Draft Excom Minutes

ESIP Federation Executive Committee, June 13, 2013

Participants: Carol Meyer, Erin Robinson, John Scialdone, Emily Law, Karl Benedict, Annette Schloss, Roberta Johnson, Steve Berrick, Tamara Ledley, Chuck Hutchinson Meeting called to order at 2:03 by Karl Benedict

1. Welcome
   
2. May Minutes were tabled and will be approved at the August meeting with the June Minutes.
3. Report Back from Constitution and Bylaws Committee on Commons Governance (Governance Document)
   • Tamara Ledley reported on the work done by C&B on ESIP Commons Governance. The group recommended that a Commons Working Group be established. The group also recommended that membership include type reps, C&B chair and be open to anyone else interested.
   • Additional discussion centered on language in the existing Bylaws that limits the duration of ESIP Federation Working Groups to some discrete project/task/undertaking. C&B was asked to investigate ways to handle this with respect to the on-going needs of a Commons Governance WG as well as others that currently exist. (e.g. Visioneers, Air Quality, Drupal, Energy & Climate)
   • Tamara moved for ExCom to accept this amended language. The motion was seconded by Chuck Hutchinson and approved by acclamation.
4. Summer Meeting
   • Carol reported on the upcoming ESIP Summer Meeting. Registration is up to almost 100 people and the agenda for both plenary sessions and breakouts are set, with some minor details still needing to be ironed out. We will have a sponsored breakfast by RENCI and a sponsored reception by ESRI. Because of fed travel restrictions, the early bird rate will be extended until the feds have had ample time to register, post-approval.
   • Erin reminded the group that there will be remote participation available. Also, posters will be displayed throughout the meeting instead of at the reception and can be submitted to the ESIP Commons until June 28.
5. GEO Participation Level
   • Carol reported that GEO has approached the Federation about changing its status from Observer to Participating Organization. Group discussed and did not see a drawback to making this change.
6. Committee Reports
   • Partnership reported that the current class of new member applications are posted and open for review and comment. The committee has received one new application for the Fall class from the National Academy of Sciences.
7. Other Business
   • No other business

Chuck Hutchinson made a motion to adjourn the meeting and John Scialdone seconded. The motion carried by acclamation. The meeting adjourned at 2:45.

ESIP Federation Executive Committee, May 9, 2013

Participants: Carol Meyer, Erin Robinson, John Scialdone, Emily Law, Brian Wee, Karl Benedict, Annette Schloss, Roberta Johnson, Steve Berrick, Stefan Falke Meeting called to order at 2:03 by Karl Benedict

1. Welcome
   
2. Adoption of April Minutes

Roberta Johnson made a motion to adopt the minutes as drafted. The motion was seconded by Emily Law. Without discussion, the minutes were approved by acclamation.

1. Summer Meeting
   • Carol gave the update. Erin has taken a first pass at the agenda. If there are conflicts contact her. The plenary is coming together. There will be a decadal survey plenary panel and the DDS cluster is taking a collaborative approach to identifying speakers. Registration is picking up - with more than 30 registered. Uncertainty about travel has resulted in cautious registration pick up. Our hosts at UNC/RENCI, sponsoring a breakfast and ESRI is sponsoring the reception at the museum.
   • Question from Brian - Is there a chance to thank sponsors publicly? It will be part of the program, signage and opening remarks
2. Revisiting Award Review Criteria
   • Annette led discussion on award criteria. She looked to ExCom for feedback on how to handle a nomination for someone who has passed away. The Excom see that the criteria do not apply strictly to living recipients. We should learn from how other organizations are doing this. There was consensus that the current award criteria should stand as is.
3. Committee Reports
   • C&B - Karl reported for Tamara that C&B is moving forward with consideration of Commons Guidance Governance Document
   • Education - Roberta reported that Edu met on Tuesday and discussed Summer Meeting as well as potential participation in GLOBE solicitation.
4. Other Business
   • No other business

Annette motioned and Steve seconded to adjourn at 2:41.