ICC: June 3, 2022

• Notes per Schedule
• Topics List
• Islandora Coordinating Committee Google Drive Folder
• Islandora Code of Conduct

Attending:

• Alistair
• Amy (chair)
• Drew
• Ian
• Mirko (notes)
• Rosie

Agenda

• Terms of Reference finalize voting procedures -- see suggested changes
• Code of Conduct: feedback from Open Meeting, decide on next steps for ratification, volunteer recruitment, training, IslandoraCon in-person and virtual work
• Upcoming Open Meetings -- schedule or cancel, try to do CoC-related training ahead of IslandoraCon?

Interest Group Updates

• Metadata IG (Rosie)
• IR interest group (Bryan or Don)
• Documentation Interest Group (Yamil, Melissa, or Mirko)

Islandora Events

Action Items

• Chair for next meeting: Amy

Notes

Terms of Reference

• LSAP (Licensed Software Acceptance Procedure) process:
  • Rosie suggests to review process, in light of changed structure of software stack
  • Possibly ask TAG to discuss and make recommendation, ICC could discuss recommendation
  • ICC Terms of Reference can stay the way they are for now
• Regular review of Terms of Reference?
• ICC proposing policies and guidelines, such as the Code of Conduct
• 'Political' role of ICC, managing disagreement as replacement for Tech Lead and Community manager?

Voting procedures

• Quorum
  • Bump to 5 since committee has ca. 20 members, about half of regular attendance
  • What happens when quorum isn't reached? Depending on agenda: discussions possible, no vote
  • Ian suggests to give ICC members notice ahead of important decisions and expect attendance, vote with simple majority among members in attendance
• Majority
  • 3/4 for 'important' decisions
  • move to 2/3 majority, bare majority for other decisions
  • Apache Voting Process serves to establish consensus, contains veto rule that can block decisions (if veto expressed in good faith); contains mechanisms to establish outcome of the vote
  • Add language about revisiting Terms of Reference, revisit voting mechanism? Review is possible as needed
  • Terms of Reference changes are treated like "Votes on Package Releases" in the Apache Voting Process
  • Changes to Code of Conduct in same category as Terms of Reference changes? Yes
  • Issues can be raised to "Major decision", requiring all ICC members to vote, during a meeting with quorum using the Apache Voting Process

Next steps for Terms of Reference

• Accept changes/suggestions to create clean working copy
• Amy will send out email to notify ICC members on vote about ToR at next meeting

ICC role

• chair liaises with leadership group and TAG
• discuss possibility to invite members from TAG to report at ICC meeting
• discuss how to make ICC work more compelling to members, e.g. roadmap work

Code of Conduct

• Drew and Amy presented at Open Meeting about other communities' codes
• Example of recent attack on Samvera community members, even small communities aren't safe from harassment
• Drew suggests to hold vote on Terms of Reference, then vote on Code of Conduct and forming CoC committee in time for IslandoraCon
• Volunteers for CoC committee potentially difficult to recruit
• Suggestion: Ask for volunteers for limited-term CoC committee for IslandoraCon; work with IslandoraCon planning committee
• Training and planning: e.g. DLF Bystander training, other resources used by Samvera community
• CoC draft ready for vote? Vote on CoC during same meeting as ToR

Open Meetings during Summer

• Possibly cancel summer Open Meeting? Alternatively use time slot for trainings
• Amy will check in with Isabella about plans for next Open Meeting times
• ICC will do further planning during next meeting