the distinction between the "consultant" and "corporate" categories?
** It's not entirely clear; there's really no policy, only the level and benefits table

''ACTION ITEM: Hughes to draft a response to member requesting potential sponsorship conversion''

''ACTION ITEM: Development Committee (Potter, Wilson) to draft more rigorous policy (including definitions)''

== Multi-member sponsor discount (Wilson) ==

By request, I propose the following:
* As an additional Corporate Sponsor benefit at the Silver level, the sponsor organization may enroll any number of its employees as members at the prevailing student rate (currently $25). Membership so granted may be renewed at the discounted rate as long as the sponsorship is in effect; should the sponorship lapse, employees may renew, but at the normal individual member rate

Discussion brought up the following points:
* the discount should not be tied to the student rate (soon to be 50% off of the non-student), but rather a smaller and fixed percentage (10-15%)
* other professional organizations should be investigated to see whether they offer such a discount, and if so how much

This issue has been tabled pending market investigation.

== Lifetime membership ==

''Tabled until 4 December 2005 meeting''

== Approval of Notifications policy (Palmer) ==

Approval of the {{policy link|Membership notification}}.

{{blockquote}}
'''"Normal communication channels" for the publication of notices to the membership where required, such as bylaw amendments, election notices, and the like, shall consist of:
'''*Publication of the notice on the main page of the LOPSA website
'''*An email sent to the active members of LOPSA. The list of email addresses used for notification shall be no more than 10 days old at the time of sending, and generated from the current membership database.

'''All such emails must be sent from a non-personal address, notify@lopsa.org.

'''All such communications should contain clear instructions on how to respond with comments in such a way that all such comments are available to any director.'''
{{end blockquote}}

'''MOTION to amend to include a defined source email address (notify at lopsa dot org) by Palmer, seconded by Harris- passes.'''

'''MOTION to approve policy as amended by Palmer, seconded by Harris - passes

== New Business ==

=== Hosted mailing lists amendment ===

'''MOTION: To amend the {{policy on|Hosted mailing lists}}, by adding the following text to section 5 (Termination):'''
{{blockquote}}
Lists may also be terminated at the moderators' request. Notice shall be sent to the mailing list warning of pending list termination. If other LOPSA members volunteer to be new moderators, LOPSA may work with such volunteers to preserve the mailing list.
{{end blockquote}}

'''Motioned by Harris, seconded by Potter - passes.'''

=== Sense of the Board Re: USENIX/LOPSA negotiations and future ===
{{blockquote}}
'''MOTION: That it is the sense of the Board that until recently, the LOPSA Board has held back from significant work on its programs pending resolution of its negotiations with USENIX. It has become clear that there will not be a timely conclusion to the USENIX negotiations, and therefore the LOPSA Board has decided to go forward with our programs. LOPSA remains open to finding common ground with USENIX, but our main focus is now on our members, and our profession.
{{end blockquote}}

'''MOTION to amend by Harris, seconded by Hume - passes'''

'''Moved by Harris seconded by Hume - passes, two opposed (Parter, Potter)'''

=== Usenix Agreement Status (Hume) ===
It seems that Usenix is planning to keep the SAGE members, so there can be no outsourcing. Usenix's position might change if LOPSA gets the (c)3 status.

''ACTION ITEM: Albrecht to call IRS about the application status.''

== Adjournment ==
'''MOTION to adjourn by Hume, seconded by Wilson - passes.''' Adjourned at 22:19 EST

Board meeting Minutes/7 November 2005

2006-01-16T08:37:25Z

TreyBot: flagging page with 'SAGE'

{{SAGE maybe historical}}
{{minutes box|before=3 November 2005|after=14 November 2005}}

{{working paper}}

{{minutes approved|14 November 2005}}

;Present: Tom Perrine (chair), Andrew Hume, Stephen Potter, Chris Palmer, Doug Hughes, Pat Wilson, Trey Harris, David Parter, Sam Albrecht (note taker)

;Apologies: None

;Opened: 8:06 EST pm

;Closed: 10:00 EST pm
== Consent Agenda ==
* '''Approve minutes of {{minutes link|31 October 2005}}''' Motion to approve, none opposed. Motion passes.

== Action Items ==

* Harris:
** Draft a procedure for the vacancy appointment and charge for the Leadership Committee
** Contact Rose (chair of the Leadership Committee)- '''Done'''
** Continue the resume project - '''Project continues to develop.'''

* Hughes:
** Finalize plans for LISA awards - '''Done'''
** Work on technical aspects of systemadministrators.org website (with Parter and Potter) - '''Starting to add content. Everyone to send 5 things that they would like to see on the site.'''

* Hume:
** Motion the Board to approve the Nov 18th report once it's been finalized
** Send the Nov 18th report to the Usenix Board
** Continue to pursue parallel negotiations with Usenix Board members

* Palmer:
** Draft a Memo to Members including framing the Nov 18th report and our future plans - '''Hope to have a draft by tomorrow.'''
** Lead efforts to find an acceptable new name for newSAGE - '''New name has been determined.'''

* Parter:
** Work on techincal aspects of systemadministrators.org website (with Hughes) - '''Will begin more work once direction is given and becomes clear.'''

* Perrine:
** Draft a business plan for newSAGE (with Wilson) - '''Has not started yet.'''

* Potter:
** Lead content/design efforts of website - '''See Hughes notes above.'''

* Wilson:
** Approach BayLISA about co-hosting the locals BoF - '''DONE'''
** Finalize LISA section of Nov 18th report - '''DONE'''
** Draft a business plan for newSAGE (with Perrine) - '''Not started yet.'''

* Albrecht:
** Continue work on merchant account procurement - '''No work yet. Will try and get done by next weeks meeting.'''

== Restoration of redactions ==
* Hume requested (on {{minutes link|12 September 2005}}) that we consider restoring the minutes redactions having to do with SAGECom at this time.
** '''ACTION: Hume will review minutes and provide a complete list.'''

== Membership policy ==
* Finish discussion and approval of {{policy on|Membership classes}}
** '''Trey moved to accept the membership policy as amended and described on the wiki. Second by Hughes. None oppossed. Motion passes.'''
{{blockquote}}
=== Approved text: {{policy link|Membership classes}} ===
The Association shall have the following classes of membership:

{| {{prettytable}}
! Class !! Voting !! Dues !! Renewal period !! Benefits !! Notes
|--
! Individual Member
| Yes
| $40/year until May 2006; $50/year after
| One year
| All benefits of STG Transitional Membership, plus such other benefits as defined by the Board
| Renewal notices for expiring STG Transitional Memberships shall offer this class of membership.
|--
! Charter Member
| Yes
| $50
| N/A
| All benefits of Individual Membership, plus:
* The lifetime right, for as long as membership is maintained in good standing, to refer to oneself as a "Charter Member"
* A 3- or 4-digit member number (offered on an as-available basis)
* Recognition by name as a Founding Member on the SAGE website (may be declined at member request)
* Other such benefits as defined by the Board
| Admission to this membership class shall be limited to those joining prior to 1 May 2006. Renewals of Founding Members shall be as Individual Members. STG Transitional Membership or Individual Membership dues shall not be applied, in whole or in part, to Founding Membership dues.
|--
! Founding Member
| Yes
| Same as Individual Member
| N/A
| All benefits of Founding Membership, plus:
* The lifetime right, for as long as membership is maintained in good standing, to refer to oneself as a "Founding Member"
* A 1- or 2-digit member number
* Recognition by name as a Founder on the SAGE website (may be declined at member request)
* Other such benefits as defined by the Board
| Admission to this membership class shall be by invitation of the Board. Renewals of Founders shall be as Individual Members. STG Transitional Membership dues shall not be applied, in whole or in part, to Founder dues. Individual or Founding Member dues may be applied to Founder dues on an annualized pro-rata basis.
|--
! Student Member
| Yes
| $25/year
| One year
| All benefits of Individual Membership, plus such other benefits as defined by the Board
| Admission or renewal of this membership class shall require proof of full-time primary, secondary, or post-secondary student status.
|--
! Honorary Member
| No
| $0
| N/A
| As defined by the Board
| Admission to this membership class shall be by invitation of the Board.
|--
! Trial Member
| No
| TBD
| One month
| As defined by the Board.
| Memberships in this class shall be automatically renewed unless cancelled or upgraded to another class of membership, as described in the {{policy on|Trial memberships}}.
|}

==== Voting status ====
Voting status as defined for each membership class above shall entitle a member of a voting class to:
# Vote in elections, referenda, and other such ballots as may be offered to the Membership;
# Stand for election for Association office, subject to the Rules; and
# Participate in petition actions as defined in the Rules.
{{end blockquote}}

== Travel and reimbursement policy ==
* Finish discussion and approval of travel and reimbursement policy ''from 17 Oct agenda''
** Tabled.

== LISA '05 ==
* Sam to sign up for a Leading Volunteers BOF.
* Board meeting will be on Sunday.
* Discussion on who is going to run the SAGE Community Meeting.
* Booth volunteer schedule to be developed. Sam will spend most of his time there.
* Suite will be needed Tue - Fri.
* Need to send note to local chair to preclude any concerns.
* Discussion getting the booth listed as System Administrators Guild, Inc. - Hume to send email.

==Web site==
* We need to decide on membership policies in order to put on the site.
* Paypal will be set up as a temporary gateway for payment acceptance. Hughes to call Albrecht to get bank account info.

== Logo ==
* Discussed implications of using arrowthorpe

== Report on AH meeting ==

* Sam reported that after a meeting with senior management at AH, AH is still 100% behind this organization. We will work out a new agreement and will look at the contract for ways to cut expenses and/or share income as it is received.

== Legal issues ==
* General discussion on legal issues with with respect to USENIX.

== Adjournment ==
* Meeting was adjourned at 10:00 pm EST.

Board meeting Minutes/21 November 2005

2006-01-16T08:37:24Z

TreyBot: flagging page with 'SAGE'

{{SAGE maybe historical}}
{{minutes box|before=14 November 2005|after=28 November 2005}}

{{working paper}}

{{minutes approved|28 November 2005}}

{{redactions below}}

;Present: Tom Perrine (chair), Andrew Hume, Stephen Potter, Chris Palmer, Doug Hughes, Trey Harris, David Parter, Pat Wilson (note taker)

;Apologies: Sam Albrecht

;Opened: 20:04 EST
;Closed: 22:22 EST

== Consent Agenda ==
* '''Approve minutes of {{minutes link|14 November 2005}}'''
* '''MOTION: That the {{policy link|Board electronic mail lists}}, {{policy link|Code of Ethics review committee}}, {{policy link|Communications}}, {{policy link|Corporate seal}}, and {{policy link|Review of signatory power}} be amended as follows:'''
**'''All instances of "SAGE" shall be changed to "LOPSA";'''
**'''All instances of "sage.org" shall be changed to "lopsa.org";'''
**'''"sage-board@," shall be deleted; and'''
**'''All instances of "sage-members@sage.org" shall be changed to "discuss@lopsa.org".'''
* '''MOTION: That the {{policy on|Committees}} be amended as follows:'''
**'''The Transition Committee line be deleted. The Transition Committee is dissolved.'''
**'''The chair of the Partnership & Liaison Committee be changed from Halprin to Perrine.'''
**'''All instances of first names only to identify people be changed to last names.'''

'''MOTION: to approve consent agenda by Hume, second by Hughes - passes'''

== Action Items ==

* Harris:
** Draft a procedure for the vacancy appointment and charge for the Leadership Committee - '''DONE'''
** Notify Leadership Committee of Founding member status offer - '''DONE'''
** Migrate all 3 wikis (Board, Public, and Drupal) to new machine - '''not done'''
** Draft policy on hosted mailing lists following discuss@drupal.org thread and outline on wiki - '''DONE - see below'''

* Hume:
** Review minutes and provide a list of redactions pertaining to SAGECom that may now be restored - '''not done'''
** Email Usenix Board regarding their receipt of the Nov 18th report - '''DONE'''

* Palmer:
** Notify current membership of proposed bylaw change - '''not done - see below'''

* Parter:
** Finalize and order stickers (with Welch, Wilson) - '''DONE'''

* Perrine:
** Draft a business plan for LOPSA (with Wilson) - '''not done'''
** Investigate Google ads and the possibility of a Google Foundation grant - '''DONE'''
*** sent Adsense info to board
*** Google Foundation - not accepting any applications at this time
*** Google Grants - provides free ads in Adsense for 501c3
**** Cannot be in Adsense program, must have completed 501c3 status (in other words, we aren't eligible at this time)
** Verify T&C suite location, arrangements - '''DONE'''
***A Lanai suite, ground floor, tower, right next to the convention center, one bedroom w/King bed, pullout sofa in living room $400/night, checking in 12/6, checking out 12/10, conf ("in old system") 6u7fm, in the name Tom Perrine
** Draft and send email to current Advisory Council members. - '''DONE''' - sent 17 Nov 2026 Pacific - no response of any kind as of 21 Nov

* Potter:
** Draft a proposal regarding membership for sponsors and the other issues (with Wilson) - ''' DONE - see below'''

* Wilson:
** Draft a business plan for LOPSA (with Perrine) - '''not done'''
** Draft a proposal regarding membership for sponsors and the other issues (with Potter) - '''DONE - see below'''
** Create a booth schedule for LISA - '''in progress - see wiki'''
** Find out how much electricity to booth will cost - '''DONE'''
***''5 Amp/500 Watt 120V: $99.50; 10 Amp/1000 Watt 120V: $179.25''
** Finalize and order stickers (with Parter, Welch) - '''DONE'''
** Investigate ribbons - '''in progress'''

* Albrecht:
** Continue work on merchant account procurement - '''no report'''
** Register for LISA - '''no report'''
** Get membership roll in order - '''no report'''

== Online update (Hughes, et al) ==
* Discuss policy on hosted mailing lists (Harris)

''ACTION ITEM: Harris to make changes/amendments to policy as discussed and present to Board in email motion''

* Discuss online content (Parter)
** update: PayPal e-commerce works; "Recent Changes" link; "My Drafts" link; we now have 3 mailman admins; a 2nd machine will be reinstalled w/ Debian; Matt Harlow mostly done w/ paypal feedback mechanism (auto pay-record); LuftHans will wrangle volunteers
** currently 230 online accounts (some are duplicates)
** volunteer skill-set tools will be migrated this week
** new colors approved and published for all users

Discussion on general content and editorial policy ensued.

''ACTION ITEM: Palmer, Potter will draft a proposal for overarching website content/editoral direction''

Amazon Associates link needs to be publicized; cafepress link and the LOPSA web buttons need to be someplace prominent on the site

''ACTION ITEM: Parter to announce Amazon Associates link to the public''

== LISA update ==
* booth
** schedule on wiki - set up Tuesday (don't wait until last minute)
** graphics
*** Perrine will find easels for booth graphic signs; discussion on final signage will occur with feedback to Welch by noon on the 22nd.
** flyer
*** Perrine will draft words for the flyer
* schwag
** t-shirts, pins, stickers are ordered. ribbons are in progress
** still need to get banners, lamination supplies
* plan for suite
** Wilson will make a table for suite schedule on the LISA page

== Sponsorships ==
* New sponsors this week
** money from Rose, Frisch, and Townsend arrived
** we need to decide on plaques

''ACTION ITEM: Potter, Wilson to decide on sponsor "plaque" details''

* Potential sponsors
''(44 words redacted - business sensitivity)''

''ACTION ITEM: Wilson to propose a bulk-membership for sponsors plan''

''(15 words redacted - business sensitivity)''

== Usenix negotiations ==
We'll continue to attempt to negotiate with Usenix, but will focus more on forward-thinking member services.

''ACTION ITEM: Wilson to draft a "sense of the board" message regarding LOPSA's position on the Usenix negotiations.''

== Membership Issues Update (Potter) ==

=== Individual Contributor Memberships ===

'''MOTION: To include a single one-year individual membership as a benefit for Platinum level individual sponsors. Current sponsors will retroactively be offered their choice of a charter or regular membership; those who have already paid membership dues will be offered a one year extention.'''

'''MOTION moved by Potter, seconded by Hume. Passes.'''

The Board may wish to review the level at which the individual membership is offered after 1 Feb 2006 when the EMILY auto-upgrade expires.

=== Multiyear Memberships ===

'''MOTION: To approve a three year charter membership option, currently priced at $135.'''
'''Current charter members should be provided an opportunity to pay the extra $85 to'''
'''upgrade to a three year membership.'''

'''MOTION moved by Potter, seconded by Hume. Passes 7 in favor, Parter opposed'''

=== Lifetime Membership ===

The recommendation of the Development committee is to NOT offer a lifetime membership option at this time. The sense of the Board was that a proposal for a lifetime membership class would be considered if one was to be made in the future.

== Notifications policy (Palmer) ==

Now that we have 60 odd members, the notification of the bylaw change
becomes more difficult, and we need a formal notification policy and
mechanism before I can accomplish my todo item.

''ACTION ITEM: Palmer will draft a policy for formal notifications and submit to Board by email''

== New Business ==

=== Google Ads ===

Tabled until 28 November.

=== Advisory Council ===

Discussion regarding lack of repsonse to Perrine's email update (thanks for past service and desire to continue). It's possible that Advisory Council members are feeling underutilized. Perhaps they're the correct group to look at the LOPSA business plan once it's drafted?

''ACTION ITEM: Perrine to write another note to the Advisory Council''

=== Membership Report ===

Currently 59 (paid) charter members, 5 (paid) individual members

=== Business Plan ===

The business plan should be a priority as soon as LISA plans are settled. This should be on the agenda for the LISA meeting.

== Adjournment ==
'''MOTION to adjourn by Hume, seconded by Wilson - passes.''' Adjourned at 22:22 EST

Board meeting Minutes/14 November 2005

2006-01-16T08:37:24Z

TreyBot: flagging page with 'SAGE'

{{SAGE maybe historical}}
{{minutes box|before=7 November 2005|after=21 November 2005}}

{{working paper}}

{{minutes approved|21 November 2005}}

;Present: Tom Perrine (chair), Andrew Hume, Stephen Potter, Chris Palmer, Doug Hughes, Trey Harris, David Parter, Pat Wilson (note taker)

;Apologies: Sam Albrecht

;Opened: 20:05

;Closed: 22:24

== Consent Agenda ==
* '''Approve minutes of {{minutes link|7 November 2005}}'''

'''MOTION: Hume moves, Potter seconds approval of consent agenda - passes'''

== Action Items ==

*Harris:
** Draft a procedure for the vacancy appointment and charge for the Leadership Committee '''- not done'''

*Hume:
** Continue to pursue parallel negotiations with Usenix Board members '''- DONE/ONGOING'''
** Review minutes and provide a list of redactions pertaining to SAGECom that may now be restored '''- not done'''
** Send mail to Usenix regarding getting booth listed as The System Administrtators Guild, Inc '''-DONE'''

*Hughes:
** Get bank info from Albrecht for paypal account '''-DONE'''

*Perrine:
** Draft a business plan for newSAGE (with Wilson) '''-not done'''

*Wilson:
** Draft a business plan for newSAGE (with Perrine) '''-not done'''

*Albrecht:
** Continue work on merchant account procurement '''-incomlete; see below'''
** Sign up for volunteer's bof '''-DONE'''

== Sponsorships ==

Much discussion regarding the possibility of including a free membership after a certain level for individual sponsors, whether or not we should offer lifetime memberships, and whether to allow pre-payment of membership for a small number of years. Parter notes that there may be problems with credit card companies on the prepayment topic.

''ACTION: Potter and Wilson to draft a proposal regarding membership for sponsors and the other issues.''

* new sponsors

LOPSA thanks new Founding Individual Diamond Sponsors Greg Rose, AEleen Frisch, Jennine Townsend, and Pat Wilson.

As it's now clear that LOPSA is a separate entity from Usenix, new potential sponsors can be approached.

== Online presence update ==

* LOPSA now has Amazon Associates, donorg.org, and (mostly) PayPal accounts.
* the website has made incredible (and incredibly rapid) progress; it's got a news aggregator (RSS feed), blogging, and mailing lists already. Coming soon are the volunteer profiler, a mailing list -> forum gateway, Kim Wallace's tools project, a potential book review project, and e-commerce/online store. Concerns about whether the online store might cause us to hit our Verisign account limits too quickly. An online poll for the logo color will be conducted for the next 24 hours.

''[JD Welch joins the call at 20:40]]''

''ACTION ITEM: Perrine to investigate Google ads and the possibility of a Google Foundation grant''

* lopsa.org is now the main site - systemadministrators. org is a re-direct. There are SSL certs for both, so things should work regardless.

* editorial direction for the site will become a major issue soon. Potter to lead.

== Name and Logo ==

* Bylaw change

'''MOTION (Harris, Hume second): Amend [[SAGE Bylaws#Name|Article 1, Section 1]] of the Bylaws to read "The name of the organization shall be the League of Professional System Administrators, incorporated as The System Administrators Guild, Inc.... " (continue as in the current Bylaws). - passed '''

''ACTION ITEM: Palmer will notify current membership of proposed bylaw change''

''ACTION ITEM: Albrecht to get membership roll in order''

* Logo

It was agreed to poll LOPSA web-site members (who will presumably be official LOPSA members once a payment menchanism is in place) regarding the color and look of the LOSPA logo. Poll to run on the web-site until 9PM EST on 15 November (approximately 24 hours)

* Business cards

Welch and Solanki will work on getting business cards re-designed (with the new name and logo) and ordered.

== LISA status report ==

* Booth
** in the vendor exhibition, next to Sendmail, Inc
** will need artwork for a banner and posters
''ACTION ITEM: Wilson to make up a booth schedule''

''ACTION ITEM: Wilson to find out how much electricity to booth will cost''

* Suite
** Perrine has confirmed as of 11/10 the ground level suite for Tuesday 12/6 night through Saturday 12/10 morning, awaiting confirmation number, etc.

''ACTION ITEM: Perrine to verify suite location, arrangements''

* Merchandise
** arrowthorpe pins
** stickers - good quality vinyl is the priority
*** "leagues ahead"
*** arrowthorpe
*** t-shirt - innocuous one at booth
*** laminating
*** ribbons: LOPSA, LOPSA Board

''ACTION ITEM: Parter, Welch, Wilson to finalize and order stickers''

''ACTION ITEM: Wilson to investigate ribbons''

''[Welch departs 21:29]''

== New Potential Projects ==
* Mark Lamourine's "Day in the Life" concept
This will be discussed in the Dec 4 meeting.

== Advisory Council (Perrine) ==

It was agreed that the Advisory Council be thanked for their previous work and each asked whether they'd care to continue now that so much has changed. LOPSA Advisory Council members will need to sign an NDA.

''ACTION ITEM: Perrine to draft and send email to current Advisory Council members.''

== Leadership Committee (Perrine) ==

'''MOTION: Perrine moves (Hughes seconds) that we invite the members of the Leadership Committee

* '''Greg Rose, chair
*''' Esther Filderman
*'''Adam Moskowitz
*'''Mario Obejas

'''to be Founding Members of LOPSA. They believed in each of us individually, the promise of an independent organization, and were instrumental in creating the new organizatsion. I hope they still believe in the org and the process, and we should thank them for that support in a meaningful, public way''' - passes

''ACTION ITEM: Harris to notify Leadership Committee''

==USENIX Stuff==

Little response to posting of newSAGE budget. Hume is working on another proposal to Usenix using the new state of things as a baseline.

''ACTION ITEM: Hume to email Usenix Board regarding their receipt of the Nov 18th report''

== New Business ==

=== Credit Card Processing ===

* '''Credit Card Acceptance''' - We are very close to having acceptance from Verisign to process credit cards. We need to decide if we want to start incuring the annual cost - about $500. I checked with the accounting department and there is not a monthly service charge associated with this. We will also need to agree to move to iMIS, AH's membership management software, and set up the software and credit card processes at the same time. Since we are a new organization, our limits would be $1,000 per day and $25,000 per month.

=== Membership classes amendment ===
* '''MOTION (Harris, Potter second): Amend {{policy on|Membership classes}} to include the following benefits for Individual Members:'''
{{blockquote}}
All benefits as defined by the board, specifically including:
* Right to vote in all LOPSA elections
* Access to members-only LOPSA web content
* Access to members-only LOPSA web archives
* Access to participate in members-only LOPSA mailing lists
* Opportunity to be involved in members-only project- or topic-specific groups
* Member discounts on selected LOPSA merchandise and publications
* Other benefits as they are developed
{{end blockquote}}
:'''and delete all "Notes" text for Individual Members.''' -passes

=== Governance document dissemination ===
* Discussion whether to migrate to Drupal site for governance documents, or whether to continue with Board wikis

''ACTION ITEM: Harris to migrate all 3 wikis (Board, Public, and Drupal) to new machine''

== Notes/announcements ==
* Sam will be hard to get this week. For emergencies, call his cell. Think "nice weather" for 36 hours on the road with two cars, one wife, one turtle, two cats, and 100+ rabbits.

* Thanks to Palmer for holding IRC "office hours" today

* Thanks to Hughes, Potter, Parter, and all for great work this week.

== Adjournment ==
'''MOTION to adjorn by Hume, seconded by Hughes''' -passes. Adjourned at 22:24 EST

LOPSA Policies/Membership classes

2006-01-16T08:37:23Z

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{{policy|Membership classes}}

{{policy approved|7 November 2005}}

{{policy amended|14 November 2005}}

The Association shall have the following classes of membership:

{| {{prettytable}}
! Class !! Voting !! Dues !! Renewal period !! Benefits !! Notes
|--
! Individual Member
| Yes
| $40/year until May 2006; $50/year after
| One year
| All benefits as defined by the board, specifically including:
* Right to vote in all LOPSA elections
* Access to members-only LOPSA web content
* Access to members-only LOPSA web archives
* Access to participate in members-only LOPSA mailing lists
* Opportunity to be involved in members-only project- or topic-specific groups
* Member discounts on selected LOPSA merchandise and publications
* Other benefits as they are developed
|
|--
! Charter Member
| Yes
| $50
| N/A
| All benefits of Individual Membership, plus:
* The lifetime right, for as long as membership is maintained in good standing, to refer to oneself as a "Charter Member"
* A 3- or 4-digit member number (offered on an as-available basis)
* Recognition by name as a Founding Member on the SAGE website (may be declined at member request)
* Other such benefits as defined by the Board
| Admission to this membership class shall be limited to those joining prior to 1 May 2006. Renewals of Founding Members shall be as Individual Members. STG Transitional Membership or Individual Membership dues shall not be applied, in whole or in part, to Founding Membership dues.
|--
! Founding Member
| Yes
| Same as Individual Member
| N/A
| All benefits of Founding Membership, plus:
* The lifetime right, for as long as membership is maintained in good standing, to refer to oneself as a "Founding Member"
* A 1- or 2-digit member number
* Recognition by name as a Founder on the SAGE website (may be declined at member request)
* Other such benefits as defined by the Board
| Admission to this membership class shall be by invitation of the Board. Renewals of Founders shall be as Individual Members. STG Transitional Membership dues shall not be applied, in whole or in part, to Founder dues. Individual or Founding Member dues may be applied to Founder dues on an annualized pro-rata basis.
|--
! Student Member
| Yes
| $25/year
| One year
| All benefits of Individual Membership, plus such other benefits as defined by the Board
| Admission or renewal of this membership class shall require proof of full-time primary, secondary, or post-secondary student status.
|--
! Honorary Member
| No
| $0
| N/A
| As defined by the Board
| Admission to this membership class shall be by invitation of the Board.
|--
! Trial Member
| No
| TBD
| One month
| As defined by the Board.
| Memberships in this class shall be automatically renewed unless cancelled or upgraded to another class of membership, as described in the {{policy on|Trial memberships}}.
|}

==== Voting status ====
Voting status as defined for each membership class above shall entitle a member of a voting class to:
# Vote in elections, referenda, and other such ballots as may be offered to the Membership;
# Stand for election for Association office, subject to the Rules; and
# Participate in petition actions as defined in the Rules.

Board meeting Minutes/24 October 2005

2006-01-16T08:37:22Z

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{{minutes box|before=17 October 2005|after=31 October 2005}}

{{working paper}}

{{minutes approved|31 October 2005}}

;Present: Tom Perrine (chair), Andrew Hume, Stephen Potter, Chris Palmer, Doug Hughes, Pat Wilson (note taker), Trey Harris, David Parter

;Apologies: Sam Albrecht

;Opened: 2005 EDT

;Closed: 2155 EDT

== Consent Agenda ==
* '''Approve redactions of {{redacted minutes|26 September 2005}}'''
* '''Approve redactions of {{redacted minutes |10 October 2005}}'''
* '''Approve minutes of {{minutes link|17 October 2005}}'''

'''MOTION: Accept consent agenda. Hume moves, Hughes seconds - passes'''

== Action Items ==

*Albrecht:
**Send Chart of Accounts. Send July and August expenses report to rest of Board. '''DONE'''
**Continue work on merchant account procurement.

==Budget and USENIX package==
We need to discuss the budget [Hume] will be sending to Usenix tomorrow. The budget is
on the wiki and the associated notes are also. Only look at sheet 1 on the budget; [Hume] will do the cashflow later.

There will also be a package description, but that will be done just prior to the meeting.

Minutes: significant discussion of proposed 2005-2007 SAGE budget

''[Palmer joins at 20:14]'' 
''[Palmer leaves at 20:35]''

ACTION: Hume will provide a updated version of the budget for review and approval by email

Discussion about the "package" Hume will propose to the Usenix Board in the Friday meeting.
Sense of the Board is fix the EDA date to Nov 1, zero balance budget in 2007, binding arbitration. May also ask for an "advance" (bridging loan?) of $10k.

Both Usenix and SAGE Boards should meet in person, hopefully at LISA (sooner, via concall, if
necessary).

''[Perrine leaves at 21:24]''

== Membership policy ==
* Finish discussion and approval of policy on membership classes
** '''MOTION: Defer until 31 October. Harris moves, Hume seconds - passes'''

== Travel and reimbursement policy ==
* Finish discussion and approval of policy link travel and reimbursement -- ''from 17 Oct agenda''
** '''MOTION: Defer until 31 October. Harris moves, Hume seconds - passes'''

== LISA '05 ==

* Awards update: the Awards Committee has selected recipients for the Achievement Award and the Yerkes Award. Welch will coordinate award artwork and procurement.
**'''MOTION: Accept the recommendation of the Awards Committee, by Hughes (Hume second) - passed'''

* BayLISA has scheduled what looks like a "locals" BoF. Perhaps we can co-host?
**ACTION: Wilson to approach BayLISA about co-hosting the locals BoF

== Board vacancy ==
Discussion centered on time-frame for appointment (soon after LISA) and direction for the Leadership Committee (which will be charged with providing potential appointees).

''[Harris requests executive session]'' 
''[Executive session starts 21:46]'' 
''[Executive session ends 21:50]''

ACTION: Harris to draft a procedure and charge for next week's meeting 
ACTION: Harris to contact Rose (chair of Leadership Committee)

== Adjournment ==
'''MOTION TO ADJOURN by Hughes, Hume seconds. Adjourned at 21:55 EDT'''

Board meeting Minutes/17 October 2005

2006-01-16T08:37:22Z

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{{minutes box|before=10 October 2005|after=24 October 2005}}

{{working paper}}

{{minutes approved|24 October 2005}}

;Present: Stephen Potter, Chris Palmer, Geoff Halprin, Doug Hughes, Pat Wilson (chair), Trey Harris, David Parter, Sam Albrecht

;Apologies: Tom Perrine, Andrew Hume

;Opened: 20:09 Eastern Time

;Closed: ''not recorded''

== Consent Agenda ==
* '''Approve minutes of {{minutes link|10 October 2005}}'''
* '''Approve minutes of {{minutes link|3 October 2005}}'''
* '''Approve redactions of {{redacted minutes|26 September 2005}}'''

'''Harris holds minutes of {{minutes link|10 October 2005}} for redaction.'''

== Action Items ==

* Harris:
**Draft communiqu� to SAGE Advisory Council briefing them on current negotiation situation, and seeking advice on options -- '''DONE, see wiki. Moved to #3 on the agenda'''

* Palmer:
**Members to be notified through October Memo-to-Members that negotiations are proceeding with some difficulty. '''Waiting for USENIX approval.'''
** Finalize potential sponsor letter. '''DONE.'''

* Albrecht:
** Chart of Accounts and Monthly Financial Reports - both done - but I am currently in transit. Will submit to Board for next weeks agenda.''' Expenses for July and August have been sent out. Chart of Accounts to be sent on Tuesday.'''
** Look into merchant account issue, and a possible back up plan. ''' Status - not complete. Movement at AH, but still not complete. Albrecht reported that Propay (www.propay.com) may be an option, as well as the company that Parter had previously provided. Albrecht to check again on Tuesday.'''

* Potter
** Code of Ethics review committee has been formed with five volunteers.

==SAGECom status update & Memo to Members ==

*Hume reported that progress was being made. A new budget is due by 10/25/05. USENIX is planning a formal go/no-go vote on 10/28/05. Signs are that the USENIX Board may be more positive. Hume will be working closely with individuals to improve the budget before 10/25/05.

*Harris reported that the draft was ready, but with the latest information, it might need to be edited. Hume and Harris will work on the language immediately after the meeting.

== Travel and reimbursement policy ==
* Finish discussion and approval of travel and reimbursement policy
** This item was tabled until the next meeting.

== Membership policy ==
* Briefly discuss policy on membership classes and {{policy on|Termination of membership}} with an eye towards approving at next week's meeting (Harris)
* Harris covered the Termination of Membership Policy first. After discussion, '''motion by Harris, second by Palmer. None oppossed, motion passes.'''
{{blockquote}}
=== Approved text: {{policy link|Termination of membership}} ===

Membership in the Assocation will be terminated under any of the following circumstances. Termination of membership shall not entitle the Member to a refund of any monies paid by the Member to the Association (in whole or pro rata).

* '''Resignation.''' A Member may voluntarily withdraw membership by providing written notification to the Association.

* '''Failure to meet obligations of membership.''' Should a Member fail to meet their obligations as set out in the Rules (including the payment of dues) then their membership shall be terminated.

* '''Death.''' A membership shall be automatically terminated upon death of the member (or insolvency event in the case of an organizational member).

* '''Termination by the Board for cause.''' A Member may lose their membership at the discretion of the Board, as set forth in Policies.

{{end blockquote}}

* Discussion and modification of the Membership Classes and Policies. To be studied, and brought back to next weeks meeting.

== SAGE acronym ==
* '''Name of Association''' - System Administrators Guild, or System Administrator's Guild. What do we want to put on brochures, letters, etc?
** Consensus after discussion that use of the "name" will be dependent upon context and needs to be reviewed each time.

== LISA'05 progress report ==

* Discussion on budget, schwag, Bof scheduling and other items relating to LISA. Everyone needs to look at current design by JD at his website.

== Board vacancy ==
Discuss what to do about Board vacancy.
* Tabled until next meeting.

== Talk about the renewal letter ==

Talk about strategy and timing on the letter that's sent to members when they renew.

Board meeting Minutes/10 October 2005

2006-01-16T08:37:21Z

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{{minutes box|before=3 October 2005|after=17 October 2005}}

{{working paper}}

{{minutes approved|17 October 2005}}

{{redactions below}}

;Present: Tom Perrine(chair), Andrew Hume, Stephen Potter, Chris Palmer, Geoff Halprin, Doug Hughes, Pat Wilson, Trey Harris (note taker), David Parter

;Apologies: Sam Albrecht

;Opened: 20:03

;Closed: 22:28

== Consent Agenda ==

* '''Approve redactions of {{redacted minutes|7 September 2005}}'''
* Resolve an ambiguity in {{policy link|Board votes via email}}:
{{blockquote}}
'''MOTION: That the {{policy on|Board votes via email}} be amended as follows:'''
:Replace ''A quorum of the Board has voted aye'' with ''A quorum of the Board, excluding abstentions, has voted aye''.
{{end blockquote}}
* Acknowledge email vote, superceding motion of {{minutes link|3 October 2005}}:
:'''MOTION: Adopt and distribute the "Proposed report to the USENIX Board". Moved Hume, second Hughes. Aye: Hume, Hughes, Palmer, Perrine, Wilson, Potter. Abstain: Harris, Halprin, Parter (conflicts of interest). Motion passed 5 October 2005.'''
: ''{Report redacted; negotiation sensitivity}''

'''Motion: Approve Consent Agenda. Moved by Hughes, Wilson seconds, passes.'''

'''MOTION: Table remaining agenda items and enter executive session. Moved by Harris, seconded by Wilson. Motion passed.'''

== Executive session ==

''Halprin joins call at 20:07.''

''Executive session ends at 22:08.''
Results of Executive session:
* '''MOTION: Board declines request by Mike Jones to provide a 2006 budget on the accelerated schedule by 11 October 2005, and will continue to work on budget on previously agreed schedule. Passes by consent.'''
* '''MOTION: Board reauthorizes continued work on agreements with USENIX on previously agreed schedules, including June 2004 USENIX motion. Passes by consent.'''
* '''MOTION: Board to draft communiqué to SAGE Advisory Council briefing them on current negotiation situation, and seeking advice on options. Passes by consent.'''
*:''ACTION: Harris to begin draft on wiki.''
* '''MOTION: Members to be notified through October Memo-to-Members that negotiations are proceeding with some difficulty, and that further details will be forthcoming. Passes by consent.'''
*: ''ACTION: Palmer to draft on wiki.''

'''MOTION: Table rest of agenda for next meeting. Harris moves, Palmer seconds. Passed by consent.'''

== New Business ==

=== Halprin resignation ===
* Halprin tenders resignation, effective immediately, on advice of counsel with regard to negotiations in progress between USENIX and SAGE.

'''MOTION: Board reluctantly accepts Halprin's resignation with profound regret and thanks. Motion by Harris, second by Potter. Passed by consent.'''

'''MOTION: Halprin invited to join SAGE Advisory Council. Motion by Palmer, second by Hughes. Passed by consent.'''

== Adjournment ==
'''MOTION TO ADJOURN by Palmer, second Wilson. Adjourned at 22:28.'''

Board meeting Minutes/3 October 2005

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{{minutes box|before=26 September 2005|after=10 October 2005}}

{{working paper}}

{{minutes approved|10 October 2005}}

;Present: Tom Perrine(chair), Andrew Hume, Stephen Potter, Chris Palmer, Geoff Halprin (note taker), Doug Hughes, Pat Wilson, Trey Harris

;Apologies: David Parter, Sam Albrecht

;Opened: 20:03 US/East

;Closed: 22:40 US/East

== Consent Agenda ==
* '''Approve minutes of {{minutes link|26 September 2005}}'''

Consent agenda approved.

== Action Items ==
* Board:
** Review Palmer's draft sponsor letter - comments due by 10/2.
*** Palmer has incorporated most comments. A new draft will appear shortly.
*** This AP caused discussion on the joint (USENIX/SAGE) communique to SAGE members, and the need for both talking points, and reference text.
** Review and comment on draft travel and reimbursement policy ''' discussed half at last weeks meeting, tabled remaining for 10/3 meeting.

*Harris
** Draft a membership policy. '''On Agenda'''.

*Halprin:
** Help Harris with membership policy. '''On Agenda'''.

* Hughes:
** Convene an awards committee. '''On Agenda'''.

*Palmer:
** Finalize potential sponsor letter.'' - '''Draft posted on wiki, requesting comments from all by Sunday 10/2'''
*** See Board action items above.
** Draft communication statement on the Usenix/SAGE split & agreement - '''Will write first draft for comments on wiki.'''

* Parter:
** Look into pricing of having mission statement on back of business cards. '''Preliminary pricing from Deepa: $53/500 cards 2-color 1-sided, $68/500 cards 2-color 2-sided. Alternative vendor (www.overnightprints.com, need to check on card stock, quality): $34.95/500 4-color 1-sided, $39.95/500 4-color 2-sided. Deepa is getting samples'''

* Potter:
** Work with the Leadership Committee on the Code of Ethics review and document the procedure for future efforts with the Leadership Committee.
*** Potter has spoken to Rose and will identify candidates for committee chair by 2005-10-15.
*** It was noted that Perrine should liaise with Rose regularly regarding the volunteer pool and opportunities.

* Albrecht:
** Work with Harris and Palmer to take brochure to the next stage.'''- expected to go to creative services by 9/30''' Status - went over minor changes at AH today. Will be sent out to Harris/Palmer for one final review before going to Creative Services. The more we can fill in with volunteer input, rather than after final draft, will save SAGE money.
** Send out July and August expenses with the new accounting codes. '''- to be sent out by 9/30''' Status - Sent revised July and August expenses to Treasurer for review before going to Board - without the new accounting codes, but it is sorted by category. Setting up more detailed chart of accounts for September expenses.
** Gather CA business license paperwork for AH to process. LISA'''- Sam will gather paperwork for AH to process''' Status - Paperwork gathered. Can wait on submittal until we decided if we are going to sell merchandise at LISA
** Look into merchant account issue, and a possible back up plan. '''- will provide info by 10/3''' Status - not complete.

== SAGECom proposal ==
Final discussion before it's submitted.

== Nov 18 facts ==

'''MOTION: To accept and endorse the investigation and report by Hume into the USENIX deliverables, and to forward a copy of the results to the USENIX Board (via Jones).'''
* Moved: Hume. In favour: Hume, Potter, Palmer, Hughes, Wilson and Perrine.
* Abstained: Halprin (conflict of interest), Harris (conflict of interest).
* Absent: Parter.

== Awards Committee Charge ==

approve charge for awards committee

'''MOTION: to approve the charter for the awards committee.'''
* Moved: Hughes. Approved.

{{blockquote}}
==== Approved text: {{policy link|Awards Committee charge}} ====

# Determine a recipient for SAGE Outstanding Achievement Award. Past award winners can be found at http://sage.org/execcomm/awards.mm
## Ineligible recipients
### current Usenix or SAGE board members
### past recipients
## Write a brief description of the achievements of the individual(s) that merit the award that will be published on the website and used at presentation time. (See URL above for examples)
### multiple recipients are not unprecedented where they share a common achievement
### no recipient is also not unprecedented (e.g. 2002)
### restated: minimum number of recipients is 0.
#Determine a recipient for the SAGE Chuck Yerkes memorial award that recognizes an individual for "outstanding individual contributions on member forums".

Here are the Terms Of Reference for the Yerkes Award for 2004 and 2005:

1. That, commencing with 2004, SAGE create an annual award to
recognise members who contribute to the community through their
postings to the sage-members list and related forums.

2. This award is to be known as the "Chuck Yerkes Award for
outstanding individual contribution on member forums".

3. Receipients will be determined by a panel of members (the "awards
committee"), appointed by the Board of Directors.

4. The awards committee will be issued with the following mandate:
a. Candidates must be members of SAGE.
b. Candidates are to be evaluated on the following criteria:
- frequency (how many times they have contributed throughout
the course of the year);
- helpfulness (the degree to which their posts were
instructive in moving towards a viable solution);
- educational value (the degree to which the candidate
provided insight into their reasoning, such that both the
original poster and also the greater membership might learn
from the thread);
- consistency; and
- profesionalism (this includes such attributes as the lack of
inflammatory material).
c. The award is not open to current members of the Board of
Directors.

5. The award will be presented at the major SAGE conference each year.
[Presently LISA]

Deadline for both awards is 10/24/05 at which time they will be
submitted to the SAGE board for final approval and confirmation. The nominees for the awards shall be given to the Award committee chair (Doug Hughes) who will present them to the SAGE board.
{{end blockquote}}

== Bitpusher benefits ==
Bitpusher would like to begin using some of the benefits of being a Gold sponsor, like free memberships.

We cannot provide services (including membership benefits) to new sponsors until the outsourcing agreement has been executed and we have control of service provision. It is expected that this will be resolved in the 6-8 week timeframe. It was agreed that a letter to this effect should be drafted and sent to Bitpusher.

== Travel and reimbursement policy ==
* Finish discussion and approval of travel and reimbursement policy

''Agenda Item Deferred''

== Membership policy ==
Briefly discuss policy on membership classes and policy on termination of membership with an eye towards approving at next week's meeting (Harris)

''Agenda Item Deferred''

== Notes/announcements ==
'''Hume holds minutes of {{minutes link|26 September 2005}} for redaction.'''

== Adjournment ==
Meeting ajourned at 22:40 US/East.

LOPSA Policies/Awards Committee charge

2006-01-16T08:37:20Z

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{{policy|Awards Committee charge}}

{{policy approved|3 October 2005}}

# Determine a recipient for SAGE Outstanding Achievement Award. Past award winners can be found at http://sage.org/execcomm/awards.mm
## Ineligible recipients
### current Usenix or SAGE board members
### past recipients
## Write a brief description of the achievements of the individual(s) that merit the award that will be published on the website and used at presentation time. (See URL above for examples)
### multiple recipients are not unprecedented where they share a common achievement
### no recipient is also not unprecedented (e.g. 2002)
### restated: minimum number of recipients is 0.
#Determine a recipient for the SAGE Chuck Yerkes memorial award that recognizes an individual for "outstanding individual contributions on member forums".

Here are the Terms Of Reference for the Yerkes Award for 2004 and 2005:

1. That, commencing with 2004, SAGE create an annual award to
recognise members who contribute to the community through their
postings to the sage-members list and related forums.

2. This award is to be known as the "Chuck Yerkes Award for
outstanding individual contribution on member forums".

3. Receipients will be determined by a panel of members (the "awards
committee"), appointed by the Board of Directors.

4. The awards committee will be issued with the following mandate:
a. Candidates must be members of SAGE.
b. Candidates are to be evaluated on the following criteria:
- frequency (how many times they have contributed throughout
the course of the year);
- helpfulness (the degree to which their posts were
instructive in moving towards a viable solution);
- educational value (the degree to which the candidate
provided insight into their reasoning, such that both the
original poster and also the greater membership might learn
from the thread);
- consistency; and
- profesionalism (this includes such attributes as the lack of
inflammatory material).
c. The award is not open to current members of the Board of
Directors.

5. The award will be presented at the major SAGE conference each year.
[Presently LISA]

Deadline for both awards is 10/24/05 at which time they will be
submitted to the SAGE board for final approval and confirmation. The nominees for the awards shall be given to the Award committee chair (Doug Hughes) who will present them to the SAGE board.

Board meeting Minutes/26 September 2005

2006-01-16T08:37:19Z

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{{minutes box|before=19 September 2005|after=3 October 2005}}

{{working paper}}

{{minutes approved|3 October 2005}}

{{redactions below}}

;Present: Tom Perrine(chair), Andrew Hume, Stephen Potter, Chris Palmer, David Parter, Geoff Halprin, Doug Hughes, Pat Wilson, Trey Harris, Sam Albrecht (note taker)

;Opened: 8:03 PM EDT

;Closed: 10:34 PM EDT

== Consent Agenda ==
* '''Approve minutes of {{minutes link|19 September 2005}}'''
* '''Approve {{redacted minutes|12 September 2005}}'''
* '''Clear {{redacted minutes|29 August 2005}} of redactions related to BitPusher sponsorship (other redactions to be maintained).'''

* Acknowledge online vote to approve AH quote for General Liability insurance:
:'''MOTION VIA EMAIL: That we accept this quote for General Liability Insurance.'''
{{blockquote}}
From Deb Doyle at AH: The annual premium will be $900. I have to respond, in writing, of our
acceptance of this quote, but before doing so, wanted to get approval from you. This quote is
valid for 30 days from 9/20/05.
{{end blockquote}}
:'''Moved Halprin. Passed (Halprin, Harris, Hughes, Hume, Parter, Potter, Wilson).'''

== Action Items ==

*Board:
** Review and comment on draft travel and reimbursement policy''' - moved to agenda, below'''

*Halprin:
** Help Harris with membership policy

*Harris
** Draft a membership policy. - '''moved to agenda below'''

*Hume:
** Work with Albrecht to create an annual budget. - '''done'''

*Palmer:
** Finalize potential sponsor letter.'' - '''Draft on wiki, will revise, request comments from all by Sunday 10/2'''
** Draft communication statement on the Usenix/SAGE split & agreement - '''Will write first draft for comments on wiki.'''

*Parter:
** Look into pricing of having mission statement on back of business cards (Deepa is getting pricing). '''No pricing received from Deepa yet. Created business card info wiki page to capture details for cards'''

*Potter:
**work with the Leadership Commiittee on the Code of Ethics review - '''Mail sent to ggr on 9/25/2005'''
**will document the procedure for future efforts with the Leadership Committee

*Albrecht:
** Work with Harris and Palmer to take brochure to the next stage.'''- expected to go to creative services by 9/30'''
** Send out July and August expenses with the new accounting codes.'''- will go out by 9/30'''
** Look into any licensing needed to sell items in CA at LISA'''- information provided by others on wiki, Sam will gather paperwork for AH to process'''
** Look into merchant account issue, and a possible back up plan'''- will provide info by 10/3'''

== Travel & reimbursement policy ==
Discuss decision points and approve travel and reimbursement policy

('''Completed about half of decision points, tabled further discussion to 10/3 meeting''')

''Palmer leaves at 9:05.''

==Budget==
Brief review of 2005 and 2006 budgets; excuse the excel.
one sentence overview: athough not complete, the sense is that ''[we'll have a significant debt in 2005 but things will improve in 2006.] {28 Words redacted: details have been changing almost daily; I don't want any specifics until things firm up. Andrew Hume}''

''{Spreadsheet redacted; business sensitivity}''

==SAGECom proposal==
We need to discuss this briefly; i need to know if the board needs any help grokking the proposal, or spleen venting, or other. the timeline is still comments by friday morning 9am eastern.

=== Award ===
(added by doug)
* discussion of how to broach the award $$$ since it will be award prior to Dec 15 and all money for award has come from Usenix in the past. (and SAGE has no money)

'''consensus is that the awards are important, and that a few hundred dollars will not make a significant difference in the current budget deficit'''

==Nov 18 issues==
We will do a quick review of the Nov 18 2004 deliverables and consider our options.
Please do a quick review of the wiki page "Nov 18 Facts".

'''Hume has been speaking with Jones, Perrine has been trying to contact Jones via phone since 9/21 with no luck.'''

== Adjournment ==
* '''Motion by Wilson to adjourn, second by Hume. Meeting adjourned at 10:34 pm Eastern'''

Memos to Members/13 October 2005

2006-01-16T08:37:18Z

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{{SAGE maybe historical}}
---------------- ---------------- ---------------- ----------------

SAGE - The People Who Make IT Work

OCTOBER MEMO TO MEMBERS

---------------- ---------------- ---------------- ----------------

Please Email board@sage-members.org with any questions, comments,
or ideas. We always want to hear from our membership.

---------------- ---------------- ---------------- ----------------

In this memo:

1. Register for LISA now!
2. Resume Standards Project
3. Bitpusher becomes first Gold Sponsor
4. Ethics Statement Review
5. State of USENIX transition
6. Geoff Halprin Resigns from SAGE Board

---------------- ---------------- ---------------- ----------------

* LISA 2005

Early registration for LISA 2005 is now open. LISA is the premier system
adminstration conference, co-sponsored by USENIX and SAGE. This year's
LISA will include day long workshops on specific topics in system
administration, an excellent program of technical workshops and tutorials,
and the same great community experience and "hallway track". LISA is
the best chance all year to gain a working knowledge of all the trends
in system administration, not just one specific technology.

Don't wait until the last minute - register for LISA 2005 today. Hotel
room blocks fill up early, and early registration closes Nov 18th. SAGE
is planning a *lot* of fun stuff to highlight and kick off our new
programs -- LISA 2005 is not one to miss!

Register now at http://www.usenix.org/events/lisa05

* Resume Standards Project

The new SAGE Board of Directors is considering a project to create a
standardized form for the "skills" section of system administrator
resumes and job postings.

The intent of this project is to provide standard language guidelines
for both writers and readers of resumes. Resume writers then could make
their level of skills clear in each area, and hiring managers would have
much less guesswork when confronted by a list of techonlogies and skills.
Our aim is to create better matches between job hunters and employers,
returning real meaningful language to resumes and avoiding laundry lists
of keywords.

This project is in its early stages, and is currently charged with
producing an initial report. Trey Harris is leader the effort, and
is looking for volunteers to explore the issue further. If you are
interested in this issue, please subscribe to the mailing list by
sending a message to

resume-interest-request@sage-members.org

with the subject line "subscribe".

* Bitpusher welcomed as first Founding Gold Sponsor

BitPusher, LLC, the San Francisco Bay Area's premier provider of managed
information technology services for small and medium-sized businesses, has
generously donated extensive services to SAGE for hosting our website and
other online requirements at their facility. The SAGE Board in return
has named them our first Founding Sponsor, at the Gold level of sponsorship.

BitPusher's generosity means that the SAGE online presence will be hosted
in a state of the art facility with top notch uptime, services, and
reliability.

BitPusher's website is http://www.bitpusher.com. Please be sure to check
them out if you are looking for top quality managed hosting services.

* Code of Ethics Review

The SAGE Code of Ethics was adopted in 2003. it is intended that the Code
of Ethics should be broad enough to not need frequent revision, but strong
enough to serve the Profession, individual Practitioners and system
administration organizations.

To take into account any deficiencies found in the Code after adoption, and
to adapt to changing circumstances, a two-year review was mandated at the
time of adoption, with the expectation that future reviews every four years
would be appropriate. It is not intended that this review entail a major
rewriting of the Code of Ethics. If the review comittee feels that a major
rewrite is necessary, it should provide an explanation in the submitted
recomendations, but not undertake that task.

The Code of Ethics Review Committee is charged with organizing the review
of the SAGE Code of Ethics (http://www.sage.org/ethics.mm):

- Appropriate attention should be paid to publicity, both for the sake
of an informed review involving our members, and as an opportunity
for publicity and raising awareness in the broader sysadmin community
and perhaps even further (managers, etc).

- Discussion with the community should include a public event at LISA
2005 and online discussions, using SAGE online resources and others
as deemed appropriate by the committee

- The Committee is not charged with redrafting the Code in its entirety.
If the Committee believes this necessary, it should make a recommendation
to the Board, but should not proceed.

- A report and recommendations (separate from the report) should be
submitted to the Board no later than Feb 1, 2006:

Stephen Potter is working with the Leadership Committee to assemble the
Code of Ethics Review Committee. If you are interested in this effort,
please contact the Leadership Committee Chair, Greg Rose, at ggr at
qualcomm.com.

* State of the USENIX Transition

The USENIX negotiations continue, though lately we have met with some
difficulty. We hope to resolve these issues soon and reach an agreement
that is best for USENIX, SAGE, and the members of both. More details will
soon be forthcoming about the shape of the agreement.

* Geoff Halprin resigns from the SAGE Board.

Geoff Halprin tendered his resignation from the SAGE Board on October 10th,
effective immediately. He took this action on advice of counsel regarding
the negotiations in progress between USENIX and SAGE. Geoff continues as
a member of the USENIX Board of Directors.

The rest of the Board reluctantly accepted Geoff's resignation, with
profound regret and deep thanks for his extended service to SAGE.
Geoff will of course continue to be a member of SAGE and be involved
in our future.

Feel free to contact the SAGE Board at board@sage-members.org with
questions or concerns.

Board meeting Minutes/7 September 2005

2006-01-16T08:37:18Z

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{{minutes box|before=29 August 2005|after=12 September 2005}}

{{working paper}}

{{minutes approved|12 September 2005}}

;Present: Tom Perrine (chair), David Parter, Chris Palmer, Pat Wilson, Trey Harris, Andrew Hume, Doug Hughes, Steve Potter, Stacey Schmidt, Sam Albrecht (note taker)

;Apologies: Geoff Halprin

;Opened: 10:04 PM Eastern

;Closed: 11:59 PM Eastern

== Consent Agenda ==
* '''Approve minutes of {{minutes link|29 August 2005}}'''
* Acknowledgement of online vote to accept contract from AH:
:'''MOTION VIA EMAIL: That we accept the AH contract and have Tom's signature make it binding on the board. Moved by Hughes, seconded by Parter. Ayes: Hughes, Parter, Wilson, Harris, Halprin, Potter, Palmer, Hume. Motion passes on 1 September 2005.'''
* '''MOTION: Having no redactions, that the minutes of {{minutes link|31 July 2005}} be released unredacted as public minutes.'''

'''MOTION by Hume, Harris second, consent agenda approved.'''

== Status of Action Items ==

* Perrine:
** All Thank you Emails completed, last one (for JD Welch) - '''emailed 8/31'''
** AH contract reviewed - per Board email vote of 2005/09/01''' signed September 1, and out via FedEx September 2. Signed by AH on September 6 and returned to Perrine.'''
** Talked to Silicon Mechanics and Rackable as prospective sponsors/donors - '''details at "Active Prospects"

*Halprin:
** Review comments/edits on AH contract and bring to MacMillan within 24-48 hours
*** Wilson: has reviewed, and will place on wiki - '''Done'''

*Harris:
** Draft reimbursement policy based upon samples from Schmidt. — ''ACTION: Will have for next meeting''
** Complete meta-policy — '''See draft at {{policy link|Policy creation and maintenance}}'''

* Hume:
** Review SAGECom document wording for measuring viability. '''Done.'''
** Hume and Palmer to write memo to members regarding SAGE's current status for next board call. '''Done - some feedback received, both positive and negative'''
** Work on budget and review chart of accounts. '''Chart of Accounts done and submitted to AH''' ''ACTION: Sam to send out July and August expenses with the new code.'' ''ACTION: Budget still to be delivered''

* Palmer:
** Hume and Palmer to write memo to members regarding SAGE's current status for next board call. '''Done.'''
** Palmer to write letter for potential sponsors. '''Not done - need mission statement'''

*Development Committee:
** Work on sponsorships
*** Define sponsorship levels for corporate and individuals and benefits thereof. ''' Corporate almost finalized. Individuals and consultants still in draft for review.'''

*Albrecht:
** Circulate sample of membership brochure to Board. '''Complete - after input will give to AH Creative Services.''' ''ACTION: Albrecht will work with Harris and Palmer to take brochure to next stage.''
** Albrecht to get business cards for Board. '''Waiting on file to be sent to me.''' ''ACTION: Parter will send after talking to JD.''
** Provide Development Guidelines. '''Done - posted to wiki.'''

*LISA Committee:
** Meet to decide on which ideas they want to implement and bring those ideas to the board for approval for the 08/29/05 board call. ''' Meeting complete.''' ''ACTION: Perrine owes notes from meeting.'' Wilson looked at schedule and made requests for meeting. Suite needs to be arranged.'''
** Pricing on logo items for LISA.
*** Looking at items for sale and items for giveaway. Discussion on whether SAGE will have the booklets by then. USENIX bringing SAGE promotional items to LISA. Discussion on whether we need an inventory. Suggestion to have AH staff do a "Nuturing of volunteers session." Discussion on mentoring plans. Discussion on scope of planning - as we must succeed at what we promise. Perrine has made contact with the events coordinator at Town and Country.

== Sponsor Status ==

''{60 words redacted; third party named}}
* BitPushers (Developement Committee) - Perrine has reviewed proposed schedule of services. Hughes reviewed draft contract. Some additional language is being added. It should be considered at the Gold sponsor level. Suggestion to do an email vote on the final contract.
''{11 words redacted; third party named}''

'''Harris holds minutes of {{minutes link|29 August 2005}} for redaction.'''

== Development Committee: Sponsorship levels and initial benefits ==
The development committee, with input from several board members, has developed individual and corporate sponsor levels, minimum value amounts, and an initial list of benefits.

Perrine has two sponsors willing to sign soon (by end of the month), if we can provide specifics of the benefit levels. All sponsors will ask for specifics. Can we approve the current coporate sponsor table at least for the time being?

Wilson reported that we seem to be in agreement on corporate levels and benefits and some discussion still going on at individual and consultant level. Discussion on the availabilty dates on the postal mail list.

'''MOTION by Potter, second by Hume to approve the corporate sponsorships levels and benefits as posted on the wiki (see table below). Discussion. Motion passes.'''

{{blockquote}}
{| {{prettytable}}
! Level !! Minimum Donation !! Benefits*
|-----
! Contributor
| $1000
|
* Access to all SAGE membership websites and online services
* Mention in "Memo to Members" the month following donation
* Acknowledgement in the SAGE-provided LISA '''onsite''' conference materials
* Your click-thru name on "SAGE Sponsors" page**
* "SAGE Sponsor" graphic indicating level for use on your website**
|-----
! Bronze
| $5000
|
* Mention in "Memo to Members" twice a year (includes the month following donation)
* One-time use of SAGE postal mail list at half the list value***
* "SAGE Sponsor" plaque indicating level for office and/or booth at trade shows
* Your click-thru logo on "SAGE Sponsors" page**
|-----
! Silver
| $10K
|
* Mention in "Memo to Members" four times a year (includes the month following donation)
* Full set of SAGE Short Topics In Systems Administration booklets ($165 value)
* Verbal acknowledgement at SAGE-sponsored events
|-----
! Gold
| $25K
|
* Mention in "Memo to Members" each month
* Registration of up to five SAGE Individual memberships ($225 value)
* Named sponsorship of a single event/half-day continuing event at a SAGE-sponsored conference**
* Distribution of marketing materials at SAGE booth(s)
|-----
! Platinum
| $50K
|
* Registration of an additional five (total 10) individual SAGE members ($450 value)
* Your click-through logo or company name in the footer of every SAGE web page**
* Name/logo on SAGE banners at events
* Named sponsorship of an additional (total 2) event/full-day continuing event at a SAGE-sponsored conference**
|-----
! Diamond
| $100K
| To Be Determined
|-----
|}
* *Specific corporate level benefits are inclusive of benefits for all previous levels
* **Subject to apprporiate rules of use
* ***Subject to apprporiate rules of use; full value may not be realized until 3Q 2006
{{end blockquote}}

== Communications Policy amendment ==

'''MOTION by Hume that the amendment to the Communication Policy be adopted. Second by Wilson. Motion passes.'''

{{blockquote}}
In section 2.2 of the {{policy link|Communications}}, strike:

The President, the Chair of the Communications Committee as spokesperson, and the Executive Director are by default authorized by the Board to engage with the general public on SAGE issues, but must at all times communicate to the public in line with the established wishes and policy expressions of the Board.

Replace with:

The President, the Communications Committee chair or other spokesperson designated by the Board, and the Executive Director are by default authorized by the Board to engage with the general public and membership on SAGE issues on behalf of SAGE, but must at all times communicate to the public in line with the established wishes and policy expressions of the Board. They must also report on any such communications back to the full Board at the next Board meeting after the fact.
{{end blockquote}}

== SAGE Skills self-assesment project ==

Harris reported that we consider a new project to standarize the skills sections of resumes, (see "Resumé standards program").

'''MOTION by Palmer, Hughes second, for Harris to explore a project to investigate the viability of a resume standardization project and bring recommendations back to the board. Motion passes.'''

== SAGECom Status ==

Hume reported that we are getting close to final review of the agreement by both boards before it goes to legal review. Booklets will be turned over on the effective date of the agreement, with a payment of $6,700 due at that time.

Gatepoints in the agreement - 11/18/05 and 12/06. For 12/06 we will need to show membership growth and meet 2006 Budget and then we get LISA revenue/partnership for another year. Discussion for maybe doing this also for 2007.

Hume will report next week on latest status. Booklets will be managed by Content committee.

== New Business ==

=== Day 0 Status/Project ===

* Albrecht reported that merchant accounts might be the item that takes the longest time. Transition checklist has been updated and will be delivered to the Board soon.

* Parter reported that the technical aspects of the website has been considered and discussed. A detailed plan is to be developed, with dates. ''Action to Hughes and Parter to finalize a detailed plan by the middle of next week, with a draft available at the next meeting.'' Discussion on whether we need the USENIX/SAGE hardware.

=== Mission Statement ===

* '''Harris moved to approve the mission statement as on the wiki, second by Hughes. Motion passes.'''
{{blockquote}}
SAGE Mission

To advance the practice of system administration, to support, recognize, educate, and encourage its practitioners, and to serve the public through education and outreach on system administration issues.
{{end blockquote}}

=== Budget ===

* Hume reported that AH went over budget in August. Discussion on the approach to hold to the expected budget, with the goal not to let excesses go past a couple of months before being addressed by the Board.

=== Expenses ===

* Albrecht asked if there were any questions on last report. Hearing none, offered to go into as much detail as the Board would like.

== Notes/announcements ==

* Next meeting 12 September, 2005 - 8:00 PM Eastern.

== Adjournment ==

Hume/Wilson.

Board meeting Minutes/19 September 2005

2006-01-16T08:37:17Z

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{{SAGE maybe historical}}
{{minutes box|before=12 September 2005|after=26 September 2005}}

{{working paper}}

{{minutes approved|26 September 2005}}

;Present: Tom Perrine (chair), Andrew Hume, Trey Harris, Pat Wilson, David Parter, Geoff Halprin, Stephen Potter, Chris Palmer, Doug Hughes, Sam Albrecht (note taker)

;Apologies: None

;Opened: 8:03 pm Eastern time.

;Closed: 9:35 pm Eastern time.

== Consent Agenda ==
* '''Approve minutes of {{minutes link|12 September 2005}}'''
* Acknowledgement of online vote to adopt BitPusher as hosting provider:
:'''MOTION VIA EMAIL: adopt BitPusher as SAGE hardware/service vendor given contract proposal linked below'''

:'''In return, Bitpusher is to receive Gold Founding Sponsor status and one Guinness payable to CTO at LISA. Moved by Hughes, seconded by Parter. Ayes: Hughes, Parter, Halprin, Harris, Hume, Wilson, Potter. Motion passes on 13 September 2005.'''

Motion by Hume. Consent agenda passes.

'''Wilson holds minutes of {{minutes link|12 September 2005}} for redaction.'''

== Action Items ==
*Board:
** Review and comment on draft reimbursement policy and discuss on 9/19/2005 board call- See draft at "Travel and reimbursement"
** Tentatively plan for full day meeting on Sunday before LISA conference, agenda input to be posted on wiki and voted on in the 9/19 or 9/26 board calls. '''MOTION by Harris to meet all day Sunday, December 4th at the LISA conference. Second by Hume. Motion passes.'''

*Harris:
** Send out email call for volunteers for resume project viability assessment — '''DONE, mailing list created at <resume dash interest at sage-members>.'''

*Hume:
** Distribute budget with AH expenses in three weeks. '''Actual expenses update due from AH in a week.'''
** Work with Albrecht to create an annual budget. '''Discussion on authority. Treasurer will continute to develop.'''
** Speak to Mike Jones on 09/12/2005 - Points to be made are...
*** ''Intro- It was not a joint decision by the SAGE exec committee and USENIX board.'' '''Done.'''
*** ''Make sure that it is clear that USENIX cannot just decide at any time whether SAGE is meeting the criteria, timeframe must be clear.'' '''Done.'''

*Palmer:
** Write letter for potential sponsors - '''Draft on wiki, will revise.'''

*Parter:
** Look into pricing of having mission statement on back of business cards (Deepa is getting pricing). '''Nothing received from Deepa yet. Suggestion to put Headquarters info on the back of the card.'''
** Send business card file to Albrecht after talking to JD. '''Done.'''
** Present (with Hughes) draft plan for website. '''Deferred to agenda item below.'''
** Incorporate comments posted on wiki for the Code of Ethics review for discussion on the 9/19/2005 board call. '''DONE -- see agenda item below.'''

*Albrecht:
** Work with Harris and Palmer to take brochure to the next stage. '''Not complete.'''
** Send out July and August expenses with the new accounting codes. '''Not complete - coming the week.'''

*Schmidt:
** Look into any licensing needed to sell items in CA at LISA - '''deferred to Albrecht.''' '''Not complete.'''
** Look into merchant account issue, and a possible back up plan- '''deferred to Albrecht.''' '''Not complete.'''

*Wilson:
** Attend Toorcon and talk up SAGE. '''Wilson provided a report and discussion on meeting segmented members needs.'''

== www.sage.org content ==
discussion of Day 0 web content (parter)

We will be taking over content sooner over rather than later. Ownership - Content committee (Palmer and Potter). Discussion on how to best approach the uSAGE and newSage discussion including benefits. Discussion on outsourcing member services versus website content and control. Palmer to draft material for next weeks review.

== mail@members.sage.org ==

Do we want to investigate this service and possibly try and have it ready to announce (live) at LISA? (Parter)

see "Email service" and "Mail forwarding" (which should be combined into one page)

see also "sage.org email addresses" (in progress)

Discussion on impacts to Day 0 and providing quality service. Discussion on allocation of project resources. Suggestion to run as "beta". Question on whether we publically seek volunteers. (No decisions at this time).

== Code of Ethics review ==
Parter puts two motions on the agenda:
* '''Motion by Harris to approve the Charge to the Code of Ethics review committee. Second by Hume. Motion passes.'''

{{blockquote}}
=== Approved text: {{policy link|Code of Ethics review committee}} ===

The SAGE Code of Ethics was adopted in 2003. it is intended that the Code of Ethics should be broad enough to not need frequent revision, but strong enough to serve the Profession, individual Practitioners and system administration organizations.

To take into account any deficiencies found in the Code after adoption, and to adapt to changing circumstances, a two-year review was mandated at the time of adoption, with the expectation that future reviews every four years would be appropriate. It is not intended that this review entail a major rewriting of the Code of Ethics. If the review comittee feels that a major rewrite is necessary, it should provide an explanation in the submitted recomendations, but not undertake that task.

The Code of Ethics Review Comittee is charged with organizing the review of the
[http://www.sage.org/ethics.mm SAGE Code of Ethics]:

* Appropriate attention should be paid to publicity, both for the sake of an informed review involving our members, and as an opportunity for publicity and raising awareness in the broader sysadmin community and perhaps even further (managers, etc). Publicity should be coordinated with the SAGE Communications Committee.
* Discussion with the community should include a public event at LISA 2005 and online discussions, using SAGE online resources and others as deemed appropriate by the committee
* The Committee is ''not'' charged with redrafting the Code in its entirety. If the Committee believes this necessary, it should make a recommendation to the Board, but should not proceed.
* A report and recommendations (separate from the report) should be submitted to the Board no later than Feb 1, 2006:
** The report should document review activities, level of participation, and any other information about the review process as determined to be appropriate by the review committee
** The Recommendations should address:
*** any proposed changes in the text of the Code of Ethics
*** future review schedule (tenatively set for 4-year cycle after the initial 2-year review)
*** any other recommendations from the review committee
* The budget for this activity is up to $100. If additional funds are needed, the Committee must seek approval from the Board in advance.
{{end blockquote}}

* Discussion about requesting the Leadership Committee to recomend a committee chair and members. The Leadership Committee is asked to submit their recommendation no later than October 15.
*:Discussion on approaching the Leadership Committee regarding the best way to get this project done. Potter volunteered to be the Board representative.
**'''MOTION by Harris to have Potter work with the Leadership Committee on the Code of Ethics review and to document the procedure for future efforts with the Leadership Committee. Second by Hume. Motion passes.'''

''Potter left the call at 9:04.''

== Policy ==
Discuss decision points in '''travel and reimbursement policy'''; possibly '''approve policy'''.

'''Deferred until next week, first item after action item review.'''

==SAGECom==
a quick progress (or lack of it) report.

Hume reported no progress in the last week. Legal review and conversion to a contract is about 2 hours of billable time and can be done in 5 or 6 days. Discussion on the history and decision points that relate to the document transfer to USENIX.

==Outsourcing==
We need a sense of how we are going to pitch/explain stuff next year (during outsourcing).
Its a complicated message, with all parties named SAGE. Then someone needs to write a bunch of stuff.

==Day n project==
we need status on the transition/IT stuff.
not sure how this is different from content item above
(this is a permanent stub.)

Discussion on effective date of agreement definition and actual date of providing member services.

== New Business ==

=== Redactions of 29 August ===
* Approve [[Board meeting Minutes/29 August 2005|redactions for minutes of 29 August 2005]]
*:'''MOTION by Parter/Hughes to approve the redaction of 29 August. Motion passes.'''

=== Delegate contract signing authority to SAGE executive director ===

'''MOTION by Hughes to allow contract signing authority to the SAGE Executive Director for SAGE Board approved issues/items. Harris second. Motion passes.'''

=== Memberships ===

Discussion on when AH could start processing memberships. ''ACTION for Harris to draft a membership policy. Halprin offered to help.''

== Notes/announcements ==

* Albrecht will be on vacation Wed-Fri.

== Adjournment ==
* Motion by Hume to adjourn, second by Wilson. Meeting adjourned at 9:35 pm Eastern

LOPSA Policies/Code of Ethics review committee

2006-01-16T08:37:16Z

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{{SAGE maybe historical}}
{{policy|Code of Ethics review committee}}

{{policy approved|19 September 2005}}

The SAGE Code of Ethics was adopted in 2003. it is intended that the Code of Ethics should be broad enough to not need frequent revision, but strong enough to serve the Profession, individual Practitioners and system administration organizations.

To take into account any deficiencies found in the Code after adoption, and to adapt to changing circumstances, a two-year review was mandated at the time of adoption, with the expectation that future reviews every four years would be appropriate. It is not intended that this review entail a major rewriting of the Code of Ethics. If the review comittee feels that a major rewrite is necessary, it should provide an explanation in the submitted recomendations, but not undertake that task.

The Code of Ethics Review Comittee is charged with organizing the review of the
[http://www.sage.org/ethics.mm SAGE Code of Ethics]:

* Appropriate attention should be paid to publicity, both for the sake of an informed review involving our members, and as an opportunity for publicity and raising awareness in the broader sysadmin community and perhaps even further (managers, etc). Publicity should be coordinated with the SAGE Communications Committee.
* Discussion with the community should include a public event at LISA 2005 and online discussions, using SAGE online resources and others as deemed appropriate by the committee
* The Committee is ''not'' charged with redrafting the Code in its entirety. If the Committee believes this necessary, it should make a recommendation to the Board, but should not proceed.
* A report and recommendations (separate from the report) should be submitted to the Board no later than Feb 1, 2006:
** The report should document review activities, level of participation, and any other information about the review process as determined to be appropriate by the review committee
** The Recommendations should address:
*** any proposed changes in the text of the Code of Ethics
*** future review schedule (tenatively set for 4-year cycle after the initial 2-year review)
*** any other recommendations from the review committee
* The budget for this activity is up to $100. If additional funds are needed, the Committee must seek approval from the Board in advance.

Board meeting Minutes/12 September 2005

2006-01-16T08:37:15Z

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{{minutes box|before=7 September 2005|after=19 September 2005}}

{{working paper}}

{{minutes approved|19 September 2005}}

{{redactions below|26 September 2005}}

;Present: Tom Perrine(chair), David Parter, Geoff Halprin, Doug Hughes, Pat Wilson, Trey Harris, Stacey Schmidt (note taker)

;Apologies: Sam Albrecht, Stephen Potter, Chris Palmer

;Opened: 8:03 PM EDT

;Closed: 9:26 PM EDT

== Consent Agenda ==
* '''Approve minutes of {{minutes link|7 September 2005}}'''
* '''Approve redactions of {{minutes link|29 August 2005}}'''
* ''' Motion by Wilson to approve the consent agenda. Passed unanimously.'''

* '''Parter holds minutes of {{minutes link|29 August 2005}} for further redaction'''

== Action Items ==

*Harris:
** Draft reimbursement policy based upon samples from Schmidt. — '''Done- See draft at "Travel and reimbursement"'''
** ''ACTION- Board to review and discuss on 9/19/2005 board call''
** Draft call for volunteers for resumé project viability assessment — '''DONE — see draft'''
** ''ACTION- Harris to email call for volunteers for resume project viability assessment''

* Hume:
** Work on budget and review chart of accounts.
** ''ACTION: Budget with AH expenses to be coming out in about 3 weeks''
** ''ACTION: Hume to work with Albrecht to create an annual budget''

* Palmer:
** Palmer to write letter for potential sponsors. '''Not done - need mission statement'''
** ''ACTION- Moved to next weekend as Palmer was not present''

* Parter
** ''ACTION: Parter will send business card file to Albrecht after talking to JD.'' '''Template created- see template and sample at "Communications"'''
** ''ACTION: Parter to look into pricing of having mission on back''
** ''ACTION: Present (with Hughes) draft plan for website.''-'''Still in progress'''

*Albrecht:
** ''ACTION: Albrecht will work with Harris and Palmer to take brochure to next stage.''-'''Remains action'''
** ''ACTION: Albrecht to send out July and August expenses with the new accounting codes.''-'''Remain action'''

*Development Committee:
** Work on sponsorships
*** Define sponsorship levels for corporate and individuals and benefits thereof. '''Done- See draft'''
** '''Motion by Wilson to accept the individual and consultant benefits tables. Seconded by Hume. None opposed, motion passes.'''

*LISA Committee:
** Meet to decide on which ideas they want to implement and bring those ideas to the board for approval for the 08/29/05 board call. ''ACTION: Perrine owes notes from meeting.''-'''Done'''
** Pricing on logo items for LISA.
*** ''ACTION: Perrine to send list of promotional items to Albrecht.''
** ''ACTION: Schmidt to find out about any licensing needed to sell items in CA.''
** ''ACTION: Schmidt to look into merchant account issue- Back up plan.''

== Code of Ethics review ==

Discussion of draft Charge to the review committee and committee composition (Parter)
* See "Code of Ethics review"
** ''ACTION- Parter to incorporate comments on wiki for next board call''

== Sponsorships ==

* Sponsor Status - Development Committee Report
** BitPushers-'''Waiting on contact to approve gold level sponsor'''
''{48 words redacted - business sensitivity}''

* "SAGE supporter" graphic for sponsor sites

== Policy ==
'''Approve {{policy link|Policy creation and maintenance}}''' (Harris)
** '''Motion by Harris to accept the policy creation and maintenance policy. Seconded by Hume. None opposed, motion passes.'''
{{blockquote}}
=== Approved text: {{policy link|Policy creation and maintenance}} ===

==== Purpose ====
Policy is the '''means''' by which the Board governs. Every policy must have one of the following purposes:
# '''Delegation''' of an end (such as a program, or project) that furthers the Mission, e.g.:
#* Policy on publications
#* Policy on conferences
#* Policy on a member benefit
# Ensuring organizational '''governance''' and prudence, e.g.:
#* Finance policy
#* Reimbursement policy
#* Bylaws
# Specifying some aspect of the '''Board relationship''' with members, staff, or the public
#* Privacy policy
#* Communications policy
#* Sexual harassment or nondiscrimination policies
# Specifying '''internal policies''' for how the Board works
#* Committees policy
#* Reimbursement policy

Some policies will straddle #2-4 above (e.g., reimbursement policy). Delegation policies, however, should be self-contained, in order to promote clarity and honesty in delegation.

==== Scope ====
The Association specifies how it works via policies, processes and procedures.
; Policy: Documents that state the will of the Board ('''goals''' or '''ends''') and mechanisms for handling points of concern, risk, or anxiety ('''limitations''').
; Process: Structures that ensure oversight, preservation of rights, and stability. Processes are included in policy, largely as a manifestation of limitations.
; Procedure: Implementations of the policy and process. Procedures are ''not'' included in policy.
For instance, a policy on logoed apparel might state that apparel should be comfortable and attractive to promote the Association's visibility (''policy''), and that samples should be procured before production to ensure this (''process''). But the policy should ''not'' specify the type of fabric, how samples are procured, who gets the sample, and so on (''procedure'').

==== Minimalism ====

Policies should be ''minimal'' — they should not overspecify. Policies should be adaptable to changing conditions without requiring constant amendment.

Implementations should not be specified in policy. Policies should be "Board-level" documents. Purpose and rationale ''should'' be specified, however.

Board relationship and internal policies, for example the {{policy on|Board votes via email}}, are an exception. These should be less minimal because the "implementors" are, by definition, the Board itself.

==== Completeness ====

Minimalism should not lead to a lack of ''completeness''. The Board should write policy such that it would be happy with ''any'' reasonable implementation that adheres to the policy's wording.
In particular, the Board should take care to include limitations precluding results the Board would find unacceptable.

==== Policy ownership ====

The Board should be invested in policy. The Board should ''craft'' policy to document the will of the Board, without engaging in rubber-stamping, word-smithing or criticizing. In practice, one or more individuals may be assigned to write a policy proposal. But the approved policy belongs to the Board, not the authors of any particular proposal.

In order to keep policy vested in the Board, authors of proposed policies shall call out decision points, be ready to explain the ramifications of such choices, and be ready with alternate language.

==== Delegation policies ====

The Board is not the implementing body of the Association's goals; that role falls to staff and volunteers. The Board expresses its will for programs, projects and other ends via delegation policies.

===== Honest delegation =====

In drafting delegation policies, the Board should strive to ''delegate honestly''.

Delegation policies should pass the '''Plain English Test''': An uninterested third party should be able to read the text of a policy, look at the results, and be able to judge whether the results meet the requirements of the policy.

Policy is the "in-band" communication mechanism from Board to implementors. "Out-of-band" communication (statements by liaisons, sense-of-the-Board communiqués, etc.) are strictly advisory or interpretational; if substantive course-corrections are required, the policy should be amended.

===== Amendments =====

If the result of a delegation is unsatisfactory, but the results meet the "Plain English Test", the policy should be amended to encapsulate the Board's new understanding. Simply telling implementors to try again is unacceptable.

When amendments to delegation policies are made, they should ideally be ''clarifications'' where the policy could be read as ambiguous. Otherwise the Board can (rightly) be accused of changing the rules after the fact. If the Board learns, after delegation, that it requested the wrong thing, it should own up to its error and amend the policy.

Implementors being delegated ''to'' must be made aware of this process before implementation begins. If a delegation policy is to be amended after implementation has begun, the implementors should ideally be involved in the process; but they must be made aware that the process is not a negotiation, and the Board holds final authority.

==== Maintenance ====
Policies should be living documents; moribund or irrelevant policies should be discarded or revitalized.

If a policy cannot be exactly followed by the "Plain English Test", the policy should be fixed. Saying that things have changed, or that the policy must be put into context, is unacceptable.

If programs end or circumstances change, the policies should be '''retired'''. A retired policy is effectively repealed, but is moved aside and kept for historical record as a policy that worked, separate from repealed policies that were rejected because they didn't work.
{{end blockquote}}

== Board Meeting at LISA 2005? (Perrine) ==

Should we (do we need to) have a half or full day meeting for the Board at LISA 2005?
* ''ACTION- Tentatively plan to have full day meeting on Sunday, agenda input to be posted on wiki and voted on in the 09/19 or 09/26 board calls.'' Major focus expected to be Strategic Planning and next steps for (user) transition and membership drive.

== SAGECom ==
highlights of SAGECom call today. highlights:
* intro erk-
* booklets are good, except they get electronic access to jobs booklet (unupdated)
* membership growth disagreement- membership must be 2362 by December 2006
** Discussion:
*** Halprin- wanted to ensure that Kirk will agree
*** Harris- fine with number as long as can do trial memberships
*** Hughes- agreed that SAGE can achieve the number if no $ amount is tied to it
*** Hume- added that number will be audited and the USENIX board has to approve membership report
*** Parter- membership must be credible-true members, not just giving it away.
*** Perrine- agreed with the membership number
*** Wilson- wanted to ensure that the number won't be misinterpreted.
* money flows up front
* 3 letters have to be part of agreeement and approved by both boards (Albrecht joins the call at 9:03 PM)
* contiguous events have to be small or approved by Usenix, timing changed from -60,+60 to -90,+30
* need for dynamic membership auth during prereg.
* ''ACTION- Hume to talk to Mike tonight after board call- Points to be made are...''
** ''Intro- It was not a joint decision by the SAGE exec committee and USENIX board.''
** ''Make sure that it is clear that USENIX cannot just decide at any time whether SAGE is meeting the criteria, timeframe must be clear''

== Toorcon? (Wilson) ==

* do we want to do anything (is there anything that can be done) at ToorCon this weekend?
** ''ACTION- Wilson to talk up SAGE''

== Next item ==

== New Business ==

=== JD as Art Director===
** '''Motion by Halprin to engage JD as art director for SAGE with the ability to use the title and art work for portfolio, other benefits remain open for future discussion. Seconded by Hume.'''
** ''' Motion amended to add job description to be submitted by JD. None opposed. Amendment passes.'''
** '''Motion by Halprin to engage JD as art director for SAGE with the ability to use the title and art work for portfolio, other benefits remain open for future discussion and JD to submit job description. Seconded by Hume. None opposed, motion passes.'''

== Notes/announcements ==

== Adjournment ==
** ''' Motion by Hume to adjourn. Seconded by Halprin. None opposed, meeting adjourned at 9:26 PM EDT.'''

Board meeting Minutes/29 August 2005

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{{minutes box|before=22 August 2005|after=7 September 2005}}

{{working paper}}

{{minutes approved|7 September 2005}}

{{redactions below|12 September 2005}}

;Present: Tom Perrine (chair), Sam Albrecht, Pat Wilson, Andrew Hume, Geoff Halprin, Steve Potter, David Parter, Doug Hughes, Chris Palmer, Trey Harris (note taker)

;Apologies: Stacey Schmidt

;Opened: 8:02PM EDT

;Closed: 9:45PM EDT

== Consent Agenda ==
* '''Approve minutes of {{minutes link|22 August 2005}}'''
* '''Approve minutes of {{minutes link|31 July 2005}}'''

'''MOTION by Hume to adopt consent agenda, second Potter, no objection.'''

== Status of Action Items ==

** Hume and Albrecht - interim status of reimbursement policy'''moved to Harris'''

*Halprin:
** Review comments/edits on AH contract and bring to MacMillan within 24-48 hours
*** Wilson: has reviewed, and will place on wiki

*Harris:
** Draft reimbursement policy based upon samples from Schmidt.
*** Will have draft by next meeting.
**:''Albrecht joins at 8:09.''
** Write minutes from General Membership Meeting on 7/18/05 by next board meeting on 08/29/05 — '''DONE — see [[Membership meeting Minutes/18 July 2005]]'''
*** '''MOTION: approve minutes, moved by Harris, second by Hume, passed by consent'''
** Complete meta-policy for next board call
*** Will have by next meeting

* Hume:
** Review SAGECom document wording for measuring viability.
** Hume and Palmer to write memo to members regarding SAGE's current status for next board call.

* Palmer:
** Hume and Palmer to write memo to members regarding SAGE's current status for next board call.

*Parter:
** Email Ellie when agreement is complete
**: Item deleted.

*Perrine:
** All Thank you Emails completed
**: Excepting JD Welch. ''ACTION: Perrine to email JD Welch thank you.''
** Talk to two prospective sponsors/donors and determine what they are looking to give
**: ''ACTION: Perrine to contact Rackable about sponsorship.''

*Schmidt:
** Send sample reimbursement policies to Harris — '''DONE'''
** Work with communications support department to pull text from wiki, edit that text, and create a draft membership brochure — '''DONE'''
''ACTION: Albrecht to circulate sample of membership brochure to Board.''

*Development Committee:
** Work on sponsorships
*** ''ACTION: Development Committee to define sponsorship levels for corporate and individuals and benefits thereof.''

*LISA Committee:
** Meet to decide on which ideas they want to implement and bring those ideas to the board for approval for the 08/29/05 board call.
** ''ACTION: Albrecht to get business cards for Board.''
** ''ACTION: Pricing on logo items for LISA.''

== Budget ==
Hume: SAGECom is done with semantic content of agreement. This means, subject to Boards approval, there is now good data. ''{96 words redacted; SAGECom negotiation sensitivity}''

Question about 1 July effective date, which was in an earlier outsourcing agreement draft. USENIX is of opinion that money cannot flow until tangible services are provided by SAGE, and so effective date cannot be retroactive.

Sponsorship is important to close the gap. Hume will also begin driving home to USENIX that any delay on their side costs us ''{1 word redacted; SAGECom negotiation sensitivity}''.

It is crucial that we have the ability to transition services at a moment's notice; we should be waiting, not making the effective date wait.

Albrecht: AH is ready when we are.

''ACTION: Parter to talk to Albrecht to firm up transition plan.''

''ACTION: Palmer to write letter for potential sponsors.''

''ACTION: Palmer & Perrine to draft letter for Advisory Council.''

Board members should notate in wiki potential sponsors before they contact so that one doesn't get multiple calls.

''ACTION: Development Committee to draft a policy.''

''ACTION: Albrecht to send "ground rules" to Board on how to manage sponsorship contacts.''

== Update on financial Status (Albrecht, Schmidt) ==

* Bank account signature card sent to Hume and Perrine and back at AH. Waiting on signed contract to have MacMillan and Waller sign and submit. Discussion on whether to submit now and then get AH signatures later. Will hope that contract is signed in a week and then only submit once.
* Draft chart of accounts sent to Hume, revised and then sent back to Albrecht. Albrecht made comments and submited to AH finance department for other recommendations.

== Update on web site sponsor/partner stuff ==
* possible colo/web site sponsorship/partnership (doug)

BitPusher has sent a proposal for donated colo service, with only cost borne by SAGE to be lease of machines (at cost). Approx. value is $500+/mo. Also willing to defray cost until SAGE gets cash flow. Desires acknowledgment, founding partner status, placement on website, etc. Sense of the Board is that we should accept this generous offer, and need to move quickly to close.

''ACTION: Development Committee to work out details with BitPusher.''

== Next teleconference ==
Wednesday, 7 September 2005, 10pm EDT.

== Refocusing/momentum discussion ==
Discussion of impacts of "acting as SAGE" while SAGECom discussion still going on.

Consensus is that we should move on with developing programs and services.

== New Business ==

=== SAGECom status ===
* Pamphlets will be transferred to SAGE, provided SAGE continues to do the work of the program
** Under agreement, now USENIX (non-SAGE members) will get pamphlet benefit—this seems incorrect. Hume will investigate.
* Fiscal responsibility: USENIX wants to see one year (not two-year) budget for 2006. Then in late 2006 or early 2007, when USENIX judges membership criterion, they will evaluate 2007 budget and 2006 actuals to see that actuals are within projection. LISA agreement beyond 2006 will be gated upon this evaluation. Hume will make sure wording allows for budget amendment if necessary, and will finalize margin of error amount.
* Young is willing for transition work to begin once agreement goes past both boards and is in legal review.
* Halprin to canvass UB as to willingness to set effective date at time of legal review.

=== Transition project plan ===
''ACTION: Halprin to send MS Project file to Parter; Parter to upload into wiki.''
''ACTION: Board to comment and review on plan.''

== Notes/announcements ==
'''Harris holds minutes of {{minutes link|31 July 2005}} for redaction.'''

== Adjournment ==
'''MOTION by Palmer to adjourn at 9:45, seconded Hume, none opposed, motion passes.'''

2005 Candidates' Info Packet

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The following items were made available to candidates for the Board and to the public:

* [[FAQ]]
* [[Interim Board meeting Minutes]]
* The NDA ([[Non-Disclosure Agreement]])
* [[Media:Association_Management_Services_CFP-0003.pdf|The AMC RFP (Request For Proposals) PDF]]
* [[Articles of Incorporation]]
* [[SAGE Bylaws]] (draft)
* [[SAGE Policies]]
* Copy of [[USENIX Board Resolutions]] of 27th June 2004, and all resolutions since
* (Historic SAGE STG Budget data removed at the request of USENIX)
* [[Memos-to-members]]
* [[List of Council members]]

LOPSA Policies/All

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{{:SAGE Policies/Policy creation and maintenance}}
{{:SAGE Policies/Banking Resolution}}
{{:SAGE Policies/Review of signatory power}}
{{:SAGE Policies/Corporate seal}}
{{:SAGE Policies/Foundation Election Arrangements}}
{{:SAGE Policies/Committees}}
{{:SAGE Policies/Leadership Committee}}
{{:SAGE Policies/Board electronic mail lists}}
{{:SAGE Policies/Board votes via email}}
{{:SAGE Policies/Communications}}
{{:SAGE Policies/Minutes dissemination}}
{{:SAGE Policies/Code of Ethics review committee}}
{{:SAGE Policies/Awards Committee charge}}
{{:SAGE Policies/Termination of membership}}
{{:SAGE Policies/Membership classes}}

LOPSA Policies/Communications

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{{policy|Communications}}
{{policy approved|8 August 2005}}

{{policy amended|7 September 2005}}

====Purpose and Scope====

The purpose of this document is to provide guidelines and restrictions where necessary to keep all communications between SAGE and the outside world 1) authorized, 2) appropriate, 3) recognizable, and 4) consistent. When we communicate as a Board or as an organization to any group of people, we must first and foremost represent the membership and the Board of SAGE in a responsible manner. We must also be responsive to the needs and requests of our members, and the public at large where appropriate.

====Policy Statement====

=====Timeliness=====

'''Communications should provide the membership with timely, accurate, clear, objective and complete information about SAGE policies, programs, services and initiatives.''' The Board has a duty to explain its policies and decisions, and to inform the membership of its priorities. Communications therefore should be complete, clear and swiftly follow any changes or major initiatives.

'''Programs should plan for communication from the beginning.''' SAGE programs should address communication needs in the development stage of policies and programs. Policies and programs should never surprise the membership or happen by accident. SAGE should proudly promote each and every service and program it provides. Programs that the membership is ignorant of are bound to fail. The Board must further ensure that changes in policy that significantly affect the rights and privileges of membership are both proposed to the membership for comment well in advance of a vote, and clearly and widely communicated if they are adopted. The Communication Committee is there to assist programs in planning for communication needs.

=====Authorization=====
'''Collective communications must be authorized.''' No communication that claims to represent the policy, positions, or other stance of either the Board or SAGE as a whole shall be made public until and unless it is approved by the Board. No communication that claims to represent the policy, positions, or other stance of a committee or subcommittee of SAGE shall be made public until and unless they are approved by that committee. Committees must be authorized by the Board to contact the membership or general public before doing so, and they must also abide by the Board-defined limits for their communications. All official communications shall go through official channels maintained by the Board, either by a membership email list, a list of all members generated from the membership database, or by whatever public relations channels are maintained by the Board.

'''Individual officials of SAGE are encouraged to communicate directly with the membership.''' Openness in governance helps members fairly judge our performance, and helps enable membership participation. To build an open organization, all officials (staff, committee members, and above all the Board) should take a role in communicating with the membership. At the same time, officials must respect the policies and intent of the SAGE Board, as well as confidential information. Officials serve SAGE best by communicating openly and frequently about programs they are charged with, while treating sensitive information with the discretion it requires.

Officials who communicate as individuals to the membership should maintain consistency in look and feel with other SAGE communications, including letterhead and logos following the [[SAGE Branding Guide | Branding Guide]] in appropriate media. Communications from individuals must be signed by that individual and clearly indicate through tone, person, and/or disclaimer that they are the personal words and beliefs of the individual, not the Board or SAGE. Officials of SAGE should be given sage.org email addresses, and should use them in individual communication wherever possible to promote the visibility of SAGE.

Any Board member or other (non-staff) official should be very careful and respectful about expressing public dissent with an action of the Board. Board members have a right to have their dissent in votes explicity recorded in the minutes, which are ordinarily made public to the membership. However, current officials of SAGE may not attempt to undermine the actions or intent of SAGE, the SAGE Board, or its committees in the public expression of these rights. Individual officials expressing dissent within these guidelines should nonetheless not use their sage.org email addresses, or channels of communication not open to general members, but should strive to speak as regular members. All officials of SAGE have the right of resignation if they cannot support the activities or decisions of the Board, and are freed of the duty of obedience, but not the requirements of confidentiality, upon their resignation.

Under no circumstances should staff express dissent or a message inconsistent with the Board's.

'''Individual officials of SAGE are ''not'' to communicate directly with the general public or media unless authorized.''' As opposed to membership, relations with the public, especially the press, are sensitive. Public communications are open to misinterpretation and laden with pitfalls. An unusual level of care and restraint is required before engaging the general public and the media, as even officials claiming to speak only for themselves are nevertheless taken to be the voice of SAGE. Coaching and planning is often required before engaging with the general public or the media. Therefore, officials of SAGE must not engage the public or the media about SAGE issues unless authorized by the Board.

SAGE officials and members who are addressing sysadmin issues not directly related to SAGE, including authoring books or being asked to speak in their own right about issues related to systems administration, are encouraged to include their affiliation with SAGE in their byline, biography, or attribution to promote SAGE's visibility. Affiliates must be clear they are not speaking for SAGE if they include such an affiliation, and may not list SAGE as their primary affiliation. For example: ''Mary Jones, a system administrator at Example.com and member of the SAGE Board of Directors'' is acceptable, but ''SAGE Board member Mary Jones'' is not.''

The President, the Communications Committee chair or other spokesperson designated by the Board, and the Executive Director are by default authorized by the Board to engage with the general public and membership on SAGE issues on behalf of SAGE, but must at all times communicate to the public in line with the established wishes and policy expressions of the Board. They must also report on any such communications back to the full Board at the next Board meeting after the fact.

'''All parts of SAGE should work together to give a coherent message and picture of the organization.''' Coordinated communication is essential; otherwise we confuse our membership and ourselves. Any SAGE official making individual communications should consult first with the current messages of SAGE, maintained by the Communications Committee and approved by the Board, and strive to incorporate those messages into their communication where possible and appropriate.

=====Transparency=====

'''Official communications should be preserved, and open to all.''' Any communication that is sent to the membership or made available for general release must in all cases be preserved in an easily accessible portion of the website, once the website is under the direct control of SAGE. Communications should also be sent to the widest reach of membership to whom they apply; for instance, an email intended for all members should not only be sent to sage-members@sage.org, as not all members are on that list.

'''SAGE defaults to transparency'''. Transparency is essential to good governance. Therefore, by default, any action or policy of SAGE is public at the moment it is authorized by the Board, and repeatable by anyone to any member of SAGE. If the Board requires actions at meetings or other information to be private and confidential, it must specify that when the action is taken. By default, any action taken in executive session is private.

'''Communications should be openly two-way.''' SAGE does not engage solely in top-down communication with its membership or the general public. All public communications should include clear mention of a method the readership can use to contact the Board or the committee releasing the communication. Non-personal email addresses used to send out official communications should be deliverable and also should be monitored by someone so any replies from members can be forwarded on to the Board or committee.

The Board should never be, or seem, inaccessible and aloof to the membership. SAGE's board and committees should frequently call attention to Board/membership communication. Such attention will help demonstrate to non-communicative members that the Board is open and responsive. To encourage that, inquiries sent to SAGE official channels should be responded to promptly, and where possible, completely.

=====Style=====

'''Communications should be clear and engaging'''. Communications must use plain language, be clearly formatted and expressed, and be accessible to all our members. Communications should also engage the reader; official communications need not be overly formal and lacking in interest, but should engage the reader and encourage further reading.

'''Official communications should follow the Branding Guide'''. The [[SAGE Branding Guide]] shall be made available to all staff, directors, and other participants in SAGE who are authorized to make communications to the membership or general public. Its guidelines must be followed in print and web media, and where possible should also be followed in text email. Text emails at the very least must prominently include the SAGE name and byline, and make clear that they are official communications of SAGE.

'''Official communications should be consistent'''. Any periodic form of communication, such as the monthly memo to members or any other type of regular memo, should stay consisitent in format and structure, with infrequent redesigns or alterations. Individual entries in a series of related email communications should all be sent from the same, easily identified, and non-personal email address, preferably at sage.org.

LOPSA Policies/Board votes via email

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=== [[SAGE Policies/Board votes via email|Board votes via email]] ===
{{policy approved|8 August 2005}}

{{policy amended|10 October 2005}}

The Board may from time to time conduct business via electronic mail. This business may include motions.

This Policy is intended to provide for a well-defined process for conducting voting on such motions, while preserving the parliamentary rights of Directors.

==== Purposes ====
Unless other Rules state otherwise, any ordinary Board business can be conducted via electronic mail. However, Directors should prefer Board Meetings to propose motions that may require discussion.

Motions for Bylaws amendments or ratifications are not permitted via electronic mail.

==== Mechanism ====
The Board Working List or Board Private List (as described in the {{policy on|Board electronic mail lists}}) shall be used for all electronic mail motions and votes.

===== Motion message =====

Any Director may make a motion via email by posting a message to the appropriate list with the text "MOTION:" at the beginning of the subject header; this text shall be known as a '''subject keyword'''. The remainder of the subject header should describe the motion being proposed. The text of the message must clearly delineate the text of the motion from any discussion, for instance by the words "I move that". This message shall be known as the '''motion message'''.

===== Seconding message =====

Any other Director may post a response to the motion message clearly stating an intention to second the motion. The subject header should replace "MOTION:" with the subject keyword "SECOND:". This message shall be known as the '''seconding message'''.

A seconding message must be posted within 7 days of a motion message or the motion shall be considered void. Such a void motion shall not be minuted.

===== Withdrawal; rewording =====
Prior to voting, the original mover may withdraw the motion or reword it by posting a response to the original motion message. In the case of a rewording, the new message shall become the motion message. A seconder must clearly state his or her intention to second the new motion message; a second of the original wording is out of order.

The keyword on the subject line should be set to "WITHDRAWN" or "AMENDED" as appropriate.

===== Voting =====

After the seconding motion, voting shall commence. Directors may cast a vote by posting a response to the motion message or seconding message, replacing the subject keyword with "VOTE:" and stating the vote as "aye" or "nay" in the body of the message. The text of the motion being voted on must be included in the message for the vote to be valid.

It is not necessary for the mover and seconder to vote explicitly; they shall each be considered to have cast an aye vote unless they state otherwise.

Directors may change their vote before the close of voting by casting another vote in the same manner; in order to avoid ambiguity, the text of the message should clearly state that the Director intends to change his or her vote.

===== Abstentions =====
A Director may abstain from voting, while still being counted for quorum, by posting a response to the motion message or seconding message, replacing the subject keyword with "ABSTAIN:". This message shall be known as an '''abstention message'''.

===== Discussion =====
Directors may discuss the motion at any time by replacing any subject keywords with "COMMENT:".

===== Close of voting =====
Voting shall close once the motion has been adopted or fails.

The motion shall be considered adopted when:
* A quorum of the Board, excluding abstentions, has voted aye; or
* When all of the following conditions obtain:
*# 7 days have passed since the seconding message;
*# A quorum of the Board has posted a vote or abstention; and
*# A majority of the votes cast are aye.

The motion shall be considered failed when:
* A quorum of the Board has voted nay; or
* 7 days have passed since the seconding message, and the motion has not been adopted.

==== Concurrent consideration ====
The Board may consider more than one motion via email concurrently. A Director may post a new motion message while another vote is in progress. If two motions are in conflict, the one adopted later shall supercede the one adopted earlier.

==== Amendment ====
Because of the complexities that would arise, amendment of a motion made via email is out of order. The effect of amendment can be obtained by posting a new motion message.

==== Rule of order ====
The chair (the President, unless he or she is absent or designates another chair) shall have the right to rule posts in conjunction with an email vote out of order if they violate this Policy or other Rules, subject to Board consent.

==== Intervening meetings ====
At the chair's discretion, any motions currently being considered via email at the time of a Board Meeting (at which a quorum is present) may be introduced on the Meeting's agenda. The motion shall be considered ''de novo'' as a regular item of business and shall be subject to the Rules applying to any other motion in a Meeting; this consideration shall supercede and terminate the email consideration. No votes cast via email shall be counted.

==== Minuting ====
Motions voted via email shall be recorded in the Minutes of the next regular Board meeting. The following information shall be included:
# The words "Motion submitted via electronic mail on", plus the date of the motion message;
# The text of the motion;
# The words "Motion adopted on" or "Motion failed on", plus the date of the close of voting; and
# The names of any Directors posting an abstention message.

LOPSA Policies/Leadership Committee

2006-01-16T08:37:10Z

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{{policy|Leadership Committee}}
{{policy approved|4 August 2005}}

{{policy amended|8 August 2005}}

The Leadership Committee has two roles. Its recurring tactical role is to serve as the Nominating Committee in election years. Its ongoing strategic role is to promote the development of new talent, by giving them a "career path" through the ranks of the organization. The Nominating Committee role is specified in the [[SAGE Bylaws|Bylaws]] and is incorporated by reference.

The leadership development role is the strategic counterpart to nominating. In order to have a suitable pool of candidates for committees and offices, the Leadership Committee will identify suitable individuals as early as possible, and groom them to take on ever-increasing leadership positions. Where possible, the Committee will develop informal "career paths" within the Organization. These paths should begin with lower-level volunteer positions, include committee memberships and then Chair positions, eventually leading to Board membership for qualified individuals. This is "professional development for volunteers", and should include enhancing their leadership skills by providing suitable training, encouragement and mentoring.

The Committee will consist of between four and seven members (including the Chair), at the total discretion of the Chair. The Board will appoint the Chair. The Chair will select and have final approval of all other members; the Board explicitly has no role in selecting the other members of this Committee.

LOPSA Policies/Committees

2006-01-16T08:37:10Z

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[[Category:Committees|#]]
{{policy|Committees}}
{{policy approved|31 July 2005}}

{{policy amended|8 August 2005}}
{{policy amended|21 November 2005}}

The report or recommendation of any Committee shall not be binding upon the Board.

The Board shall establish the following committees:

==== Board level committees ====
{| {{prettytable}}
! Name !! Chair !! Description !! Disposition !! Contains subcommittee(s)
|-----
! Development
| Wilson/Potter
| Involve no entangling commitments. Develop development policy, plan, kit, identify and ask candidates, fund-raise ''Note: though the President will often have development duties (e.g., hobnobbing, etc.) that doesn't mean the President must chair this committee.''
| Standing
| As required
|-----
! Partnership Committee|Partnership & Liaison
| Perrine
| Involve mutual commitments and relationships. Liaise with USENIX and other partners on contract, etc. Conflict resolution.
| Standing
| As required
|------
! Leadership
| Greg Rose (Board liaison Perrine)
| Develop leadership skills. Board induction. Volunteer cultivation. Election slates.
| Standing (per Bylaws)
| ''None''
|-----
! Policy
| Harris
| Draft policy manual for Board approval. ''May be "Committee of the Whole".''
| Ad-hoc
| ''None.''
|-----
! Communications
| Palmer
| Oversight of all communications to members and external parties. Drafting of communications policy.
| Standing
| ''None.''
|-----
! Membership development
| Harris
| Investigate growing the membership. Develop Membership classes and [[SAGE Policies/Membership classes|policy]]. Recommend whether standing committee is needed.
| Ad-hoc
| ''None.''
|-----
|}

==== Program committees ====

{| {{prettytable}}
! Name !! Chair !! Description !! Disposition !! Subcommittee(s)
|----
! Awards
| Hughes
| Annual Contribution to the Profession award; Yerkes award.
| Annual
| Maybe (one for each award?)
|-----
! Conference Planning
| Wilson/Perrine
| Plan our robust ubiquitous presence at LISA. Posters, BOFs, everything. In future, will handle all conferences.
| Standing
| One for each conference
|---
! Locals
| Parter
| '''Investigate''' Locals program.
| Ad-hoc
| ''None.''
|-----
! Technical Services
| Hughes/Parter
| Deliver and manage online services and other technology.
| Standing
| Email/Website transition team
|-----
! Content Services
| Palmer/Parter
| SAGEnews; Magazine; Journal; etc.
| Standing
| (One for each publication)
|------
! Mentor Program
| Hume
| '''Investigate''' revitalized mentor program.
| Ad-hoc
| ''None.''
|-----
|}