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| <div class="container"> <h1 id="board-meeting-process">Board Meeting Process<a class="headerlink" href="#board-meeting-process" title="Permalink">¶</a></h1> |
| <p>The Board of Directors uses a variety of tools and relies on volunteers across Apache |
| projects to ensure our monthly meetings run smoothly. This is a guide |
| to the typical timeline and process that goes into every monthly board meeting.</p> |
| <p>Our <a href="/foundation/board/reporting">PMC Reporting Guide</a> lays out what should be in a project's quarterly board report |
| and how to submit the report. Note that executive officers and non-project corporate officers |
| (Like VP-Infra and VP-Legal) provide their own reports either to the President or to |
| the board on a monthly basis.</p> |
| <div class=".pull-right" style="float:right; border-style:dotted; width:200px; padding:5px; margin:5px"> |
| <p>See also Board Meeting Minutes: <a href="/foundation/board/calendar.html">Calendar View</a> / <a href="https://whimsy.apache.org/board/minutes/">Categorized view</a>.</p> |
| </div> |
| <p>The Board holds its meetings by teleconference (and IRC for backchannel), and they typically last about |
| one and a half hours. Meetings follow the posted agenda, with the chair or |
| relevant officers leading discussion. Apache Members and PMC Chairs are |
| always welcome to <a href="#attend">attend monthly board meetings</a>.</p> |
| <p><strong>Contents</strong></p> |
| <div id="toc"><ul><li><a class="toc-href" href="#who" title="Who does what">Who does what</a></li><li><a class="toc-href" href="#timeline" title="Normal Board Meeting Timeline">Normal Board Meeting Timeline</a><ul><li><a class="toc-href" href="#at-the-previous-months-meeting" meeting'="" s="" title="At the previous month">At the previous month's meeting</a></li><li><a class="toc-href" href="#after-the-previous-months-meeting" meeting'="" s="" title="After the previous month">After the previous month's meeting</a></li><li><a class="toc-href" href="#the-week-before-the-meeting" title="The week before the meeting">The week before the meeting</a></li><li><a class="toc-href" href="#day-of-the-board-meeting" title="Day of the Board Meeting">Day of the Board Meeting</a></li><li><a class="toc-href" href="#adjourning-after-the-board-meeting" title="Adjourning / After The Board Meeting">Adjourning / After The Board Meeting</a></li></ul></li><li><a class="toc-href" href="#tools" title="Board meeting tools">Board meeting tools</a></li><li><a class="toc-href" href="#postreport" title="How To Post A Project or Officer Report">How To Post A Project or Officer Report</a></li><li><a class="toc-href" href="#attend" title="How To Attend The Meeting">How To Attend The Meeting</a></li><li><a class="toc-href" href="#whimsy" title="Help and Tips About The Board Agenda Website">Help and Tips About The Board Agenda Website</a></li></ul></div> |
| <h2 id="who">Who does what<a class="headerlink" href="#who" title="Permalink">¶</a></h2> |
| <p>The board is responsible for <a href="/foundation/governance/">overseeing the operations of the ASF</a> as a whole, including |
| all Apache projects. We provide this oversight by having the officers responsible for corporate operations submit monthly reports, and each Apache project submit a quarterly report about their project's community and technical status.</p> |
| <ul> |
| <li> |
| <p>Operational officers provide a monthly report on their area of operations |
| (like brand, press, legal, infrastructure, etc.) to the President, who then provides a |
| rollup report to the board on the day-to-day operations of the ASF.</p> |
| </li> |
| <li> |
| <p>A few board committees and other corporate VPs provide monthly reports directly to the board.</p> |
| </li> |
| <li> |
| <p>PMC members in every Apache project collaborate to provide their |
| <a href="/foundation/board/reporting">quarterly project report</a>. The PMC Chair, who is also a Vice President of |
| the ASF, is responsible for ensuring the report is actually submitted |
| to the board agenda.</p> |
| </li> |
| <li> |
| <p>During board meetings, the Board Chair leads the meeting while the |
| Secretary takes notes and calls the roll for attendance or votes. Directors may comment on or have |
| questions for various reports; the Secretary directs formal questions to |
| the relevant officer or PMC after the meeting via private@ email.</p> |
| </li> |
| <li> |
| <p>The Secretary also manages the process of publishing approved board |
| meeting minutes (typically the following month).</p> |
| </li> |
| </ul> |
| <h2 id="timeline">Normal Board Meeting Timeline<a class="headerlink" href="#timeline" title="Permalink">¶</a></h2> |
| <h3 id="at-the-previous-months-meeting">At the <em>previous</em> month's meeting<a class="headerlink" href="#at-the-previous-months-meeting" title="Permalink">¶</a></h3> |
| <p>Shortly after a monthly meeting, the Secretary checks in draft meeting minutes for |
| later review and approval by the board. The Board Chair then sends a "ASF Board Meeting Summary" overview |
| of formal actions taken during the meeting to all our committers. The Secretary |
| sends out comments on reports and welcomes new officers - for details, see "Adjourning" below.</p> |
| <h3 id="after-the-previous-months-meeting">After the <em>previous</em> month's meeting<a class="headerlink" href="#after-the-previous-months-meeting" title="Permalink">¶</a></h3> |
| <p>A few days after the <em>previous</em> month's meeting, the agenda for the next (current) month's |
| meeting is assembled and checked into our code repository. Board agendas |
| and meeting minutes are all kept in formatted text files. This allows power users |
| to edit via the command line, but also allows for more user-friendly views of the |
| agenda with the <a href="https://whimsy.apache.org/board/agenda/">Whimsy Agenda Tool</a> (requires Apache login).</p> |
| <p>Reminders are then sent out to all PMCs about the due dates for reports for |
| the next meeting. An early reminder (and a followup) is helpful given the distributed and all |
| volunteer nature of Apache PMCs. Projects typically submit their reports to |
| the board (via the mailing list and by checking into Whimsy) anywhere from |
| three weeks to a few hours beforehand (which may not be accepted |
| if the directors don't have sufficient time to review them).</p> |
| <p>The Apache Incubator has a special reminder process. Since every Podling |
| within the Incubator is expected to provide it's own quarterly report, they |
| get their own reminders. The Incubator PMC then reviews and rolls up the relevant |
| Podling quarterly reports, allows podling mentors to sign off on or add additional |
| comments to them, and then submits an overall report to the board every month.</p> |
| <h3 id="the-week-before-the-meeting">The week before the meeting<a class="headerlink" href="#the-week-before-the-meeting" title="Permalink">¶</a></h3> |
| <p>Each month, directors are randomly assigned to be |
| "Shepherds" of a set of PMC reports for that month's meeting. The Shepherd pays |
| extra attention to their assigned PMCs' reports, checking to be sure they are in the agenda on time, |
| and helping to take any feedback from the board to that PMC. This helps to have a |
| distributed check-and-balance to ensure all 70+ project reports get submitted, |
| and to have a single Director ensuring that feedback is addressed afterwards.</p> |
| <p>Many PMC reports are in the agenda about a week before the meeting, so some directors |
| will start reviewing the agenda and pre-approving reports, or providing comments/questions |
| on them. If a director has a concern about a specific report, they 'flag' it in the |
| agenda for discussion during the meeting. This is often the time when Shepherds double-check that |
| PMCs have actually submitted a full report, and directly email any PMCs that are late.</p> |
| <p>No later than 48 hours before the meeting the board expects the agenda to be finalized, |
| although we do sometimes have late submissions of reports. In the 2-3 days before the |
| meeting, most directors then review the entire agenda, pre-approving or |
| commenting in the agenda on all the submitted reports. Astute PMC Chairs, who have |
| visibility into the Agenda tool, can speed the process further if they can provide |
| brief answers or additional information to any director questions.</p> |
| <p>Since all activity - report submissions, approvals, comments - involves checking updated files into the SVN repository, Apache Members and PMC chairs |
| can watch the progress in the commit messages.</p> |
| <h3 id="day-of-the-board-meeting">Day of the Board Meeting<a class="headerlink" href="#day-of-the-board-meeting" title="Permalink">¶</a></h3> |
| <p>On the day of the meeting, the Chair runs through the agenda in order. After a roll call, Executive |
| officers typically verbally provide the highlights of their reports.</p> |
| <p>We then use the preapproval system to speed the process of reviewing the 70+ PMC reports |
| each month. Any PMC report that has a majority of directors preapproving, and no |
| directors have flagged the report, is approved by general consent. This allows |
| the meeting to focus discussion on any PMC reports that either were |
| not thoroughly reviewed by directors before the meeting, that have important |
| questions, or that a director has flagged. Shepherds lead |
| the discussion about their particular flagged reports, helping the Chair to focus |
| on the overall meeting.</p> |
| <p>We then step through the rest of the agenda, voting on Special Orders and resolutions, |
| and then sometimes hold a discussion period on new matters, or to review deeper |
| questions raised by the submitted officer reports.</p> |
| <h3 id="adjourning-after-the-board-meeting">Adjourning / After The Board Meeting<a class="headerlink" href="#adjourning-after-the-board-meeting" title="Permalink">¶</a></h3> |
| <p>Soon after the meeting adjourns, we inform our communities:</p> |
| <ul> |
| <li> |
| <p>The Chair sends a brief overview of the meeting points to our committer base.<br/> |
| This notes any PMC reports where the report was not accepted, as well as the status of any |
| Special Orders that have been approved (typically officer appointments or new projects), since they take effect immediately.</p> |
| </li> |
| <li> |
| <p>The Secretary sends any director comments or questions about |
| each individual PMC report directly to that PMC on its private@ list, cc'ing the board@ list. This ensures that PMCs get direct |
| and immediate feedback if the board has any issues. In most cases, these |
| are simple questions about the project, so the board appreciates an ACK |
| or response email from the PMC back to the board@ list.</p> |
| </li> |
| <li> |
| <p>If there is a serious issue that requires followup, the board assigns a director (either the Shepherd or another director |
| who volunteers) to work directly with the PMC to ensure the issue is understood, and that the PMC |
| begins taking action to address it. The board expects to hear the results of these |
| actions either at the next month's meeting, or in the PMC's next normal quarterly report.</p> |
| </li> |
| </ul> |
| <h2 id="tools">Board meeting tools<a class="headerlink" href="#tools" title="Permalink">¶</a></h2> |
| <p>With the creation of the <a href="https://whimsy.apache.org/">Apache Whimsy project</a>, we now have a number of |
| tools that aid in creation and management of the agenda; workflow |
| functions for submitting, commenting, and approving reports; and a handy, |
| categorized view of the current agenda and the minutes of past meetings.</p> |
| <p>While most Whimsy features are restricted to Apache Committers (and much of |
| that is further restricted to Members, Officers, or even a specific officer), |
| the <a href="https://whimsy.apache.org/board/minutes/">categorized listing of past board minutes</a> |
| is public. This allows anyone to easily review all past board meetings by |
| date, by PMC, or by major special resolutions. We provide this access as a convenience. The official/canonical version of this data is |
| in our <a href="/foundation/board/calendar.html">formal publication of all past board meeting minutes</a></p> |
| <h2 id="postreport">How To Post A Project or Officer Report<a class="headerlink" href="#postreport" title="Permalink">¶</a></h2> |
| <p>See the PMC Chair's detailed <a href="/foundation/board/reporting#how">Board Reporting Guidelines</a>.</p> |
| <h2 id="attend">How To Attend The Meeting<a class="headerlink" href="#attend" title="Permalink">¶</a></h2> |
| <p>Apache Members and PMC Chairs are welcome to attend. Please let the board |
| know you will attend by adding yourself in the agenda:</p> |
| <ul> |
| <li>Navigate to whimsy.apache.org/board/agenda/ (Apache login required)</li> |
| <li>Click Roll Call</li> |
| <li>Click the blue Attend button at the bottom</li> |
| </ul> |
| <p>Marking your attendance ahead of time helps the Secretary run through the |
| roll call more quickly. If you find you can't attend the meeting, use the Regrets button to update your status.</p> |
| <p>The Call To Order section has teleconference dial-in and timezone information, |
| as well as the chat channel information that we use for informal discussions (not |
| strictly part of the meeting, but useful for questions).</p> |
| <h2 id="whimsy">Help and Tips About The Board Agenda Website<a class="headerlink" href="#whimsy" title="Permalink">¶</a></h2> |
| <p>The Whimsy Board Agenda tool at whimsy.apache.org/board/agenda (login required) |
| provides many ways to visualize and comment on the board report, and greatly |
| simplifies the process of collating and reviewing the agenda.</p> |
| <p>Select Navigation - Help, or press ? to get help about the tool. Submit |
| any <a href="https://issues.apache.org/jira/projects/WHIMSY">bugs or make enhancement requests to the Whimsy JIRA</a>.</p> |
| <p>You can also run the Board Agenda tool locally. Its architecture |
| overview and code walkthrough are in <a href="https://github.com/apache/whimsy/blob/master/www/board/agenda/README.md">www/board/agenda/README.md</a></p> |
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