Current C&B Discussion

December 20, 2013

1. Develop policy statement on the duration of a working group
The language in the ESIP Federation Constitution concerning a working group is as follows: "VII.3.2 Working Groups shall have a specified task to perform and shall have a finite duration." However, the Working Group we recommended to and accepted by the ExComm will be an ongoing Working Group as the ESIP Commons will be an ongoing activity. We need to come up with a "Policy Statement" that defines how the phrase "finite duration" is to be interpreted. It was deemed easier to create this policy statement instead of amending the Constitution for this kind of change. I would suggest something like. "Regarding item "VII.3.2 Working Groups shall have a specified task to perform and shall have a finite duration." in the ESIP Federation Constitution, the phrase "finite duration" will be interpreted to mean "a duration commensurate with the defined activity or goal of the working group. It is suggested that at some time in the future when a accumulation of modifications to the ESIP Federation Constitution requires that action that the current phrase be changed to reflect this interpretation."

2. The Bylaws of the Foundation for Earth Science define the number of Foundation Board of Trustees spots are occupied by ESIP Federation members, and how those board members are selected or identified. In order to accommodate a broadening of the Foundation for Earth Science's mission the Foundation Bylaws are being revised. Currently the ESIP Federation has 6 Board Member slots. These include the ESIP Federation President, Vice President, Chair of the Finance Committee, and Type I, Type II, and Type III Representatives. In addition, XX At-Large Board members are selected from the ESIP Federation. The Foundation for Earth Science Board will be voting on changing its bylaws during the Winter meeting. If it passes the ESIP Federation will have 4 guarantee spots on the Foundation Board however they have to be elected by the Assembly meaning that it is no longer automatic that ESIP Federation Officers will also be Foundation Board members. In addition, we can elect 2 additional board members. Our job is to define the election process during the ESIP Federation Business meeting.

CAROL - I AM NOT SURE THIS IS ALL CORRECT. CAN YOU PLEASE MAKE ANY CORRECTIONS AND ADD ANY CLARIFICATION. WHAT I FIND CONFUSING IS THE SPLIT BETWEEN THE 4 GUARANTEED SPOTS AND THE OTHER TWO. I UNDERSTAND THAT 4 ARE GUARANTEED AND THAT THERE CAN BE TWO MORE - CAN THERE BE MORE THAN 2 MORE? WHAT IS THE REASON FOR SPLITTING THE ELECTION PROCESS BETWEEN THE 4 AND THE ADDITIONAL 2.

April 2013
Report to Executive Committee on ESIP Commons Governance

April 29, 2013
The ESIP Commons has existed for a while but how to govern its operation has been an open question.
A committee has put together a draft Commons Governance Document that has been presented to the ESIP Federation Executive Committee. The text below are the draft minutes from the conversation of the Executive Committee that includes a link to the Draft Governance document. Our job is to look at this document in the context of the Constitution and ByLaws to see where this governance structure fits in, whether is has to be framed into one of the various kinds of structures described there or if there needs to be or should be changes in the constitution and/or bylaws to accomodate it, and in any case what are the steps to have the ESIP Federation vote on any of the proposed steps.

Links to the constitution and bylaws appear on the C&B Home page. I suggest we take a couple of weeks and everyone look at the documents and then lets have a teleconference to discuss the issues and decide next steps.

Draft minutes from Executive Committee concerning ESIP Commons Governance Document
Commons Governance Working Group Report (Governance Document)

The Commons Governance Steering committee established draft guidance. One outcome was to formalize the differentiation of the Commons from other ESIP web assets. The Wiki remains as a collaboration space and esipfed.org is front-forward facing website. The Commons is for final products. The draft guidance included the following:

• Core principles: (1) Light weight, so that content areas are managed by experts (2) Least restrictive licensing (3) Persistence to access for resources
• Steering Committee made up of ESIP Type Representatives, Content Area Editors and the ESiP Federation Vice President. Discussion noted that the Steering Committee was to be more like a working group (rather than a cluster).
  • Content area editors - identify experts ensure style
  • Content contributors
  • Admin - Operational/Maintenance
  • Users - viewers of content
  • The Executive Committee modified the draft to replace the Vice President with the Chair of the Constitution and Bylaws Committee.
• Two license - contributed content micro article/meeting sessions/modules - default is cc-by ; option for public domain - don't have authority to assert copyright.

• A motion to adopt the draft as modified was put forward by Tamara Ledley and seconded by John Scialdone. There was no additional discussion. The modified document was approved by acclamation.

Actions:

• The Constitution and Bylaws Committee was asked to see how the steering committee fits within the ESIP governance Structure.
• A style guide will be developed with content editors. Will also work through workflows for specific content.

June 2012 VII.1.1 ESIP Federation Clusters may be established by any group of ESIP members by reporting the name and activities of the Cluster to the Vice President of the Assembly.

Vice President of the Federation [strike "Assembly"]

technical amendment (nonsubstantive)