Governance/Foundation/3November2019BoardMeeting

3 November 2019 OpenStack Joint Leadership Meeting and Board of Directors Meetings
The OpenStack Foundation Board of Directors will meet at  9:00am - 12:00pm Shanghai timezone on 3 November, 2019 at the TBD. Directors may participate at the F2F meeting. We will also attempt to connect Directors and community by conference dial-in.

A combined meeting of the Foundation Leaders will be held from 1:00pm - 5:00pm Shanghai timezone on 3 November, 2019. The Community is welcome to join the meeting at the: Shanghai Marriott Hotel City Center 555 Xi Zang Rd (Middle), Huangpu District, Shanghai 200003, China Meeting Rooms 1 & 2, Level 5

Local name: 上海雅居乐万豪酒店 Local address: 200003黄浦区西藏中路555号

To join the sessions by phone or computer:
 * 1) Videoconference: https://zoom.us/j/9574980705
 * 2) International dial-in (audio only): https://zoom.us/zoomconference (conference ID #9574980705)

To join the session by phone only:
 * Worldwide dial-in numbers: https://zoom.us/zoomconference
 * Meeting ID: 957 498 0705

Board Meeting Agenda
(8:00) Breakfast Snack vailable (9:00) Call To Order, Open Session (09:10) Executive Director Update (09:45) Foundation Projects and Board Member Reports  (10:15) Break  (10:30) Board Committee and Workgroup Topics
 * Chair: Alan Clark
 * Minutes:
 * Executive Director: Jonathan Bryce
 * Non official meeting discussion Channels:
 * Zoom chat
 * IRC: #openstack-board
 * Etherpad: https://etherpad.openstack.org/p/UnofficialBoardNotes-Nov3-2019
 * Etherpad: https://etherpad.openstack.org/p/UnofficialBoardNotes-Nov3-2019
 * 1)  A big thank you to Imad Sousou for his leadership and contributions to the OpenStack board and community. Welcome to Mark Skarpness as a new Platinum Director.
 * 2) Approve the minutes from the September 10, 2019 board meeting
 * 3) Approve the minutes from the October 22, 2019 board meeting
 * 1)  Looking towards 2020 - Jonathan
 * 1) (09:45) StarlingX Progress Report  - Brent Rowsell, Shuquan Huang
 * 2) (10:05)Pan-India Update- Prakash
 * 1) (10:30) Interop WG - Egle
 * 2) Board report: https://docs.google.com/document/d/1E8DwY-BGQdcy-u7jQOeGsWUh06yXNGNyk_yZvTTtXbo/edit?usp=sharing
 * 3) Also pdf here: https://object-storage-ca-ymq-1.vexxhost.net/swift/v1/8709ca2640344a4ba85cba0a1d6eea69/shanghai2019/interop-wg-report.pdf

<!-- Thank you for approving the latest interop guideline during the last board meeting. As I mentioned during the last board meeting, we are going to start scoring the next guideline to be approved during the November board meeting and we are looking for volunteers to join the Interop Working Group. The current process for creating the next guideline requires talking to the project PTLs and other members of the community to determine if there are any significant changes to the projects, determining which tempest tests are associated with these changes, and scoring the changes based on interop core criteria [1]. After the scoring is complete, we discuss the results in an IRC meeting and submit patches for updating the guidelines.

If you can help and would like to learn more about the process, please let me know!

During Shanghai board meeting I would like to have a discussion with the board about the future of the interop program. With help from the community and some very dedicated people that included Chris Hoge (secretary of Interop WG, OpenStack Foundation) and Mark Voelker (co-chair of Interop WG, VMware) I have co-chaired Interop Working Group for almost 5 years. During this time the Interop guidelines have become stable, with fewer and fewer changes made in each new guideline. I think that if the board wants to continue with the guidelines as-is, with twice a year updates (or more if needed), we will need new volunteers to co-chair Interop WG and help drive the program. Another option would be to simplify the trademark program so that it doesn’t require so many volunteer hours. If it relied more on contractual assertions and less on formal technical checks requiring updated guidelines, it could be directly handled by the foundation.

In addition to the guideline maintenance and updates, there is the work involved in running and maintaining RefStack. RefStack is used to validate and submit the results, and needs constant maintenance and updates as well. A more contractual interop program would not require an overhead of maintaining an additional project.

I believe that Interop guidelines are instrumental in maintaining OpenStack interoperability, however, I also believe that we need to make the program easy to maintain and abide by.

As such, I would like to hand over the program as-is to new volunteers from the board, or simplify the program down to a contract that can be directly managed by the foundation.. After this next guideline, the board will need to decide what path the interop guidelines should take. Current process is strict and requires a lot of volunteer hours. While the program was being created and growing, we had a lot of community involvement. Once the guidelines became stable, we had less and less participation. As of last week, Chris Hoge, a key member of the Interop Working Group, no longer works for the Foundation and we will no longer be able to count on him doing a lot of the heavy lifting when it comes to guideline changes. [1] https://github.com/openstack/interop/blob/master/doc/source/process/CoreCriteria.rst --> (11:30)Executive Session (11:50) Board Business (12:00)Close of meeting (12:00) Lunch Break
 * 1)  (10:45) First Contact SIG - Kendall Nelson, Matthew Oliver
 * The OpenStack community (led by the First Contact SIG) wrote a guide to give to upper management that helps outline the common barriers that their employees will have when trying to contribute. We gathered testimonials from current contributors about the roadblocks they encountered and how they worked through them with their management. From the testimonials we created the Contributing Organization Guide: https://docs.openstack.org/contributors/organizations/index.html
 * 1)  (11:00) Gold And Platinum Member Committee
 * 2)  New Gold Member Application
 * 20 minute presentation, 10 minutes Q/A.
 * Reference material: Potential Member Criteria
 * We invite all attendees who are not members of the Board to exit the room and drop from the call.
 * We invite all attendees to rejoin the meeting
 * 1) New Member Motions

Combined Leadership Meeting
(13:00) Call To Order, Open Session Introductions Project Perspectives
 * Chairs:
 * Minutes: Mark Radcliffe
 * Executive Director: Jonathan Bryce
 * 1) Call to order
 * 2) Introduction of project leadership members (Let's do this within each report)
 * 1) (13:15) OpenStack Board Update -Alan
 * 2) Board changes and actions since our last combined meeting (Board met in September and October)
 * 3) New Board members
 * 4) Fred Li
 * 5) Daniel Becker
 * 6) Mark Skarpness
 * 7) Project Airship Confirmation
 * 8) Confirmed in September the Interop WG Guidelines 2019.06, November the 2019.11 Guidelines
 * 9) Troila as an OpenStack Foundation Gold member
 * 10) (13:30) OpenStack Project TC - Jean-Philippe Evrard  (slides)
 * 11) (14:00)  User Committee - Chairs: Amy Marrich, Mohamed Elsakhawy

(5:00) End meeting
 * 1) (14:30) Kata Project - Xu Wang
 * 2) (15:00) Break
 * 3) (15:30) Zuul Project - Monty Taylor
 * 4) (16:00)  Airship - Kaspars Skels, Nishant Kumar, Alexander Hughs