Board/4 April 2013

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GDocs Minutes


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.