Notes from the June 2025 Governing Board meeting

The third Governing Board (GB) monthly call happened on June 27th. In attendance were members of the board: Bowrna Prabhakaran, Nemo, Swastik Banarwal, and Shree Kumar. They were joined by Poruri Sai Rahul and Ashlesh Biradar from the FOSS United staff. Here’s a quick summary of the meeting notes.

Invited talks policy

1. Shree mentioned that the draft invited talks policy for the community events is now ready. It will be put out on the FOSS United forum for feedback from the community.
2. Post that, the Governance Board will work in the feedback and take a final vote.

Governing Board Charter

1. Continuing the conversation about the Governing Board Charter. It was discussed that the charter needs to be kept as minimal as possible, and we would separate the other policy sections from it.
2. The aim for the upcoming weeks leading up to the next GB meeting is to wrap up the final draft of the charter.

Questions on the forum and institutionalising transparency practices

1. There was a brief discussion about the questions posed on the forum with regard to the role of the Governing Board. All members of the call went through the thread and the listed suggestions.
2. Shree added that some of the things suggested in the thread, specifically point 5, were not what any of them had signed up for while considering the GB post.
3. Rahul started with adding context, that it has been a long-standing discussion with regards to the roles of directors, donors, and now the governing board. Rahul continued, that as the CEO, the executive roles, like being responsible for the staff lie with him. Rahul said the CEO is responsible to the donors, industry partners, the Governing Board and the community. To which the GB members agreed.
4. Nemo asked a question about point 2 from the thread, defining annual goals. Bowrna pitched in that these contributions can be made by community members as well, on the forum. Rahul added that in the long run, the foundation wants this to be a consultative process, with the community and the GB.
5. Bowrna asked if there is a plan for 2025. Rahul reupped the draft 2025 work plan.
6. This was followed by a brief discussion on annual reports and documentation of the foundation’s activities. Nemo asked about the current documentation processes and if there are gaps we can identify and work on them. Shree enquired about the 2024 annual report, and also if we follow an April to March cycle or January to December. Rahul committed to putting out the 2024 report soon. He also shared the plans for quarterly reports that the foundation will put out. This would make it easier to compile annual reports at the end of the year. Q2 report will be prioritised and put out by July 7th.
7. We then discussed high-level financials in the annual report. It was discussed that annual reports must ideally be based on audited financials, which would be available in July/August. Shree mentioned that we could follow something that other foundations practice, like releasing reports close to their yearly flagship conference.

Season of Commits

1. A brief discussion on the new program starting this year, Season of Commits. Rahul briefed the GB about the plans. Bowrna offered to help with few things she has in mind for Season of Commits.

Miscellaneous  

1. Bowrna enquired about mon.school. To which Shree and Rahul added that the project was phased out. Bowrna asked if there is a way for the existing content to be online, even if new content is not being produced. Rahul commented on that, suggesting we’d like to see how the FOSS Clubs program evolves over the current year and if there is scope for FOSS Clubs program to interact with mon.school.
2. A brief discussion on a civil society request to FOSS United with regards to joining a platform accountability campaign. The GB will look at the details and make their suggestions.

Action Items

1. Shree to put out the “Invited Talks” policy for community comments.
2. Rahul to internally circulate Q2 (Apr-June) 2025 report by July 7th
3. GB to internally work on a shared charter document (Nemo to set this up on cryptpad), to discuss and finalise in the next monthly GB meeting in July
4. Rahul to gather an exhaustive list of FOSS United initiatives, including the ones phased out. This is for helping the GB get an overview.
5. Rahul to share notes with the GB on existing internal documentation practices.