[aaloa promoters] Nominating the temporary governing board

Francois Letellier fl at flet.fr
Tue Sep 7 14:49:30 CEST 2010

Dear all,

surely we don't want to "overengineer" the governance of the curently
incepted AALOA.

Still I sugest a very lightweight organization with two organs:
- a council (or call it college, or advisory board...) of people who
volunteer to help in discussing matters but cannot necessarily dedicate
manpower or resources - nor make commitments in this respect. This council
might be composed of coopted volunteers (any number per organization, since
the role of the council would only to discuss a wide range of topics).
Cooptation makes sense to keep the group open, while still keeping some
level of cohesion.
- a more operational organ (call it an executive committee ?) composed of
people whose participation in AALOA might fit in their job description, who
might have to report on its progress and, consequently, might be able to
dedicate a "predicatable" fraction of their time (%FTE) to the association.
Typically, this second body should not count more than one representative
per organization, keeping in mind that the mecanism of proxies can always be

In any event, at this point, a consensus based decision process is to be
prefered. Formal votes should only be used in the second organ (exec
committee) only when no consensus can be reached.

My 2 cents

On Tue, Sep 7, 2010 at 11:39 AM, Francesco Furfari <
francesco.furfari at isti.cnr.it> wrote:

>  sure volunteers.
> Let me also add that sometime the lazy consensus used by Apache community
> works very fine.
> When a new member is invited to join to a software project, at least 3
> favourable votes should be collect to accept the new member.
> It helps the board by avoiding a boring counting of the people. Of course
> if there is one negative vote it works as a veto. So people start to discuss
> until a consensus is reached, that's veto is cancelled.
> This rule cannot be used for example for modification of a by-laws, but it
> works as facilitate asynchronous communication.
> I would avoid  to use one more doodle poll every time we need to take a
> decision that should be fast ... especially now that we are growing.
> In Apache there is a distinction among binding votes  and non binding
> votes. In this case people of the board have binding votes, but non-binding
> votes are important as well, they represent the community involved in the
> project activities. They are however taken into account, and opinion
> expressed by a of non-binding vote is always commented and discussed.
> With respect the shaping of AALOA, I think we will discuss all the issues
> related to statute, by-laws organization in working groups here with the
> promoters mailing list, and any final decision will be communicated to the
> supporters list for getting their comments.  The governing board for the
> moment has very few things to decide :-) so it is only an official way to
> represent AALOA to the external world and to allocate resources to people
> who want open a project within AALOA community.
> Said that, I agree to have one person for organization and CNR in this case
> does not request an exception (thanks Saied)
> So please volunteers wanted :-)
> francesco
> Il 07/09/2010 8.19, Joe Gorman ha scritto:
>  I had been just about to write a message saying that I think we should
>> have just one representative from any one organisation (otherwise it can
>> look unfair, especially for anything needing a vote).  I had also been going
>> to say that each official representative should have a recognised "deputy",
>> to attend meetings etc. when the main representative is unavailable.  But I
>> don't need to say that now, as Saied already suggested it!
>> The only other thing I would add is that the governing board should be
>> made up only of "volunteers".  So: the fact that an organisation is listed
>> as a promoter  should not mean that we automatically insist on that
>> organisation being represented on the board.  They would be allowed, but not
>> required.  So we should ask for people who actively volunteer for this role
>> e.g. by responding to a request from you, Francesco.
>> For SINTEF, I volunteer to be the representative, with Marius as my
>> alternate.
>> .   Joe
>> On 6/09/2010 14:15 , "Mohammad-Reza Tazari"<
>> saied.tazari at igd.fraunhofer.de>  wrote:
>> Oh, sorry Francesco, my mistake (to have forgotten the initial email,
>> now attached)! This is why I simply referred to the web site...
>> Looking at the member list in the attached email + Ricardo Serafin @ TSB
>> + Juan Carlos Naranjo Martinez&  Laura Belenguer Querol @ ITACA + Marco
>> Eichelberg @ OFFIS, there are 27 people from 13 orgs.
>> I would suggest to have only one representative from each organization,
>> MAYBE just with exception for CNR-ISTI, in order to have a size that
>> reaches more easily a majority (assuming 2/3) when meeting and telcos
>> are organized. This way, the upper-limit for the size of the board will
>> be 14, depending on if all orgs do want to be present in the board. The
>> following numbers should help to have an imagination of what it means
>> for our meetings and telcos:
>>    size        min. # of members necessary for meetings
>>    ----        ----------------------------------------
>>     10                          7
>>     11-12                       8
>>     13                          9
>>     14                          10
>> But, I suggest that each official board member from each org can
>> nominate just a second person as possible proxy to increase the chance
>> that all orgs are presented when meetings and telcos are organized.
>> Regards,
>> -- Saied
>> Francesco Furfari wrote on 06-Sep-10 13:14:
>>> Dear Said,
>>> yes, but personally I would not limit the size of governing board, being
>>> temporary, to 10 people.
>>> The four organizations cited in the website are willing to spend some
>>> resources for incubating AALOA, but we haven't to limit the
>>> participation to them.
>>> In general in this mailing list we have individuals that don't represent
>>> formally organizations, I'm thinking to Francois Letellier or to Thomas
>>> Karopka to name a few. But I think their point of views can enrich the
>>> governing board to take the right decisions.
>>> Furthermore, I think that people belonging to the governing board will
>>> have binding vote, but I would get the opinion of all the AALOA
>>> subscribers.
>>> francesco
>>> Il 06/09/2010 11.35, Mohammad-Reza Tazari ha scritto:
>>>> Hi everybody,
>>>> from Fh-IGD, Reiner&  me would like to join the temporary governing
>>>> board.
>>>> Just to make sure: taking the list under
>>>> http://www.aaloa.org/team/role_of_promoters (CNR-ISTI, Fh-IGD, ITACA,
>>>> and SINTEF) and the newest announcement that Marco Eichelberg from
>>>> OFFIS has also joined this list (welcome on board, Marco!), with the
>>>> suggestion by Francesco, there will be at most 10 people as members of
>>>> the temporary governing board. Is that right?
>>>> Regards,
>>>> -- Saied
>>>> Francesco Furfari wrote on 06-Sep-10 09:42:
>>>>> Hello to everybody,
>>>>> an important issue we discussed in Lisbon was about the appointment of
>>>>> a
>>>>> temporary governing board.
>>>>> I hope all of you are now returned and relaxed from their summer
>>>>> vacation to proceed with the board nomination.
>>>>> I would like to report in the slides presenting AALOA initiative at AAL
>>>>> Forum the names of the people composing the temporary governing board.
>>>>> I have not got a specific procedure in mind. Maybe we could consider to
>>>>> include not more than 2 people from the same organization.
>>>>> Then we should only propose our candidature.
>>>>> WDYT? any other hint?
>>>>> francesco
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Francois Letellier
Open innovation and open-source software
Tel: +33 6 84 64 00 24 - Skype: francois.letellier
Web site: http://www.flet.fr

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