├── .github └── ISSUE_TEMPLATE │ ├── new-candidate-project-application.md │ └── new-event-fellowship-round.md ├── Affiliated-Project-Policy.md ├── Affiliated-project-FAQ.md ├── Donation-info-for-SPI.md ├── Financial-Reports ├── Financial report 2013.md ├── Financial report 2014.md └── report-template.md ├── OBF Bylaws.html ├── OBF Bylaws.md ├── OBF Bylaws.pdf ├── README.md ├── Travel_fellowships.md ├── code-of-conduct ├── CODE_OF_CONDUCT.md ├── README.md ├── enforcement-manual.md └── incident-reporting-guidelines.md ├── logos ├── green_color.txt ├── obf_logo_icon-circle-tr.png ├── obf_logo_icon-circle.png ├── obf_logo_icon-circle.svg ├── obf_logo_icon_neg.png ├── obf_logo_icon_neg.svg ├── obf_logo_icon_pos.png ├── obf_logo_icon_pos.svg ├── obf_logo_text_circle.png ├── obf_logo_text_circle.svg ├── obf_logo_text_neg.png ├── obf_logo_text_neg.svg ├── obf_logo_text_pos.png ├── obf_logo_text_pos.svg ├── obf_logo_text_square.png ├── obf_logo_text_square.svg └── old_logo │ ├── obf-logo-with-text.pdf │ ├── obf-logo-with-text.png │ ├── obf-logo.pdf │ └── obf-logo.png └── minutes ├── 2019-Dec.md ├── 2019-July.md ├── 2021-Sept.md └── 2022-Oct.md /.github/ISSUE_TEMPLATE/new-candidate-project-application.md: -------------------------------------------------------------------------------- 1 | --- 2 | name: New Candidate Project Application 3 | about: 'Use this template to apply for candidate project membership ' 4 | 5 | --- 6 | 7 | **Project name:** 8 | 9 | **Link to project repository:** 10 | _Guidance: This could be GitHub, BitBucket, Gitlab, etc. - any public repo is ok_ 11 | 12 | **Link to project licence:** 13 | _Guidance: Share the link to your open source licence._ 14 | 15 | **Contact information for project leadership:** 16 | _Guidance: Ideally this should be a group email address for a nominated leadership team_ 17 | 18 | **Code of Conduct** 19 | _Guidance: Please select one:_ 20 | - [ ] This project has a code of conduct, which is located here: [Code of Conduct](INSERT LINK TO YOUR CODE OF CONDUCT HERE) 21 | - [ ] This project intends to adopt the OBF code of conduct. 22 | -------------------------------------------------------------------------------- /.github/ISSUE_TEMPLATE/new-event-fellowship-round.md: -------------------------------------------------------------------------------- 1 | --- 2 | name: New Round for OBF Event Fellowship Application 3 | about: 'This template is for the OBF Event Fellowship chair to manage a new application round' 4 | 5 | --- 6 | 7 | **OBF Event Fellowship Round:** 8 | 9 | - [ ] Round-1: 1 April 10 | - [ ] Round-2: 1 August 11 | - [ ] Round-3: 1 December 12 | 13 | **Before opening the call for application (minimum 6 weeks in advance)** 14 | 15 | *7-8 weeks before the deadline:* 16 | - [ ] Update the application form with the correct date and application round-specific information (such as BOSC participation) 17 | - [ ] Create a blog post for the announcement 18 | - [ ] Get the board to review the blog, and when the majority agrees, publish the blog 19 | - [ ] Cross-post announcements on Twitter, Slack and newsletter (OBF or other projects) 20 | - [ ] If possible, host a webinar to share tips and suggestions with the potential applicants 21 | 22 | *1-2 weeks before the deadline:* 23 | - [ ] Amplify the announcement 24 | - [ ] Create a folder for the specific round (within the dedicated directory for event fund) in the OBF-board shared google drive (round-specific shared folder) 25 | - [ ] Within that folder, create a copy of the rubric template to share with the board when the review begins 26 | - [ ] Double check if any application has come through that may need to follow up for any missing detail 27 | 28 | **After the deadline** 29 | 30 | - [ ] Export the full application in a Google sheet and store it in the round-specific shared folder 31 | - [ ] Create a new sheet in the file to replace the 'time stamp' column with a pseudo key for each applicant 32 | - [ ] Copy the new sheet to another file for 'anonymised applications' -> remove columns with name, email, affiliation and any strongly identifiable information -> this will be shared with the board 33 | - [ ] Share the link of this anonymised applications sheet on the copy of the review form that will be shared with the board 34 | - [ ] Share a summary from this application round and ask for 3-4 volunteers from the board who are available to review applications 35 | - [ ] Create new columns in the anonymised applications file to allocate applications to reviewers - make sure to have at least two reviewers per application 36 | - [ ] Give 10-14 days for reviewers, after which create an overview of reviews (yes, no, maybe) to share with the board 37 | - [ ] In case of conflict of interest or opposing review outcome, allocate review to an extra reviewer with 2-4 days of application review time 38 | - [ ] For applications that need extra discussion, either set a meeting or bring it to the next board meeting 39 | - [ ] Mediate discussion via email to conclude all applications by the end of 3 weeks after the deadline 40 | 41 | **After review** 42 | 43 | - [ ] Communicate the final decision based on review comments and the board's suggestion 44 | - [ ] Email both the awarded and declined application - provide feedback where possible (email drafts in the shared folder) 45 | - [ ] Help awardees to answer any questions they may have regarding the fellowship - refer to the (Travel_fellowships.md)[./Travel_fellowships.md] document for consistency 46 | - [ ] And entry to the budget spreadsheet including any award cap 47 | 48 | **After an awardee finishes their event** 49 | 50 | - [ ] Create a WordPress account for them in the OBF website account (add a new user -> use name and email to create a profile -> give 'contributor access' -> create a user id and password to share) 51 | - [ ] Email the awardee their WordPress user id and password with some information on how to log in and create a new post 52 | - [ ] Ask awardees to share a draft for a blog post in a Google Doc or any editable file that board members can edit before publishing 53 | - [ ] After review, ask the awardee to share the post in WordPress under draft mode 54 | - [ ] Use Event fund tag and meaningful post title 55 | - [ ] Shorten permalink (by default WordPress uses full title in link) 56 | - [ ] When agreed, publish the post and share the link by email informing the treasurer to go ahead with the reimbursement process 57 | - [ ] Share the link to the blog post on Twitter, Slack and the post for the next round of application 58 | - [ ] Update the budget spreadsheet once the award is paid 59 | 60 | *See the full documentation for details: (Travel_fellowships.md)[./Travel_fellowships.md]* 61 | -------------------------------------------------------------------------------- /Affiliated-Project-Policy.md: -------------------------------------------------------------------------------- 1 | # OBF Affiliated Project Status Policy 2 | 3 | _Status: **Ratified**. [Approved by the OBF Board](https://vote.heliosvoting.org/helios/e/obf-affiliate-policy-board) in public session in Dec 2019, and by the OBF membership through a [referendum held in Jan 2020](https://vote.heliosvoting.org/helios/e/obf-affiliate-policy-members)._ 4 | 5 | ## Background 6 | 7 | The Open Bioinformatics Foundation (OBF) is a non-profit, volunteer-run 8 | group dedicated to promoting the practice and philosophy of Open Source 9 | software development and Open Science within the biological research community. 10 | 11 | OBF originally grew out of the volunteer projects BioPerl, BioJava 12 | and Biopython. Later BioRuby, BioSQL, BioLib, DAS, MOBY, EMBOSS, and 13 | OBDA joined the OBF umbrella, primarily as a consequence of requiring 14 | project hosting support, existing community relationships, and through 15 | informal consensus among members of OBF's Board of Directors. OBF 16 | has since become hesitant to include new projects under the official 17 | umbrella, in part because the growth in OBF-hosted project resources 18 | has reached the capacity of OBF servers, and in part because of 19 | OBF's mission and scope as an organization. Furthermore, the OBF Board resolved that the [listing of projects related to OBF](https://www.open-bio.org/projects/) 20 | use affiliation categories that are based on a formal definition, and a community process for attaining them that is consistent with the OBF's values of transparency and fostering community. 21 | 22 | ## Motivation 23 | 24 | This policy formalizes criteria and a community-driven, 25 | transparent process by which open-source software projects can gain, 26 | lose, and maintain certain types of affiliation with the OBF. 27 | 28 | Establishing an affiliation between an open source software project and the OBF is intended to have value for both the project and the OBF. It stands to promote a project's overall health and long-term sustainability, which is among 29 | the OBF's primary objectives. The user and developer communities of affiliated projects constitute the primary pool of volunteers for OBF as an umbrella organization. 30 | 31 | That notwithstanding, it is not the OBF's mission to serve 32 | primarily as a project hosting or resource provider for bioinformatics open-source projects. Instead, as an umbrella organization the OBF's focus is on 33 | projects that serve, or have the potential to serve, a large variety 34 | of bioinformatics research applications and users. Therefore, the 35 | group of projects with some status of affiliation with the OBF is 36 | expected to always be limited in number. In keeping with the potential benefits of affiliation for a project, the criteria formalized here aim to maintain OBF's focus and mission. 37 | 38 | Projects differ in terms of their activity, community, audience, and 39 | wider impact on bioinformatics. Also, over time, projects change, become 40 | more active, or less relevant and even dormant. This policy aims to provide mechanisms through which projects' affiliations can reflect such dynamics. 41 | 42 | ## Project affiliation status types 43 | 44 | ### Affiliated OBF Project 45 | 46 | Affiliated OBF projects are bioinformatics open-source initiatives with an 47 | active developer and/or user community. Affiliated OBF Projects include mature long-standing projects with a broad user base, as well as projects in earlier phases of adoption, a smaller user base, or a narrow focus. In either case, their focus will be highly relevant to the stated mission of the OBF. 48 | 49 | #### Expectations for Affiliated Project status 50 | To be an Affiliated OBF Project, a project should show _all_ of the following: 51 | 52 | - **A developer and user community, with defined project leadership.** A project must also be active when seeking to become an Affiliated OBF project. Evidence of this could include recent pull requests being reviewed / accepted, blog posts, or community events/conferences. 53 | - **An Open Source licence**, either [OSI-approved](https://opensource.org/licenses) or one that was agreed upon by the OBF Board as compatible. 54 | - **A community culture welcoming newcomers and a diverse group of users and contributors.** Specifically, the project must have or adopt a Code of Conduct, either that of the OBF, or another one found acceptable by the OBF. Other evidence of a welcoming culture will usually include an informative, up-to-date, and inviting web presence; documented guidelines for how to contribute; and instructions for how to ask for help. 55 | - **Being an active member of the OBF organization.** Evidence of this includes active participation by project members in OBF flagship events, such as contributing to [BOSC] and [GSoC], or in OBF leadership. 56 | 57 | ### Candidate OBF Project 58 | 59 | Candidate OBF Projects have the aspiration and promise to 60 | develop themselves into an Affiliated OBF Project. They may already meet most or even all expectations for Affiliated Project status, except, for example, for not yet having been active members of the OBF organization. 61 | 62 | This status is the path for projects previously unaffiliated with the OBF to attain official affiliation. Candidate OBF Projects will be in this status for only a limited amount of time, typically one year, and no more than 3 years in a row. A project that loses Candidate OBF Project status due to exceeding this limit can re-apply for Candidate OBF Project status later. 63 | 64 | ### Other projects 65 | 66 | Projects other than those under the stated affiliation categories may 67 | have a de-facto relationship with OBF or one of its official member 68 | projects, but they do not have a recognized affiliation status. As 69 | such, their status is not voted on. 70 | 71 | These projects may include student projects with OBF community 72 | participation, including projects executed under the OBF umbrella, 73 | and other projects considered active and interesting to the wider 74 | bioinformatics community. They may be listed and described on the 75 | OBF website so long as it is evident that they do not have an official 76 | affiliation with the OBF as per the ones defined here. 77 | 78 | ## Community voting on project status 79 | 80 | Projects can change or attain an affiliation status once a year by a vote of the OBF community. 81 | 82 | The OBF community for the purposes of this policy may be represented by, but need not be limited to the OBF membership. For example, the collective attendees of a BOSC meeting, or of similar OBF-endorsed events, also qualify as representative of the OBF community. Voting may be by electronic means, or simply by physical signs such as raising hands. The exact details of voting are intentionally left to the OBF volunteers organizing the process in a given year so long as the process is reasonably consistent between subsequent years. 83 | 84 | ### Ballot preparation 85 | 86 | The group of OBF members overseeing the ballot preparation for the annual OBF community vote will conduct the following steps at least 14 days before voting is scheduled to take place: 87 | 88 | * Identify currently affiliated projects (_i.e._, in Affiliate or Candidate status) that may warrant a status change. 89 | * Identify currently unaffiliated projects that seek Candidate OBF Project status. 90 | * Solicit mission, scope, and metrics from project leads as suitable for each project to be voted on. 91 | * Compile this information online, disseminate it to the OBF membership as well as the larger developer and user community, and solicit feedback from these communities. 92 | * Incorporate feedback as suitable into the online documentation. 93 | 94 | ### Voting 95 | 96 | A group of OBF members overseeing the voting process for the annual OBF community vote will in general conduct the following steps: 97 | 98 | * Ensure that the OBF community to cast votes is aware of the projects on the ballot, and the argument(s) for or against the status changes that are on the ballot. 99 | * Ensure an opportunity for each project on the ballot to present its viewpoint, not to exceed five (5) minutes per project. 100 | * Organize and execute the voting. 101 | 102 | For an affiliation status change on the ballot to become effective, a majority of 70% or more of the cast ballots must be in favor of the change. 103 | 104 | #### Projects seeking Affiliated OBF Project status 105 | 106 | To become an Affiliated OBF Project a project has to have had Candidate OBF Project status for at least one (1) year, and it must be active. A Candidate OBF Project failing to achieve Affiliated OBF Project status will remain a Candidate OBF Project unless it has reached the maximum time a project can remain in that status, in which case the project will lose their Candidate OBF Project status as a consequence of the vote. 107 | 108 | #### Projects seeking Candidate OBF Project 109 | 110 | A project not currently affiliated with OBF can seek to attain Candidate OBF Project status. A project failing to achieve the necessary majority in favor of becoming a Candidate OBF Project can be on the ballot again the following year, unless it has failed three (3) times in a row. 111 | 112 | #### Removal of affiliation status 113 | 114 | The ballot can include a vote on removing OBF affiliation from a project. Possible reasons for such a vote include consistent failure to meet expectations for OBF affiliated projects; consistent failure to adhere to OBF's Code of Conduct; and a project being no longer maintained. 115 | 116 | ## Maintenance of affiliation status 117 | 118 | The status of Affiliated and Candidate OBF Projects that are not voted on stays the same, unless one of the following conditions occurs: 119 | 120 | * A Candidate OBF Project has reached the maximum consecutive length of time that Candidate status can be held. This will result in the project automatically losing its OBF affiliation status. 121 | * An Affiliated OBF Project is no longer actively maintained. In addition to the possible evidence for demonstrating that a project is active (see above), evidence of a project's active maintenance includes the following: 122 | 123 | - A maintainer attends yearly OBF public board meetings or BOSC to provide a project update. 124 | - Posting a project update on the OBF blog. 125 | - Updates on the project's main code repository or website. 126 | - Participation in GSoC, whether under the OBF umbrella or not. 127 | 128 | Affiliated OBF projects that have not been actively maintained for over twelve months may have their affiliation status archived as a result of a review by the OBF Board of Directors. The OBF Board of Directors will conduct such reviews in regular intervals, and will make reasonable efforts to contact the project maintainers before taking action. 129 | 130 | ## Pre-existing OBF Projects Granted Affiliated Status 131 | 132 | The projects considered OBF member projects prior to enactment of this policy are granted Affiliated OBF Project status. These projects are the so-called Bio\* Projects, which consist of [BioPerl], [Biopython], [BioJava], [BioRuby], [BioSQL]; [DAS] (Distributed Annotation System); and [EMBOSS] (European Molecular Biology Open Software Suite). 133 | 134 | ## Dispute and Board Veto 135 | 136 | Any dispute on votes or current affiliation status of a project must 137 | be brought before the OBF Board of Directors, who will arbitrate, if 138 | necessary by public meeting and vote. The Board's decision is final 139 | and binding. 140 | 141 | The OBF Board of Directors may, at its discretion, veto, instate, or 142 | terminate a project's official affiliation status, if the Board determines 143 | the need to do so. It is expected that the Board will do so in public 144 | session, whether at an annual Board meeting, or at a specifically 145 | convened one. 146 | 147 | [BOSC]: https://www.open-bio.org/events/bosc/ 148 | [BioPerl]: http://www.bioperl.org/ 149 | [Biopython]: http://www.biopython.org/ 150 | [BioJava]: http://www.biojava.org/ 151 | [BioRuby]: http://www.bioruby.org/ 152 | [BioSQL]: http://www.biosql.org/ 153 | [DAS]: http://www.biodas.org/ 154 | [EMBOSS]: http://emboss.open-bio.org/ 155 | [GSoC]: https://summerofcode.withgoogle.com/ 156 | -------------------------------------------------------------------------------- /Affiliated-project-FAQ.md: -------------------------------------------------------------------------------- 1 | # Open Bioinformatics Foundation affiliated and core project FAQ 2 | 3 | ## Q: How do I apply to become an Affiliated or Candidate OBF Project? 4 | 5 | Assuming your project meets, or intends to soon meet, all of the requirements in 6 | our [affiliated project policy](Affiliated-Project-Policy.md), please 7 | [create a GitHub issue](https://github.com/OBF/obf-docs/issues/new?labels=candidate-project-application&template=candidate-project-application.md) with the following details: 8 | 9 | - URL of the project 10 | - Contact information for the project maintainers 11 | - Proof of compliance with Affiliate Status requirements where possible, e.g. 12 | licence, code of conduct, etc. or plan to implement any missing requirements in the near future. 13 | 14 | Filling out and submitting this issue template constitutes a formal request to be put on the next ballot for voting on OBF affiliation status. If your project has not previously been affiliated with the OBF, your application is for attaining Candidate OBF Project status. If your project is currently a Candidate OBF Project, then your application is for attaining Affiliated OBF Project status. 15 | 16 | You can also feel free to drop us a line if you have questions about your 17 | eligibility before applying. 18 | 19 | ## Q: Why apply for affiliate status? Are there benefits or obligations? 20 | 21 | A: The **benefits** of affiliate status include access to umbrella 22 | resources such as domain / site hosting, mailing list 23 | hosting, a community of active open source developers, and a 24 | tremendous pool of open-source collaborative development 25 | know-how. Furthermore, affiliate status officially signifies that a 26 | project has met certain requirements promoting community and 27 | collaboration, which may improve its ability to attract more users as 28 | well as potential developers. Finally, OBF, through its fiscal sponsor 29 | [SPI], can sustainably hold assets on behalf of a project, such as 30 | domain names, and financial assets, in a way that is robust to changes 31 | in the project's (and even OBF's) leadership, and that does not risk 32 | tax implications for an individual. 33 | 34 | The **obligations** of affiliate status are few - primarily projects must 35 | remain active and maintain a good standing within the community, e.g. by 36 | enforcing their code of conduct if necessary. 37 | 38 | ## Q: Can I sign my project over to the OBF's ownership? 39 | 40 | A: The OBF is primarily a home for projects that are actively maintained. If 41 | you fear your project doesn't have enough community contributors we can share 42 | a call for contributors within the OBF community, but the OBF does not provide 43 | software maintenance services. 44 | 45 | If by _signing over ownership_ you only mean assigning intellectual 46 | property rights (in particular, copyright) for a project's source code 47 | artifacts to the OBF, please [contact the OBF Board](mailto:board@open-bio.org). 48 | Note that due to OBF's current status as an [SPI]-associated project, 49 | this would have to mean to assign copyright to the SPI. Note also that 50 | currently OBF does not own any 51 | intellectual property rights in any of its member projects, neither directly nor through the SPI. 52 | 53 | ## Q: I'm interested in taking donations for my project, or I've recently received a grant. Can the OBF handle my cash flow? 54 | 55 | A: The OBF can accept donations and grants on behalf of its member 56 | projects through SPI, the OBF's fiscal sponsor. The OBF also can, 57 | again through SPI, request the disbursement of funds earmarked for a 58 | member project. Management of cash flow with a high rate of 59 | transactions, will, however, likely exceed the capacity of SPI's 60 | (almost entirely volunteer) financial administrators, and we therefore 61 | advise projects expecting this need to apply independently for fiscal 62 | sponsorship. Organisations providing fiscal sponsorship for software 63 | projects include [SPI], [Software Freedom Conservancy], [NumFocus], and [OpenCollective]. 64 | 65 | [SPI]: https://www.spi-inc.org/ 66 | [Software Freedom Conservancy]: https://sfconservancy.org 67 | [NumFocus]: https://www.numfocus.org/ 68 | [OpenCollective]: https://opencollective.com/ 69 | -------------------------------------------------------------------------------- /Donation-info-for-SPI.md: -------------------------------------------------------------------------------- 1 | Accepting Donations Through SPI 2 | ------------------------------- 3 | 4 | In order to accept donations for OBF online, [SPI](http://www.spi-inc.org) needs the following information (to be submitted to treasurer@spi-inc.org, see [template](http://www.spi-inc.org/treasurer/newprojects/)): 5 | 6 | 1. **E-mail address where donation notifications should be sent.** 7 | donations@open-bio.org 8 | 2. **Donation description:** 9 | Donation to support the Open Bioinformatics Foundation (O|B|F) and its member projects. O|B|F is volunteer-run and dedicated to promoting the practice and philosophy of Open Source software development and Open Science within the life sciences. Member projects include the widely used Bio* and EMBOSS programming toolkits. O|B|F runs the annual Bioinformatics Open Source Conference (BOSC); participates as an umbrella organization in the Google Summer of Code program; and organizes developer-centric "Hackathon" events. Your contribution helps O|B|F to fund activities towards maintaining, nurturing, and growing a vibrant community of people committed to developing reusable open-source software for advancing biological research. 10 | 3. **Receipt message (up to 800 characters).** 11 | Thank you for your contribution to support the Open Bioinformatics Foundation, its mission, and its member project communities. 12 | 4. **Do you want a donation URL that only lists your project.** Yes, if possible. 13 | 14 | -------------------------------------------------------------------------------- /Financial-Reports/Financial report 2013.md: -------------------------------------------------------------------------------- 1 | # Financial Report for FY 2013 2 | 3 | This is a report about OBF's financial assets and transactions during OBF's 2013 financial year. The financial year for OBF goes from December to November of the following year, and hence this report covers the period from December 2012 to November 2013. 4 | 5 | ## Summary 6 | 7 | | Item | Amount | 8 | |:----------------------------|---------------:| 9 | | **Starting Balance** | **$38,498.42** | 10 | | Income | $2,182.22 | 11 | | Programmatic expenses | _($1,195.45)_ | 12 | | SPI fees | _($103.04)_ | 13 | | **Ending Balance** | **$39,382.15** | 14 | | Encumbrances | _($2,245.13)_ | 15 | | **Unencumbered Balance** | **$37,137.02** | 16 | |-----------------------------|----------------| 17 | | BOSC Escrow Account | $20,915.53 | 18 | |**Total financial assets** | **$60,297.68** | 19 | |**Total unencumbered assets**| **$58,052.55** | 20 | 21 | Encumbrances come from unpaid liabilities and similar commitments already incurred, but not yet paid. 22 | 23 | ## Financial asset transfer 24 | 25 | As of April 1, 2013, OBF does not maintain its own bank accounts anymore. All of OBF's financial assets have been transferred to, and are now managed by Software in the Public Interest ([SPI]), a fiscal sponsorship organization for open-source projects with which OBF became an associated project in October 2012. 26 | 27 | The balance transferred (and thus the starting balance at SPI) was $37,386.45. The biows.* domain name costs and Raoul B.'s 2012 GSoC Summit travel costs (see below) were reimbursed prior to transfer. 28 | 29 | ## Income 30 | 31 | | Item |Date(s)| Amount | 32 | |:--------------------------------------------|:-----:|----------:| 33 | | Donation (for biows.* domain names) | 4/20 | $60.86 | 34 | | Donation (for biows.* domain names) | 4/29 | $121.36 | 35 | | Donation (for 2012 BOSC Travel Fellowships) | 9/18 | $1,000.00 | 36 | | Donation (for 2013 BOSC Travel Fellowships) | 9/18 | $1,000.00 | 37 | 38 | Total income: **$2,182.22** 39 | 40 | Total income earmarked for FY 2013 programmatic activities: $1,182.22 41 | 42 | ## Expenses 43 | 44 | Note: expenses incurred (and reimbursed) before transferring our assets to SPI are not individually called out here. Also, this does not include expenses incurred on behalf of OBF but not yet reimbursed. 45 | 46 | | Item |Date(s)| Amount | 47 | |:--------------------------------------------|:-----:|----------:| 48 | | biows.* domain names (reimb. to HilmarL) | 3/15 | $60.86 | 49 | | 2012 GSoC summit Raoul B. (reimb. to ChrisD)| 3/15 | $1,051.11 | 50 | | Processing fees for donations/expenses | | $83.48 | 51 | |---------------------------------------------|-------|-----------| 52 | | SPI 5% fees | | $103.04 | 53 | 54 | The 2012 GSoC summit travel expenses for Raoul B. were incurred, and paid by ChrisD in FY 2012, but reimbursed to ChrisD only in 2013. 55 | 56 | Totals for FY 2013: 57 | + Total programmatic expenses paid: $1,195.45 58 | + Total expenses: $1,298.49 59 | 60 | ## Encumbrances 61 | 62 | Encumbrances are unpaid liabilities and other financial commitments already incurred, but not yet paid. This includes expenses paid by, but not yet reimbursed to Board members and other persons authorized to make payments on behalf of the OBF. 63 | 64 | | Item | Date(s) | Amount | 65 | |:-------------------------------|:-----------------:|----------:| 66 | | Biomoby.org renewal | 9/29 | $10.00 | 67 | | Biosoap.org renewal & transfer | 10/2 | $10.48 | 68 | | BioR.org renewal | 11/3 | $10.00 | 69 | | Amazon Hosting | Dec 2012-Nov 2013 | $2,214.65 | 70 | 71 | Total encumbrances: $2,245.13 72 | 73 | ## BOSC 2013 74 | 75 | | Item | Amount | 76 | |:------------------------|---------------:| 77 | | **Starting Balance** | **$19,213.61** | 78 | | BOSC Profit share | $ 7,376.68 | 79 | | Programmatic Activities | _($ 5,674.76)_ | 80 | | **Ending Balance** | **$20,915.53** | 81 | |-------------------------|----------------| 82 | | BOSC Income | $33,961.77 | 83 | | BOSC Expenses | _($19,208.43)_ | 84 | | **BOSC Surplus** | **$15,753.35** | 85 | 86 | _Programmatic Activities_ are BOSC/OBF-sponsored activities that go beyond operational activities and logistics already managed and thus covered by ISMB, and includes travel awards, comp'ed registrations, and speaker support. For BOSC 2013, these include the following: 87 | 88 | - 12 comp'ed registrations: $2,142.34 89 | - Keynote speaker reimbursements: $3,032.42 90 | - Student travel awards: $ 500.00 91 | 92 | [SPI]: http://spi-inc.org 93 | -------------------------------------------------------------------------------- /Financial-Reports/Financial report 2014.md: -------------------------------------------------------------------------------- 1 | # Financial Report for FY 2014 2 | 3 | This is a report about OBF's financial assets and transactions during OBF's 2014 financial year. The financial year for OBF goes from December to November of the following year, and hence this report covers the period from December 2013 to November 2014. 4 | 5 | ## Summary 6 | 7 | | Item | Amount | 8 | |-----------------------------|---------------:| 9 | | **Starting Balance** | **$39,376.08** | 10 | | Income | $ 7,482.00 | 11 | | Expenses | _($ 2,289.16)_ | 12 | | SPI fees | _($ 49.94)_ | 13 | | **Ending Balance** | **$44,518.98** | 14 | | Encumbrances | _($ 2,982.94)_ | 15 | |**Unencumbered Balance** | **$41,536.04** | 16 | |-----------------------------|----------------| 17 | | BOSC Escrow Account | $12,617.25 | 18 | |**Total financial assets** | **$57,136.23** | 19 | |**Total unencumbered assets**| **$54,153.29** | 20 | 21 | Encumbrances come from unpaid liabilities and similar commitments already incurred, but not yet paid. 22 | 23 | ## OBF under financial sponsorship 24 | 25 | As of April 1, 2013, OBF does not maintain its own bank accounts anymore. All of OBF's financial assets have been transferred to, and are now managed by Software in the Public Interest ([SPI]), a fiscal sponsorship organization for open-source projects with which OBF became an associated project in October 2012. 26 | 27 | ## Income 28 | 29 | | Item |Date(s)| Amount | 30 | |:--------------------------------------------|:-----:|----------:| 31 | | Sponsorship of 2014 BOSC | 3/26 | $ 500 | 32 | | Sponsorship of 2014 BOSC (./. $18 wire fee) | 3/31 | $ 982 | 33 | | Sponsorship of 2014 BOSC | 5/28 | $5,000 | 34 | | Sponsorship of 2014 BOSC | 9/27 | $1,000 | 35 | 36 | Sponsorships were from Harbinger Partners, GigaScience, Google, and 37 | Curoverse. Another sponsorship commitment, from Eagle Genomics, was 38 | received in cash only in Jan 2015, and is hence not accounted for in 39 | FY 2014. 40 | 41 | The Google Summer of Code Mentoring Organization payment for OBF's 42 | 2014 GSoC participation ($3,000 mentor stipends, plus 791.99 GSoC 43 | summit travel reimbursement) was only received in Feb 2015, and hence 44 | is not accounted for in FY 2014. 45 | 46 | Total income: $7,482 47 | 48 | ## Expenses 49 | 50 | | Item |Date(s)| Amount | 51 | |:--------------------------------------------|:-----:|----------:| 52 | | Amazon Hosting Dec 2012-Nov 2013 | 1/2 | $2,214.65 | 53 | | Biomoby.org renewal (incurred 9/29/2013) | 1/2 | $10.00 | 54 | | BioR.org renewal (incurred 11/3/2013) | 1/2 | $10.00 | 55 | | BioPerl.org renewal | 1/2 | $10.00 | 56 | | Biocpp.{org,net,com} renewal | 3/9 | $34.51 | 57 | | Biosoap.org transfer (incurred 10/2/2013 | 3/17 | $10.00 | 58 | |---------------------------------------------|-------|-----------| 59 | | SPI 5% fees | | $ 49.94 | 60 | 61 | The actual renewal cost for Biosoap.org was $10.48, but the 62 | reimbursement request erroneously only asked for $10.00. The 63 | difference of $0.48 is considered forfeited by the reimbursed Board 64 | member (Lapp). 65 | 66 | Totals for FY 2014: 67 | + Total programmatic expenses paid: $2,289.16 68 | + Total expenses: $2,339.10 69 | 70 | ## Encumbrances 71 | 72 | Encumbrances are unpaid liabilities and other financial commitments already incurred, but not yet paid. This includes expenses paid by, but not yet reimbursed to Board members and other persons authorized to make payments on behalf of the OBF. 73 | 74 | | Item | Date(s) | Amount | 75 | |:-------------------------------|:-----------------:|----------:| 76 | | Biosql.org renewal | 4/13 | $10.00 | 77 | | Biosql.org reinstatement fee | 4/13 | $25.99 | 78 | | Open-bio.org renewal | 8/16 | $10.00 | 79 | | Biopython.org renewal | 8/16 | $10.00 | 80 | | Biosoap.org renewal | 10/8 | $11.48 | 81 | | BioR.org renewal | 10/18 | $10.00 | 82 | | BioPerl.org renewal | 11/28 | $10.00 | 83 | | Amazon Hosting | Dec 2013-Nov 2014 | $2,074.47 | 84 | | GSoC Mentor Summit Travel | 7/18 | $821.00 | 85 | 86 | Total encumbrances: $2,982.94 87 | 88 | ## BOSC 2014 89 | 90 | | Item | Amount | 91 | |:------------------------|---------------:| 92 | | **Starting Balance** | **$20,915.53** | 93 | | BOSC Profit share | $ 3,311.99 | 94 | | Programmatic Activities | _($11,610.27)_ | 95 | | **Ending Balance** | **$12,617.25** | 96 | |-------------------------|----------------| 97 | | BOSC Income | $26,160.00 | 98 | | BOSC Expenses | _($19,536.03)_ | 99 | | **BOSC Surplus** | **$ 6,623.97** | 100 | 101 | _Programmatic Activities_ are BOSC/OBF-sponsored activities that go beyond operational activities and logistics already managed and thus covered by ISMB, and includes travel awards, comp'ed registrations, and speaker support. For BOSC 2014, these include the following: 102 | 103 | - 12 comp'ed registrations: $1,600.00 104 | - Keynote speaker reimbursements: $ 809.54 105 | - Committee chair travel: $1,581.11 106 | - Student travel awards: $1,480.61 107 | - Videos for talks: $4,000.00 108 | - Codefest expenses: $2,092.01 109 | - Misc. fees (wire etc): $ 47.00 110 | 111 | [SPI]: http://spi-inc.org 112 | -------------------------------------------------------------------------------- /Financial-Reports/report-template.md: -------------------------------------------------------------------------------- 1 | # Financial Report for FY YYYY 2 | 3 | This is a report about OBF's financial assets and transactions during OBF's YYYY financial year. The financial year for OBF goes from December to November of the following year, and hence this report covers the period from December YYYY to November YYYY. 4 | 5 | ## Summary 6 | 7 | | Item | Amount | 8 | |-----------------------------|---------------:| 9 | | **Starting Balance** | **$NN,NNN.NN** | 10 | | Income | $NN,NNN.NN | 11 | | Expenses | _($NN,NNN.NN)_ | 12 | | SPI fees | _($NN,NNN.NN)_ | 13 | | **Ending Balance** | **$NN,NNN.NN** | 14 | | Encumbrances | _($NN,NNN.NN)_ | 15 | |**Unencumbered Balance** | **$NN,NNN.NN** | 16 | |-----------------------------|----------------| 17 | | BOSC Escrow Account | $NN,NNN.NN | 18 | |**Total financial assets** | **$NN,NNN.NN** | 19 | |**Total unencumbered assets**| **$NN,NNN.NN** | 20 | 21 | Encumbrances come from unpaid liabilities and similar commitments already incurred, but not yet paid. 22 | 23 | ## OBF under financial sponsorship 24 | 25 | As of April 1, 2013, OBF does not maintain its own bank accounts anymore. All of OBF's financial assets have been transferred to, and are now managed by Software in the Public Interest ([SPI]), a fiscal sponsorship organization for open-source projects with which OBF became an associated project in October 2012. 26 | 27 | ## Income 28 | 29 | | Item |Date(s)| Amount | 30 | |:--------------------------------------------|:-----:|----------:| 31 | | | | | 32 | | | | | 33 | | | | | 34 | 35 | Total income: 36 | 37 | ## Expenses 38 | 39 | | Item |Date(s)| Amount | 40 | |:--------------------------------------------|:-----:|----------:| 41 | | | | | 42 | | | | | 43 | | | | | 44 | |---------------------------------------------|-------|-----------| 45 | | SPI 5% fees | | $NNN.NN | 46 | 47 | Totals for FY YYYY: 48 | + Total programmatic expenses paid: $N,NNN.NN 49 | + Total expenses: $N,NNN.NN 50 | 51 | ## Encumbrances 52 | 53 | Encumbrances are unpaid liabilities and other financial commitments already incurred, but not yet paid. This includes expenses paid by, but not yet reimbursed to Board members and other persons authorized to make payments on behalf of the OBF. 54 | 55 | | Item | Date(s) | Amount | 56 | |:-------------------------------|:-----------------:|----------:| 57 | | | | | 58 | | | | | 59 | | | | | 60 | 61 | Total encumbrances: 62 | 63 | ## BOSC YYYY 64 | 65 | | Item | Amount | 66 | |:------------------------|---------------:| 67 | | **Starting Balance** | **$NN,NNN.NN** | 68 | | BOSC Profit share | $ N,NNN.NN | 69 | | Programmatic Activities | _($ N,NNN.NN)_ | 70 | | **Ending Balance** | **$NN,NNN.NN** | 71 | |-------------------------|----------------| 72 | | BOSC Income | $NN,NNN.NN | 73 | | BOSC Expenses | _($NN,NNN.NN)_ | 74 | | **BOSC Surplus** | **$NN,NNN.NN** | 75 | 76 | _Programmatic Activities_ are BOSC/OBF-sponsored activities that go beyond operational activities and logistics already managed and thus covered by ISMB, and includes travel awards, comp'ed registrations, and speaker support. For BOSC YYYY, these include the following: 77 | 78 | - NN comp'ed registrations: $N,NNN.NN 79 | - Keynote speaker reimbursements: $N,NNN.NN 80 | - Student travel awards: $ NNN.NN 81 | 82 | [SPI]: http://spi-inc.org 83 | -------------------------------------------------------------------------------- /OBF Bylaws.html: -------------------------------------------------------------------------------- 1 |

Open 3 | Bioinformatics Foundation (OBF) Bylaws:
Membership, Nomination To 4 | And Election Of The Board

5 |

ARTICLE I - MEMBERSHIP

6 |
    7 |
  1. Any individual, business or organization having an interest in the 8 | objectives of the OBF shall be eligible to apply for membership.
    2. 9 |
  2. The OBF shall have 2 (two) classes of membership. All members in 10 | good standing are voting members. Members are in good standing if they 11 | meet the membership eligibility requirements and paid their current and 12 | past due membership dues in full. 13 |
      14 |
    1. Individual Membership - refers to individuals who are developers or 15 | users of one or more projects under the umbrella of the OBF.
      2. 16 |
    2. Business Membership - refers to individuals who are the designated 17 | representative of a business that has an interest in the OBF’s 18 | objectives.
      3. 19 |
    3. 20 |
  3. No person shall hold more than one membership in the OBF.
    4. 21 |
  4. An individual, business, or organization shall have been a member of 22 | the OBF for at least 30 (thirty) days before becoming eligible to 23 | vote.
    5. 24 |
  5. Dues. 25 |
      26 |
    1. The Board of Directors may propose and decide on whether membership 27 | requires paying dues, and the amount of such membership dues.
      2. 28 |
    2. Any individual, business, or organization qualified for membership 29 | under Article I, Items 2a and 2b shall become a member upon receipt of 30 | an application and upon payment of the first annual dues, if any. Amount 31 | of dues shall be determined on the basis of the membership class.
      3. 32 |
    3. Dues shall be payable for the first calendar year on admission to 33 | membership and annually thereafter on the first of January.
      4. 34 |
    4. Dues shall not be prorated.
      5. 35 |
    6. 36 |
  6. No member of the OBF shall be held liable for the debts, obligations 37 | or liabilities of OBF solely because of their membership. Memberships 38 | shall be non-assessable.
    7. 39 |
  7. Neither membership in the OBF nor any rights of membership shall be 40 | transferred for value or otherwise.
    8. 41 |
  8. Membership and the rights of membership shall automatically 42 | terminate on receipt of a note of resignation.
    9. 43 |
  9. In all its activities, the OBF shall not discriminate against any 44 | person on account of race, color, creed, sex, sexual orientation, 45 | national origin, physical disability, marital status, age, or choice of 46 | programming language or operating system.
    10. 47 |
48 |

ARTICLE II - MEETINGS

49 |
    50 |
  1. OBF Board Of Directors meetings shall be open to the public and 51 | shall be held at any physical venue, or through an online medium or a 52 | conference call, that can be joined by the public.
    2. 53 |
  2. Board of Director candidates will be elected at a public meeting of 54 | the Board of Directors.
    3. 55 |
  3. Special meetings of the Board Of Directors may be called at any time 56 | by a majority of the Board of Directors upon 10 (ten) days notification. 57 | Special meetings will typically not be held in a physical location.
    4. 58 |
  4. Meeting Notification 59 |
      60 |
    1. Notice of Board Of Director meetings shall be emailed to each member 61 | at least 10 (ten) days, but not more than 60 (sixty) days prior to such 62 | meetings. Members must provide an electronic email address to be 63 | notified. Alternatively, the Board may require members to subscribe to 64 | an email list to which this and other Board announcements will be 65 | posted.
      2. 66 |
    2. In the case of a special meeting, the purpose of the meeting shall 67 | be stated and no other business shall be conducted at said meeting.
      3. 68 |
    5. 69 |
  5. Quorum. 70 |
      71 |
    1. In elections involving the general membership, a turn-out of at 72 | least 10% (ten percent) of the voting members shall constitute a quorum 73 | for the purpose of conducting the business of the OBF.
      2. 74 |
    2. In votes of the Board Of Directors, the presence of the greater of 75 | 75% of the board members or 4 (four) directors shall constitute a quorum 76 | for the purpose of conducting the business of the OBF.
      3. 77 |
    6. 78 |
  6. Voting. 79 |
      80 |
    1. Each regular member and each business membership is entitled to one 81 | vote (after having become eligible to vote—Article I, Items 4 and 5b) on 82 | each matter submitted to a vote of the members. An individual shall not 83 | vote once as an individual and again as a designated representative of a 84 | member organization or business.
      2. 85 |
    2. A majority vote shall be required to pass items submitted to the 86 | general membership except in the case of bylaw revisions and removal of 87 | directors (Article III, Item 4).
      3. 88 |
    3. Voting by proxy shall not be allowed.
      4. 89 |
    4. Cumulative voting shall not be allowed.
      5. 90 |
    7. 91 |
92 |

ARTICLE III - BOARD OF 93 | DIRECTORS

94 |
    95 |
  1. The Board of Directors shall consist of President, Vice President, 96 | Treasurer, and additional Board Members at Large. The number of Board 97 | Members at Large is decided by majority vote of the current Board of 98 | Directors and may be proposed by either the general membership or a 99 | Board Member.
    2. 100 |
  2. Term of Office. 101 |
      102 |
    1. The term of office for Directors shall begin after the conclusion of 103 | the Board meeting at which they are elected.
      2. 104 |
    2. Directors shall serve for a term of 3 (three) years and shall hold 105 | office until their successors’ terms begin.
      3. 106 |
    3. Directors may be elected to and serve another consecutive term upon 107 | the end of their term of office (see Article IV).
      4. 108 |
    3. 109 |
  3. A majority of Directors shall, at its option, declare the seat of a 110 | Director to be vacant if that Director is absent for 2 (two) consecutive 111 | Board meetings (as defined in Article II), or fails to remain a member 112 | in good standing for a period of more than 4 (four) weeks.
    4. 113 |
  4. Any Director shall be removed by a 2/3 (two thirds) majority vote of 114 | the Board of Directors.
    5. 115 |
  5. All resignations from the Board shall be presented in writing, 116 | whether in electronic or paper form, to the Board of Directors.
    6. 117 |
  6. Removed.
    7. 118 |
  7. The duties for each Board Officer shall be, but are not limited to: 119 |
      120 |
    1. President 121 |
        122 |
      1. Serve as Chief Executive Officer of the OBF
        2. 123 |
      2. Preside at all Board and General Membership meetings
        3. 124 |
      3. Interpret and rule on procedural matters at all meetings
        4. 125 |
      4. Appoint special committees and committee members as necessary
        5. 126 |
      5. Assume responsibility for the preparation of agendas for General 127 | Membership meeting
        6. 128 |
      2. 129 |
    2. Vice President 130 |
        131 |
      1. Record the proceedings of all meetings and maintain a file of those 132 | minutes
        2. 133 |
      2. Maintain a file of all OBF business
        3. 134 |
      3. Prepare meeting minutes for Board meetings (as defined in Article 135 | II)
        4. 136 |
      4. Maintain a master file of all reports, minutes, correspondence, and 137 | documents
        5. 138 |
      5. Considered to be the OBF’s Secretary if required by external 139 | parties
        6. 140 |
      6. Deputise for the President, taking on their role when the President 141 | is unavailable
        7. 142 |
      3. 143 |
    3. Treasurer 144 |
        145 |
      1. Monitor all expenditures of the OBF and its committees
        2. 146 |
      2. Account for all monies received by the OBF and its committees
        3. 147 |
      3. Provide an annual balance sheet for the OBF and keep the Board 148 | informed as to the fiscal status of OBF.
        4. 149 |
      4. Prepare an annual budget
        5. 150 |
      5. Serve in the role of Project Liaison, with the rights and 151 | obligations conveyed by this role, to Software in the Public Interest, 152 | Inc. (SPI), while OBF is an associated project of SPI.
        6. 153 |
      4. 154 |
    4. Board Member(s) at Large 155 |
        156 |
      1. Assist the other Board Members as needed.
        2. 157 |
      5. 158 |
    8. 159 |
  8. The Board of Directors shall hold at least 1 (one) meeting per year, 160 | at a time and place set by Board members. Additional meetings shall be 161 | called at the discretion of the President or at the written request of a 162 | majority of Board members. Such meetings must meet the requirements set 163 | forth in Article II (see Items 1 and 4).
    9. 164 |
  9. The Board of Directors may, upon a vote of the majority of the 165 | attending Directors, and provided the quorum is met, adjourn a Board 166 | meeting and reconvene in an Executive Session to discuss and vote upon 167 | personnel matters, litigation in which OBF is or may be involved, and 168 | other matters of business of a similar nature. Only members of the Board 169 | of Directors shall be entitled to attend Executive Sessions. The nature 170 | of any and all business to be considered in the Executive Session shall 171 | first be announced in open, public, session.
    10. 172 |
  10. Each member of the Board shall have one vote at Board meetings. For 173 | approval ballots, each Board member shall have as many votes as 174 | candidates on the ballot, but cast at most one vote per candidate.
    11. 175 |
  11. The Board of Directors shall receive no compensation for any service 176 | which may be rendered to the OBF. Since directors receive no 177 | compensation, they shall under no circumstances be personally or jointly 178 | financially liable for any decision made in good faith on behalf of the 179 | OBF.
    12. 180 |
181 |

ARTICLE IV - NOMINATIONS 182 | AND ELECTIONS

183 |
    184 |
  1. Nominations 185 |
      186 |
    1. Nominations for the Board of Directors may be made by the general 187 | membership at any time throughout the year by email to any Board 188 | Member.
      2. 189 |
    2. The names of Board Member candidates shall be presented to the 190 | general membership prior to holding the election, with at least the same 191 | advance notification period as pertains to public Board meetings (see 192 | Article II, Item 4).
      3. 193 |
    2. 194 |
  2. Elections of officers and Directors shall be held at a public Board 195 | of Directors meeting. Elections to the three Officer positions by the 196 | membership may also be held during a time of no more than the four weeks 197 | leading up to a public Board of Directors meeting. Nominations made at 198 | least 60 (sixty) days prior to a public meeting are eligible for 199 | inclusion on the election ballot at that meeting. This requirement may 200 | be waived by the majority of the Board of Directors.
    3. 201 |
  3. Voting. 202 |
      203 |
    1. Voting for the Board of Directors shall be by electronic or paper 204 | ballot. The President or Vice President shall prepare the ballot of 205 | candidates to be used for the purpose of voting.
      2. 206 |
    2. Voting shall be by Approval Vote. All nominees will be on the 207 | ballot, and each Director or member may cast as many votes as nominees, 208 | but at most one vote for each nominee. A nominee must receive a majority 209 | of votes (or ‘Yes’ votes) to win a seat. If there are more than one 210 | nominees for an office, or more nominees than seats to fill, the nominee 211 | or nominees with the highest number of votes (or ‘Yes’ votes) win the 212 | seats to be filled.
      3. 213 |
    3. Only the three Officers (see Article II, Items 2 and 8) may be 214 | elected by the general membership. The Board Members at Large shall be 215 | elected by the Board of Directors.
      4. 216 |
    4. Ties in elections shall be broken by the President.
      5. 217 |
    5. Ballots submitted to the general membership shall be secret. Board 218 | of Director votes for Directors shall be secret.
      6. 219 |
    4. 220 |
  4. If a current Board Member at Large is nominated and elected officer, 221 | their previous Board seat becomes vacant and therefore available for 222 | election, unless the Board also decides to reduce the size of the 223 | Board.
    5. 224 |
  5. Members of the Board of Directors are eligible to vote in their role 225 | as part of the general membership in elections submitted to the general 226 | membership. In such elections, each director has as many votes as any 227 | other member.
    6. 228 |
  6. Qualifications 229 |
      230 |
    1. Nominees or appointees for Director positions (Board Members at 231 | Large) must be voting members of the OBF in good standing.
      2. 232 |
    2. Nominees or appointees for Officer positions must have been voting 233 | members of the OBF for a minimum of one year, be in good standing, and 234 | have previously served on the Board of Directors for a minimum of one 235 | year.
      3. 236 |
    3. The Board of Directors may waive qualification requirements at its 237 | discretion by unanimous consent of attending Directors, provided the 238 | quorum is met. If the membership requirement is waived for a nominee, 239 | the nominee automatically becomes a member upon election, and must meet 240 | all requirements to be in good standing within 4 (four) weeks after 241 | election.
      4. 242 |
    7. 243 |
  7. Removed.
    8. 244 |
  8. Paper ballots shall be counted by 2 (two) active members of the OBF 245 | selected by the President. Electronic ballots will be counted 246 | electronically.
    9. 247 |
  9. Election results shall be recorded and filed in the minutes.
    10. 248 |
249 |

ARTICLE V - BYLAW AMENDMENTS

250 |
    251 |
  1. These bylaws shall be amended by a 2/3 (two-thirds) majority vote of 252 | the Board of Directors at any public meeting of the Board, provided the 253 | quorum is met and that prior written or email notice has been given to 254 | the membership (as in Article II, Item 4).
    2. 255 |
  2. These bylaws shall be reviewed every 2 (two) years by a special 256 | committee convened by the Board of Directors.
    3. 257 |
258 | -------------------------------------------------------------------------------- /OBF Bylaws.md: -------------------------------------------------------------------------------- 1 | Open Bioinformatics Foundation (OBF) Bylaws:
Membership, Nomination To And Election Of The Board 2 | ======== 3 | 4 | ARTICLE I - MEMBERSHIP 5 | ------------------- 6 | 7 | 1. Any individual, business or organization having an interest in the objectives of the OBF shall be eligible to apply for membership. 8 | 2. The OBF shall have 2 (two) classes of membership. All members in good standing are voting members. Members are in good standing if they meet the membership eligibility requirements and paid their current and past due membership dues in full. 9 | a. Individual Membership - refers to individuals who are developers or users of one or more projects under the umbrella of the OBF. 10 | b. Business Membership - refers to individuals who are the designated representative of a business that has an interest in the OBF's objectives. 11 | 3. No person shall hold more than one membership in the OBF. 12 | 4. An individual, business, or organization shall have been a member of the OBF for at least 30 (thirty) days before becoming eligible to vote. 13 | 5. Dues. 14 | a. The Board of Directors may propose and decide on whether membership requires paying dues, and the amount of such membership dues. 15 | b. Any individual, business, or organization qualified for membership under Article I, Items 2a and 2b shall become a member upon receipt of an application and upon payment of the first annual dues, if any. Amount of dues shall be determined on the basis of the membership class. 16 | c. Dues shall be payable for the first calendar year on admission to membership and annually thereafter on the first of January. 17 | d. Dues shall not be prorated. 18 | 6. No member of the OBF shall be held liable for the debts, obligations or liabilities of OBF solely because of their membership. Memberships shall be non-assessable. 19 | 7. Neither membership in the OBF nor any rights of membership shall be transferred for value or otherwise. 20 | 8. Membership and the rights of membership shall automatically terminate on receipt of a note of resignation. 21 | 9. In all its activities, the OBF shall not discriminate against any person on account of race, color, creed, sex, sexual orientation, national origin, physical disability, marital status, age, or choice of programming language or operating system. 22 | 23 | ARTICLE II - MEETINGS 24 | ------------------ 25 | 26 | 1. OBF Board Of Directors meetings shall be open to the public and shall be held at any physical venue, or through an online medium or a conference call, that can be joined by the public. 27 | 2. Board of Director candidates will be elected at a public meeting of the Board of Directors. 28 | 3. Special meetings of the Board Of Directors may be called at any time by a majority of the Board of Directors upon 10 (ten) days notification. Special meetings will typically not be held in a physical location. 29 | 4. Meeting Notification 30 | a. Notice of Board Of Director meetings shall be emailed to each member at least 10 (ten) days, but not more than 60 (sixty) days prior to such meetings. Members must provide an electronic email address to be notified. Alternatively, the Board may require members to subscribe to an email list to which this and other Board announcements will be posted. 31 | b. In the case of a special meeting, the purpose of the meeting shall be stated and no other business shall be conducted at said meeting. 32 | 5. Quorum. 33 | a. In elections involving the general membership, a turn-out of at least 10% (ten percent) of the voting members shall constitute a quorum for the purpose of conducting the business of the OBF. 34 | b. In votes of the Board Of Directors, the presence of the greater of 75% of the board members or 4 (four) directors shall constitute a quorum for the purpose of conducting the business of the OBF. 35 | 6. Voting. 36 | a. Each regular member and each business membership is entitled to one vote (after having become eligible to vote—Article I, Items 4 and 5b) on each matter submitted to a vote of the members. An individual shall not vote once as an individual and again as a designated representative of a member organization or business. 37 | b. A majority vote shall be required to pass items submitted to the general membership except in the case of bylaw revisions and removal of directors (Article III, Item 4). 38 | c. Voting by proxy shall not be allowed. 39 | d. Cumulative voting shall not be allowed. 40 | 41 | ARTICLE III - BOARD OF DIRECTORS 42 | ---------------------------- 43 | 44 | 1. The Board of Directors shall consist of President, Vice President, Treasurer, and additional Board Members at Large. The number of Board Members at Large is decided by majority vote of the current Board of Directors and may be proposed by either the general membership or a Board Member. 45 | 2. Term of Office. 46 | a. The term of office for Directors shall begin after the conclusion of the Board meeting at which they are elected. 47 | b. Directors shall serve for a term of 3 (three) years and shall hold office until their successors' terms begin. 48 | c. Directors may be elected to and serve another consecutive term upon the end of their term of office (see Article IV). 49 | 3. A majority of Directors shall, at its option, declare the seat of a Director to be vacant if that Director is absent for 2 (two) consecutive Board meetings (as defined in Article II), or fails to remain a member in good standing for a period of more than 4 (four) weeks. 50 | 4. Any Director shall be removed by a 2/3 (two thirds) majority vote of the Board of Directors. 51 | 5. All resignations from the Board shall be presented in writing, whether in electronic or paper form, to the Board of Directors. 52 | 6. _Removed_. 53 | 7. The duties for each Board Officer shall be, but are not limited to: 54 | a. President 55 | (1) Serve as Chief Executive Officer of the OBF 56 | (2) Preside at all Board and General Membership meetings 57 | (3) Interpret and rule on procedural matters at all meetings 58 | (4) Appoint special committees and committee members as necessary 59 | (5) Assume responsibility for the preparation of agendas for General Membership meeting 60 | b. Vice President 61 | (1) Record the proceedings of all meetings and maintain a file of those minutes 62 | (2) Maintain a file of all OBF business 63 | (3) Prepare meeting minutes for Board meetings (as defined in Article II) 64 | (4) Maintain a master file of all reports, minutes, correspondence, and documents 65 | (5) Considered to be the OBF's Secretary if required by external parties 66 | (6) Deputise for the President, taking on their role when the President is unavailable 67 | c. Treasurer 68 | (1) Monitor all expenditures of the OBF and its committees 69 | (2) Account for all monies received by the OBF and its committees 70 | (3) Provide an annual balance sheet for the OBF and keep the Board informed as to the fiscal status of OBF. 71 | (4) Prepare an annual budget 72 | (5) Serve in the role of Project Liaison, with the rights and obligations conveyed by this role, to Software in the Public Interest, Inc. (SPI), while OBF is an associated project of SPI. 73 | d. Board Member(s) at Large 74 | (1) Assist the other Board Members as needed. 75 | 8. The Board of Directors shall hold at least 1 (one) meeting per year, at a time and place set by Board members. Additional meetings shall be called at the discretion of the President or at the written request of a majority of Board members. Such meetings must meet the requirements set forth in Article II (see Items 1 and 4). 76 | 9. The Board of Directors may, upon a vote of the majority of the attending Directors, and provided the quorum is met, adjourn a Board meeting and reconvene in an Executive Session to discuss and vote upon personnel matters, litigation in which OBF is or may be involved, and other matters of business of a similar nature. Only members of the Board of Directors shall be entitled to attend Executive Sessions. The nature of any and all business to be considered in the Executive Session shall first be announced in open, public, session. 77 | 10. Each member of the Board shall have one vote at Board meetings. For approval ballots, each Board member shall have as many votes as candidates on the ballot, but cast at most one vote per candidate. 78 | 11. The Board of Directors shall receive no compensation for any service which may be rendered to the OBF. Since directors receive no compensation, they shall under no circumstances be personally or jointly financially liable for any decision made in good faith on behalf of the OBF. 79 | 80 | ARTICLE IV - NOMINATIONS AND ELECTIONS 81 | ----------------------------------- 82 | 83 | 1. Nominations 84 | a. Nominations for the Board of Directors may be made by the general membership at any time throughout the year by email to any Board Member. 85 | b. The names of Board Member candidates shall be presented to the general membership prior to holding the election, with at least the same advance notification period as pertains to public Board meetings (see Article II, Item 4). 86 | 2. Elections of officers and Directors shall be held at a public Board of Directors meeting. Elections to the three Officer positions by the membership may also be held during a time of no more than the four weeks leading up to a public Board of Directors meeting. Nominations made at least 60 (sixty) days prior to a public meeting are eligible for inclusion on the election ballot at that meeting. This requirement may be waived by the majority of the Board of Directors. 87 | 3. Voting. 88 | a. Voting for the Board of Directors shall be by electronic or paper ballot. The President or Vice President shall prepare the ballot of candidates to be used for the purpose of voting. 89 | b. Voting shall be by Approval Vote. All nominees will be on the ballot, and each Director or member may cast as many votes as nominees, but at most one vote for each nominee. A nominee must receive a majority of votes (or 'Yes' votes) to win a seat. If there are more than one nominees for an office, or more nominees than seats to fill, the nominee or nominees with the highest number of votes (or 'Yes' votes) win the seats to be filled. 90 | c. Only the three Officers (see Article II, Items 2 and 8) may be elected by the general membership. The Board Members at Large shall be elected by the Board of Directors. 91 | d. Ties in elections shall be broken by the President. 92 | e. Ballots submitted to the general membership shall be secret. Board of Director votes for Directors shall be secret. 93 | 4. If a current Board Member at Large is nominated and elected officer, their previous Board seat becomes vacant and therefore available for election, unless the Board also decides to reduce the size of the Board. 94 | 5. Members of the Board of Directors are eligible to vote in their role as part of the general membership in elections submitted to the general membership. In such elections, each director has as many votes as any other member. 95 | 6. Qualifications 96 | a. Nominees or appointees for Director positions (Board Members at Large) must be voting members of the OBF in good standing. 97 | b. Nominees or appointees for Officer positions must have been voting members of the OBF for a minimum of one year, be in good standing, and have previously served on the Board of Directors for a minimum of one year. 98 | c. The Board of Directors may waive qualification requirements at its discretion by unanimous consent of attending Directors, provided the quorum is met. If the membership requirement is waived for a nominee, the nominee automatically becomes a member upon election, and must meet all requirements to be in good standing within 4 (four) weeks after election. 99 | 7. _Removed_. 100 | 8. Paper ballots shall be counted by 2 (two) active members of the OBF selected by the President. Electronic ballots will be counted electronically. 101 | 9. Election results shall be recorded and filed in the minutes. 102 | 103 | ARTICLE V - BYLAW AMENDMENTS 104 | --------------------------- 105 | 106 | 1. These bylaws shall be amended by a 2/3 (two-thirds) majority vote of the Board of Directors at any public meeting of the Board, provided the quorum is met and that prior written or email notice has been given to the membership (as in Article II, Item 4). 107 | 2. These bylaws shall be reviewed every 2 (two) years by a special committee convened by the Board of Directors. 108 | -------------------------------------------------------------------------------- /OBF Bylaws.pdf: -------------------------------------------------------------------------------- https://raw.githubusercontent.com/OBF/obf-docs/35ac9d34a5e07fb382d5f576f69de045c6e8cc04/OBF Bylaws.pdf -------------------------------------------------------------------------------- /README.md: -------------------------------------------------------------------------------- 1 | Official documents of the Open Bioinformatics Foundation 2 | ======== 3 | 4 | Documents maintained in markdown format may use an extension, as listed below. 5 | 6 | * `OBF Bylaws.md`: Uses [Pandoc](http://johnmacfarlane.net/pandoc/) markdown extensions. Conversion using the following command: 7 | 8 | $ pandoc -t html -o "OBF Bylaws.html" "OBF Bylaws.md" 9 | For generating the PDF use this: 10 | 11 | $ pandoc -o "OBF Bylaws.pdf" --latex-engine=$pdflatex "OBF Bylaws.md" 12 | where `$pdflatex` is `pdflatex` if it is in your path, or the full path to `pdflatex` otherwise. 13 | 14 | * `Donation-info-for-SPI.md`: plain markdown 15 | * `Travel_fellowships.md`: plain markdown 16 | * `Affiliated-Project-Policy.md`: plain markdown 17 | -------------------------------------------------------------------------------- /Travel_fellowships.md: -------------------------------------------------------------------------------- 1 | # Open Bioinformatics Foundation Event Fellowships 2 | 3 | The Open Bioinformatics Foundation ([OBF](https://www.open-bio.org)) promotes open source bioinformatics software development and open science in the biological research community. 4 | The OBF Event Fellowship program is aimed at increasing diverse participation and representation at events promoting open science practices such as open source software and resource development in the bioinformatics and biological research community. 5 | 6 | These fellowships are available to support both in-person and remote (virtual) participation at events such as conferences, workshops, training courses or collaborative development sprints. 7 | 8 | This document is the official rules and procedures. We introduce the [Events Awards](https://www.open-bio.org/event-awards/) on our website, which also has [blog posts from past awardees](https://www.open-bio.org/category/travel-fellowship/) (a requirement, see below). 9 |  10 | ## Application deadlines 11 | 12 | There are three rounds of applications with the following **application deadlines**: 13 | 14 | - Round-1: 1 April 15 | - Round-2: 1 August 16 | - Round-3: 1 December 17 | 18 | The calls for applications are announced through a [blog post on the website](https://www.open-bio.org/blog/), [official mailing list](https://mailman.open-bio.org/mailman/listinfo/open-bio-announce) and [Twitter](https://twitter.com/obf_news). 19 | 20 | ## Application form 21 | 22 | The applications are submitted for each round via [this application form](https://forms.gle/L96UvgCGMDgye7su9). 23 | 24 | We have created [a word template](https://docs.google.com/document/d/1tgzkHS84L8m3RwYoL7X86Axb6p_OiqNWaoJpiV4q8S0/edit?usp=sharing) of the form, which can be used for creating a draft of your application. 25 | Please make a copy or download this document as a '.docx' file. 26 | 27 | If Google Docs and Forms are not accessible from your geographical location, please email the fellowship chair to receive a template document by email. 28 | 29 | Applicants will be asked to supply the following information: 30 | 31 | ### Personal information 32 | 33 | Applicants are asked to provide personal information such as name, email address, career stage, and affiliation. 34 | This information will not be shared with the review panel but will be used by the fellowship chair to identify who the applicants are. 35 | 36 | ### Event and nature of participation 37 | 38 | In this part, applicants will be expected to provide information about the event they have selected to participate in. 39 | Requested details include the name of the event, event website, dates (should take place within 1 year from the application deadline), type of the event (conference, training, or other), and confirmation if the event is taking place in-person or online. 40 | Applicants should also describe the nature of their participation (presenter, attendee or other) and how it relates to open science practices or open source software. 41 | 42 | OBF Event Fellowships are intended to enable awardees to participate in events that promote open source bioinformatics and/or open science. 43 | We ask applicants to describe (maximum 250 words) how this event and their participation in it relate to these goals. 44 | 45 | ### Open Source Resources 46 | 47 | OBF promotes the development of open-source bioinformatics software, documentation, or other content useful for research communities. 48 | In this section, applicants are asked to provide a link to a repository to which they have contributed and evidence of open-source licensing. 49 | 50 | They are further expected to describe the project that their participation in the event involves (either because they are presenting, co-developing, or because the event involves activities around this topic). 51 | If they cannot provide links to specific resources and licenses, then they can describe how their participation furthers open science practices. 52 | 53 | ### Promoting diversity and representation 54 | 55 | One of the goals of the OBF fellowship is to enable and enhance active participation from groups otherwise underrepresented at the event or in the broader community, including but not limited to underrepresented country of residence or origin, ethnic background (historically underrepresented and other minority groups), career stages, sexuality, gender identity and expression, and people with disabilities. 56 | 57 | We ask applicants to describe how their participation in this event helps promote diversity and representation of members from marginalised and traditionally underrepresented groups in the _overall_ open source bioinformatics and/or open science communities. 58 | 59 | Note that applicants may have an answer to this question even if they are not personally a member of an underrepresented group. 60 | This section is important for the evaluation of their application. 61 | 62 | ### Justification for funding 63 | 64 | The OBF Event Fellowships are available for the awardees to cover conference registration fees and other participation-related costs of up to USD 1,500. 65 | 66 | Applicants are asked to provide details of expenses they hope to be reimbursed through the OBF Event fellowship. 67 | Here, they can provide as much detail as possible to help the review panel make a fair recommendation for the fellowship awardees. 68 | 69 | Please see the next section for more details. 70 | 71 | ## What does the event fellowship cover? 72 | 73 | The OBF Event Fellowships are available for the awardees to cover conference registration fees and other participation-related costs of up to USD 1,500. 74 | 75 | ### Items covered for in-person participation 76 | 77 | The fellowship can be used to cover conference registration fees and direct travel costs (such as travel insurance, airfare, train, metro, bus and taxi), hotel, poster printing (if presenting a poster at the conference), and/or child-care up to a value of USD 1,500. 78 | Note that rental car expenses and personal car mileage are not eligible for reimbursement. 79 | Lodging for earlier than the night before the first day of the event, or beyond the night the event ends, requires justification and is subject to Board approval. 80 | Expenses for food during the event are eligible up to a daily limit of USD 40. 81 | If the applicants anticipate that they would require more than USD 1,500 to attend the event, they should include that information in the application form. 82 | Please note that requests made for more than USD 1,500 may not be granted if not justified by the applicants. 83 | 84 | ### Items covered for remote participation 85 | 86 | The fellowship can be used to cover conference registration fees and the costs of small hardware (such as a microphone, speaker and webcam), childcare for the duration of the event and/or other supporting materials. 87 | 88 | The cost of remote participation will be evaluated on a case-by-case basis. 89 | For example, we are aware that due to the load-shedding issues in many developing countries, our applicants might need to pay for the fuel for the generator to keep their electricity running for the duration of the event. 90 | Similarly, the cost of high-speed internet may vary across countries and may also be requested by applicants from many developing countries. 91 | 92 | Applicants are eligible to apply for the cost of a communication platform only if they are hosting a virtual event and will require a paid subscription to access the necessary premium features of the software used in their event. 93 | When applying for the cost of hardware, please note that this fellowship will not cover the cost of buying laptops and computers. 94 | However, this fellowship may cover the rental cost of the large hardware (for example, a second screen) required to attend or host a virtual event. 95 | The cost will be capped to a maximum of USD 40 each for small hardware such as headphones, webcam, speaker, and/or microphone. 96 | If the cap is insufficient, applicants can describe their hardware needs in their application. 97 | 98 | ### Expenses and Cancellation 99 | 100 | All expenses require receipts to be eligible for reimbursement. 101 | We recommend you purchase travel insurance, and include this as part of your expenses claim. 102 | In the event of cancellation, we would expect to reimburse your travel insurance premium and any insurance excess fee (as long as the total reimbursement does not exceed the originally agreed award). 103 | 104 | If the awardee elects not to purchase travel insurance, any reimbursement is at the discretion of the Board. 105 | 106 | ## Review process 107 | 108 | ### Role of the fellowship chair (and review timeline) 109 | 110 | The fellowship chairs will make sure that the call for applications is announced at least four weeks before the deadline by updating the application form for each round, drafting a blog post, coordinating with the newsletter chair and receiving approval from the OBF board members. 111 | 112 | After the application period is over, chairs will coordinate with the OBF board members to invite volunteers to serve in the review panel and create all the required documents such as applications (assign alias and remove personal information) and reviewing form with rubrics to share with the panel. 113 | 114 | * In the first week after the deadline, the review panel will be asked to review all or selected applications (based on the number of applications for that round). 115 | * In the second week, the fellowship chair will conclude the review period and create a summary of the scores to discuss it with the board members to identify the awardees for that round. 116 | * In the third week, ideally chairs will decide on the selected and declined applications in agreement with the OBF board. 117 | - Preferably, by four weeks after the application deadline, the fellowship chair will notify the chosen awardees and ask for confirmation regarding the fellowship acceptance. In their communication (acceptance email), awardees will be informed of the OBF Event Fellowship process, which includes writing a blog post summarizing the fellowship experience after the conclusion of the event as a prerequisite to get reimbursed for their expenses associated with the event. 118 | They will also inform the applicants who were not selected and provide feedback when requested. 119 | - After attending their approved event under this fellowship, awardees will draft a public blog post. 120 | - Chair will maintain communication with the awardees helping them publish their post-event blog post. 121 | - The OBF treasurer will help sort the reimbursement for the fellowship awardees after the blog post is published. 122 | - The fellowship chair will summarise details from each awardee from a previous round and share them in the blog post announcing the next call for applications. 123 | 124 | ### Review panel 125 | 126 | The review panel is drawn for every round of applications from the OBF Board members and volunteers based on their availability. 127 | Any panelist with a clear *conflict of interest*[1] will recuse themselves from deliberation. 128 | 129 | [1] A conflict of interest may occur despite the anonymization if the applicant is known to the reviewer via the project description or online repository. 130 | 131 | ### Selection criteria 132 | 133 | We expect applicants to include sufficient information in their application to allow the review panel to evaluate their eligibility fairly. 134 | We specifically assess the applications based on the following details that are asked in the application form: 135 | 136 | #### Event and nature of participation 137 | 138 | The review panel will assess how the event that the applicants have selected and the nature of their participation promote open science practices in the bioinformatics and/or biological research community. 139 | It's important to keep in mind that the event should be scheduled to occur anytime in a one-year window starting one month after the application deadline. 140 | 141 | Eligible events may include but are not limited to conferences, workshops, code fests, hackathons, training courses, collaborative sprints, informal meet-ups or other skill-building and networking events. 142 | If an applicant intends to attend OBF events BOSC and/or the OBF CoFest and other events hosted by the member projects, their application may be given a slight preference. 143 | 144 | The review panel will look at the nature of the applicant's participation (their roles) at the event. 145 | For example, they may be hosting the event, giving a talk, chairing a session, running a Birds of a Feather discussion, offering a training event, facilitating a sprint (or similar session), leading a project at a code fest/hackathon, presenting a poster, participating in a panel discussion, reviewing abstracts for the event, contributing to the event as a co-organiser, or volunteering to help the organizing committee during the event. 146 | 147 | #### Open Source Resources 148 | 149 | The review panel may look at the applicant's general involvement in open source development (such as their GitHub contributions to the Open Source project) or open science communities (for example, their previous work advocating for open practices and diversity). 150 | 151 | Any information regarding past participation in the project that they are representing will be useful for evaluating their application as well. 152 | Therefore, please supply the link to the public repository or online resources that will help the panel in the review process. 153 | 154 | This will not be a limiting factor if applicants are new to bioinformatics and open science and express their enthusiasm and willingness to practice open science principles learned from the OBF community and other events of their choice. 155 | 156 | #### Promoting diversity and representation 157 | 158 | The review panel will look at how applicants' attendance will contribute to increasing participation from diverse members at the event. 159 | We are aware that members from many marginalised groups are still underrepresented in bioinformatics, computational fields or the tech community more broadly. 160 | Our goals with this fellowship are to support members from underrepresented demographic groups including but not limited to diverse ethnic backgrounds, career stages, sexuality, gender identity and expression, people with disabilities and members from low-income backgrounds (such as from developing nations). 161 | 162 | If applicants are not from a minority or underrepresented group but have a track record for advocating for diversity as an ally through their work or involvement in an event, they are welcome to apply for this fellowship as well. 163 | 164 | *We do not consider the diversity of operating systems, programming languages or scientific domains as a criterion for the OBF Event Fellowship.* 165 | 166 | ## Rubric for Application Review 167 | 168 | _This draft is built on the application assessment rubric by Open Life Science which itself builds on resources developed by the Mozilla Open Leadership Team._ 169 | 170 | We ask reviewers to evaluate the application across multiple dimensions with scores of 1, 2, or 3 that they share via a Google Form with the Event Fellowship chair. 171 | These correspond generally to reviews of "criteria not met", "criteria partially met" and "criteria fully met": 172 | - Applicants who score mostly 1s do not have a clear understanding of the overall goals of this fellowship to support Open Source software practices and diversity of attendees in bioinformatics/biological research/open science events and communities. 173 | - Applicants who score mostly 2s are enthusiastic if not wholly aligned with the event fellowship's goals, for example, they may not be attending an open-source related event but have an interest in learning and promoting best practices, or they want to attend a suitable event but do not represent any underrepresented minority groups. 174 | - Applicants who score mostly 3s are ready, goal-oriented, interested in contributing to open source and represent traditionally underrepresented or minority groups in open science/bioinformatics. 175 | 176 | Reviewers are also asked whether they would recommend an application. The available answers are "No", "Yes", "Unsure" or "Request to discuss". Candidates who have ratings of "No" or "Unsure" across all reviewers will be rejected. All other candidates will be discussed at the panel selection. 177 | 178 | We ask all reviewers to finish the review with a few summary sentences to describe the application and the motivations for their scores to facilitate conversation during the selection panel discussion. 179 | Below we provide a copy of our review form. 180 | 181 | ### Event and nature of applicant's participation 182 | 183 | - [ ] 1 (criterion not met) Does not provide enough information or seems to misunderstand what kind of event OBF Event fellowship supports 184 | - [ ] 2 (criterion partially met) The event or the nature of their participation may not directly relate to Open Source in bioinformatics, but they have some understanding/plan on how they would use the knowledge gained at this event to promote open source practices and diversity 185 | - [ ] 3 (criterion fully met) Seems to have a clear understanding of how their participation in this event relates to open-source bioinformatics or open science in general, and how they will further use and promote the knowledge obtained at this event 186 | 187 | ### Open Source Resources 188 | - [ ] 1 (criterion not met) Shares none or unrelated/irrelevant information on open source resources and how they relate to their proposed event 189 | - [ ] 2 (criterion partially met) Shares some relevant information on open source resources and how they relate to their proposed event 190 | - [ ] 3 (criterion fully met) Shares appropriate and relevant information on open source resources and how they relate to their proposed event 191 | 192 | ### Promoting diversity and representation of historically excluded or underrepresented groups 193 | - [ ] 1 (criterion not met) The application lacks information or any justification on how their participation will help promote diversity and representation 194 | - [ ] 2 (criterion partially met) The application provides little information or some justification on how their participation will help promote diversity and representation 195 | - [ ] 3 (criterion fully met) The application provides sufficient information or justification on how their participation will help promote diversity and representation 196 | 197 | ### Justification for funding 198 | - [ ] 1 (criterion not met) The requested funding does not fit our criteria of qualified items that can be funded through this fellowship and the applicant has not provided enough justification 199 | - [ ] 2 (criterion partially met) The requested funding partially fits our criteria of qualified items that can be funded through this fellowship and the applicant has provided enough justification 200 | - [ ] 3 (criterion fully met) The requested funding completely fits our criteria of qualified items that can be funded through this fellowship and the applicant has provided sufficient justification 201 | 202 | ### Would you recommend this applicant for OBF Event Fellowship? 203 | - [ ] No 204 | - [ ] Yes 205 | - [ ] Unsure/Request to discuss 206 | 207 | **Please provide 1-2 summary sentences about this application to facilitate the selection. Please include what this application is about, what its open source aspect is, how it promotes diversity and representation and what funding would you recommend to cover.** 208 | - [Open text response] 209 | 210 | **Please highlight any diversity/minority groups this applicant belongs to, which should be supported for their representation in open source bioinformatics and biological research fields.** 211 | - [Open text response] 212 | 213 | **Anything else?** 214 | 215 | - [Open text response] 216 | 217 | **The review panel provided these assessment criteria in a Google form that can be [previewed here](https://docs.google.com/forms/d/e/1FAIpQLSfBiZidv8yWe-7ieQrlEUZoewGiGOdZBM4FJg52hi8P_Z5XNA/viewform).** 218 | Event Fund chairs create a copy of this template for each round, updating links and details where appropriate. 219 | 220 | ## Announcement of the application outcome 221 | 222 | Applicants will be notified of the outcome no later than 4 weeks after the application deadline. 223 | 224 | Those who receive the fellowship award will be able to discuss any further details with the fellowship chair and/or the OBF board members. 225 | 226 | Applicants who are unsuccessful in a round can request feedback. 227 | They will be able to apply again with a revised and updated application in the next round. 228 | 229 | ## Responsibilities of the fellowship awardees 230 | 231 | We expect that the applicant's participation in the event will promote open science practices in software development, training, documentation, publication and collaborative efforts in the biological research community, and will ideally promote diversity in their communities. 232 | 233 | After the event, the awardees are required to write a blog post on the [OBF blog](https://www.open-bio.org/category/travel-fellowship/) about their experience attending the event and describing the main outcomes of their participation. 234 | 235 | The fellowship chair will help create a WordPress account on the OBF website where they will provide editorial support for publishing the blog post. 236 | Please note that this should be completed within three weeks after the event ends, and is a prerequisite before the awardee can receive payment. 237 | 238 | Meanwhile, the awardees will be put in touch with the OBF treasurer who will share the reimbursement form and help sort out the expenses as per the guidelines shared with them. 239 | 240 | If for any reason the awardee's circumstances change and they can no longer attend the said event or accept the fellowship award, they should discuss the details with the fellowship chair and/or the board members. 241 | 242 | ## Reimbursement 243 | 244 | The OBF will reimburse the recipient after the event based on receipts provided, proof of attendance has been submitted to the OBF treasurer, and the blog post about the event has been published. 245 | There is no cash value beyond eligible and documented expenses. 246 | All reimbursement claims must be filed (and all prerequisites for receiving payment must be met, see below) within 3 months after the conclusion of the event, after which the fellowship award expires. 247 | 248 | We will ask the fellowship awardees to state for our records that none of their claimed expenses has been or will be reimbursed from another source (for example, their employer, or other grants). 249 | -------------------------------------------------------------------------------- /code-of-conduct/CODE_OF_CONDUCT.md: -------------------------------------------------------------------------------- 1 | # The OBF Code of Conduct 2 | 3 | ## 1. Overview 4 | 5 | The [Open Bioinformatics Foundation](https://www.open-bio.org/) (OBF) is a non-profit, volunteer-run group that promotes open-source software development and Open Science within the biological research community. We value the involvement of everyone in the community. We are committed to creating a friendly and respectful place for learning, sharing and contributing. All participants in our events and communications are expected to show respect and courtesy to others. Below is a summary of the Open Bioinformatics Foundation Code of Conduct. 6 | 7 | We are dedicated to providing a welcoming and supportive environment for all people, regardless of background or identity. By participating in this community, participants agree to abide by the OBF's Code of Conduct and accept the procedures by which any Code of Conduct incidents are resolved. Any form of behavior to exclude, intimidate, or cause discomfort is a violation of the Code of Conduct. 8 | 9 | Please contact the Code of Conduct Committee by emailing [coc@open-bio.org](mailto:coc@open-bio.org). 10 | The Code of Conduct Committee is established with the volunteer members designated and approved by the OBF Board. The committee will be responsible for reviewing and keeping confidentiality of all incident reports when enforcing the Code of Conduct. 11 | 12 | ## 2. OBF Code of Conduct in detail 13 | 14 | ### 2.1 Code of Conduct statement 15 | 16 | In OBF, we do not tolerate behavior that is disrespectful to our community members or that excludes, intimidates, or causes discomfort to others. We do not tolerate discrimination or harassment based on characteristics that include but are not limited to, gender identity and expression, sexual orientation, disability, physical appearance, body size, citizenship, nationality, ethnic or social origin, pregnancy, familial status, veteran status, genetic information, religion or belief (or lack thereof), membership of a national minority, age, education, socio-economic status, technical choices, and experience level. 17 | 18 | Everyone who participates in the OBF events or activities is required to comply with this Code of Conduct. It applies to all spaces managed by OBF as described in the ‘Scope of the OBF Code of Conduct’. Event hosts are expected to assist with the enforcement of the Code of Conduct and report all incidents to the designated Code of Conduct committee. By participating, participants indicate their acceptance of the procedures by which OBF resolves any Code of Conduct incidents, which may include storage and processing of their personal information. 19 | 20 | ### 2.2 Expected Behavior 21 | 22 | All participants in our events and communications are expected to show respect and courtesy to others. All interactions should be professional regardless of platform: either online or in-person. In order to foster a positive and professional learning environment we encourage the following kinds of behaviors in all OBF events and platforms: 23 | 24 | * Use welcoming and inclusive language 25 | * Be respectful of different viewpoints and experiences 26 | * Gracefully accept constructive criticism 27 | * Focus on what is best for the community 28 | * Show courtesy and respect towards other community members 29 | 30 | We also subscribe to the four social rules of the [Recurse Center](https://www.recurse.com/manual#sub-sec-social-rules): 31 | * No feigning surprise 32 | * No "well-actually" 33 | * No backseat-driving 34 | * No subtle "-isms" 35 | 36 | ### 2.3 Unacceptable behavior 37 | 38 | Examples of unacceptable behavior by participants at any OBF event/platform include: 39 | 40 | - written or verbal comments which have the effect of excluding people based on membership of any specific group 41 | - causing someone to fear for their safety, such as through stalking, following, or intimidation 42 | - violent threats or language directed against another person 43 | - the display of sexual or violent images 44 | - unwelcome attention 45 | - continuing to initiate interaction (including photography or recording) with someone after being asked to stop 46 | - nonconsensual or unwelcome physical contact 47 | - sustained disruption of talks, events or communications 48 | - insults or put-downs 49 | - sexist, racist, homophobic, transphobic, ableist, or exclusionary language/jokes 50 | - excessive swearing 51 | - incitement to violence, suicide, or self-harm 52 | - sharing private communication without consent 53 | 54 | ### 2.4 Consequences of Unacceptable Behavior 55 | 56 | Participants who are asked to stop any inappropriate behavior are expected to comply immediately. This applies to any OBF events and platforms, either online or in-person. If a participant engages in behavior that violates this Code of Conduct, the organizers may warn the offender, ask them to leave the event or platform (without refund), or engage the Code of Conduct Committee to investigate the Code of Conduct violation and impose appropriate sanctions as described in the reporting and report-handling guidelines. 57 | 58 | ### 2.5 Scope of the OBF Code of Conduct 59 | 60 | This Code of Conduct applies to all online and in-person events, meetings conducted in the OBF community spaces (online/in-person), as well as all text-based and asynchronous OBF-related interactions as described below. 61 | 62 | **Board members** are expected to adhere to this Code of Conduct, and could be ejected from the board (as per article 3, paragraph 4 of the OBF bylaws) for breaching the OBF Code of Conduct even when they are not representing OBF. 63 | 64 | **OBF organised meetings**, such as OBF Board meetings (both public and Board-only), community calls and similar events. This does not include sponsored events where OBF is not the main organiser. It also does not include BOSC when held jointly and under a separate Code of Conduct, which will be stated clearly. 65 | 66 | **BOSC Organising Committee members and BOSC abstract reviewers**, even in cases when the OBF Code of Conduct doesn’t apply to the conference itself (depending on conference co-location it may or may not be adopted). 67 | 68 | **OBF Event fellowship awardees**, who are supported by OBF to attend an event and previous awardees when they represent OBF in an event or a community space. 69 | 70 | **Mentors, organisers, participants, project leaders, interns, and students**, when participating in CoFest, GSoC, GSoD, or similar OBF-umbrella activities for the duration of the event, internship, mentorship and similar occasions. 71 | 72 | **Communication and community engagement platforms**, such as project repositories on GitHub (issues, PRs or other contributions), mailing list, website (blogs and comment sections), Gitter channel and workshops or training events, communication platforms such as Gitter, Slack and Twitter. 73 | 74 | ### 2.6 OBF Code of Conduct Committee 75 | 76 | The volunteer members designated and approved by the OBF Board to serve on the Code of Conduct Committee will be responsible for enforcing the Code of Conduct. Any voting members of the OBF community including the liaisons from the OBF Board can volunteer to sit in the Code of Conduct committee. They will be required to attend a training workshop on Code of Conduct report handling and enforcement as part of the onboarding process. We seek to build a committee including members outside of the OBF Board. Please contact the OBF board to express your interest to join this committee. The current members are listed in the OBF Code of Conduct document. 77 | 78 | Reports to the Code of Conduct Committee should be made by emailing [coc@open-bio.org](mailto:coc@open-bio.org). Currently appointed members to report any incident of violation of Code of Conduct are Bastian Greshake Tzovaras, Malvika Sharan and Yo Yehudi. They are also available to respond to any question and concerns regarding the Code of Conduct document and procedure. 79 | 80 | All reports will be reviewed by the Code of Conduct Committee and will be kept confidential. 81 | 82 | ## Incident Reporting and Enforcement 83 | 84 | Please read the [Incident Reporting Guidelines](./incident-reporting-guidelines.md) and [Enforcement Manual](./enforcement-manual.md) to get familiar with these procedures in OBF. 85 | -------------------------------------------------------------------------------- /code-of-conduct/README.md: -------------------------------------------------------------------------------- 1 | # The Open Bioinformatics Foundation: Code of Conduct 2 | 3 | > A code of conduct is a set of rules outlining the norms, rules, and responsibilities or proper practices of an individual party or an organisation. (source: [Wikipedia](https://en.wikipedia.org/wiki/Code_of_conduct)) 4 | 5 | [Open Bioinformatics Foundation](https://www.open-bio.org/) is committed to providing a harassment-free and respectful environment for all members of our community. The Code of Conduct documents describe norms, rules, and recommended practices for all our members and participants. In particular, we want to make sure that we create a welcoming and supportive community for everyone, provide clear guidelines for reporting incidents, and describe how such reports will be handled. 6 | 7 | ## Code of Conduct documents 8 | 9 | 1. [Code of Conduct Document](./CODE_OF_CONDUCT.md) 10 | 1. [Enforcement Manual](./enforcement-manual.md) 11 | 1. [Incident Reporting Guideline](./incident-reporting-guidelines.md) 12 | 13 | ## Contact points: 14 | 15 | - Code of Conduct Committee: `coc@open-bio.org` 16 | - Ombudsperson: `ombuds@open-bio.org` 17 | - Board members: `board@open-bio.org` 18 | 19 | ## About these documents 20 | 21 | This document is adapted from guidelines written for [The Carpentries Code of Conduct](https://docs.carpentries.org/topic_folders/policies/code-of-conduct.html), which was expanded from [Django Project](https://www.djangoproject.com/conduct/enforcement-manual/) originally based on the [Ada Initiative](http://geekfeminism.wikia.com/wiki/Conference_anti-harassment/Responding_to_reports) template and the [PyCon 2013 Procedure for Handling Harassment Incidents](https://us.pycon.org/2013/about/code-of-conduct/harassment-incidents/). Contributors to the reference documents are: Adam Obeng, Aleksandra Pawlik, Bill Mills, Carol Willing, Erin Becker, Hilmar Lapp, Kara Woo, Karin Lagesen, Pauline Barmby, Sheila Miguez, Simon Waldman, Tracy Teal, Malvika Sharan, Kari L. Jordan, Samantha Ahern. Additional language was added by [Otter Tech](https://otter.technology) from the [PyCon U.S. 2018 Code of Conduct](https://us.pycon.org/2018/about/code-of-conduct/) ([licensed CC BY 3.0](http://creativecommons.org/licenses/by/3.0/)). 22 | In 2018 and 2019, The Carpentries Code of Conduct was revised to add a summary, straightforward examples of both beneficial and unwanted behaviors, evaluating intent, reporting guidelines, an appeal process, the procedure for following up with a reportee, terminology, Code of Conduct incident response procedure, termed suspension checklist, expanded clauses for conflicts of interest, and committee membership agreement -- all of which have been adopted by the OBF Code of Conduct. Contributors of these revised documents are Ethan White, Kari L. Jordan, Karin Lagesen, Malvika Sharan, Samantha Ahern, and Simon Waldman. 23 | 24 | OBF-specific modifications were added by Malvika Sharan, Yo Yehudi, and Bastian Greshake Tzovaras, and Code of Conduct specific email addresses were created by Hilmar Lapp. 25 | -------------------------------------------------------------------------------- /code-of-conduct/enforcement-manual.md: -------------------------------------------------------------------------------- 1 | # 4 Enforcement Manual 2 | 3 | This is the enforcement manual followed by OBF. 4 | It's used when we respond to an issue to make sure we're consistent and fair. 5 | Enforcement of the Code of Conduct should be respectful and not include any harassing behaviors. 6 | 7 | ## 4.1 Urgent Situations: Acting Unilaterally 8 | 9 | If the incident involves physical danger or involves a threat to anyone's safety (e.g. threats of violence), any member of the community may -- and should -- act unilaterally to protect the safety of any community member. 10 | This can include contacting law enforcement (or other local personnel) and speaking on behalf of the OBF. 11 | 12 | If the act is ongoing, any community member may act immediately, before reaching consensus, to diffuse the situation. 13 | In ongoing situations, any member may at their discretion employ any of the tools available in this enforcement manual, including bans and blocks online, or removal from a physical space. 14 | 15 | In situations where an individual community member acts unilaterally, they must inform the appointed members as soon as possible, and report their actions for review within 24 hours. 16 | 17 | ## 4.2 Less-Urgent Situations 18 | 19 | Upon receiving a report of an incident, the Code of Conduct committee will review the incident and determine, to the best of their ability: 20 | 21 | - whether this is an ongoing situation 22 | - whether there is a threat to anyone's physical safety 23 | - what happened 24 | - whether this event constitutes a Code of Conduct violation 25 | - who, if anyone, was the bad actor 26 | 27 | This information will be collected in writing. 28 | The Code of Conduct committee will provide a written summary of the information surrounding the incident. 29 | All participants will be anonymized in the summary report, referred to as "Community Member 1", "Member project 1", or "Board member 1" and so on. 30 | The "de-anonymizing key" will be kept in a separate file and only accessed to link repeated reports against the same person over time. 31 | 32 | The Code of Conduct committee will aim to have a resolution agreed upon within one week. 33 | If a resolution can't be determined in that time, a member of the Code of Conduct committee will respond to the reporter(s) with an updated and projected timeline for resolution. 34 | 35 | Once the committee has determined its resolution, the original reporter will be contacted to let them know what action (if any) will be taken. 36 | The committee will take into account feedback from the reporter on the appropriateness of its response but may decide not to act on that feedback. 37 | 38 | The Chair of the Code of Conduct Committee will write up a transparency report for incidents reported through the incident report form or other channels. 39 | Names of the reporter and any persons involved in the incident will not be included unless the resolution results in a termed suspension. 40 | The CoC committee may choose to make a public report of the incident while maintaining anonymity of those involved. 41 | 42 | ## 4.3 Following up with the Reportee 43 | 44 | When following up with the reportee, the committee representatives will: 45 | - Explain that an incident was reported that involves the reportee. 46 | - In this explanation, the focus will be on the impact of their behaviour, not their intent. 47 | - Reiterate the Code of Conduct and that their behaviour was deemed inappropriate. 48 | - Provide concrete examples of how they can improve their behaviour. 49 | - Give them the opportunity to state their view of the incident. 50 | - Remind them of the consequences of their behaviour, or future consequences if the behaviour is repeated. 51 | - Explain the possible resolutions that may be enforced should the committee determine there is a breach. 52 | - Conduct a final meeting to ensure that the reportee understands the resolution and has an opportunity to clarify concerns. In some cases, this final communication could be carried over email at the discretion of the committee. 53 | 54 | ## 4.4 Resolutions 55 | 56 | The Code of Conduct committee will seek to agree on a resolution by consensus of all members investigating the report in question. 57 | If the committee cannot reach consensus and deadlocks for over a week, the appointed members from the OBF Board will break the tie. 58 | If these members are unable to take part in the discussion due to a conflict of interest, the President of the OBF Board will make the decision. 59 | 60 | Possible responses may include: 61 | 62 | * A mediated conversation or agreement between the impacted community members. 63 | * A request for a verbal or written apology, public or private, from a community member. 64 | * A public announcement clarifying community responsibilities under the Code of Conduct. 65 | * Nothing, if the issue reported is not a violation or outside of the scope of this Code of Conduct. 66 | * A private in-person conversation between a member of the OBF Code of Conduct committee and the individual(s) involved. 67 | In this case, the person who has the conversation will provide a written summary for record-keeping. 68 | * A private written reprimand from a member of the Code of Conduct Committee to the individual(s) involved. 69 | * A public announcement of an incident without the names and other identifiable details of the parties involved, ideally in the same venue that the violation occurred (i.e. on the listserv for a listserv violation; GitHub for a GitHub violation, etc.). 70 | The committee may choose to publish this message elsewhere for posterity. 71 | * An imposed "time out" from online spaces. 72 | The OBF board will communicate this "time out" to the individual(s) involved. 73 | * A permanent or temporary ban from some or all project spaces (GitHub, in-person events etc). 74 | The committee members will maintain records of all such bans so that they may be reviewed in the future, extended to a Code of Conduct safety team as it is built, or otherwise maintained. 75 | If a member of the community is removed from an event they will not be reimbursed for any part of the event that they miss. 76 | 77 | Once a resolution is agreed upon, but before it is enacted, a member of the Code of Conduct committee will contact the original reporter and any other affected parties and explain the proposed resolution. 78 | The Code of Conduct committee member will ask if this resolution is acceptable, and must note feedback for the record. 79 | However, the Code of Conduct Committee is not required to act on this feedback. 80 | 81 | ## 4.5 Appeal Process 82 | 83 | Any individual(s) involved in a Code of Conduct report handled by CoC committee has the right to appeal a decision made by the committee. 84 | An appeal can be made directly to the committee or to the ombudsperson by sending an email with subject line Code of Conduct Incident Appeal. 85 | 86 | The email should include documentation related to the incident to support the appeal. 87 | The said documentation may include, but does not have to be limited to: 88 | 89 | * Information from the reportee justifying reasoning for the appeal. 90 | * Statements from other individuals involved in the incident to support the appeal. 91 | 92 | Appeals can be requested up to 30 days after a resolution has been determined. 93 | 94 | ## 4.6 Conflicts of Interest 95 | 96 | In the event of any conflict of interest (for example, the reported incident involves a committee member, their family member, or someone with whom the committee member has a close academic or employment relationship is involved in a complaint), the committee member must immediately notify the other members and recuse themselves if necessary. 97 | 98 | In the case that a Code of Conduct committee member is involved in a report, the member will be asked to recuse themselves from ongoing conversations, and they will not have access to reports after the enforcement decision has been made. Resolution action may also include removal of that member from the Code of Conduct committee. 99 | -------------------------------------------------------------------------------- /code-of-conduct/incident-reporting-guidelines.md: -------------------------------------------------------------------------------- 1 | # 3 Incident Reporting Guidelines 2 | 3 | ## 3.1 Reporting to the Code of Conduct Committee 4 | 5 | Reports to the Code of Conduct Committee should be made by emailing [coc@open-bio.org](mailto:coc@open-bio.org). All reports will be reviewed by the Code of Conduct Committee and will be kept confidential. 6 | Currently appointed members to report any incident of violation of Code of Conduct are **Bastian Greshake Tzovaras, Malvika Sharan and Yo Yehudi**. 7 | 8 | ## 3.2 Alternate contact points 9 | 10 | **Ombudsperson**: If you are uncomfortable emailing the OBF's Code of Conduct Committee, you can send your incident report to the ombudsperson. The designated ombudsperson for OBF is **Tracy Teal**, who can be contacted by emailing [ombuds@open-bio.org](mailto:ombuds@open-bio.org). Reports made to the ombudsperson will not be shared with the committee unless agreed with the reporters. 11 | 12 | **Board Members**: Alternatively, you can also contact all the members of the OBF board by emailing [board@open-bio.org](mailto:board@open-bio.org). 13 | 14 | ## 3.3 What to do if someone is in physical danger 15 | 16 | If you believe someone is in physical danger, please immediately contact the appropriate emergency responders in your organisation or local area. 17 | 18 | ## 3.4 Code of Conduct Enforcement 19 | 20 | A detailed enforcement policy is available in the [Enforcement Manual](./enforcement-manual.md). 21 | -------------------------------------------------------------------------------- /logos/green_color.txt: -------------------------------------------------------------------------------- 1 | 66bd7e -------------------------------------------------------------------------------- /logos/obf_logo_icon-circle-tr.png: 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Approval ([#68](https://github.com/OBF/obf-docs/pull/68)) of [meeting minutes for July 2019 Public Meeting](https://github.com/OBF/obf-docs/blob/799a5e601ec2d7d78fe39265d3e83182d169afcd/minutes/2019-July.md) at BOSC 2019. 14 | 1. Hilmar moves to approve, Chris (and Yo) second. Approved by unanimous consent. 15 | 16 | ### **New business** 17 | 18 | ## Board elections 19 | 20 | The terms of 5 Board members expire. All of them stand for re-election to the Board, though with some changes of officers: 21 | 22 | * Hilmar Lapp: stepping down as President of the Board, running for At-Large seat. 23 | * Heather Wiencko: running for re-election, as Treasurer. 24 | * Peter Cock: running for re-election, as President of the Board. 25 | * Chris Fields: running for re-election, as Secretary. 26 | * Nomi Harris: running for re-election, as At-Large Board member. 27 | 28 | Candidate statements: 29 | 30 | * Peter: Likes direction that OBF is heading. Would like to add explicit travel support for Bio* developers for conferences/hackathons. 31 | * Hilmar: Greatly enjoyed time as president, one of the most rewarding things I’ve done. Since elected President in 2011 have seen significant improvements and very happy with progress and long-term sustainability. Travel fellowship program started since then, and will soon have an affiliate project policy in place. Great to see new people come to flagship events, and know this will continue w/o me. 32 | * Heather: Changing up how we’re reporting finances. Very happy to take on the role of treasurer as this proceeds forward. 33 | * Nomi, Chris - not much more to add to what Hilmar and Heather covered beyond that it’s been an incredibly positive experience contributing to OBF, and they want to continue doing so 34 | 35 | **Election Results:** (all elected, no votes against) 36 | 37 | ## [Affiliated Project Status policy](https://github.com/OBF/obf-docs/pull/44). 38 | 39 | The public RfC period closed with no additional change requests or comments. The draft is ready for a vote to approve, adopt, and ratify, both for the Board, and for the OBF membership. 40 | 41 | * Peter: A question re: GSoC addition as a ‘grandfather project’. This is in relation to the addition over the last 24 hrs by Michael Heuer. 42 | * The change is actually fixing a broken link, and references to GSoC are not in relation to being a separate project (Peter’s misunderstanding was clarified). 43 | * No other objections or comments 44 | 45 | **Voting results: For: 7, Against: 0:** 46 | 47 | Now can release ballot to membership for overall approval. Election will close noon New Year’s Eve. 48 | 49 | * Maybe extend to end of first full week in January (Jan 10)? 50 | * Hilmar motions to approve, Yo and Chris second. Approved by unanimous consent. 51 | * Approval from the membership needs quorum (10%). We have approximately 270 members so need ~27 for quorum; can look at rolls to get more accurate count of members. 52 | * Hilmar - will recreate ballot for full OBF membership, try to release to go out by today 53 | 54 | ## OBF-wide Code of Conduct policy: Status report 55 | 56 | * Feedback is present on Github: [OBF/obf-docs#67](https://github.com/OBF/obf-docs/issues/67) 57 | * Hilmar - expresses gratitude on behalf of entire Board to Bastian, Yo, and Peter for working on this 58 | 59 | ## Financial reporting 60 | 61 | * Peter: update on current balances 62 | * ISCB escrow: Potentially $2000 overdrawn, but not sure what has been billed and what hasn’t. Come 2020 we need to bring up to at least zero and ideally $1000 to be in good standing with ISCB. 63 | * SPI: $84,498 - even w/ travel fellowships, sitting well over $80k even with travel fellowships. In terms of commitments some is committed to fellowships but still very healthy. 64 | * How much is earmarked for fellowship from NESCent? 65 | * Link to the original announcement: 66 | * Additional announcement including the NESCent donation: 67 | * Originally, commitment mentioned was for 3 yrs; the NESCent donation added 3 more years. $5k per yr, total of $30k. Now approaching end of 4th year. Idea was to keep this going, which seems very much possible w/ balance. Need to try keeping this going forward. 68 | * _Any reporting requirements to NESCent_ (or in general)? 69 | * Peter - suggest a general public announcement/report. Maybe start a report in April 2020 (after four years of the scheme). 70 | * With NESCent being first major donor, maybe others would pick this up. At the moment this has not happened but we (OBF Board) haven't aggressively pursued this. 71 | * ISCB escrow may potentially have been overdrawn as a result of current travel fellowship disbursements? We will reach out to ISCB to obtain clarity, and to request advice on how best to rectify this. 72 | * **_Change of fiscal year period_** 73 | * Hilmar - no good reason to deviate from the calendar year for reporting. 74 | * Should we switch from the original November start of the fiscal year to using a regular calendar year for the fiscal calendar? 75 | * General consensus is to do so 76 | * Hilmar moves to change so the reporting coincides for easier reporting 77 | * **All second, unanimous consent**. Effective immediately, our financial year now coincides with the calendar year, thereby extending the current financial year by 1 month. 78 | 79 | Hilmar: Call to adjourn meeting 11:57 EST 15:57 UTC. 80 | 81 | 82 | 83 | -------------------------------------------------------------------------------- /minutes/2019-July.md: -------------------------------------------------------------------------------- 1 | # 2019-July Public Board Meeting 2 | 3 | **Present**: Hilmar, Nomi, Heather, Yo, Peter, Chris (remote), Bastian 4 | 5 | *Guests*: Malvika Sharan, Daniel Davies (remote), Michael Heuer, Spencer Bliven, Raony Guimaraes, Michael Crusoe, Matúš Kalaš 6 | 7 | *Date and Location*: July 25, 2019, 12:45pm CEST, Congress Center Basel, Switzerland, in the Delhi Room 8 | 9 | *Agenda*: [https://www.open-bio.org/2019/07/23/minutes2019-bosc/](https://www.open-bio.org/2019/07/23/minutes2019-bosc/) 10 | 11 | ## Minutes 12 | 13 | 12:49pm CEST: Meeting is called to order by Hilmar. 14 | 15 | ### Approval of 2018 Minutes: 16 | 17 | * Motion to approve [Hilmar], seconded [Heather, Yo] 18 | * Approved with unanimous consent. 19 | 20 | ### Election: Malvika Sharan running for Board member at-large 21 | 22 | * Introduction by Malvika 23 | * Followed by [Vote](https://vote.heliosvoting.org/helios/e/obf-july-2019). All Board members present, hence quorum is met. Result: 7 for, 0 against, 0 abstain. 24 | * Malvika Sharan is elected to the Board. 25 | 26 | ### Fiscal sponsor: SPI 27 | 28 | * A number of persistent issues with accounting 29 | * Board : most funds held at SPI 30 | * Funds also in ISCB account - covers keynote speakers and some travel, registration for ISMB/BOSC 31 | * Historically OBF was non-profit, required regular financial reports 32 | * Behind on this after joining SPI as we tried to maintain original reporting 33 | * Migrating this over to SPI’s reporting, which has significantly improved in terms of timeliness. 34 | * Question from Guest : have we made the decision to stay with SPI? 35 | * Board : Yes, for now at least. 36 | 37 | ### Code of Conduct 38 | 39 | * ISCB CoC exists for ISMB, does OBF need its own CoC that covers non-ISMB meetings, online meetings, CoFest, etc? 40 | * Long-standing issue for policy covering how new projects can join OBF, which will in all likelihood include an expectation to have adopted a CoC. We need to have one available for this. 41 | * For example, in the Carpentries, CoC is built upon the Python Foundation's CoC and further improved with the help of community support. We could reuse their CoC which is available under Open Access license. At the moment they are looking into ways to expand their CoC by indicating how CoC is established in places that fall outside the community space. 42 | * Guest: will CoC govern project in earliest stages; will OBF provide help and guide on these issues? 43 | * Board : this would help incubating projects 44 | * Board : One way for OBF to help new member projects, including guidance 45 | * Other guests expressed support for the need for this 46 | * The Board is keen and committed to getting this done 47 | 48 | ### Open floor 49 | 50 | * OBF membership policy 51 | * Guest : issues for new projects to join on Github 52 | * Board : draft exists, will work on simplify categories and cleaning up how OBF takes on a new member project, etc. 53 | * Board : we can meet with you and work on this 54 | * Guest : Does this make any reference to projects from commercial entities? 55 | * Board : not really 56 | * Guest : where is the draft: 57 | * Board : Draft on policy under a pull request: 58 | * [https://github.com/OBF/obf-docs/pull/44](https://github.com/OBF/obf-docs/pull/44) 59 | * Board, Guest : need to clean this repo up 60 | * Board : opportunities to engage the Board 61 | * Board : would love to hear about travel fellowships or other opportunities to engage 62 | * Funding 63 | * The Board very much welcomes any contacts regarding funding, and also help and/or guidance on how best to approach or apply to specific funders. 64 | * Board : the OBF could assist with best practices for research software, courses 65 | * OBF ‘About’ statement 66 | * Board : this is regarding: [https://www.open-bio.org/about/](https://www.open-bio.org/about/) 67 | * Board : Gives a relatively vague notion, not a mission statement 68 | * These do matter 69 | * Does OBF need to go through an exercise to come up with a mission statement? 70 | * Board : should OBF write position papers? Example: GATK, data parasites, etc. 71 | * Guest : Leverage the community but yes have these conversations, there is support for this 72 | * Board :how do we communicate with the members? Gitter, mailing list? 73 | * Board : is everyone getting the newsletter? (reply:yes!) 74 | * Guest : just not linkedin! 75 | * Guest : very important that OBF exists, particularly with rapid advances in technology (gene editing, etc) 76 | * Guest : trademarks and licensing 77 | * Board : SPI can hold trademarks 78 | * Guest : example where a license was violated, code copied and used against license terms. What is the recourse? 79 | * Board : OBF should join the OSI as an [affiliate organisation](https://opensource.org/affiliates/about) 80 | * Guest : speaking to the Electronic Frontier Foundation 81 | * Board : what is the process for setting up a trademark c SPI? There is a way, but there is also a cost 82 | 83 | 1:50pm CEST : [Hilmar] moves to adjourn the meeting. Seconded by Nomi. Meeting adjourned. 84 | -------------------------------------------------------------------------------- /minutes/2021-Sept.md: -------------------------------------------------------------------------------- 1 | **Present:** Peter Cock, Chris Fields, Heather Wiencko, Nomi Harris, Bastian Greshake-Tzovaras, Hilmar Lapp 2 | **Apologies:** Malvika Sharan (board member), Hilyatuz Zahroh (board candidate) 3 | 4 | **Also attending:** Caleb Kibet (board candidate), Yo Yehudi, Pablo Riesgo Ferreiro 5 | 6 | 7 | **Agenda:** 8 | Please see the [Blog Post for agenda points](https://www.open-bio.org/2021/09/11/obf-public-board-meeting-2021-09-21/) 9 | 10 | *Minutes:* Meeting called to order by Peter Cock at 17:02 UTC 11 | 12 | ## Old Business 13 | 14 | * Approve minutes from the previous Public Board Meeting: https://github.com/OBF/obf-docs/pull/87 15 | * Peter proposes approving minutes, Chris seconds. Motion carried by unanimous consent. 16 | * Minutes are now in the repository 17 | 18 | ## Board elections 19 | 20 | Term expirations and Elections to the Board (electronic ballot) 21 | 22 | * Hilyatuz Zahroh and Caleb Kibet, running for Board member at-large 23 | * Candidate videos from Hilya and Caleb made available for the Board and public 24 | * Hilya was unable to join due to time zone differences 25 | * Board member Bastian Greshake Tzovaras’ term expires this year and he would like to stand for another term as member-at-large. 26 | * [Vote is finalized via Helios](https://vote.heliosvoting.org/helios/e/obf-board-2021) 27 | * Re-elect Bastian - 5 in favor, 1 abstain 28 | * Hilya - 6 in favor 29 | * Caleb - 6 in favor 30 | * Onboarding: 31 | * Peter: Need to add Hilya and Caleb to Board resources 32 | * Chris will coordinate this 33 | 34 | ## Motions 35 | 36 | * Board would like to recognize and acknowledge Yo Yehudi on her past work as a Board member, on the Google Summer of Code, BOSC organization, CoC, affiliate project membership, and initiating the OBF news letter 37 | * Hilmar Lapp initiated motion, Peter seconded, with unanimous consent from the Board 38 | 39 | ## Announcement of voting among OBF membership: 40 | 41 | Proposed wording for two items that membership will vote on 42 | 43 | First: 44 | 45 | > *Community Support Sponsorship* 46 | > 47 | > The OBF is proposing a Community Support Sponsorship grant programme, giving funds to grassroots communities in return for our logo appearing on their event webpages and materials, acknowledging our support. Please use https://github.com/OBF/obf-docs/issues/86 for specific comments. 48 | > * https://www.open-bio.org/2021/05/11/obf-community-support-sponsorship/ 49 | > * https://github.com/OBF/obf-docs/issues/86 50 | > Do you support the board implementing this scheme? (Yes/No/Abstain) 51 | 52 | Second: 53 | 54 | > *OBF Code of Conduct* 55 | > 56 | >The OBF would like to adopt a code of conduct (COC) for its activities including meetings and member projects. See pull request https://github.com/OBF/obf-docs/pull/78 for the proposal. 57 | > Do you support adopting this COC? (Yes/No/Abstain) 58 | 59 | * Peter - end of month deadline for both (check notes and recording) 60 | * Peter - Motion that the votes on the above motions is binding. 61 | * Hilmar seconded with no objections; motion carried with unanimous consent 62 | 63 | ## Adjournment 64 | 65 | * Peter: motion to close the public board meeting; Hilmar seconded. No objections, motion carried with unanimous consent. Meeting adjourned at 17:30 UTC 66 | -------------------------------------------------------------------------------- /minutes/2022-Oct.md: -------------------------------------------------------------------------------- 1 | **Present**: Nomi, Peter, Chris, Caleb, Bastian, Hilmar, Heather (delayed), Hilya (delayed) 2 | 3 | **Also attending**: Iddo Friedberg (Board candidate), Bill Long, Erik Whiting, Kevin Arce 4 | 5 | **Agenda**: Please see the [Blog Post](https://www.open-bio.org/2022/09/29/obf-public-board-meeting-2022-10-21/) 6 | 7 | # Minutes 8 | - Meeting was held by Zoom 9 | - Meeting called to order by Peter Cock at 15:04 UTC 10 | 11 | ## Old business 12 | Approve minutes from previous Public Board Meeting 13 | - September 2021: https://github.com/OBF/obf-docs/pull/105 (reverts premature merging) 14 | - Nomi and Hilmar seconded motion to approve. Approved by unanimous consent. Merged. 15 | 16 | ## Board elections 17 | - Chris Fields wishes to step down as Secretary to Member-at-large, and Nomi Harris is standing for election to this role 18 | - Nomi presented a candidate statement 19 | - The role is in the process of being retitled as Vice President. The duties would be the same as Secretary, with the addition of “Deputise for the President, taking on their role when the President is unavailable.” 20 | - Iddo Friedberg is running for member-at-large (statement of interest) 21 | - Iddo gave a nice overview of his qualifications for this position 22 | - Hilmar had a comment re: faculty commitments and that it’s good to see someone who is considered more senior faculty to be nominated for the Board 23 | - Voting 24 | - Members of the current Board voted via (Helios)[https://vote.heliosvoting.org/] electronic ballot 25 | - Tally: https://vote.heliosvoting.org/helios/e/obf2022 26 | - Tally for Nomi Harris: 7 votes for, 0 against, 1 abstain 27 | - Iddo: 8 votes for, 0 against, 0 28 | 29 | ## Discussion: bylaw changes 30 | - We periodically review our bylaws, but changes are (and should be) infrequent 31 | - Changes to bylaws can be approved by ⅔ majority of the Board 32 | - We would like to make a few minor changes to avoid gendered language, including subsuming the Secretary role (with historical gendered associations) into a Deputy or Vice President role: https://github.com/OBF/obf-docs/pull/102 33 | - Hilmar suggested deferring vote on these changes until next public board meeting (to bundle any other changes and avoid having frequent changes to bylaws). 34 | - Seconded by Heather, passed by unanimous consent 35 | 36 | ## Adjournment 37 | Peter: motion to close the public board meeting; Hilmar seconded. No objections, motion carried with unanimous consent. Meeting adjourned at 15:35 UTC. 38 | 39 | **Note that this PR should be approved and merged at the next public Board meeting.** 40 | --------------------------------------------------------------------------------