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Minutes of the TLDA Board Meeting
Held via Internet Relay Chat (IRC)
on April 25, 2001 at 22:40 EST. Board Members Present: Gene Marsh
Leah Gallagos
John Palmer
Patrick Corliss
Bradley Thornton
President Gene Marsh called the meeting to order at 22:40 EDT as its Chairman. The roll was called by the Chair. Richard Sexton did not attend, but John Berryhill was invited by Gene to attend the meeting as a non-voting participant. The chair made a motion: MOTION 1 BY GENE MARSH A motion to allow John Berryhill to participate as an observer. THE VOTE: ALL BOARD MEMBERS IN FAVOR. THE MOTION IS AGREED TO UNANIMOUSLY A discussion took place about how to publish the proceedings of board meetings - the complete IRC chat log or just summarized minutes. John Palmer said that whatever is decided now will have to be the rule from now on or people would wonder why we changed in mid-stream. Board members did agree that there are certain things that need to remain confidential such as discussing legal matters and other confidential items. John Berryhill made the point that board meetings provide an opportunity for frank exchange of views among directors and that the public acts of the meetings are the motions offered and the votes taken. There are, however times when there will be discussions of such things as legal disputes. In these cases, you will have to be selective about what gets published. To the degree to which this occurs, you will be accused of being selective for nefarious reasons. The chair made a motion: MOTION 2 BY GENE MARSH The TLDA will publish the minutes in summary form of each board meeting. MOTION SECONDED BY LEAH GALLAGOS AND JOHN PALMER THE VOTE: YES: JOHN PALMER, LEAH GALLAGOS, PATRICK CORLISS, BRADLEY THORNTON, GENE MARSH
TOTAL: 5 YES, 0 NO. THE MOTION IS AGREED TO UNANIMOUSLY The next topic raised was the issue of wether or not the IRC meetings should be open to the public or just members. John Palmer wanted the meetings open to all, Leah Gallagos disagreed, saying that the TLDA is a trade association and should be open to members only. Bradley pointed out that if we publish the miniutes that the public will have after-the-fact access. John Berryhill said that how this is done depends on each organization's bylaws. The chair made a motion: MOTION 3 BY GENE MARSH The TLDA will hold board meetings that will be open to members, when defined and not to the general public MOTION SECONDED BY JOHN PALMER Objections were heard and The Chair withdrew his motion and further discussion took place. Several proposed amendments were offered and the Chair summarized them with the following motion: MOTION 4 BY GENE MARSH That general TLDA board meetings will be open for observation by all TLDA Members. Portions of board meetings and certain special board meetings will be closed for the legitimate protection of confidential matters such as legal priviledges, personal information and like matters. MOTION SECONDED BY LEAH GALLAGOS THE VOTE: YES: BRADLEY THORNTON, LEAH GALLAGOS, PATRICK CORLISS, JOHN PALMER, GENE MARSH
TOTALS: YES: 5, NO: 0. THE MOTION IS AGREED TO UNANIMOUSLY. The topic of legal/corporate structure matters will be deferred as Ray Fasset is not in attendance. Matters regarding the e-mail list and archives of that list will be deferred as Richard Sexton is not present. In the matter of the website, John Palmer indicated that the website has a new logo and a new look (thanks to Leah for assistance). There isn't much content yet, any suggestions for content or design would be appreciated. There was some discussion about moving from VRX to another hosting location to completely separate TLDA from ORSC to avoid image problems. Bradley wanted to create a contract with VRX so that the whole thing has an agreement behind it. All agreed to let John Palmer be the webmaster and that suggestions for changes should be sent to him. The next topic was the definition of what a TLD holder is, for the purposes of defining membership. Leah has a draft copy of such a definition that was sent out to board members. Gene reminded the board that Dena Whitebirch and Bruce James have resigned from the Advisory Board. Gene is asking John Berryhill to join the Advisory Board. John Berryhill accepted the position. Welcome, John! Gene asked John Berryhill to assist Leah in refining the definition of TLDA holder/TLDA Member. The next topic was Bylaws formation. Gene indicated that he and Bradley have a lot of work to do on this topic. There are many drafts floating around that need to be consolidated. The goal is to have this (and membership criteria) done by next Friday (May 4). The next topic was the elections. Various methods of online polling were discussed. Board will have to set rules for the initial election, including voting methods. Gene asked Bradley to send John Palmer a copy of a web-based polling program for testing. It was suggested the the board set an election date. Gene recommended the weekend before Memorial Day (the last weekend in May) which would be the weekend of May 18-20. Bradley didn't think that we could get all of the neccessary work done by that time. Gene suggested that we defer the decision until next week's meeting to see how far we've gotten on our work. The next topic was Email List Archives and Other topics related to the mailing list. Gene indicated that there were some problems with the operation of the mailing list. Also, some list participants were concerned that there was no archive yet. Gene asked John Berryhill to discuss this with Richard Sexton and make him aware of how important this issue is. John Palmer suggested that the lists be moved elsewhere because it appears that the current host cannot or will not provide the services that TLDA needs. John Berryhill suggested YAHOO's mailing list service. Gene asked if YAHOO provided archive service. Leah was concerned with the fact that free services may "disappear" and we should have some sort of guarantee of service, etc in order to be protected. This usually requires a paid service. Bradley offered to host the mailing list. Gene proposed having two options, one from Bradley and one from a non-participant provider. Gene asked John Palmer and Leah Gallagos to quickly evaluate two options and have a report for next Friday's meeting. Leah suggested that we need to create a few more specialized mailing lists: One for members only, one for the board only and one that is public (all publically viewable). A discussion ocurred about how to moderate the lists and what kind of rules of conduct would be applied to the lists. Gene asked Bradley and Patrick to come up with an initial set of moderation rules. The meeting was adjorned at 2:40AM EDT.
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