Revision 9 as of 2012-03-21 19:34:49

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PSF Board Processes

This page describes a few processes we have in place for the working of the board.

Board Meetings

These are held on every third Monday of a month. See the meeting times table for exact times.

The agenda for the resp. next board meeting is managed on the PSF Board Agenda Page.

Voting Process

Voting messages used in the meetings:

Motions can be put to a vote by any board member.

Email Voting

The following expedited email voting procedure was adopted by the Board on April 18, 2011:

RESOLVED: The PSF Board of Directors may adopt binding resolutions between regularly scheduled full-board meetings by email, subject to the following procedures:

  1. Any Director may make a motion to the Board, using the published Board mailing list address.
  2. For a motion to pass, a "super-quorum" of 3/4 of the Directors MUST participate in the email vote by stating 'Aye', 'Nay' or 'Abstain' to a proposed motion, with the vote appended to a quoted version of the exact motion proposed. In the case of a Board of 13 Directors, this will require 10 directors to vote by email.
  3. For a motion to pass, an absolute majority of the whole Board MUST vote 'Aye'. In the case of a Board of 13 Directors, this will require 7 Aye votes.
  4. The expiration date/time typically should be at least 72 hours after the motion is proposed and shall not be less than 24 hours after the motion is proposed, and may not extend past the next scheduled Board meeting.
  5. The result of any vote conducted by email SHALL be included in the minutes of the next regularly scheduled Board meeting.

Getting a motion on the agenda

This should be posted to the psf-board list and added to the PSF Board Agenda Page.

The format is rather simple:

RESOLVED, that all apples are green and oranges don't count.

It is usual to put a short explanatory paragraph before the motion so directors understand why they are addressing this business.

Discussions

Each item on the agenda should be handled as follows:

Putting draft minutes on the wiki

Process for creating new minute pages:

Getting new software installed

Contact the Infrastructure Committee with the details about the software and how it should be set up.

Committee Reports

The board requires monthly reports from all committees in order to better oversee the actions implemented by the committees and their progress on assigned tasks.

Doug Hellmann has put together an email template to use for these reports.

Please send the reports shortly before the monthly board meetings.

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