Governance

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Subgroup Members:

• Rob Raskin
• Chuck Hutchinson
• Bruce Caron

Issues to Be Addressed:

• Permanently Name Alternate Voting Reps for which no proxy is needed – education and communication are key parts toward the successful implementation of this;
• What to do with Community Engagement, Commercial Development & Products and Services Committees; look at all committee charters
• Clusters lifespan – related to membership; finance; AQ was never envisioned to short term; perhaps more appropriate for AQ Cluster to be a WG
• Membership dues
• Leadership succession/terms/when elections are held
• Governance should support strategic plan... meetings should support governance structure

Discussion:

• Permanently Name Alternate Voting Reps for which no proxy is needed – education and communication are key parts toward the successful implementation of this
  • Is there an issue?
  • What would be required to make the change? Look at Bylaw II.2.3 - get clarification from C&B
  • Resolution from Excom articulating the policy change
  • Primary and Secondary alternates would have to be named
    

• What to do with Community Engagement, Commercial Development & Products and Services Committees; look at all committee charters
  • Active committees - Education/IT&I are more self-serving; Inactive committees have larger organizational roles
  • Committee activity review: # of telecons/meetings; # of active people
  • Are committee functions related to ESIP Types? What role might affinity groups play? Belonging to more than 1 ESIP Type?
  • Eliminate committees that are inactive - would require bylaws changes
  • Open process to invite new committee to be formed
  • Invite Outreach Managers from Data Centers to future meetings
  • Community Engagement is now served by Foundation Front Office
  • P&S perhaps getting split among all other committees
  • Commercial Development as a cluster? ping Howard
    

• Clusters lifespan – related to membership; finance; AQ was never envisioned to short term; perhaps more appropriate for AQ Cluster to be a WG
  • What are Clusters when they grow up? - Working Groups
  • What are Working Groups when they grow up? - Committees
  • Natural Evolution of cluster to working group
  • Air Quality Cluster was created out of the Executive Committee under Yunck - should change the name to Air Quality Working Group
  • Semantic Web Cluster was to help the EIE mature - should it fall under IT&I?
  • Working Groups are sponsored by Committees - financial oversight by committees as part of their budgets
  • Semi-annual reports on how money was spent to ESIP Federation Assembly
    

• Membership dues
  • Every ESIP pays a basic amount (the equivalent of 1 meeting/person) - a meeting credit $600/year
  • Will trigger consolidation of partner projects
  • Credit has to be sufficient enough to differentiate between members and non-members
  • Waive membership fee for Type IVs
  • Calendar membership dues structure, pro-rated if join mid-year
  • Unanimous consent required for imposing dues
  • Optional dues

• Leadership succession/terms/when elections are held
  • Length of terms probably should stay at 1 year b/c of difficulty in getting people to serve
  • Consecutive terms limited to 1 set of back-to-back; possibly change to 3

• Governance should support strategic plan... meetings should support governance structure
  • town hall meeting to ask what affinity groups are needed?

Recommendations:

• Permanent Naming of Alternate Voting Rep
  • Draft a Resolution from Excom articulating the policy change which provides for a primary and secondary alternate voting rep. (no bylaws change needed)
• What to do with Community Engagement, Commercial Development & Products and Services Committees
  • Excom to Review all Committees (# of meetings during past 2 years; # of people in attendance; upcoming activities) and make recommendations on what should be kept, what should go
  • Open a process to invite new Standing Committees
• Lifespan of Clusters and Working Groups
  • Natural Evolution of cluster to working group
  • Oversight of working groups from a committee that created it.
  • Financial oversight is done through the budget request review process & semi-annual reporting on activities
• Membership dues
  • Implement a *voluntary* dues structure that provides a meeting credit
• Leadership succession/terms
  • No changes need to term length
  • Increase consecutive term limit to 3 (from 2 1-year terms)
• Governance should support strategic plan
  • Conduct a town hall meeting to identify new affinity groups for Federation partners