Steering Committee Meetings Codification Proposal

Owned by Pawel Mastalerz
Oct 27, 2022
3 min read

Overview

Recently Community Members have been requesting meetings with the Steering Committee and it has become apparent that the community would benefit from clear rules on who and when can call for a Steering Committee meetingh and should those meetings be allowed to be private. The following proposal is intended to codify these rules.

Proposal

Monthly Steering Committee Meetings

Format

  • Scheduled by Steering Committee WP Lead

  • Public and open to all Community Members

  • Posted to community@fioprotocol.io and Discord

  • Recorded and the recording shared with Community

  • Zoom meeting

Quorum

The meeting will only be held if decision-making majority is present, e.g. 3 out of 5. Otherwise it will be rescheduled.

Agenda

Agenda topics

  • Can be submitted by any member of the Community:

    • Ahead of time via Discord in FIO DAO → general channel

    • During the meeting, but may not be covered depending on time constrains of the meeting

  • Are organized into a formal agenda by Steering Committee WP Lead

  • The originator of the topic will be asked to introduce it to the Steering Committee

    • If the originator of the topic does not attend the Meeting, the discussion will be postponed

  • The Steering Committee may:

    • Make a decision

    • Ask the originator of the topic to provide additional information that will be reviewed in a separate meeting

  • The originator of the topic should (but is not required to):

    • Share a write-up of the topic ahead of time

    • Clearly articulate what it is asking for from the Steering Committee, given its responsibilities

Ad-hoc Steering Committee Meetings

Format

  • Scheduled by any Steering Committee member

    • If a Community Member wants to schedule an Ad-hoc meeting they have to convince at least 1 SC Member that it is warranted (SC Sponsor)

  • Guidelines to SC Sponsor for when an Ad-hoc Meeting should be scheduled

    • The business is important enough that it should not wait till next scheduled meeting

    • The topic will require a long discussion which cannot be accommodated during Monthly Meeting

  • Public and open to all Community members

    • In extreme cases the SC Sponsor can ask for a private meeting:

      • SC Sponsor will decide who to invite

      • Majority of the SC Members have to agree to the meeting being private

      • Guidelines for when an Ad-hoc Meeting should be private:

        • There are NDAs in place that legally prohibit the public disclosure of discussed information.

        • It is about serious concerns regarding one or more Community Member, WP Lead or Steering Committee Member that are unrelated to KPIs, strategy, governance or any other typical Steering Committee business. Examples: harassment, discrimination, etc.

        • Budget reduction discussions with WP Leads where WP Lead is seeking input from Steering Committee on personnel reduction strategies and does not want to expose those publicly before a communication plan is in place.

        • Any other situation in which public disclosure may result in harm to person or project.

  • Posted to community@fioprotocol.io and Discord

    • Unless private

  • Recorded and shared with Community

    • Unless private

Quorum

The meeting will only be held if decision-making majority is present, e.g. 3 out of 5. Otherwise it will be rescheduled.

Agenda

  • A written overview of the topic must be provided reasonable amount of time before the meeting to the Steering Committee members and the community.

  • In extreme cases the SC Sponsor can ask for a private Ad-hoc meeting without supplying any information about the topic ahead of time, if there is a risk that leaked document may result in harm to person or project.