Governance Guidelines

We believe that a governance system that is clearly outlined and fairly represents the community is essential to the development of JXTA technology.

JXTA technology is about providing a common framework, on top of which innovative distributed computing applications can be developed. This common framework will need to mature and become stable-staying small, but supporting essential qualities required by a majority of developers. A strong governance system will provide a means to manage the process of its evolution. Initially we will build on the model used by other open source projects, a meritocracy based on consensus.

All decision making, planning and communication will be done in the open, on public mailing lists.

The Board

The Board consists of three members, including one representative selected by Sun and two independent, non-Sun representatives who are nominated and elected by the community. Notice is given of the next election on the homepage and on the corresponding Kenai project mailing lists.

The Board has high-level duties to ensure that the JXTA Technology project is being run in a fair and open manner. The Board exists as a last resort to resolve disputes and grievances. Every effort should be made to solve disputes at the community level before turning to the Board.

We are attempting to make the governance procedures as lightweight as possible. We seek above all to invite all interested developers to take part in the enhancement of this project and seek input from all. We are attempting to make sure the governance procedures will not hinder the momentum of any group or individual who seeks to use JXTA technology.

This governance system might change as the Project JXTA community grows, but we are committed to a system that is fair and open to all community members. If you have any questions, suggestions, and/or concerns, please post them on the general mailing list.

* The term for the JXTA Board of Directors was changed from 1 year to 2 years per community vote February 2006.
* Board of Director meeting notes are available.

Board Rules

Composition

The JXTA board of directors consists of three (3) standing members. One (1) seat is reserved for a Sun Microsystems employee appointed by Sun management. The other two seats are filled by community members voted in by the community and certified by the JXTA community manager or other appointed JXTA community member charged with conducting the election. No board members may be appointed any responsibilities for conducting any JXTA election while he or she is serving on the JXTA board.

JXTA Board Mission

The mission of the JXTA Board of Directors is to:

* ensure the successful growth of the JXTA community
* promote the JXTA Protocols as a standard for peer to peer network
application development
* support JXTA projects used to host development and distribution of:
    o the platform-independent JXTA protocol specifications
    o JXTA-related documentation
    o JXTA protocol implementations
    o JXTA-aware application

Limits of Board's Authority. For as long as JXTA is not a free-standing, independent legal entity, the JXTA board does not have authority to make decisions on items that have financial or legal impact to Sun Microsystems without explicit, written approval by Sun Microsystems. The Sun appointed board member will be entrusted to ensure appropriate company officials provide the written authorization. The board may make any recommendations regarding the direction and operation of jxta.dev.java.net to Sun Microsystems via the Sun appointed board member. The board may not vote out of office the Sun appointed board member.
JXTA Elected Board Member Term

Election A JXTA elected board member's term is 2 years for a member elected during a normal election as defined by the JXTA board election rules published on JXTA. The normal term period for a board member begins the first of March and ends on the last day of February. The board recommends that elections be conducted during mid-January through mid-February such that the election results can be certified and the new board members announced to the community by 15 February.

Removing a Board Member. Any board member not appointed by Sun Microsystems may be removed from office if his or her conduct is deemed by a majority of board members to not be in the best interest of the JXTA community. This includes, for example, members that request to be removed, fail to respond to meeting invitations within the appointed period, are repeatedly disruptive to JXTA community and board activities, or engage in activities that present a conflict of interest. A board member is removed if a majority of board members at two consecutive board meetings vote to remove him or her. The board may not vote out of office the Sun appointed board member. However, the Board may petition the appropriate Sun Program Manager for Project JXTA to replace the appointed board member.

Special Election. A special election to complete an existing term is called after the removal or other termination of an elected board member. A board member elected during a special election is elected for the duration of the term of the board member being replaced. Any board member in good standing may be re-nominated for re-election except for a person removed during his or her term. Such ex-board members are permanently prohibited from running or being elected to any future JXTA board seat.

JXTA Sun-Appointed Board Member Term

A JXTA Sun-appointed board member's term is 12 months by default and it is recommended, but not required, that the period served corresponds to the elected members' term period. The Sun-appointed board member may be changed at any time and the existing member should take responsibility to ensure a smooth transition. In the event the Sun-appointed board member abdicates his or her responsibilities without identifying his or her replacement, the elected board members will contact the appropriate Sun Microsystems official sponsoring JXTA Technology to request a new appointment as a first order of business.

JXTA Board Meetings

Definition. A JXTA Board Meeting is an official gathering by two or more board members (a quorum) where JXTA business is conducted. Board members may attend a board meeting in person, by phone, by video conference, or other means that enable the member to participate in real-time with all other attendees. Instant Messaging and email are not acceptable means of attendance in a board meeting.

Frequency of Meetings. Board meetings should be held once per quarter or more frequently as issues warrant. Board meetings may be called by any member of the Board. Board meetings may also be requested by the JXTA Community Manager, the JXTA Program Manager, or any JXTA Community Member. However, only meetings called by a current board member are mandatory.

Scheduling of Meetings. A Board meeting must be scheduled within ten (10) business days of the date of request by a board member. The JXTA Community Manager may be asked to assist in scheduling an optimal meeting time.

Meeting Notifications. All board members must be invited to participate in any board meeting at least three (3) business days prior to the meeting. Meeting invitations are deemed to be valid if reasonable efforts were made to reach board members such as by email with no error returned, phone call and message to the last known good number for the board member, written Post mail sent to the last known valid street or post office address for the member with no return message, or other generally accepted invitation mechanism. A board member may decline to participate in a board meeting and give consent for others to meet without him or her in which case the meeting will proceed as planned. Should a board member not acknowledge the invitation within ten (10) business days of a reasonable invitation, the board member requesting the meeting may proceed with the meeting at the soonest date convenient for all responding members who intended to attend.

Meeting Types, Participants, and their Roles. Meetings may be open or closed at the discretion of board members calling the meeting. Closed meetings are limited to only board member participation. Open meetings may include, in addition to board members, one or more of JXTA community manager, JXTA program manager, or JXTA community member. The degree to which a meeting is open is at the discretion of the board members. When board members do not have consensus on the appropriate attendance for a meeting, the meeting becomes a closed meeting. Open meetings should be scheduled with reasonable lead time, at the discretion of the board, to encourage appropriate attendance.
Maximizing transparency of board activities is strongly encouraged. It is recommended, but not required, that an external observer, for example, JXTA community manager, participate in all board meetings. Each meeting should have an assigned meeting leader selected from attending board members and a note taker selected from any meeting participant. Non board members attending the meeting may be asked to comment or contribute to the meeting.

Item Resolution (Board Voting). Only board members attending a meeting can vote on items raised during the board meeting. A simple majority is required for any items for which there is no consensus. In the event that there is a tie in the voting on an item, the issue will be deferred to the next board meeting to allow any non-attending board members to vote on the item. A board member's vote on an item is carried into the next board meeting even if the board member does not attend the next meeting. A board member must attend the next meeting in order to reverse his or her prior vote on record for an item that remained in a tie. Should the item remain in a tie after two consecutive board meetings, the Sun appointed board member will be given an additional vote used to break the tie.

Meeting Conduct and Structure. Meetings should generally follow the standing agenda items:

1. Designation of meeting leader selected from participating board
members. Leader guides meeting through the agenda items that follow
2. Call to order and roll call
3. Assignment of meeting note taker for current meeting selected from
any meeting participant (not necessarily a board member)
4. Review of previous meeting minutes and approval with our without
modification
5. Status of existing open items from prior meetings.
6. Identification of new topics and agreement of which ones to cover
7. Discussion of selected new topics
8. Identification and assignment of new action items
9. Scheduling of next meeting
10. Move to adjourn
Meeting Notes Publication. Meeting minutes are not to be published until after ratification at a subsequent Board Meeting. Meeting notes are to be sent by the appointed note taker for review by all board members within two (2) weeks of the board meeting. While maximum transparency of board activities is encouraged (and hence publishing all meeting notes on the jxta.dev.java.net community pages is recommended), any attending board member may identify any items not to be published due to their sensitive or personal nature. Such items are not to be published unless overturned by majority vote during the subsequent board meeting.

Election Process

The JXTA Community actively participates in all aspects around the development of JXTA technology. Although our Community is largely self-governing, our Board of Directors serves to provide high-level guidence as needed. 

This section provides information on the election process by which the JXTA Community chooses new members for the Board.

Eligibility.  All JXTA Technology community members in good standing may vote and are also eligible to run for a Community Board Member position. A community member must have a Kenai user id and have commit access on at least one project.

Nominations.  Nominations may be made by any Community Member by posting to the mailing lists. Self-nominations are acceptable. All nominations must be seconded by a different Community Member before a candidate is certified for an election. 

Election Certification.  Elections of community board members are certified by the JXTA Technology community manager or other Board appointed JXTA community member charged with conducting the election. No board members may be appointed any responsibilities for conducting any JXTA election while he or she is serving on the JXTA board. The vote will be considered valid if votes are received from at least 50 voters. The final results will be made public, but actual votes cast will be private. In the event of a tie between any of the candidates that affects the election outcome, another election will be held to decide among those candidates.

Election Schedule. The voting period will be announced by the JXTA Community Manager and will run from Monday 8 AM PT to the following Friday, 8 PM PT. note: Pacific Time (PT) is currently GMT minus 7 hours.

Casting Votes. Votes will be cast via email. In the event that a voter submits multiple emails, the latest valid submission will be counted. Voters must include their full name and Kenai ID. Emails will be considered 'received' based on the time stamp set by the Kenai mail list manager.
Election Results. The voting results will be announced on the mailing lists by the JXTA Community Manager within one (1) week of the election period closing. 

Sun Contributor Agreement (SCA)

Any developer who wishes to become a "Contributor, Committer, and/or Project Owner" to the Kenai JXTA project must sign and return Sun's Contributor Agreement (SCA).

Please print this form out, fill in all the necessary detail, and return it. 

- Via fax:
Number is 1-408-715-2540

- Via mail to:
Eric Renaud
Sun Microsystems, Inc.
4120 Network Circle, USCA 12-105
Santa Clara, CA 95054

- Via e-mail for scanned files: sun_ca@sun.com
You may also want to read the FAQ.

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