Difference between revisions of "Draft Excom Minutes"

Revision as of 16:22, October 12, 2016

Attendees
Emily Law, President
Christine White, Vice President
Danie Kinkade, Chair, Partnership
Bill Teng, Chair, FiCom
Denise Hills, Nominations
Ken Keiser, Chair, C&B
Bob Arko, Type I Rep
Sky Bristol, Type II Rep
Ethan Davis, Chair, IT & I
Justin Goldstein, Chair, Data Stewardship
Soren Scott, Chair, P & S
Annie Burgess, Staff
Bruce Caron, Staff

Minutes

Approval of September Minutes Christine Moved. Denise Seconded. No objections. Minutes approved.
President's Report
- Highlights
  - Moving toward a single membership non-profit organization: On October 6, a special Virtual Assembly Meeting on Federation/Foundation Merge was held. The meeting provided information on merging the Foundation for Earth Science (501(c)3) & legal entity) with the Federation for Earth Science Information Partners (ESIP). Key drivers include reduction of confusion about the two separate entities and streamlining organizational structure, policies and policies that would enable the assembly, leadership team, the board and office to run ESIP more effectively. The informational package is available for all. The next step for the assembly is to pass the member resolution agreeing to the merge. Assembly vote will begin on Nov 6 and close on Dec 6. On October 7, the foundation for Earth Science board members met and passed the board resolution approving the merger proposal. The board is currently preparing the bylaws for the new organization.

Emily thanked the staff and volunteers who helped put this resolution effort before the members.

- - Significance: We had a strong ESIP presence at the International Data Week (Sept 11-17) including ESIP exhibit space, ImHere app, members attendance of World Data System forum, multiple presentations at SciDataCon, International Data Forum, a hackathons how to workshop, and attendance of many RDA sessions. Thanks to all who attended and wore the ESIP hat. Special appreciation goes to Erin and the staff for their outstanding support and outreach effort.
Staff Report
- The ESIP team supported IDW the week of 9/12. Thank you to all who contributed demos at our booth. As Emily mentioned, there was a lot of great visibility for ESIP activities. Initial follow-up was made with RDA and Belmont Forum for ways to extend ESIP's reach.
- ESIP also received additional visibility with the launch of PREP on September 22 (White House Fact Sheet). A data working group is being led by NASA. We will keep ESIP aware of activities to contribute. If your group is interested, let Erin know.
- Bruce led effort to prepare for the special Assembly Call and plan the merger. He is working with Board and lawyer on revised Bylaws. All members will be contacted to participate in the discussion, and then to vote. Next steps after resolution will be to reach out to current members to transfer their membership to the consolidated organization.
- Annie Burgess is leading the next round of evaluation for AIST projects and has started evaluating the ontology repositories developed by ESIP.
- Annie is also leading review of Student Fellow applications. We have about 15. And some are from new places, so we are excited about this turnout.
- Erin will be at Sea Grant Week this week to make additional NOAA connections and share data management work with the Sea Grant Institutions.
- Full ED Report from ESIP Foundation Board Meeting last week can be reviewed here
- Over next month team will be preparing for the Winter Meeting (Look for travel info from Annie K), continuing on evaluation activities, supporting review of Incubator projects with P&S, preparing for AGU activities including Data Fair Town Halls (T-TH at lunch), booth and Ignite@AGU, announcing the new Student Fellows and supporting the Data Driven Decision Making workshop with Disaster Lifecycle cluster in DC.
- There is a new call for incubator projects for the testbed. These will be coming in through this month.
- Call for Sessions is open now! Deadline to get at least a placeholder for your session is the end of October.
Committee Reports
- C&B
  - The 30-day comment period started on October 6 for the resolution to merge. Please add your comments to the google doc.
  - The vote will open on Nov. 6.
- Finance--Bill
  - The board received the financial review of FY15. It was positive and no major issues were raised. Board called for an audit of FY16 because expenditures were over the legal minimum that requires an audit. Board approved preliminary FY17 budget. It was very helpful to have most committees and working groups requested budgets budgets. If your group is still outstanding, please submit as soon as possible.
- Partnership--Danie
  - Partnership has developed a draft Member Handbook for review. Please send any comments to Danie Kinkade.
  - Partnership has received four applications. These are available online. These will be voted on at the same time ESIP votes on resolution. Also there is a new member of the committee: Kristin Wegner from UCAR.
- Data Stewardship --Justin
  - (1) J Goldstein, HK Ramapriyan, and M Mayernik submitted a manuscript concerning the extent of Digital Object Identifier (DOI) use to Data Science Journal in the hopes of having it accepted and included in its upcoming special issue "20 years of Persistent Identifiers." This is a culmination of many committee discussions concerning the writing of papers to advance the scholarship on identifiers. (2) We used last month's edition of our standing committee meeting to "host" the ESIP-wide International Data Week review. Thanks to everyone who was on the call.
- Education
  - Our E-book of drone activities is in draft form. We will distribute the link and gather feedback at regional National Science Teacher Association meetings this fall.
  - We have begun planning our "Out to Lunch" series of Webinars for educators. We plan to kick it off at the Winter meeting. These a 10 minute video webinars. This activity will be kicked off at the Winter meeting.
- IT&I
  - Tech Dive Webinar Series
    - 13 October 2016: "EarthCube Integration and Test Environment (ECITE)": Phil Yang, GMU
- Nominations --Denise

Job Description Doc

- - Now that the assembly call has happened, the Nominations committee is getting into full swing. We already have a few suggestions that we are working with. We plan on a call in the coming days to help define our plan of attack. If you have suggestions, or are wanting to serve, please let Denise or another member of the committee know. An ESIP-wide call for nominations will be coming soon.
    - And, it's ESIP awards nominations time too. Some awards are not specifically annual awards, but it is really important to try to recognize the people who have made significant contributions to ESIP. The ExCom has the best purview of the whole ESIP effort. The end of October is a good deadline for these awards.
- Products & Services--Soren
  - New Incubator RFP out (thanks, A.B.); Software guidelines out for public comment (and now official, dedicated panel oral session at AGU 2016).
- Semantic Technology--Tom
  - Ontology portal evaluation is beginning. Using the ESIP evaluation framework from previous NASA work.
  - Looking to host a semantic symposium the day before the Winter ESIP meeting. Would include other Earth science groups such as RDA, OGC, and EarthCube to develop a semantics roadmap. If anyone wants to participate, please contact Tom.
- Visioneers--Denise
  - Telecon spoke to some meeting planning issues, and suggested some possible plenary speakers. Some discussion also about Visioneers taking on a role to look at other aspects of ESIP after the new year.

Type Rep Reports
- Type One--Bob Arko: Busy time in NSF world. EarthCube Tiger Team is defining an "Architecture Implementation Plan", closely tied to roles&responsibilities of repositories. Due soon. Council of Data Facilities is planning to auto-harvest repository-level metadata. Continuing to populate +normalize ESIP Member Map. Also: Erin joined Tech&Arch Committee call on 09/21 to discuss ESIP-EarthCube collaboration. Note: Pending action items to expand the Member Map to Types II&III, and integrate with ESIP Story Maps.
- Type Two--Skye: Will be looking to get Type 2 members into the member map.
- Type Three

Other Business
- The website will soon list the actual winter meeting sessions.
- Some of the tabled activities are just waiting until the merger is complete. The USGCRP is scheduling a webinar in November, so a document that describes ESIP would be helpful.

Meeting adjourned at 3:46 EDT.

Tabled

- “How to talk about ESIP” ideas and how to grow ESIP ambassadors
- How to document ESIP success stories - there is a technical and programmatic effort. As easy as tagging posts with #esipfed or some other hashtag, but then what do we do all the tagged content, where do we consolidate that, is that how we want to proceed with capturing success stories - let's think about this
  - NOAA has some existing framework resources on this, EarthCube is also using NOAA's work on this.

@@ Line 1: / Line 1: @@
-'''Ex-Com Minutes, September 2016'''
+'''Attendees'''
+<br />
+Emily Law, President<br />
+Christine White, Vice President<br />
+Danie Kinkade, Chair, Partnership<br />
+Bill Teng, Chair, FiCom<br />
+Denise Hills, Nominations<br />
+Ken Keiser, Chair, C&B<br />
+Bob Arko, Type I Rep<br />
+Sky Bristol, Type II Rep<br />
+Ethan Davis, Chair, IT & I<br />
+Justin Goldstein, Chair, Data Stewardship<br />
+Soren Scott, Chair, P & S<br />
+Annie Burgess, Staff<br />
+Bruce Caron, Staff
-Attending:
+'''Minutes'''
+# Approval of  [[Draft Excom Minutes|September Minutes]]   Christine Moved. Denise Seconded. No objections. Minutes approved.
+# President's Report
+#*Highlights
+#**Moving toward a single membership non-profit organization: On October 6, a special Virtual Assembly Meeting on Federation/Foundation Merge was held. The meeting provided information on merging the Foundation for Earth Science (501(c)3) & legal entity) with the Federation for Earth Science Information Partners (ESIP). Key drivers include reduction of confusion about the two separate entities and streamlining organizational structure, policies and policies that would enable the assembly, leadership team, the board and office to run ESIP more effectively. The [https://docs.google.com/presentation/d/1BNVvAjdVTSk0qt123J4fQkCzZY9KehSdVO6XNqUCqfI/edit#slide=id.g1816d97df0_1_79 informational package] is available for all. The next step for the assembly is to pass [https://docs.google.com/document/d/1EHibcxtYnHVvs4wc8JfJhdXhogyQP_hXb0dM9nLgNJc/edit the member resolution] agreeing to the merge. Assembly vote will begin on Nov 6 and close on Dec 6. On October 7, the foundation for Earth Science board members met and passed [https://docs.google.com/document/d/1nibMk1FH3C4rG6GbOidcaRixHLplkvE79kBPSvtEkXs/edit the board resolution] approving the merger proposal. The board is currently preparing the bylaws for the new organization.
+Emily thanked the staff and volunteers who helped put this resolution effort before the members.
+#**Significance: We had a strong ESIP presence at the International Data Week (Sept 11-17) including ESIP exhibit space, ImHere app, members attendance of World Data System forum, multiple presentations at SciDataCon, International Data Forum, a hackathons how to workshop, and attendance of many RDA sessions. Thanks to all who attended and wore the ESIP hat. Special appreciation goes to Erin and the staff for their outstanding support and outreach effort.
+# Staff Report
+#* The ESIP team supported IDW the week of 9/12. Thank you to all who contributed demos at our booth. As Emily mentioned, there was a lot of great visibility for ESIP activities. Initial follow-up was made with RDA and Belmont Forum for ways to extend ESIP's reach.
+#* ESIP also received additional visibility with the launch of PREP on September 22 ([https://www.whitehouse.gov/the-press-office/2016/09/22/fact-sheet-launching-new-public-private-partnership-and-announcing-joint White House Fact Sheet]). A data working group is being led by NASA. We will keep ESIP aware of activities to contribute. If your group is interested, let Erin know.
+#* Bruce led effort to prepare for the special Assembly Call and plan the merger. He is working with Board and lawyer on revised Bylaws. All members will be contacted to participate in the discussion, and then to vote. Next steps after resolution will be to reach out to current members to transfer their membership to the consolidated organization.
+#* Annie Burgess is leading the next round of evaluation for AIST projects and has started evaluating the ontology repositories developed by ESIP.
+#* Annie is also leading review of Student Fellow applications.  We have about 15. And some are from new places, so we are excited about this turnout.
+#* Erin will be at Sea Grant Week this week to make additional NOAA connections and share data management work with the Sea Grant Institutions.
+#* Full ED Report from ESIP Foundation Board Meeting last week can be reviewed [https://docs.google.com/document/d/1Do8Pxaq3kJofLAYgNoXLbx-EXBy-qDcXPgEmOSIgzs4/edit here]
+#* Over next month team will be preparing for the Winter Meeting (Look for travel info from Annie K), continuing on evaluation activities, supporting review of Incubator projects with P&S, preparing for AGU activities including [https://docs.google.com/document/d/16eiKj2wE7id0fvndTE3XRSZVhZT7yS-qSR7zi0byviM/edit Data Fair Town Halls] (T-TH at lunch), booth and Ignite@AGU, announcing the new Student Fellows and supporting the Data Driven Decision Making workshop with Disaster Lifecycle cluster in DC.
+#* There is a new call for incubator projects for the testbed. These will be coming in through this month.
+#* Call for Sessions is open now! Deadline to get at least a placeholder for your session is the end of October.
+# Committee Reports
+#* C&B
+#** The 30-day comment period started on October 6 for the resolution to merge. Please add your comments to the google doc.
+#** The vote will open on Nov. 6.
+#* Finance--Bill
+#** The board received the financial review of FY15. It was positive and no major issues were raised. Board called for an audit of FY16 because expenditures were over the legal minimum that requires an audit.  Board approved preliminary FY17 budget. It was very helpful to have most committees and working groups requested budgets budgets.  If your group is still outstanding, please submit as soon as possible.
+#* Partnership--Danie
+#** Partnership has developed a draft [https://docs.google.com/document/d/1KPyBzHvi9InUABCp13TQmtla89NSEqEzvMKy5EN_NK4/edit Member Handbook] for review. Please send any comments to Danie Kinkade.
+#** Partnership has received [[Partnership_Applications| four applications]]. These are available online. These will be voted on at the same time ESIP votes on resolution. Also there is a new member of the committee: Kristin Wegner from UCAR.
+#* Data Stewardship --Justin
+#** (1) J Goldstein, HK Ramapriyan, and M Mayernik submitted a manuscript concerning the extent of Digital Object Identifier (DOI) use to Data Science Journal in the hopes of having it accepted and included in its upcoming special issue "20 years of Persistent Identifiers."  This is a culmination of many committee discussions concerning the writing of papers to advance the scholarship on identifiers.   (2) We used last month's edition of our standing committee meeting to "host" the ESIP-wide International Data Week review. Thanks to everyone who was on the call.
+#* Education
+#** Our E-book of drone activities is in draft form. We will distribute the link and gather feedback at regional National Science Teacher Association meetings this fall.
+#** We have begun planning our "Out to Lunch" series of Webinars for educators. We plan to kick it off at the Winter meeting. These a 10 minute video webinars. This activity will be kicked off at the Winter meeting.
+#* IT&I
+#** Tech Dive [[Interoperability_and_Technology/Tech_Dive_Webinar_Series | Webinar Series]]
+#*** 13 October 2016: "EarthCube Integration and Test Environment (ECITE)": Phil Yang, GMU
+#* Nominations --Denise
+[https://docs.google.com/document/d/1o394LekS6RHr0OJcsjs7fWzUhoQcCUdhSIRiZe52GBI/edit Job Description Doc]
+#** Now that the assembly call has happened, the Nominations committee is getting into full swing. We already have a few suggestions that we are working with. We plan on a call in the coming days to help define our plan of attack. If you have suggestions, or are wanting to serve, please let Denise or another member of the committee know. An ESIP-wide call for nominations will be coming soon.
+#***And, it's ESIP awards nominations time too. Some awards are not specifically annual awards, but it is really important to try to recognize the people who have made significant contributions to ESIP. The ExCom has the best purview of the whole ESIP effort. The end of October is a good deadline for these awards.
+#* Products & Services--Soren
+#** New Incubator RFP out (thanks, A.B.); Software guidelines out for public comment (and now official, dedicated panel oral session at AGU 2016).
+#* Semantic Technology--Tom
+#** Ontology portal evaluation is beginning. Using the ESIP evaluation framework from previous NASA work.
+#** Looking to host a semantic symposium the day before the Winter ESIP meeting. Would include other Earth science groups such as RDA, OGC, and EarthCube to develop a semantics roadmap. If anyone wants to participate, please contact Tom.
+#* Visioneers--Denise
+#** [https://docs.google.com/document/d/1JuyT2s2TJ3Swg9nuMTWCaXeQKhF5tBCeeqciPOn7-Os/edit Telecon] spoke to some meeting planning issues, and suggested some possible plenary speakers.  Some discussion also about Visioneers taking on a role to look at other aspects of ESIP after the new year.
-* Emily Law, President,
+# Type Rep Reports
+#* Type One--Bob Arko:   Busy time in NSF world.  EarthCube Tiger Team is defining an "Architecture Implementation Plan", closely tied to roles&responsibilities of repositories.  Due soon.  Council of Data Facilities is planning to auto-harvest repository-level metadata.  Continuing to populate +normalize ESIP [https://drive.google.com/open?id=1Vq1T8Pw_0jniCscuV5d7COxZmxAAA_WP0dR9kZIsPvk Member Map].  Also: Erin joined Tech&Arch Committee call on 09/21 to discuss ESIP-EarthCube collaboration.  Note: Pending action items to expand the Member Map to Types II&III, and integrate with ESIP Story Maps.
+#* Type Two--Skye:  Will be looking to get Type 2 members into the member map.
+#* Type Three
-* Christine White, VP,
+# Other Business
+#* The website will soon list the actual winter meeting sessions.
+#* Some of the tabled activities are just waiting until the merger is complete. The USGCRP is scheduling a webinar in November, so a document that describes ESIP would be helpful.
-* Denise Hills, Nominations,
+Meeting adjourned at 3:46 EDT.
-* Ethan Davis, Chair, IT &amp; I,
+==== Tabled ====
+#* “How to talk about ESIP” ideas and how to grow ESIP ambassadors
-* Ken Keiser, Chair, C&amp;B,
+#* How to document ESIP success stories - there is a technical and programmatic effort. As easy as tagging posts with #esipfed or some other hashtag, but then what do we do all the tagged content, where do we consolidate that, is that how we want to proceed with capturing success stories - let's think about this
+#** NOAA has some existing framework resources on this, EarthCube is also using NOAA's work on this.
-* Soren Scott, Chair, P &amp; S,
-* Bill Teng, Chair, Finance,
-* Beth Huffer, Semantics
-* Justin Goldstein, Chair, Data Stewardship,
-* Ted Habermann, Type III Rep,
-Ex-officio:
-* Erin Robertson,
-* Bruce Caron
-. '''Approval of August Minutes'''
-* Ken moved, Denise seconded. No Objections.
-. '''President's Report'''
-* Highlights
-:*  USGCRP: Thanks to Justin’s, we (Erin, Justin, Richard Eckman and I) met with USGCRP leadership team to discuss area of mutual interests and collaboration opportunities on August 24. Agenda and participations are posted here. The meeting was informative and productive. Several approaches were identified for the two organizations to move forward in common efforts that are mutually beneficial. Next steps in the near term include planning of the next meeting at AGU, a webinar to introduce ESIP to broader USGCRP groups. Summary of the telecom can be found [https://docs.google.com/document/d/10N9-_ys2fq51vd22dkgn6-9qHASHDuFb2nMIwBVzaFo/edit here].
-* Next steps: An introduction of ESIP with the wider USGCRP team.
-. '''Staff Report'''
-* We are busy with IDW.
-* Annie: Sent out an initial email to potential ESIP stories working group. Continuing AIST evaluation process.
-* Bruce Caron is now the community architect.
-* Budgets are being turned in.
-.  '''Committee Reports'''
-* C&amp;B : Ken
-:* Discussion and interactions with Erin and Bruce on upcoming C&amp;B efforts pertaining to ESIP organizational changes. No current actions.
-* Finance: Bill
-:* Budgets received from 3 groups; 1 other query likely to become a special project request later. Templates and schedule
-:* Ficom is reviewing all budgets, and will have things ready to go by October 1.
-:* Ficom Chair and Board Treasurer; Bill reports that the Ficom Chair role will expand a bit to include a purview over the larger ESIP funded budget. Bill recommends that the Board Treasurer and the Ficom Chair would be 2 different people on a committee. This would help share the workload and add another perspective to the finances.
-* Partnership
-:* Member Handbook is being updated.
-* Data Stewardship
-:* A few committee members are completing our writing of an article about identifier use for the special edition of Data Science Journal dedicated to persistent #** identifiers. We expect to submit this month. We canceled our August meeting due to the month, and will devote most of our September meeting to report outs from International Data Week from the ESIP-wide community.
-* Education
-:* We will be sharing our draft STEM activities for drones at National Science Teacher Association conferences this fall.
-:* We've had a couple good activities contributed for our ebook.
-:* Starting at the winter meeting, we intend to launch a series of 10-minute tool demonstrations (webinars that folks can attend live or watch later)
-* IT&amp;I: Ethan
-:* ''[http://wiki.esipfed.org/index.php/Interoperability_and_Technology/Tech_Dive_Webinar_Series#8_September_2016:_.22Apache_Open_Climate_Workbench.22:_Lewis_McGibbney.2C_apache.org Tech Dive Webinar Series]''; Some new activities will be announced in the coming months.
-* Nominations - Job Description Doc This is being drafted.
-:* We've received some suggestions; we will meet as a committee in the next few weeks to start finalizing nominations. We're working with the governance team to determine what will be needed, nomination/election-wise, for board. The Nom Com will have a telecon in early October. The Job Description document will help the committee to describe the positions for potential nominees. Please take a look at your position in this document and add your insights. We don’t want to rewrite what can be found in other documents, but having a single document that spells out the duties of each position will be really helpful going forward. Next Steps: Please take a look at the document (Note: this is a living document) and add your information by the beginning of October. Staff will send out an email to all current leaders for their input.
-* Products &amp; Services
-:* Preparation for the next RFP, including more targeted advertising through the Types. Soren is doing some outreach to the Type IIs and IIIs.
-* Semantic Technology
-:* Independent ontology portal evaluation using ESIP evaluation framework. In the coming year the focus will be on outreach and developing a roadmap to help groups join and take advantage of ESIP semantic technology.
-* Type Rep Reports
-:* Type I
-:* Type II
-:* Type III:
-:** Ted reports that they are pulling together a BOF for HDF users at AGU. The idea would include Type IIIs giving short presentations. Bob and Skye will be included in this planning.
-. '''Other Business'''
-* ESIP at International Data Week -
-* Please add your ideas, events, sessions etc to this ''[https://docs.google.com/document/d/1oq-x4TYmSaBCmBfmUoFoT3blkd_eYCYFfUUOk5Rvtms/edit google doc]'': There will be an email posted on Thursday with this info.
-* Justin will be doing a wrap-up on September 19th at the Data Stewardship call.
-* 2017 Theme proposed:
-:* Using the 2nd goal: “Strengthening the ties between observation and user communities.”
-* AMS is going to have a similar theme. Some other topics: social media, crowd sourcing, data ethics? Under the overarching theme, there can be some subtopics that get articulated. Bill Teng had talked about this in an email. Soren had mentioned ethics. Call for a motion: Christine moved and Denise seconded. The motion is approved. The Visioneers will be informed.
-. '''Committee purpose discussion'''
-* We are at a point where we need to reexamine what the purpose of committees is? What do we want this to be going forward? The bylaws have descriptions of the committees. ESIP is growing in capabilities and has activities that are bigger than any one committee. Justin is working on a response. Ethan noted that for IT&amp;I the description in the bylaws is too generic. Perhaps a more concrete description would help the committees find their core purpose. Ken noted that new policy and procedure documents would serve this purpose. As a living document it would be more current. More flexibility will be one outcome. It would be nice to maintain an historical record of the changes in the document. The wiki has history on the pages.
-. '''ESIP Lab discussion'''
-* The “ESIP Lab” notion is an example of a new capability. There are concerns about reliability and sustainability. How can we make sure that things get done in the space? With staff support and careful planning things can be managed.
-* The “ESIP Lab” would be a home for the test-bed, and other ESIP infrastructure that would work across committees. When we do fund people to do work then there will be a greater need for systems to manage the processes. There are already some management tasks that need to be addressed. The staff will work on this.
-* The idea of the lab is to have standard procedures across the Federation, and to support a minimal infrastructure. How do things evolve from ideas to test-beds to infrastructure that has some sustainable life? What does it mean to have a community resource that ESIP would fund over a longer term. Some discussion about how the OGC does this.
-* Now is the time to capture a simple description of the whole Federation and its parts. The goal is to have draft charters for all the current groups by October 11. Bruce will send out an email to all of the groups.
-Any other business?
-none. Meeting adjourned.