[HOT] April 2013 Board Meeting Minutes

Joseph Reeves iknowjoseph at gmail.com
Tue Apr 16 21:37:44 UTC 2013

Dear all,

tl;dr Our March Baord Meeting was delayed until the beggining of April. We
welcomed Heather Leson as our latest member and discussed a number of
ongoing issues. Most importantly for the organisation we defined the rules
by which paid HOT employees can serve as Board members. As always, the
input of members and our community was welcomed on a number of points.



A quick summary can be found below.

Best, Joseph

Our intended March Board meeting unfortunately missed its end of the month
schedule and was postponed to the beginning of April. Our newest member,
Heather Leson, was welcomed to the Board. Much of the meeting points were
discussed with a view of involving Heather as much as possible within HOT's
ongoing operations so that she has the fullest immediate understanding of
the group and our activities.

Previous business was discussed, with much of the emphasis falling on the
topic of our current technical infrastructure and provided / utilised
services. Our services, most of them web-based, have been identified as a
large potential problem; at current they are managed in an adhoc basis with
much of burden unfairly falling on Kate. We need to review our current
services and outstanding needs with an eye to improving our systems and
their management. In other business, John's departure from the Board has
left us with a requirement for someone to work on our Security & Emergency
policy; Nicolas, Schuyler and Heather will continue on this issue. With
this issue, as with all others, it was mentioned that the work required
does not necessarily have to be conducted by Board members; discussion on
how to further utilise the exceptional talent within our membership /
community needs to take place.

Much discussion during the election period centred around the possibility
of paid staff members serving on the Board. We have finally voted on a
resolution suggested by Kate and forwarded by Schuyler:

*Not more than one or 10% (whichever is greater) directly or indirectly
compensated person(s) serving as voting member(s) of the board. Compensated
members shall not serve as the board's chair or treasurer. The maximum
amount of compensated with HOT before someone is considered staff will be
12 weeks per year.*

The vote was passed and we have agreed to further investigate the positions
taken by other 501(3)c registered organisations. As a Board we accept that
we are a young organisation that faces a number of specific challenges that
may be incompatible with the above statement; as such we are provisionally
allowing ourselves some flexibility on this position, to be judged on a
case by case basis and made explicit at the time they potentially occur.

An ongoing issue with payment for work conducted on behalf of OSM France
was discussed and a solution proposed.

The complete agenda for the meeting could not be discussed in the available
time; further items are being discussed electronically and will be reviewed
as most appropriate at the next Board meeting.
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