Board Meeting Minutes: 28 January 2024

Agenda

  • Decisions taken since the previous meeting
  • Diversity update
  • 2024 Board Roadmap
  • Any other business (AOB)
  • Open question time

Transcript

The meeting can be read in full on the official OTW Board Discord server. In order to access it, you’ll need to join our Discord server.

Present

  • Anh Pham
  • Kari Dayton
  • Kathryn Soderholm
  • Michelle Schroeder
  • Qiao Chu

Guests

  • alessandriana
  • Amara1783
  • Anthony&
  • Apollonie
  • ArcadianMaggie
  • AriadneKurosaki
  • baustin
  • Beatrice_Otter
  • biblically accurate lotusboob
  • biblio
  • Bird-Nerd
  • bjorn
  • bluedreaming
  • bookbee
  • carbon
  • casey_en
  • Cassie
  • celli
  • chaosmanor
  • CMDonovann
  • coaldustcanary
  • colls
  • copacet
  • Dae
  • daisy
  • dancingemoj
  • dazyndara
  • destinationtoast
  • disgruntled
  • e.
  • egg_in_carton
  • elekanahmen
  • EliotWL
  • Elliot
  • Estirose
  • Flamingsword
  • Gamebird
  • GemAnthony
  • GottabeKD
  • gretal
  • Griselda Gimpel
  • Helena
  • herothief
  • hhertzof
  • hheyhalley
  • InklingDancer
  • jamez
  • julia-sets
  • Kaz
  • keladry
  • Kylara
  • kyparissos
  • ladydragona
  • Lielac
  • Lore.
  • lou2
  • Lydia
  • mallpretzels
  • memoriast
  • mlraven (they/them)
  • Morbane
  • Moro
  • Mort
  • Mucca
  • neotoma
  • NurgleTWH
  • Ocean_Adjacent
  • PAULA ꓯꓶꓵꓯꓒ
  • pitytheviolins
  • potatertot
  • punk
  • queerty
  • Rae
  • rainy
  • rory
  • roundwoodsmonster
  • Runt
  • sam
  • sarcasticallyinclined
  • Satsuma
  • Shark
  • ShirouHokuto
  • sky
  • slumber
  • Slyboots
  • soundofsnow
  • spacegandalf
  • SpectralJo
  • spencer
  • Starcasting
  • sveritas
  • tachyon
  • Tar-Roccorendil
  • Tetchy Addams
  • tevya
  • Teyke
  • Teó
  • The Girl Reading This
  • Thunderfox
  • tread-softly
  • trilies
  • trobadora
  • Truffula
  • Whatsit
  • wretch
  • Xuerle
  • YunShan
  • ZG
  • Zoe
  • Nic

Open Session

Decisions taken since the previous meeting

  • Approved Finance Requests
  • Approved new chairs for Webs, Communications
  • Approved Board Confidentiality Policy
  • Approved Board Break Policy
  • Granted new threshold for Finance’s expense approval

Diversity Update

  • The contracted organizational culture firm finished conducting interviews in December, and will be sharing their final report with the Board very soon.

2024 Board Roadmap

Tasks in following list are expected to be accomplished by September 30, 2024.

Trust, Safety, and Accountability:

  • Enable Elections Committee to pay for elections without requiring Board approval – DONE
  • Board Confidentiality Policy – DONE
  • Policy for Making a Formal Complaint Against a Board Member – IN PROGRESS
  • Improve Board transparency – STARTED
  • Improve Board responsiveness and turnaround time for communications – STARTED
  • OTW Whistleblower Policy [Edit: A whisleblower policy is a policy that prevents retaliation against people who “blow the whistle” against their employer, for example, reporting fraud or financial mismanagement to the authorities.]
  • Review and revise OTW policies for volunteer discipline

Soliciting Expertise:

  • Procurement Policy (Outlines steps to find new consultants, contractors, tools, etc. in a fair and fiscally responsible manner) – IN PROGRESS
  • Create Requests for Proposal for various consultants/contractors

Following Existing Plans:

  • Stay up to date with Board’s goals in the OTW Strategic Plan (https://archiveofourown.org/admin_posts/26569?show_comments=true)
  • Assist other committees to reach their goals in the OTW Strategic Plan
  • Support Strategic Planning Committee through the implementation of the Strategic Plan
  • Lead the review, approval, and implementation of recommendations from organizational culture survey

Board Sustainability:

  • Board Break Policy (Requires Board Members to take a reasonable break from Board work every year to prevent burnout) – DONE
  • Board Hiatus Policy (Outlines procedure for going on and coming off hiatus, as well as establishing limits for how many Board Members can be on hiatus at once and how long a hiatus can be) – IN PROGRESS
  • Board Annual Self-Assessment and Still Willing to Serve survey

Board Assistants Team (BAT) Committee:

  • Approve creation of new committee – DONE
  • Approve committee chairs – DONE
  • Approve first committee members – DONE
  • Work with BATs to create systems to better manage Board tasks – STARTED

AOB

  • no items

Open Question time

14 question in total was answered during the meeting.

Closed Session

Questions that didn’t receive a live response during the meeting will be answered two weeks after the meeting.

Post-meeting Q&A: Board Work

Post-meeting Q&A: Other business


The meeting was adjourned at 03:02 UTC

Minutes approved by the Board on 2024 02 26

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