ssf 2011 annual_meeting
DESCRIPTION
Master slides from 2011 Sahana Software Foundation Annual MeetingTRANSCRIPT
2011 Annual MeetingMaking Chaos Manageable
7 May 2011
IBM Portugal, Rua do Mar da China, Lote 1.07.2.3 1990-138, Lisboa
Sponsors:
Welcome
Remote Participation via Webex
Webex instructions:Go to : http //bit.ly/SSF2011webex:Please use VOIP connection if possible, otherwise call, skype or google chat out to US toll free number 1-866-699-3239:Please mute speakers and microphones in this room
Webex chat is not a part of the official record of the SSF Annual Meeting. It should be used solely to inform the remote participant moderators if there is a problem hearing or if they wish to ask a question or make a comment at the appropriate time.
Our remote participant moderators & liaison is Robby O Connor. 'We will do our best, but can not be sidetracked by technical issues such that there is no time to complete our meeting.
4
Ground-rulesWe have a full schedule and will observe the strict time limits set out in the agenda.
We will follow standard parliamentary rules for such a meeting (Roberts Rules of Order) to the extent possible.
There will be specific times when the floor will be open to questions and comments from any participant, whether present in person or participating remotely, whether a Director or Member or observer.
Please leave time for questions and discussion during your segment of the meeting.
Agendaall times UTC
12 00: OPENING
Welcome & Report by Chair of SSF – Brent Woodworth
Remote Participation & Ground-rules, Review of Agenda
Quorum Call and Convening of Directors and Members
12 15: REPORT OF OFFICERS
CEO – Mark Prutsalis
Secretary – Martin Thomsen
Treasurer – Louiqa Raschid
13 00: REPORT OF COMMITTEES (30 minutes each)
Community Development Committee – David Bitner
Sahana Agasti – Chad Heuschober
Sahana Eden – Fran Boon
Sahana Standards & Interoperability – Chamindra de Silva
Agendaall times UTC
15 00: OFFICIAL BUSINESS
Changes to SSF Bylaws
Review of Nominations and Election of New Members
Review of Nominations and Election of Board of Directors
15 30: NEW BUSINESS
Annual Membership Fees
Member Seats on Executive Committees & New Executive Committees
Committee Appointments & Volunteer Roles
Qualification of Membership
Code of Conduct
Community Calls
Other Topics proposed by Members for discussion
17 00: ADJOURN
7
A majority constitutes a quorum.
We have 9 Directors so 5 is required in person or remotely.
SSF Directors
Quorum Call - Directors
David Bitner
Mifan Careem
Darmendra Pradeeper
Chamindra de Silva
Mark Prutsalis
Louiqa Raschid
Martin Thomsen
Gavin Treadgold
Brent Woodworth
8
Members Quorum Call1/3 of Members constitutes a quorum
SSF has 29 Members so 10 are required
Members:David BitnerPraneeth BodduluriFran BoonRavith BotejueDon CameronMifan CareemTrishan de LanerolleChamindra de SilvaRavindra de SilvaDarmendra PradeeperSudheera FernandoJoseph FonsekaChad HeuschoberMichael HowdenMahesh Kaluarachchi
Dominic KonigIshan LiyanageGreg MiernickiGlenn PearsonMark PrutsalisLouiqa RaschidEric RasmussenMartin ThomsenGavin TreadgoldPat TresselNuwan WaidyanathaSanjiva WeerawaranaBrent WoodworthTom Worthington
9
We are convened
10
REPORT OF THE OFFICERSMark Prutsalis – CEO
Martin Thomsen – SecretaryLouiqa Raschid - Treasurer
11
Priorities
Community Development
aggressively grow our membership numbers
diversity
Fund Raising
Strategic plan as basis of fund raising
Building stakeholder relationships
Supporting requirements of major users
12
Branding & Logo
Making Mayon
15
The Year in Review
Major Accomplishments
Emergency Deployments
New Customers
Financial Report
Update on Fund Raising for 2011
Strategic Plan
16
New Customers &Deployments
Emergency Response:Earthquake and Tsunami in Japan – 2011Flooding in Colombia – 2011Flooding in Venezuela – 2010Flooding in Pakistan – 2010Hurricane in Veracruz, Mexico – 2010
Pre-Disaster Adoption:City of Los Angeles (RFP) – 2011IFRC Asia Pacific Disaster Management Unit – 2010Philippines Red Cross in the Philippines – 2010SahanaTW, Academia Sinica, in Taiwan – 2010Asian Disaster Preparedness Center, Bangkok, Thailand – 2010Healthscapes at the University of Wisconsin-Madison – 2010
17
Financial ReportSahana Software Foundation
2010 Income & Expense Statement
Income TotalsDirect Public Support
Corporate Contributions $11,665.98Other Contributions $2,488.21Total Direct Public Support $14,154.19
Contracts $34,057.37Total Income $48,211.56
ExpenseBusiness Expenses $1,341.49Contract Services $25,600.00Operations $4,383.37Travel and Meetings $17,014.71Total Expense $48,339.57
Net Income -$128.01
18
Financial ReportSahana Software Foundation
2010 Detailed Income Statement
Income TotalsDirect Public Support
Corporate Contributions $11,665.98Google Inc. $11,665.98 - GSOC Mentor Payment $5,000.00 - Annual Meeting Sponsorship $5,000.00 - GSOC Mentor Summit Expenses $1,665.98
Other Contributions $2,488.21$791.91
$1,010.00$500.00
Other Individual Donations (5 donors) $186.30Total Direct Public Support $14,154.19
Contracts $34,057.37$34,057.37
Total Income $48,211.56
Kindei Himeji University (via Dominic König)GWOB Hackathon (Fran & Praneeth)David Bitner
World Food Programme
19
Financial ReportSahana Software Foundation
2010 Detailed Expense Statement
ExpenseBusiness Expenses $1,341.49
Bank Fees $491.49Business Registration Fees $850.00
Contract Services $25,600.00WFP Project (5 persons) $25,600.00
Operations $4,383.37Domain Registration $107.04Supplies $296.70Hosting – WFP $3,068.51Telephone, Telecommunications – WFP $911.12
Travel and Meetings $17,014.71$2,994.58
$489.40$3,145.52
Annual Meeting (6 persons) $4,663.89CEO Travel to Conferences & Meetings $5,721.32
Total Expense $48,339.57
Grace Hopper Conference (Tressel & Boon)RELIEF (Bitner)GSOC Mentor Summit (Treadgold & Howden & Bitner)
20
Financial ReportSahana Software Foundation
2010 Balance Sheet
ASSETSCurrent AssetsChecking/Savings
JP Morgan Chase Bank Checking $5,581.93Accounts ReceivableTotal Current Assets $3,057.37
TOTAL ASSETS $8,639.30
LIABILITIES & EQUITYLiabilities
Current LiabilitiesAccounts Payable $2,658.58
Other Current LiabilitiesLoans Payable $100.00
Total Current Liabilities $2,758.58Total Liabilities $2,758.58Equity
Unrestricted Net Assets $6,008.73Net Income -$128.01
Total Equity $5,880.72TOTAL LIABILITIES & EQUITY $8,639.30
21
Update on Fund Raising
Yahoo Employee Foundation Grant (YEF)
Sponsored by Employee Champion Avni Khatri
$40,000 to support volunteer management requirements of Chicago CERT and other jurisdictions
Sloan Foundation
Cisco Global Grant
Draper Richards Foundation
AidIQ voluntary program to donate % of revenue from Sahana projects to SSF.
501(c)(3) status
22
Strategic Plan
Used as basis of fund raising with donors and foundations.
Defines who we are and what we want to do.
Need input and suggestions to build out our case.
Shared on Google Docs with Members for comments and suggestions.
23
Strategic Plan
Executive Summary
Organization Analysis
Industry Analysis
Customer Analysis
Competitive Analysis
Marketing Plan
Operations Plan
Management Team
Financial Plan
24
Operations Plan
3 Programs
Software Development Program
Deployment and Training Program
Advocacy and Partnership Program
Supported by Members and Staff
Core leadership team program staff+Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
25
Strategic Plan
INCOME/SOURCES AMT EXPENSE/USES AMTDonor Support General Operating SupportFoundation & Individual Donor Contributions 215 Salaries & Fringe Benefits – Full time Staff 86.5
15 Salaries – Part Time Staff/Contractors 125Direct Sources of Revenue Professional Services 20Certification & Training Program 10 Other Direct CostsProfessional Services Engagements 50 Travel 25Corporate Sponsorship Program 10 Annual Meeting 15Membership Fees 2 Marketing Materials & Supplies 10In-Kind Donations Technology Costs 10Hosting/Meeting Space/Equipment 15 Professional Organization Memberships 5
Communications Costs 3In-kind Expenses 15
TOTAL INCOME 317 TOTAL EXPENSES 314.5NET INCOME 2.5
Government, International Agency, Non-Profit or Academic Grants/Partnerships
Year One BudgetIn 1000s of USD
26
REPORT OF COMMITTEES
27
Community Development Committee
David Bitner
28
Chad Heuschober
29
Fran Boon
30
Standards and Interoperability
Chamindra de Silva
31
OFFICIAL BUSINESS
32
Bylaw Changes
Bylaws can only be changed by the Board:Article IX Amendment:New bylaws may be adopted or these bylaws may be amended or repealed upon the affirmative vote of a majority of the Board at any regular or special meeting thereof. Notice of any amendment of the bylaws by the Board shall be given to each member of the Board within ten (10) days after the date of such amendments by the Board.
Proposed changes were passed at a Special Meeting of the Board in accordance with our bylaws on 2 May 2011.
33
Bylaw ChangesChange Section 3.2 to allow non-Members to serve on the Board of Directors.
Change Section 3.3 to allow the Directors to set the size of the Board at the annual meeting of Members or at any Regular or Special Meeting of the Board.
Change Section 3.5 to have Directors elect persons to fill vacant seats on the Board.
Change Section 3.5 to remove any mention on how directors are nominated.
Change Section 3.7 to allow Directors to be removed by a vote of the Directors or the Members. ⅔
34
Comments from MembersSubject : Regrets I can t attend, but...'Date : Tue, 3 May 2011 23 29 09 -0500: :From : Rasmussen Eric MD, MDM, FACP D [email protected]< >To : Mark Prutsalis [email protected]< >
Dear Mark,
I m deep in Mexico with very low bandwidth so I can t attend the Sahana meeting, but I d be grateful if ' ' 'you d share the following with our colleagues. '
Friends, I ve followed, distantly, over the past week, several dozen thoughtful messages from the Sahana 'membership. Very nicely done by all hands, but particularly, Mark, yours. I ve watched our Sahana materials 'develop over the past months and, in my view, your designs are solid and built collaboratively, your positions have been persuasive and well-phrased, and you ve been polite and professional, as has been the 'overall tone of the discussion, even when we ve disagreed. The intelligence and intensity I ve seen flowing ' 'to you from the members and from you to the crowd reminds me why I so carefully shifted from a CEO position to a VP position. Tough discussions, with legitimate perspectives, but you re at the center, 'accommodating all, yet keeping the organization s health uppermost. Lively spot to occupy and you did well. 'I do remember that yours is an uncompensated position and I see you bring your very best regardless. Thank you.
We got a great deal hashed out publicly beforehand and the meeting should be more efficient as a consequence. It was a bit painful sometimes, but not embarrassing to anyone. Congratulations.
I wish all of you a calm, interesting, productive meeting.
Eric Rasmussen
35
Comments from MembersPersonally, as a member I don t have any objections to the suggested changes, steps should be taken to 'make SSF into a more sustainable operation with a clear focus and product definition. I have been satisfied with the sharing of information by you and others in the exploratory study group. For what it s worth 'having attended one of the planning sessions, I was in agreement with the decisions that were being made and the process in general. These types of hard decisions have to be made by the leadership group to maintain or in this instance regain forward momentum in a ever changing environment. The disaster management/ICT space, isn t the same as it was when the tsunami hit back in 2005. Course corrections can 'always be made as needed along the way
– anonymous
36
NEW BUSINESS
37
New BusinessAnnual Membership Fees & Qualification of Membership
Member Seats on Executive Committees
Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
Committee Appointments
Volunteer Roles
Code of Conduct
Community Calls
38
Expanded Community Development Committee
Responsibilities:Volunteer coordination
Partnership coordination
Events coordination
Internship programs coordination
Member recruitment and retention
Non discrimination & code of conduct policy
Appointed voting members
1 from board 1 from each project 2 from Members; ;Open to anyone to join as non-voting member
39
New Executive Committees
Development Committee (Fund Raising)
This committee would be responsible for assisting in the drafting of proposals, providing feedback on the fund raising strategy and identifying funding prospects and leads.
Board Development Committee
All Foundation Members or Directors could propose nominees to the Committee, who would then be responsible for actively researching, recruiting and evaluating thoroughly potential Board candidates for their ability and commitment to support and sustain the organization, including interviews and presenting the strongest candidates to the Board.
40
New Executive Committees
Strategic and Technical Advisory Committee
This Committee will document and build consensus around the principles of architecture, framework, infrastructure and sustainability and the development path for features, capabilities and usability for all Sahana Software Foundation technical projects, to interpret and clarify these principles when necessary and to provide direction to all Sahana Software Foundation technical projects in these matters as part of a stakeholder engagement process.
41
New BusinessAnnual Membership Fees & Qualification of Membership
Member Seats on Executive Committees
Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
Committee Appointments
Volunteer Roles
Code of Conduct
Community Calls
42
Possible Volunteer Roles
Volunteer Coordinator
Partnership Coordinator
Annual Meeting Planning Coordinator
Web Site Content Editor
Social Media Coordinator (Twitter, Facebook)
43
Community Civility
HFOSS Code of Conduct
Civility and e-mail etiquette
http //bit.ly/ssf-etiquette:Role for Community Development Committee
Community Calls – Monthly at 2 times