Difference between revisions of "Draft Excom Minutes"

From Federation of Earth Science Information Partners
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October 11, 2016
 
 
 
'''Attendees'''
 
'''Attendees'''
<br />
+
*Emily Law, President
* Emily Law, President<br />
+
*Christine White, Vice President
* Christine White, Vice President<br />
+
*Bill Teng, Chair, Finance
* Danie Kinkade, Chair, Partnership<br />
+
*Danie Kinkade, Chair, Partnership
* Bill Teng, Chair, FiCom<br />
+
*Ken Keiser, Chair, C&B
* Denise Hills, Nominations<br />
+
*Sky Bristol, Type II Rep
* Ken Keiser, Chair, C&B<br />
+
*Ted Habermann, Type III Rep
* Bob Arko, Type I Rep<br />
+
*Justin Goldstein, Chair, Data Stewardship
* Sky Bristol, Type II Rep<br />
+
*Ethan Davis, Chair, IT & I
* Ethan Davis, Chair, IT & I<br />
+
*Soren Scott, Chair, Products and Services
* Justin Goldstein, Chair, Data Stewardship<br />
 
* Soren Scott, Chair, P & S<br />
 
Annie Burgess, Staff<br />
 
Bruce Caron, Staff
 
  
 
'''Minutes'''
 
'''Minutes'''
1.  Approval of  [[Draft Excom Minutes|September Minutes]]   Christine Moved. Denise Seconded. No objections. Minutes approved.
+
# Approval of  [[Draft Excom Minutes|October Minutes]]  
 
+
# President's Report
2.  '''President's Report'''
+
#*Highlights
 
+
#**Data Driven Decision Making (3DM) 2016 Workshop: ESIP hosted and organized (along with the All Hazards Consortium) the workshop that was held at the Edison Electric Institute (EEI) on October 27. ESIP had a strong presence including Erin, who gave a presentation and introduction of ESIP, plus other EISP members (Dave Jones, Brian Wee, Sang-Ho Yun, Bob Chen and Emily). The workshop engaged the industry and government planning and operations professionals, federal agencies, and science/research organizations to gain a common understanding and agree upon a joint short-term and long-term approach to identifying and putting to use critical datasets that can be applied in specific operational use cases that address restoration of critical infrastructure during and post-disasters in order to improve operational situational awareness and to enhance decision making. The workshop’s objectives, agenda and list of participants can be found on [https://drive.google.com/drive/u/0/folders/0B_2czh6FTo34Ql8ydHViTEx3N0E here].
*Highlights
+
#**GEO XIII Plenary: Erin, Kathy (ESIP rep for GEO Program Board), and Emily are attending the meeting being held in St.Petersburg, Russia during the week of November 7.  Contributions made by ESIP community were highlighted and submitted to the GEO Executive Committee. Thanks to Erin for preparing that. [http://commons.esipfed.org/node/9554 Statement]
 
+
# Staff Report
:*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.
+
#* Erin also participated and spoke at the 3DM Workshop that was collaboratively hosted by ESIP and the All Hazards Consortium ([http://www.ahcusa.org/data-driven-decision-making-3dm.html Slides]). Working on NASA proposal renewal, preparing for FY16 scheduled audit, series of three town halls at AGU that are part of Data Fair and [https://docs.google.com/document/d/1i3H169sXh4ibDUtjCSbAPUCyV-NNOoDEmjQejgoKWK4/edit GEO Plenary (ESIP's Statement, Emily/Erin participating this week)].  
 
+
#* Annie B. has been working to wrap up AIST evaluations. All 5 teams have submitted final reports, which will go to PIs by the end of the week. Draft meeting schedule will also be posted by the end of the week.  
:*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.
+
#* Bruce back tomorrow from Japan. [email protected] call for speakers is out. We will also start preparing for booth activities at ESIP booth in Expo.  
 
+
# Committee Reports  
3. '''Staff Report'''
+
#* C&B  
* 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.  
+
#** The 30-day comment period concluded on November 6 for the resolution to merge.  
 
+
#** The vote opened on Nov. 7.  
* 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.  
+
#* Finance
 
+
#** Review of FY17 budget proposals - 2 completed; 2 in progress.
* 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.  
+
#** Revision of document on budget proposal policy - ~completed, pending clarification on language re: Ficom and Board roles. 
 
+
#* Partnership
* Annie Burgess is leading the next round of evaluation for AIST projects and has started evaluating the ontology repositories developed by ESIP.  
+
#** The committee reviewed and recommended four new applications for membership.
 
+
#** Danie is working with Christine on an ESIP member success story program, it's structure and process. On our November ExCom call, group agreed to extend Partner Award deadline. Staff will help promote. Deadline for nominations for awards extended to November 30.
* 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.
+
#* Data Stewardship
 
+
#** The Data Management Training modules were released, with a walk-through during our Oct. meeting. Congrats to Nancy H. and Sophie on their efforts.  
* Erin will be at Sea Grant Week this week to make additional NOAA connections and share data management work with the Sea Grant Institutions.
+
#** We also had a speaker on Data Visualization during our October meeting.  
 
+
#** Notes from our Oct. meeting:
* Full ED Report from ESIP Foundation Board Meeting last week can be reviewed [https://docs.google.com/document/d/1Do8Pxaq3kJofLAYgNoXLbx-EXBy-qDcXPgEmOSIgzs4/edit here]
+
#** http://wiki.esipfed.org/index.php/Interagency_Data_Stewardship/LifeCycle/Preservation_Forum/TeleconNotes/2016-10-17meetingnotes
 
+
#* Education
* 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 [email protected], announcing the new Student Fellows and supporting the Data Driven Decision Making workshop with Disaster Lifecycle cluster in DC.
+
#**The Education Committee has posted the [[ESIP_Drone_Activities| alpha version of its e-book of drone activities]]. Shelley Olds has developed a pair of surveys we will use to gather feedback on the activities. Based on feedback we receive, we'll identify a consistent activity format and choose which activities to include in the next version. After a second review cycle, we'll submit our content to a graphic designer.
 
+
#**Margaret Mooney presented the e-book content in a session at the Midwest Regional meeting of the National Science Teachers Association in Minneapolis on October 28. Twenty-nine enthusiastic participants showed up (some even took test flights!) for her late Friday afternoon session. The activities were well received and several participants indicated they would try them with students.
* There is a new call for incubator projects for the testbed. These will be coming in through this month.
+
#* IT&I
 
+
#** Tech Dive [[Interoperability_and_Technology/Tech_Dive_Webinar_Series | Webinar Series]]
* Call for Sessions is open now! Deadline to get at least a placeholder for your session is the end of October.
+
#*** November 10, 2016: [[Interoperability_and_Technology/Tech_Dive_Webinar_Series#10_November_2016:_.22Introducing_3D_Tiles.22:_Matt_Amato.2C_Todd_Smith.2C_AGI | "Introducing 3D Tiles": Matt Amato, Todd Smith AGI]]
 
+
#* Nominations - [https://docs.google.com/document/d/1o394LekS6RHr0OJcsjs7fWzUhoQcCUdhSIRiZe52GBI/edit Job Description Doc]
4. '''Committee Reports'''
+
#** Nominations for most elected positions are posted on the [[Nomination_Committee/2017_Nominations_and_Ballot |wiki]]; we're finalizing the at-large board nominations and hope to have that complete in the next two weeks. Candidate statements can be posted through the wiki.
* C&B  
+
#* Products & Services  
:* The 30-day comment period started on October 6 for the resolution to merge. Please add your comments to the google doc.  
+
#** No October telecon. October RFP proposals are in review and planning for the spring projects to report out during the November call. Five proposals were submitted
:* The vote will open on Nov. 6.  
+
#* Semantic Technology
* Finance--Bill
+
#** Planning for semantics symposium the day before the winter ESIP meeting
:* 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.  
+
#* Visioneers
* Partnership--Danie
+
#** No meeting this past week. [https://docs.google.com/document/d/1JuyT2s2TJ3Swg9nuMTWCaXeQKhF5tBCeeqciPOn7-Os/edit Telecon]  
:* 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.
+
# Type Rep Reports
:* 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.
+
#* Type I: No Report.
* Data Stewardship --Justin
+
#* Type II: No Report. Erin noted Type Reps will no longer exist after reorganization.
:* (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.
+
#* Type III: No Report.  
* Education
+
# Other Business
:* 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.
+
#* December ExCom will be Tuesday, December 6. 1-2pm Pacific based on [http://doodle.com/poll/bny3d96d5ydz7c49 December ExCom Poll].
:* 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.
+
#* The Software Guidelines ([https://esipfed.github.io/Software-Assessment-Guidelines/guidelines.html Draft]) are a revision of the Technology Evaluation Framework composed during the 2015 AIST evaluations. ExCom will have 30-days to comment on the Guidelines and will be voted on during the next ExCom.
* IT&I
+
#* The ESIP reorganization would be a good time for Committees to clarify their purpose. Committee chairs should update this information by the next ExCom call. #**Committee Purpose (Reference: [https://github.com/ESIPFed/Governance/blob/master/Bylaws.md Bylaws])
:* 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.
 
 
 
5. '''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
 
 
 
6. '''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 elpful.
 
 
 
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.
 

Revision as of 14:34, November 21, 2016

Attendees

  • Emily Law, President
  • Christine White, Vice President
  • Bill Teng, Chair, Finance
  • Danie Kinkade, Chair, Partnership
  • Ken Keiser, Chair, C&B
  • Sky Bristol, Type II Rep
  • Ted Habermann, Type III Rep
  • Justin Goldstein, Chair, Data Stewardship
  • Ethan Davis, Chair, IT & I
  • Soren Scott, Chair, Products and Services

Minutes

  1. Approval of October Minutes
  2. President's Report
    • Highlights
      • Data Driven Decision Making (3DM) 2016 Workshop: ESIP hosted and organized (along with the All Hazards Consortium) the workshop that was held at the Edison Electric Institute (EEI) on October 27. ESIP had a strong presence including Erin, who gave a presentation and introduction of ESIP, plus other EISP members (Dave Jones, Brian Wee, Sang-Ho Yun, Bob Chen and Emily). The workshop engaged the industry and government planning and operations professionals, federal agencies, and science/research organizations to gain a common understanding and agree upon a joint short-term and long-term approach to identifying and putting to use critical datasets that can be applied in specific operational use cases that address restoration of critical infrastructure during and post-disasters in order to improve operational situational awareness and to enhance decision making. The workshop’s objectives, agenda and list of participants can be found on here.
      • GEO XIII Plenary: Erin, Kathy (ESIP rep for GEO Program Board), and Emily are attending the meeting being held in St.Petersburg, Russia during the week of November 7. Contributions made by ESIP community were highlighted and submitted to the GEO Executive Committee. Thanks to Erin for preparing that. Statement
  3. Staff Report
    • Erin also participated and spoke at the 3DM Workshop that was collaboratively hosted by ESIP and the All Hazards Consortium (Slides). Working on NASA proposal renewal, preparing for FY16 scheduled audit, series of three town halls at AGU that are part of Data Fair and GEO Plenary (ESIP's Statement, Emily/Erin participating this week).
    • Annie B. has been working to wrap up AIST evaluations. All 5 teams have submitted final reports, which will go to PIs by the end of the week. Draft meeting schedule will also be posted by the end of the week.
    • Bruce back tomorrow from Japan. [email protected] call for speakers is out. We will also start preparing for booth activities at ESIP booth in Expo.
  4. Committee Reports
    • C&B
      • The 30-day comment period concluded on November 6 for the resolution to merge.
      • The vote opened on Nov. 7.
    • Finance
      • Review of FY17 budget proposals - 2 completed; 2 in progress.
      • Revision of document on budget proposal policy - ~completed, pending clarification on language re: Ficom and Board roles.
    • Partnership
      • The committee reviewed and recommended four new applications for membership.
      • Danie is working with Christine on an ESIP member success story program, it's structure and process. On our November ExCom call, group agreed to extend Partner Award deadline. Staff will help promote. Deadline for nominations for awards extended to November 30.
    • Data Stewardship
    • Education
      • The Education Committee has posted the alpha version of its e-book of drone activities. Shelley Olds has developed a pair of surveys we will use to gather feedback on the activities. Based on feedback we receive, we'll identify a consistent activity format and choose which activities to include in the next version. After a second review cycle, we'll submit our content to a graphic designer.
      • Margaret Mooney presented the e-book content in a session at the Midwest Regional meeting of the National Science Teachers Association in Minneapolis on October 28. Twenty-nine enthusiastic participants showed up (some even took test flights!) for her late Friday afternoon session. The activities were well received and several participants indicated they would try them with students.
    • IT&I
    • Nominations - Job Description Doc
      • Nominations for most elected positions are posted on the wiki; we're finalizing the at-large board nominations and hope to have that complete in the next two weeks. Candidate statements can be posted through the wiki.
    • Products & Services
      • No October telecon. October RFP proposals are in review and planning for the spring projects to report out during the November call. Five proposals were submitted
    • Semantic Technology
      • Planning for semantics symposium the day before the winter ESIP meeting
    • Visioneers
  5. Type Rep Reports
    • Type I: No Report.
    • Type II: No Report. Erin noted Type Reps will no longer exist after reorganization.
    • Type III: No Report.
  6. Other Business
    • December ExCom will be Tuesday, December 6. 1-2pm Pacific based on December ExCom Poll.
    • The Software Guidelines (Draft) are a revision of the Technology Evaluation Framework composed during the 2015 AIST evaluations. ExCom will have 30-days to comment on the Guidelines and will be voted on during the next ExCom.
    • The ESIP reorganization would be a good time for Committees to clarify their purpose. Committee chairs should update this information by the next ExCom call. #**Committee Purpose (Reference: Bylaws)