Difference between revisions of "Draft Excom Minutes"

Revision as of 15:24, November 5, 2015

Attendees

Denise Hills, Nomination Committee
Ken Keiser, Chair, C&B
Ethan Davis, Chair, IT&I
Christine White, Chair, Products and Services
Erin Robinson, Staff
Annie Burgess, Staff
Emily Law, Vice President
Justin Goldstein, Chair, Data Stewardship
Bill Teng, FiCom
LuAnn Dahlman, Education
Ted Habermann, Type III Rep
Danie Kinkade, Type I Rep
Peter Fox, President

Approval of August Minutes

Approval of October Minutes
- Denise motioned to approve Minutes as amended and Christine seconded. The minutes were approved by acclamation.

President's Report

RDA
- In September 2016, 8th RDA plenary in conjunction with a Week of Data, which ESIP should become involved.
- RDA testbed discussions. ESIP could inform/share our experience with testbeds.

Comment on President’s Report:

(Ken) There are the beginnings of an EarthCube testbed that could be included in the discussion of an RDA testbed.
(Christine) How can we share testbed best practices.

Staff Report

Erin Robinson
- Call for IGNITE@AGU has been released.
- We have been offered a shared booth space with DataONE and SEEDnet.
- ESIP, in collaboration with USGS’s Community for Data Integration (CDI) submitted a ‘statement of interest’ to the CDI funding cycle on a training clearinghouse for data management training materials.
- Foundation board meeting tomorrow.
Annie
- AIST Technology evaluations have started.
- 8 total evaluators for 3 projects.
- The Technology Evaluation Framework is an informational portal, but there is still lots of email communication that needs to happen to keep things moving.
- Several editorial pieces coming out: Member Highlights and Interviews.

Budget Report

Peter
- Erin has produced a detailed budget for the foundation that has income and expenses.
- This is an introduction to the budget. An email will be sent out after this meeting regarding what input is being sought from ExCom related to the budget.
- The idea is to have a process around having a balanced budget on a ~yearly basis. This is important because money in the Federation flows to student fellows, ExCom travel, committees, so the budget document is meant to be more explicit in describing what the expense categories are. Including identifying programmatic elements.
- We are positioning ourselves for a more detailed budget discussion in November.
Erin
- When looking at the income, there are known commodities such as Raskin money, NASA, NOAA. Then there is registration fees, which is dependent on meeting attendance. Also potential for sponsorship income.

Comments on the budget:

(Justin) Is the fact that we are already into FY16 reflected in the budget?

- (Erin) No, we aren’t prorating.
- (Erin) The budget is balanced with registration, which is why the budget is balanced to < $1.

(Danie) What would sponsorship look like for one of the meetings?

- (Erin) Sponsorship and registration can cover the meeting costs, then our sponsorship $ can be used to expand our programmatic capabilities, i.e. student fellows. Time for us to think about how we spend out money and where. Sponsorship opportunities could be sponsoring beer/wine at posters, funding Friday prize, student fellow travel.

Committee Notes

Partnership: The ESIP partnership committee is starting on two additional tasks that came out of our strategic plan: (1) Update the ESIP members join page; and (2) Identify gaps in membership and target opportunities (recommendation).
Education: We're exploring the idea of building a finite series of professional development experiences around a single theme (drones, for instance). Our goal is to build awareness, skills, and knowledge about data science among educators through interaction with data scientists and hands-on experiences. We also plan to explore the possibilities of securing some funding for this through private foundations.

Action Items

Justin G is excited about the idea of a Semantic committee. It would help to see a bit more of the specificity of how the semantics could integrate with other ESIP clusters.
- Tom N. will follow up on Justin's comment.
Look at the strategic plan in light of the semantic web becoming a semantic web cluster. Will the actions have to be updated as a committee.
- Tom N. will follow up.
Add something to next agenda about other technologies to promote.
Confirm Ken's language on Semantic Committee motion.
Annie B. to send out TOP guidelines.

@@ Line 13: / Line 13: @@
 * LuAnn Dahlman, Education
 * Ted Habermann, Type III Rep
+* Danie Kinkade, Type I Rep
 * Peter Fox, President
-* Tom Narock, Semantic Web Cluster Rep
-=== Executive Committee Business ===
-# Peter welcomes everyone to September.
-#: Introduces Tom Narcok, representative from the Semantic Web Cluster.
-# Tom N. stated:
-#:* The Semantic Web Cluster came to the consensus to evolve from a cluster to a committee.
-#:* Semantic web technologies as a whole have come to a point of maturity where they have permeated the ESIP community.
-#:* The proposal to become a committee is here: https://docs.google.com/document/d/175d6RLBAkgMBAY1C6A6lZiYSeo2s4Dul-osG2sfr94E/edit?usp=sharing
-=== Discussion about a Semantic Technologies Committee ===
-#:* Ken C.: C&B is trying to keep the specific mission/information about committees pretty general, i.e. not getting into meeting times etc.
-#:* Ken C.: Agrees with Tom's assessment of the broad adoption of Semantic Technology and thinks moving to a committee would be a good next step.
-#:* Peter F.: There haven’t been significant changes in how committees report and meet.  We might want to have C&B take a look at those. In terms of the strategic action, re: a Semantic Technologies Committee, it used to be that committees had more access to funding and higher visibility. However, with the changes to the finance committee, that funding issue is not the same.
-#:* Erin R.: When people look at ESIP as Committees as broad umbrellas, brining Semantic Technologies up to that level give a chance for people to see what’s going on thematically.
-#:* Peter F.: If committees are strategic, we might want some of the committees to look internally at themselves and evaluate their scope.
-#:* Christine W.: Excited about the possibility of a Semantic web committee. Having some of the concepts and projects they have done to touch other parts of ESIP and enable them, it would be neat to see some of the Semantic enablement to come into our Testbed work.
-#:* Justin G.: Really excite about the idea of a Semantic web committee. It would help to see a bit more of the specificity of how the semantics could integrate with other ESIP clusters. We have had a similar type of discussion within DS, ‘what is our domain of data stewardship?'
-#:* Tom N.: To follow up on that, one big item from SM is a strategic vision and roadmap for the next 3-5 years. Continued discussion of what we would like to do inside ESIP and outside of ESIP with other organizations. Continued discussion about Semantic Portal being used by EarthCube and other groups. The strategic vision is a living evolving document .
-#:* Justin G: What is the rational behind the proposed name change?
-#:* Tom N.: Tom: Moving to semantic technologies is more general and open ended. Covers technology component and socio technology components as well.
-#:* Emily L.: Good time to take a look back at the strategic plan, will there be changes on the other collaborative areas relative to the strategic plan. Look at the strategic plan in light of the semantic web becoming a semantic web cluster. Will the actions have to be updated as a committee.  (Tom will review)
-#:* Ethan D.: Are there other technologies that should have more of a voice and are as mature as Semantic technologies? How does this fit in? What else is out there that should fit in in this way? What is IT&I's roll as more technologies come in at the committee level?
-#:* Peter F.: There might be others that we might want to strategically edge forward. I believe it is the roll of ExCom to look at some of these leadership issues. Introduce the idea of collaboration between committees. Web services cluster is re-starting based on some discussions during the summer meeting. Maybe one of the rolls of IT&I is to look at the collaboration areas from the technology point of view.
-#:* Ethan D.: I’d like IT&I to be more on the outreach side. Need champions to move tech forward.
-#:* Bill T.: To have a larger view from the top is advantageous to pulling groups together, rather than bottom up relying on the individual groups. Its not from the ESIP strategic point of view, it is from the point of view of the Ag&Climate and Energy & Climate to want to work together. Having that larger point of view helps the individual members see how each group relates to each other.  Possibly a graphic representation of those relationships.
-#:* Ted H.: Seems to remember many ESIP meetings where Peter and Rob would spend intense work sessions on improving the SWEET ontology. I’m always a proponent of working across groups. Is SWEET unfinished business that this committee could work on and ESIP could take a position .
-#:* Peter F.: SWEET is a good example of the slow progress of what ESIP is. Strategically, it is something we, ESIP leadership, should consolidate as a legacy.
 === Approval of August Minutes ===
-# Approval of [[Draft Excom Minutes|August Minutes]]
+# Approval of [[Draft Excom Minutes|October Minutes]]
-#:* Denise motioned to approve Minutes as amended and Emily  seconded. The minutes were approved by acclamation.
+#:* Denise motioned to approve Minutes as amended and Christine seconded. The minutes were approved by acclamation.
-=== Strategic plan executive summary ===
+=== President's Report ===
-# Motion to put forward the strategic plan summary to vote.
+# RDA
-#:* Denise H. moves to put it to a vote.
+#:*In September 2016, 8th RDA plenary in conjunction with a Week of Data, which ESIP should become involved.
-#:* Justin G. seconds.
+#:*RDA testbed discussions. ESIP could inform/share our experience with testbeds.
-# Strategic Plan Summary opens to discussion:
+Comment on President’s Report:
-#:* No discussion, no abstentions. '''Approved.'''
+:*(Ken) There are the beginnings of an EarthCube testbed that could be included in the discussion of an RDA testbed.
+:*(Christine) How can we share testbed best practices.
+=== Staff Report ===
+# Erin Robinson
+#:*Call for IGNITE@AGU has been released.
+#:*We have been offered a shared booth space with DataONE and SEEDnet.
+#:*ESIP, in collaboration with USGS’s Community for Data Integration (CDI) submitted a ‘statement of interest’ to the CDI funding cycle on a training clearinghouse for data management training materials.
+#:*Foundation board meeting tomorrow.
+# Annie
+#:*AIST Technology evaluations have started.
+#:*8 total evaluators for 3 projects.
+#:*The Technology Evaluation Framework is an informational portal, but there is still lots of email communication that needs to happen to keep things moving.
+#:*Several editorial pieces coming out: Member Highlights and Interviews.
+=== Budget Report ===
+#Peter
+#:*Erin has produced a detailed budget for the foundation that has income and expenses.
+#:*This is an introduction to the budget. An email will be sent out after this meeting regarding what input is being sought from ExCom related to the budget.
+#:*The idea is to have a process around having a balanced budget on a ~yearly basis. This is important because money in the Federation flows to student fellows, ExCom travel, committees, so the budget document is meant to be more explicit in describing what the expense categories are. Including identifying programmatic elements.
+#:*We are positioning ourselves for a more detailed budget discussion in November.
+#Erin
+#:*When looking at the income, there are known commodities such as Raskin money, NASA, NOAA. Then there is registration fees, which is dependent on meeting attendance. Also potential for sponsorship income.
+Comments on the budget:
+:*(Justin) Is the fact that we are already into FY16 reflected in the budget?
+#:*(Erin) No, we aren’t prorating.
+#:*(Erin) The budget is balanced with registration, which is why the budget is balanced to < $1.
+:* (Danie) What would sponsorship look like for one of the meetings?
+#:* (Erin) Sponsorship and registration can cover the meeting costs, then our sponsorship $ can be used to expand our programmatic capabilities, i.e. student fellows. Time for us to think about how we spend out money and where. Sponsorship opportunities could be sponsoring beer/wine at posters, funding Friday prize, student fellow travel.
-=== Additional discussion on Semantic Committee ===
-# When does the change in designation occur? Does there need to be a change to bylaws to have person sit on ExCom?
-#:* Peter: Once put forward by ExCom, there is still a 30-day period before it can go to a vote with the General Assembly. Constitution and Bylaws changes will be required. We should arrange the changes in C&B to go out with the Committee vote.
-#:* Erin R.: The language around the Executive Committee does not need to change. As soon as we add the next committee to the bylaws, we only need to update 5.1.
-#:* Peter F.: In the interim, the president can appoint chairs in committees until such time as the election occurs.
-# Peter F. calls for a motion. The motion could be one of two motions: 1) Not sending the Semantic Technologies proposal to the Assembly for a vote and 2) sending the Semantic Technologies proposal to the assembly pending some minor modifications, 30-day period and collaboration with C&B with their amendments.
-#:* Ken: “I move that we move forward with promoting the Semantic Technologies Committee through the appropriate channels, the 30-day waiting period and then ultimately an electronic vote on the approval by the general assembly.”
-#:* Before getting a second,between Peter, Annie, Erin, and Emily we will agree on your wording and confirm with you the person that is about to potentially second it.
-#:* Denise H. seconds.
-#:* Ken made a motion to move forward with promoting the Semantic Technologies Committee through the appropriate channels, the 30-day waiting period and then ultimately an electronic vote on the approval by the general assembly.” With no abstentions, we will move forward.
-=== President's Report ===
-# Lots of good feedback on State of the Federation.
-# Will call Denise about nominations for awards.
-=== Staff Report ===
-# Erin R: There will be an ESIP/FES budget meeting on September 15th and Erin would like to have a special meeting devoted to the budget during a second call this month. We will skip additional staff reports in the interest of time.
 === Committee Notes ===