2016-01-29 - ESCo - Meeting agenda / minutes

Date

29 Jan 2016

Attendees

Present:

Member	Organization	Role	ESCo role
John Stecher	Goldman Sachs	Managing Director	Board Lead
Lawrence Miller	Symphony LLC	EVP, Global Technology	Symphony Lead
Gabriele Columbro [Administrator]	Symphony Software Foundation	Executive Director	Secretary / Non Voting

Absent:

Avatar	Member	Organization	Role	ESCo role
	Mike Harmon	Symphony LLC	CTO	Symphony Lead

Agenda / Minutes

Time	Item	Objectives	Comments	Decisions / Resolutions
10min	Review action items from previous meeting	Zero inbox	All tasks from previous meeting, except 1 deferred to next meeting.	Defer to the next meeting: GC / MH: start working on a plan for Symphony readiness to open source and contribute
10min	ESCo voting process	Quorum? Majority? Time / deadline for email votes? Silent consensus? Simple majority always applies? Tie-breaker?		The Quorum to deliberate is 2/3 of the ESCo Project Leads. The Majority required to deliberate is absolute majority (50% + 1) The default deadline for email votes is 72h, unless otherwise specified. Can votes be approved by silent consensus? No Does the ESCo adopt resolutions by super-majority? No There is no need for a tie-breaker. In case of tie the motion is not passed as the majority needs to be absolute (50% + 1).
10min	ESCo members rotation	Ratify 2y membership? Yes Ratify staggering? Yes So call a members meeting (special or regular in May) to elect the 2 new Member leads? Yes And then all together elect ESC Community Members?	LM: Implement proper staggering, keeping in consideration community and working group actual involvement.	Project Leads will serve for a term of 2 year in the ESCo ESCo will implement staggering for the ESCo member rotation, to ensure max 50% of the ESCo composition is changed at one time The two remaining Project Leads (Member Leads) This will naturally happen with the election of new Member Leads in May in the annual Member meeting. Once the Project Leads are filled, all together they will elect the ESC Community Leads
5min	Selection of symphonyoss.org naming	Gab presented that the Foundation acquired: Website -> http://SymphonyOss.org (redirecting to symphony.foundation) JIRA -> https://symphonyoss.atlassian.net/ Confluence --> https://symphonyoss.atlassian.net/ Maven -> org.symphonyoss repository Github? https://github.com/symphonyoss	LM: We need to clarify, too many domains (e.g. symphony.foundation, symphonyOSF)	Naming approved.
15min	Contribution process	Gab to present Projects and legal documents.		Deferred to next meeting ESCo members to review and contribute to Projects
10min	Discuss Acceptance criteria	Docs, code standards, license headers, code formatting, etc.		Deferred to next meeting ESCo members to work on acceptance criteria and contribute to Projects (section about acceptance criteria)

The meeting was adjourned to Friday Feb 5th at 12PM EST.

Action items from previous meeting

This is a record of items to be completed by this meeting:

Gabriele Columbro: Create conference rooms for symphony-dev / symphony-users (access should be moderated) - approved
Gabriele Columbro: Reach out to members for working groups candidature (10 days deadline + clear responsibilities)
Gabriele Columbro: Check in bylaws who nominate working groups member <-- ESCo
ESCO members: define criteria of acceptance for Symphony contribution <-- Initial DRAFT available
ESCo members: Check whether archive is visible with corporate email address

Deferred discussions (ESCo backlog)

The following discussions have been deferred to the next meeting(s) - in decreasing priority order:

Contribution process
Discuss Acceptance criteria
Discuss software projects governance (as opposed to working group) / potential bylaws changes (e.g. PMC)
Does the ESCo approve the presence of a Foundation officer as ESCo member? (needs to be ratified at BOD level)
Review and approve Working Groups governance (Working Groups)

Action items for next meeting

JohnS --> Send reminder for working groups, keep same deadline (Lawrence can follow up)
Gabriele Columbro / Mike Harmon: start working on a plan for Symphony readiness to open source and contribute
Discuss potential bylaws changes (Per project committers and PMC, Representation in the ESCo / Board –> Community Members?)
Gabriele Columbro: give password reset ESCo members of their @symphony.foundation address
Gabriele Columbro: policies of electing ESCo members in staggered way
JS: float the idea of ESCo divided in open source / architecture vs. standards working groups
- Gabriele Columbro: check the same with other BOD members
ESCo: Review Projects
JS/Gabriele Columbro: collaborate on acceptance criteria in Projects (or create new page)
ESCo: Review Working Groups governance page