Open Source Matters, Inc. and the Joomla! Project is now operating under the new structure that was formalised in March 2017.  This article sets out the new Election Cycle that is now in place.

Election Groups

The first post-transition new board of directors (NBOD), was deemed complete on March 23, 2017. All election cycles will be based upon the completion date of the NBOD.

According to the Bylaws, Section 5.03 (B), and additionally with motion #2017/041, The Board of Directors and Officers of Open Source Matters, has divided the board into the following Election Groups in order to stagger elections to assist with continuity and minimise disruption in leadership, with Group 1 having an initial 6 month term.

Group 1

  • Vice President
  • Treasurer
  • Events Department Coordinator
  • Marketing & Communication Department Coordinator
  • Programs Department Coordinator

Group 2

  • President
  • Secretary
  • Production Department Coordinator
  • Operations Department Coordinator
  • Legal & Financial Department Coordinator

Who has the right to vote

Department Coordinators

Team Members (Class 3) and Team Leaders (Class 2) have the right to cast their vote for the Department Coordinator of the Department to which their team belogs. Only Team Members and Team Leaders of any first-level Team listed as Official in the Volunteers Portal. Subteam members don't have the right to vote, as well as Teams listed as "Unofficial" or "In formation".

Officers

Team Members (Class 3), Team Leaders (Class 2), Department Coordinators (Class 1) and Officers (Class 1) have the right to cast one vote for each Officer position. In case of multiple membership, each individual shall have only one vote. Only Team Members and Team Leaders of any first-level Team listed as Official in the Volunteers Portal. Subteam members don't have the right to vote, as well as Teams listed as "Unofficial" or "In formation".

Definitions

  • Team Members are defined in Section 4.01(A)(3) of the Bylaws.
  • Team Leaders are defined in Section 4.01(A)(2) and Section 4.05(A) of the Bylaws.
  • Department Coordinators are defined in Section 4.05(B) and Section 5.01 of the Bylaws.
  • Officers are defined in Section 6.01 of the Bylaws.

Election Scenarios & Methodologies

The following methodologies have been introduced after the Community vote on the "Changes to the Nomination and Election Process", approved on December 29, 2019.

Contested Department Coordinator / Officer

This scenario occurs when there are more than one candidate, including the case in which one of them is already incumbent in the position.

Election phases & timeline

MilestoneGroup 1Group 2Note
Call for Candidate Manifestos published July 10 January 03 The Current DC/Officers shall announce their intention to run as candidate beforehand.
Candidate Manifesto submission deadline August 07 January 31 Candidates have 28 days to prepare/submit their manifestos.
Full list of Candidates and Manifestos published.
Recommendation form opened.
August 08 February 01 1 day after the manifesto submissions deadline. Communication channels with candidates are opened (one for each position).
Recommendations submission deadline August 15 February 08 The Community has 7 days to submit their recommendations for the candidates. During this time candidate shall be available to answer the questions from the Community in the dedicated channels.
Recommendations published August 16 February 09 The Secretary publishes the recommendations received for each Candidate. The Community will have one week to digest the recommendations and ask questions to candidates.
Ballots sent out August 23 February 16 Voting parties have seven (7) days to submit their preferences.
Ballots shall also have the opportunity to vote for "None of the above".
Ballots close August 30 February 23 Ballots automatically close at 23.59 UTC.
Results announced / Handover begins August 31 February 24 The Secretary publishes the Elections Results announcement. During the four (4) following weeks, the current DC/Officer shall start handing over information, assets and permissions to the elected successor.
Last Day of Old Term September 28 March 23 This is the last day of the current Board Member tenure.
First Day of  New Term September 29 March 24 The newly elected DC/Officers are effective in their position.

New Department Coordinator / Officer Uncontested

This scenario occurs when there is only one candidate that would be new in the position.
This timeline is valid also in the "New Department Coordinator/Officer Uncontested Empty Board Seat", meaning that there is only one candidate that would be new in the role and the position is vacant, after resignation/removal of the previous DC/Officer"; in such scenario, the Full Board of Directors and Officer might action a specific motion to declare the elected members effective immediately, anticipating their term.

Election phases & timeline

MilestoneGroup 1Group 2Note
Call for Candidate Manifestos published July 10 January 03 The Current DC/Officers shall announce their intention to run as candidate beforehand.
Candidate Manifesto submission deadline August 07 January 31 Candidates have 28 days to prepare/submit their manifestos.
Sole Candidate declared, Manifesto published.
Recommendation form opened.
August 08 February 01 1 day after the manifesto submissions deadline. Communication channels with candidates are opened (one for each position).
Recommendations submission deadline August 15 February 08 The Community has 7 days to submit their recommendations for the candidates. During this time candidate shall be available to answer the questions from the Community in the dedicated channels.
Recommendations published & Ballots sent out
August 16 February 09 The Secretary publishes the recommendations received for each Candidate. Voting parties have seven (7) days to submit their preferences. Ballots shall also have the opportunity to vote for "None of the above".
Ballots close August 23 February 16 Ballots automatically close at 23.59 UTC.
Results announced / Handover begins August 24 February 17 The Secretary publishes the Elections Results announcement. During the four (4) following weeks, the current DC/Officer shall start handing over information, assets and permissions to the elected successor.
Last Day of Old Term September 28 March 23 This is the last day of the current Board Member tenure.
First Day of  New Term September 29 March 24 The newly elected DC/Officers are effective in their position.

Same Department Coordinator / Officer Uncontested

This scenario occurs when there is only one candidate that is already incumbent in the role. This is the expedited timeline.

Election phases & timeline

MilestoneGroup 1Group 2Note
Call for Candidate Manifestos published July 10 January 03 The Current DC/Officers shall announce their intention to run as candidate beforehand.
Candidate Manifesto submission deadline August 07 January 31 Candidates have 28 days to prepare/submit their manifestos.
Existing DC/Officer declared as sole candidate. Manifesto published and ballots sent out.
August 08 February 01 1 day after the manifesto submissions deadline. Communication channels with candidates are opened (one for each position). The Secretary shall publish the candidate's Manifesto and sent out the ballots. Voting parties have seven (7) days to submit their preferences. Ballots shall also have the opportunity to vote for "None of the above".
Ballots close August 15 February 08 Ballots automatically close at 23.59 UTC.
Results announced
August 16 February 09 The Secretary publishes the Elections Results announcement.
Last Day of Old Term September 28 March 23 This is the last day of the current Board Member tenure.
First Day of  New Term September 29 March 24 The newly elected DC/Officers are effective in their position.

Reporting timeline

Reporting cycleGroup 1Group 2Note
First Day of Term September 29 March 24 The newly elected DC/Officers are effective in their position.
90 Day Report publishing deadline January 11 July 06 Each DC/Officer shall prepare a quarterly report with their progress and achievements. Report is due 14 days after the 90th day of the term.
180 Day Report publishing deadline April 10 October 04 Report is due 14 days after the 180th day of the term.
270 Day Report publishing deadline / Declaration of Intention deadline July 09 January 02 Report is due 14 days after the 270th day of the term. The DC/Officer shall send also the declaration of intention and their manifesto to the Secretary if they are interested to run for another term.
Year End Report October 12 April 06 Report is due 14 days after the end of the term.