DMB: proposal for minimum meeting attendance

[Robie Basak]

Thank you for proposing this. I agree that this is an important problem
that we need to solve. I'm also in agreement in principle with your
plan, but there are a few consequences I think we should have clarity on
before proceeding.

1. What happens to voting requirements during periods when the DMB is
short of its usual number of members? Normally we operate on an absolute
majority requirement
(https://wiki.ubuntu.com/DeveloperMembershipBoard/KnowledgeBase#Quorum).
If, for example, the DMB is reduced to three members as a result of this
proposal, then is it acceptable for the DMB to act with only two DMB
members in favour of some particular motion?

2. What the plan if we're unable to repopulate the DMB in the long term?
It has always been difficult to find enough people to volunteer. Are we
willing to continue with a reduced number, such as the 2/3 example
above?

3. Can a member who has been removed due to inactivity in this manner
stand again immediately in the subsequent election?

On Wed, Aug 25, 2021 at 03:44:25PM -0400, Dan Streetman wrote:
> I'd like to present a proposal for a change to the DMB membership
> rules, for consideration and discussion at the next DMB meeting
> (and/or over email, of course).
> 
> Background:
> 
> The DMB has historically had problems with reaching quorum at its
> fortnightly meetings, which sometimes delayed or even blocked
> applicants from presenting their case for membership. I've (privately)
> recorded roll since joining the DMB, and while our record of reaching
> quorum last year (2020) after the elections was quite good, at 82% (18
> of 22 meetings), this year it's fallen, and we're down to 58% (10 of
> 17 meetings). Note that some meetings have no applicants, so failure
> to reach quorum for those isn't always critical, but it is an
> indicator of overall problems in attendance. The attendance record for
> each of our members, in increasing order but without naming any
> members, is: 0%, 18%, 53%, 65%, 71%, 71%, 94%.
> 
> This past meeting (2021-08-23), we had difficulty reaching quorum, but
> finally did get enough members, however then unfortunately the meeting
> ran long due to the initial delay and we lost quorum before completing
> the vote for an application.
> 
> Definitions for purposes of this rule:
> "scheduled meeting": listed on the DMB wiki agenda page, regardless of
> whether a meeting actually takes place or there are any agenda items.
> "attendance": sends any IRC message, from their recognized IRC nick,
> to the IRC channel where the meeting is held, sometime during the
> scheduled time for the meeting (or slightly before)
> 
> Proposal:
> 
> I propose amending the DMB rules of membership (which I don't think we
> have documented currently, in which case we should first write them
> down on our KB wiki page) to set a minimum attendance requirement as
> follows:
> 
> "Any DMB member who fails to attend 6 consecutive scheduled DMB
> meetings (during a period no shorter than 12 weeks) shall be
> considered inactive and removed from membership in the DMB. At such
> time as any DMB member is found to be inactive due to this rule, the
> current DMB chair will add an action item to schedule a public vote
> for a new DMB member. This proposal is not retroactive, and the
> attendance requirement shall start the first meeting after this
> proposal is adopted."
> 
> -- 
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