Master slides from 2011 Sahana Software Foundation Annual Meeting

1. 2011 Annual Meeting
Making Chaos Manageable
7 May 2011
IBM Portugal, Rua do Mar da China, Lote 1.07.2.3 1990-138, Lisboa
Sponsors:

2. Welcome

3. Remote Participation via
Webex
Webex instructions:
Go to: http://bit.ly/SSF2011webex
Please use VOIP connection if possible, otherwise call, skype or
google chat out to US toll free number: 1-866-699-3239
Please mute speakers and microphones in this room
Webex chat is not a part of the official record of the SSF Annual
Meeting. It should be used solely to inform the remote participant
moderators if there is a problem hearing or if they wish to ask a
question or make a comment at the appropriate time.
Our remote participant moderators & liaison is Robby O'Connor.
We will do our best, but can not be sidetracked by technical issues
such that there is no time to complete our meeting.

4. Ground-rules
We have a full schedule and will observe the strict time limits set
out in the agenda.
We will follow standard parliamentary rules for such a meeting
(Roberts Rules of Order) to the extent possible.
There will be specific times when the floor will be open to questions
and comments from any participant, whether present in person or
participating remotely, whether a Director or Member or observer.
Please leave time for questions and discussion during your segment
of the meeting.
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5. Agenda
all times UTC
12:00 OPENING
Welcome & Report by Chair of SSF – Brent Woodworth
Remote Participation & Ground-rules, Review of Agenda
Quorum Call and Convening of Directors and Members
12:15 REPORT OF OFFICERS
CEO – Mark Prutsalis
Secretary – Martin Thomsen
Treasurer – Louiqa Raschid
13:00 REPORT OF COMMITTEES (30 minutes each)
Community Development Committee – David Bitner
Sahana Agasti – Chad Heuschober
Sahana Eden – Fran Boon
Sahana Standards & Interoperability – Chamindra de Silva

6. Agenda
all times UTC
15:00 OFFICIAL BUSINESS
Changes to SSF Bylaws
Review of Nominations and Election of New Members
Review of Nominations and Election of Board of Directors
15:30 NEW BUSINESS
Annual Membership Fees
Member Seats on Executive Committees & New Executive Committees
Committee Appointments & Volunteer Roles
Qualification of Membership
Code of Conduct
Community Calls
Other Topics proposed by Members for discussion
17:00 ADJOURN

7. Quorum Call - Directors
A majority constitutes a quorum.
We have 9 Directors so 5 is required in person or
remotely.
SSF Directors
David Bitner Louiqa Raschid
Mifan Careem Martin Thomsen
Darmendra Pradeeper Gavin Treadgold
Chamindra de Silva Brent Woodworth
Mark Prutsalis
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8. Members Quorum Call
1/3 of Members constitutes a quorum
SSF has 29 Members so 10 are required
Members:
David Bitner Dominic Konig
Praneeth Bodduluri Ishan Liyanage
Fran Boon Greg Miernicki
Ravith Botejue Glenn Pearson
Don Cameron Mark Prutsalis
Mifan Careem Louiqa Raschid
Trishan de Lanerolle Eric Rasmussen
Chamindra de Silva Martin Thomsen
Ravindra de Silva Gavin Treadgold
Darmendra Pradeeper Pat Tressel
Sudheera Fernando Nuwan Waidyanatha
Joseph Fonseka Sanjiva Weerawarana
Chad Heuschober Brent Woodworth
Michael Howden Tom Worthington
Mahesh Kaluarachchi
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9. We are convened
9

10. REPORT OF THE OFFICERS
Mark Prutsalis – CEO
Martin Thomsen – Secretary
Louiqa Raschid - Treasurer
10

11. Priorities
Community Development
aggressively grow our membership numbers
diversity
Fund Raising
Strategic plan as basis of fund raising
Building stakeholder relationships
Supporting requirements of major users
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12. Branding & Logo
12

13. New Web Site
http://sahana.howlingzoe.com
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14. Making Mayon

15. The Year in Review
Major Accomplishments
Emergency Deployments
New Customers
Financial Report
Update on Fund Raising for 2011
Strategic Plan
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16. New Customers &
Deployments
Emergency Response:
Earthquake and Tsunami in Japan – 2011
Flooding in Colombia – 2011
Flooding in Venezuela – 2010
Flooding in Pakistan – 2010
Hurricane in Veracruz, Mexico – 2010
Pre-Disaster Adoption:
City of Los Angeles (RFP) – 2011
IFRC Asia Pacific Disaster Management Unit – 2010
Philippines Red Cross in the Philippines – 2010
SahanaTW, Academia Sinica, in Taiwan – 2010
Asian Disaster Preparedness Center, Bangkok, Thailand – 2010
Healthscapes at the University of Wisconsin-Madison – 2010
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17. Financial Report
Sahana Software Foundation
2010 Income & Expense Statement
Income Totals
Direct Public Support
Corporate Contributions $11,665.98
Other Contributions $2,488.21
Total Direct Public Support $14,154.19
Contracts $34,057.37
Total Income $48,211.56
Expense
Business Expenses $1,341.49
Contract Services $25,600.00
Operations $4,383.37
Travel and Meetings $17,014.71
Total Expense $48,339.57
Net Income -$128.01
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18. Financial Report
Sahana Software Foundation
2010 Detailed Income Statement
Income Totals
Direct Public Support
Corporate Contributions $11,665.98
Google Inc. $11,665.98
- GSOC Mentor Payment $5,000.00
- Annual Meeting Sponsorship $5,000.00
- GSOC Mentor Summit Expenses $1,665.98
Other Contributions $2,488.21
Kindei Himeji University (via Dominic König)
$791.91
GWOB Hackathon (Fran & Praneeth) $1,010.00
David Bitner $500.00
Other Individual Donations (5 donors) $186.30
Total Direct Public Support $14,154.19
Contracts $34,057.37
World Food Programme $34,057.37
Total Income $48,211.56
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19. Financial Report
Sahana Software Foundation
2010 Detailed Expense Statement
Expense
Business Expenses $1,341.49
Bank Fees $491.49
Business Registration Fees $850.00
Contract Services $25,600.00
WFP Project (5 persons) $25,600.00
Operations $4,383.37
Domain Registration $107.04
Supplies $296.70
Hosting – WFP $3,068.51
Telephone, Telecommunications – WFP $911.12
Travel and Meetings $17,014.71
Grace Hopper Conference (Tressel & Boon) $2,994.58
RELIEF (Bitner) $489.40
GSOC Mentor Summit (Treadgold & Howden & Bitner)
$3,145.52
Annual Meeting (6 persons) $4,663.89
CEO Travel to Conferences & Meetings $5,721.32
Total Expense $48,339.57
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20. Financial Report
Sahana Software Foundation
2010 Balance Sheet
ASSETS
Current Assets
Checking/Savings
JP Morgan Chase Bank Checking $5,581.93
Accounts Receivable
Total Current Assets $3,057.37
TOTAL ASSETS $8,639.30
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable $2,658.58
Other Current Liabilities
Loans Payable $100.00
Total Current Liabilities $2,758.58
Total Liabilities $2,758.58
Equity
Unrestricted Net Assets $6,008.73
Net Income -$128.01
Total Equity $5,880.72
TOTAL LIABILITIES & EQUITY $8,639.30
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21. Update on Fund Raising
Yahoo Employee Foundation Grant (YEF)
Sponsored by Employee Champion Avni Khatri
$40,000 to support volunteer management
requirements of Chicago CERT and other jurisdictions
Sloan Foundation
Cisco Global Grant
Draper Richards Foundation
AidIQ voluntary program to donate % of revenue
from Sahana projects to SSF.
501(c)(3) status
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22. Strategic Plan
Used as basis of fund raising with donors and
foundations.
Defines who we are and what we want to do.
Need input and suggestions to build out our case.
Shared on Google Docs with Members for
comments and suggestions.
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23. Strategic Plan
Executive Summary
Organization Analysis
Industry Analysis
Customer Analysis
Competitive Analysis
Marketing Plan
Operations Plan
Management Team
Financial Plan
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24. Operations Plan
3 Programs
Software Development Program
Deployment and Training Program
Advocacy and Partnership Program
Supported by Members and Staff
Core leadership team + program staff
Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
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25. Strategic Plan
Year One Budget
In 1000s of USD
INCOME/SOURCES AMT EXPENSE/USES AMT
Donor Support General Operating Support
Foundation & Individual Donor Contributions 215 Salaries & Fringe Benefits – Full time Staff 86.5
Government, International Agency, Non-Profit or
Academic Grants/Partnerships 15 Salaries – Part Time Staff/Contractors 125
Direct Sources of Revenue Professional Services 20
Certification & Training Program 10 Other Direct Costs
Professional Services Engagements 50 Travel 25
Corporate Sponsorship Program 10 Annual Meeting 15
Membership Fees 2 Marketing Materials & Supplies 10
In-Kind Donations Technology Costs 10
Hosting/Meeting Space/Equipment 15 Professional Organization Memberships 5
Communications Costs 3
In-kind Expenses 15
TOTAL INCOME 317 TOTAL EXPENSES 314.5
NET INCOME 2.5
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26. REPORT OF COMMITTEES
26

27. Community Development Committee
David Bitner
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28. Chad Heuschober
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29. Fran Boon
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30. Standards and Interoperability
Chamindra de Silva
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31. OFFICIAL BUSINESS
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32. Bylaw Changes
Bylaws can only be changed by the Board:
Article IX: Amendment
New bylaws may be adopted or these bylaws may be
amended or repealed upon the affirmative vote of a
majority of the Board at any regular or special meeting
thereof. Notice of any amendment of the bylaws by
the Board shall be given to each member of the Board
within ten (10) days after the date of such
amendments by the Board.
Proposed changes were passed at a Special
Meeting of the Board in accordance with our
bylaws on 2 May 2011.
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33. Bylaw Changes
Change Section 3.2 to allow non-Members to serve on the
Board of Directors.
Change Section 3.3 to allow the Directors to set the size
of the Board at the annual meeting of Members or at any
Regular or Special Meeting of the Board.
Change Section 3.5 to have Directors elect persons to fill
vacant seats on the Board.
Change Section 3.5 to remove any mention on how
directors are nominated.
Change Section 3.7 to allow Directors to be removed by a
⅔ vote of the Directors or the Members.
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34. Comments from Members
Subject: Regrets I can't attend, but...
Date: Tue, 3 May 2011 23:29:09 -0500
From: Rasmussen Eric MD, MDM, FACP D <rasmussene@accessagility.com>
To: Mark Prutsalis <mark@sahanafoundation.org>
Dear Mark,
I'm deep in Mexico with very low bandwidth so I can't attend the Sahana meeting, but I 'd be grateful if
you'd share the following with our colleagues.
Friends,
I've followed, distantly, over the past week, several dozen thoughtful messages from the Sahana
membership. Very nicely done by all hands, but particularly, Mark, yours. I've watched our Sahana materials
develop over the past months and, in my view, your designs are solid and built collaboratively, your
positions have been persuasive and well-phrased, and you've been polite and professional, as has been the
overall tone of the discussion, even when we've disagreed. The intelligence and intensity I 've seen flowing
to you from the members and from you to the crowd reminds me why I so carefully shifted from a CEO
position to a VP position. Tough discussions, with legitimate perspectives, but you're at the center,
accommodating all, yet keeping the organization's health uppermost. Lively spot to occupy and you did well.
I do remember that yours is an uncompensated position and I see you bring your very best regardless.
Thank you.
We got a great deal hashed out publicly beforehand and the meeting should be more efficient as a
consequence. It was a bit painful sometimes, but not embarrassing to anyone. Congratulations.
I wish all of you a calm, interesting, productive meeting.
Eric Rasmussen
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35. Comments from Members
Personally, as a member I don't have any objections to the suggested changes, steps should be taken to
make SSF into a more sustainable operation with a clear focus and product definition. I have been satisfied
with the sharing of information by you and others in the exploratory study group. For what it's worth
having attended one of the planning sessions, I was in agreement with the decisions that were being made
and the process in general. These types of hard decisions have to be made by the leadership group to
maintain or in this instance regain forward momentum in a ever changing environment. The disaster
management/ICT space, isn't the same as it was when the tsunami hit back in 2005. Course corrections can
always be made as needed along the way
– anonymous
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36. NEW BUSINESS
36

37. New Business
Annual Membership Fees & Qualification of Membership
Member Seats on Executive Committees
Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
Committee Appointments
Volunteer Roles
Code of Conduct
Community Calls
37

38. Expanded Community
Development Committee
Responsibilities:
Volunteer coordination
Partnership coordination
Events coordination
Internship programs coordination
Member recruitment and retention
Non discrimination & code of conduct policy
Appointed voting members
1 from board; 1 from each project; 2 from Members
Open to anyone to join as non-voting member
38

39. New Executive Committees
Development Committee (Fund Raising)
This committee would be responsible for assisting in
the drafting of proposals, providing feedback on the
fund raising strategy and identifying funding prospects
and leads.
Board Development Committee
All Foundation Members or Directors could propose
nominees to the Committee, who would then be
responsible for actively researching, recruiting and
evaluating thoroughly potential Board candidates for
their ability and commitment to support and sustain the
organization, including interviews and presenting the
strongest candidates to the Board.
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40. New Executive Committees
Strategic and Technical Advisory Committee
This Committee will document and build consensus
around the principles of architecture, framework,
infrastructure and sustainability and the development
path for features, capabilities and usability for all
Sahana Software Foundation technical projects, to
interpret and clarify these principles when necessary
and to provide direction to all Sahana Software
Foundation technical projects in these matters as part
of a stakeholder engagement process.
40

41. New Business
Annual Membership Fees & Qualification of Membership
Member Seats on Executive Committees
Expanded Community Development Committee
New Executive Committees
Development
Board Development
Strategic and Technical Advisory
Committee Appointments
Volunteer Roles
Code of Conduct
Community Calls
41

42. Possible Volunteer Roles
Volunteer Coordinator
Partnership Coordinator
Annual Meeting Planning Coordinator
Web Site Content Editor
Social Media Coordinator (Twitter, Facebook)
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43. Community Civility
HFOSS Code of Conduct
Civility and e-mail etiquette
http://bit.ly/ssf-etiquette
Role for Community Development Committee
Community Calls – Monthly at 2 times
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