072512 notes

Attending: Bill, Dick, Don, Ethan, John R; our founding meeting!

1. Decision:  confirm regular meeting time/location
Monthly, 3rd Thursdays
6pm – 7:30pm at Ike Box until further notice.  ClockWorks cafe is a backup if Ike Box is unavailable.
special ad-hoc meetings (work parties, celebrations, etc) at other locations
NEXT MEETING: Thursday, August 16

2. Discussion: define group officer roles
Chair — reserves meeting venues and makes other logistical arrangements, puts together draft agendas (based on template and group input), facilitates meetings, ensures completion of other group responsibilities
Secretary — manages group records (membership list); takes meeting minutes and posts to mailing list and website
Treasurer — manages group assets ($$membership$$ and websites), including financial records; receipt and disbursement of group funds

3. Discussion:  group membership, structure and process.
Membership: Members contribute to the group either by annual membership dues or officer roles.  Only paying members and officers may vote.  Prospective members are eligible for paid membership after attending one meeting to become familiar with the group.  Membership fee is a $10 annual dues plus optional donation, OR serving in an officer role
Officers serve for one year.  Members are eligible for available officer roles after attending three group meetings.  Members may may serve as officers for consecutive years if re-elected.  Members are exempt from membership fees while serving as officers. Members’ first year of regular membership after at one full year of service as officer is free.  Members may not build credit beyond one year of free standard membership.
Expenditures:  Group votes once on disbursement of annual recurring expenditures.  Additional, ad-hoc expenditures (materials, facilities, equipment, etc) require group vote before disbursement.  All officers must be signateurs on group bank account.
Voting:  Meetings much acheive quorum for group to vote on business.  Quorum is a majority of eligible voting members, including *all* officers.  Members may email or post vote on website ahead of meeting if unable to attend.
Agendas:  Chair constructs meeting agendas based on an agenda template, including unfinished items from previous meetings and additional member input.  Members must email agenda items to Chair or post them to draft meeting agenda on website ahead of meeting.  Discussion of item occurs at first meeting, voting occurs at second meeting.  Group may discuss and vote on matters deemed urgent or time-sensitive in ad-hoc meetings only if meeting acheives quorum.  Group may vote to table an agenda item for next meeting.
DECISION: unanimous approval of group bylaw proposal.

Decision: choose group roles. Don volunteered for Treasurer.  Ethan volunteered for Secretary.  John R volunteered for Chair.
All officer roles received unanimous approval.

4. group identity
DISCUSSION: Salem LUG (SLUG) vs Salem Open Source (SOS)
All group disapproved of SLUG.  Reasons:  too narrow of a focus, too exclusive, “slug” acronym undesirable.  Proposed additional alternatives:  Greater Oregon Open Source (GOOS), SORS acronym.
Group discussed domain names while discussing group name. SalOrOS.org was proposed.  SalemOS.org and salemopensource.org are both available.   Group discussed prospect of acquiring both names and redirecting one to the other.
DECISION: Group decided unanimously to approve name “Salem Open Source” and acquire SalemOS.org domain only, to keep things simple and easy to communicate.

DISCUSSION: Group reviewed Ethan’s proposed mission
Salem Open Source serves Greater Salem through activities that support and promote free, open-source software (FOSS).
DECISION: Group unanimously approved mission.

TABLED:  “activities to support and promote FOSS” brainstorm and discussion TABLED for next meeting by unanimous approval.
TABLED:  Logo discussion.  PO Box for group.

5. GSTEP relationship to group
PROPOSAL: GSTEP can host group mailing list on its domain until the group wants to manage its own assets and infrastructure
DISCUSSION: Ethan suggested this proposal is now irrelevant based on previous group decisions.
DECISION: unaninmous approval to drop proposal.

6. (IF TIME) PROPOSAL (Ethan): LiveSafe project — A custom Gnu/Linux LiveOS for that helps DV Survivors safely use computer and internet resources
Proposal TABLED due to time constraints.

7. Next steps:
Upcoming events: Software Freedom Day, 3rd Saturday of September is an opportunity to promote FOSS (John R).  TABLED for agenda item at next meeting.
Ethan will type and email meeting notes by weekend.
Ethan, John R and possibly Don will meet Monday evening (7/30)
Acquire SalemOS.org domain
setup mailing lists: setup membership discussion list and public announcements list
Install wordpress.org on website
Install Google Apps on website
setup email addresses, event calendar, mailing list
setup Officers as content and apps managers
Create draft agenda template for group approval (see below)
Brainstorm website structure proposal
Q: can google apps help integrate and streamline group infrastructure management (calendar, email, mailing lists?
Create membership and financial records management spreadsheet, viewable by all, editable by Officers
John will create next meeting agenda from template, notes and any other group member proposals
John will confirm meeting space with Ike Box or Clockworks

NOTE: Excepting the mission, everything else below is a proposal for group consideration at the next meeting.

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