Draft Excom Minutes

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ESIP Federation Executive Committee, December 9, 2010

Attendees: Jim Frew; Carol Meyer; Rob Raskin; Erin Robinson; Marilyn Kaminski; Karl Benedict; Patricia Huff; Annette Schloss; Rahul Ramachandran

The meeting was called to order by President Jim Frew at 2:17 pm EST.

1. Winter Meeting Planning Update
Early registration ended last week and ended with 139 participants. The program is mostly finalized, with most speakers having confirmed. Erin is working on getting abstracts and tech needs for all the sessions. We also are looking at reducing competing session issues, though, conflict is probably unavoidable. A new question will be added to the survey that will help us identify whether attendees have to make difficult choices on which sessions to attend.

The business meeting agenda is basically finished, with only minor edits expected. Staff is working to ensure we have a quorum for the business meeting, with proxies being requested in advance, an agenda being posted early and enabling remote participation.

For future meetings, Karl Benedict noted that AGU has meeting space at DuPont Circle in D.C. It was pointed out that the available space at AGU would not accommodate our meetings as they currently are configured. A discussion ensued about whether or not too many tracks were being offered at the ESIP Federation meetings. Rob noted that it is not a good idea to limit track expansion in the future, especially with growing attendance at the meetings. Karl inquired about the possibility of offering a group discount for members with multiple attendees.

Action items: none

2. Executive Director Report The nomination process is ongoing for the annual election. All comers are welcome, especially new faces. The partnership election is underway, with many more votes still needed. We are experimenting with Google Docs as our ballot.

The ESIP Federation website will need to be redeveloped. When the new site was developed, much of it was hardcoded instead of taking advantage of available Drupal modules. We will need to spend money to get the site right so that it can be built out using standard modules. After consultation with two ESIP members with Drupal expertise, it was recommended that a clean reinstall be done and that we accept bids from Drupal developers for the overhaul.

Action items:

• Issue RFP for website work

3. Proposal Repeal Bylaw IV.2.7

Rob Raskin noted that it will be important to convey that ESIP Federation's environment is different from when the organization first started. There is a much more diverse group of partners. The provision under consideration requires that the Assembly achieve unanimous consent in order to compel any member to do something. Membership is voluntary so any member can leave for any reason at any time. The Constitution and Bylaws Committee agrees that this is a positive step.

Rob asked if there is a mechanism for electronic debate prior to the meeting. Carol noted that a discussion thread could be set up on the wiki.

Annette Schloss inquired whether the proposed changes to the Partnership definitions would be on the business meeting agenda. Carol noted that these also would be up for consideration.

Action Items:

• Add a discussion thread to wiki for proposed Bylaw changes

4. Adoption of Minutes

A motion to adopt the revised minutes was offered by Patricia Huff and seconded by Annette Schloss. Without further discussion, the minutes were adopted by acclamation.

5. Other Business

• Micropublishing - W/issues on ESIP site, we are going to use Google Knol. Logistics that people need google id, but not something we'd use in the long run.
  • ejournal issues? Rahul: heavy weight with open journal that needs a lot of resources.
  • easier mechanism to create drupal workflow with more conference style. Use existing modules that are configured to work this way.

Action Items:

• Try Knol for short term
• Build out drupal site in long-term

Motion to adjourn by Annette Schloss seconded by Karl Benedict. The meeting adjourned at 2:40 pm.

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ESIP Federation Executive Committee, November 16, 2010

Attendees: Jim Frew; Chris Lenhardt; Carol Meyer; Margaret Mooney; Rob Raskin; Erin Robinson; Marilyn Kaminski; Michael Goodman; Steve Berrick

The meeting was called to order by Chairman Jim Frew at 2:15 pm EST.

1. Adoption of Minutes A motion to adopt the revised minutes was offered by Michael Goodman and seconded by Marilyn Kaminski. Without further discussion, the minutes were approved by acclamation.

2. Executive Director Report

• Erin Robinson joined our staff last week. The ExCom is asked to take a look at the website and offer their comments. Some of the changes that are being made: single sign-on between wiki and drupal, content placement and additional functions to support community activities/projects.
• Seven partnership applications have been posted for comment and a vote will be held prior to the January meeting.
• The ESIP Federation attended the GEO Plenary in Beijing. The exhibit hall traffic was disappointing, but good connections were made with American colleagues.
• ESIP Federation elections are around the corner. A call for nominations will be issued soon, look for e-mail right before/after the Thanksgiving holiday.

Action items:

• Michael Goodman and Carol will work to get the election process started.

3. Winter Meeting Planning Update

• Breakout tracks beginning to be developed. Looking for confirmation from speakers. Registration is 15-20 people.
• Martha Maiden Award - 3 nominations reviewed and consensus was reached. The subcommittee (VP, plus 3 Type reps) will affirm their decision inan upcoming telecon.

Action items:

• e-mail list-serv about Winter Meeting registration
• Check Martha Maiden awardee availability

4. Partnership Committee Update The Partnership Committee met to talk about changes to ESIP Federation governance. Type definition are useful for describing generally what members do (link to current and proposed definitions). Type 1 is clarifying language (amended: Earth Science and related datasets) to include data clearinghouses, networks. Type 3 is being broadened to include wider range of users being supported. Chris Lenhardt made a motion to report out the revised definitions to the Assembly (as amended). Rob Raskin seconded the motion. Without further discussion, the vote was passed by acclamation.

Action Items:

• Need to notify Assembly and publish Business Meeting agenda by 12/6

5. Other Business Simpson amendment - Federation cannot compel its members to do anything without unanimous consent of the Assembly and direct consent of the individual partner. Unanimous consent is not 117 yes's, rather, it is asking if there are any objections to whatever item is before the Assembly. Ask C&B's for interpretation or modification? Frew suggested deleting Bylaw 2.2.7, because unanimous consent has solved bigger issues than it has helped. Will require 2/3 majority to pass.

Action Items:

• publish business meeting agenda month before and post this issue on the agenda (by Dec. 6)
• Frew, Michael and Rob are going to meet with C&B to draft a white paper and FAQ detailing the rational for repeal of Bylaw 2.2.7.

The meeting adjourned at 2:55 pm.