Friday, December 6 at 11:00 pm EST

SG and LG members:

Ann Beynon,  Robert Cartolano, Mike Conlon,  Federico Ferrario,  Anna Guillaumet, Christian Hauschke,  Dong Joon (DJ) Lee,   Steven McCauley, Virginia (Ginny) Pannabecker(star),  Julia Trimmer,Alex Viggio,, hannah sommers, Terrie Wheeler

LYRASIS:

Laurie Gemmill Arp , Robert Miller,  Andrew Woods

Regrets:

Doug Hahn, Tom Cramer

(star) Note taker

Connection Information

To join the online meeting:

Agenda

  1. DuraSpace Code of Conduct at https://duraspace.org/about/policies/code-of-conduct (Julia, 10 minutes)
  2. EuroCRIS meeting update (Anna, 10 minutes)
  3. VIVO conference planning (Julia, 5 minutes)
  4. Proposal to clarify voting processes (Julia and everyone, 20 minutes)
  5. (NEW) Budget extension for January – July, 2020 (Julia and Hannah, 5 minutes)
  6. Review of recent vote (Julia, 5-10 minutes)

Notes

  1. Note added to agenda: Violeta Ilik has resigned from the Leadership Group and Steering Group - she has been removed from the lists
  2. DuraSpace Code of Conduct at https://duraspace.org/about/policies/code-of-conduct (Julia, 10 minutes)
    1. Everyone is encouraged to review these 
  3. EuroCRIS meeting update (Anna, 10 minutes)
    1. EuroCRIS meeting was held in Germany
    2. About 100 people attended
    3. Meeting about mapping CERIF to VIVO
      1. CERIF model is used by many European universities for their CRISes
    4. Looking to refactor the CERIF ontology model and divide it by our current VIVO model - using portions of CERIF that match up with what VIVO covers
      1. Will work with the ontology group
    5. Once this structure is decided, will work for estimated 9 months to 1 year, will map this new model to VIVO and this will allow for use of the same mapped ontology between these two systems
    6. MOU between EUROCRIS and VIVO -- Michele is working on a draft
    7. Discussions about VIVO
      1. Russian project to implement open science metric indicators
      2. A technical university in Germany is going to use PURE, but will also use VIVO to showcase their information
      3. VIVO came up in several other discussions during the meeting as well
    8. Changing research evaluation methods is a trending topic in Europe
  4. VIVO conference planning (Julia, 5 minutes)
    1. Will schedule a special meeting to brainstorm possibilities for this conference
    2. Julia will send out a doodle poll - all are welcome to join the conversation
  5. Proposal to clarify voting processes (Julia and everyone, 20 minutes)
    1. Votes over the last 2 weeks have been confusing
    2. Propose formal process for voting for future
      1. Someone proposes a vote
      2. Someone seconds it
      3. Language is finalized in the meeting (how? written form in the minutes of the meeting?)
      4. Discussion about this - what seemed to be the consensus by end of the meeting is recorded below
        1. Voting options will be: yes, no, abstain, and there will be a 2nd question with an open text box for comments
        2. Written proposal will be done during meetings via chat and in meeting minutes prior to the vote; or sent out to the group following the meeting with a timeline allowing for feedback on the proposal and re-sharing of proposal prior to voting
        3. Regarding implementing this new voting process: Recommendation to set a check-in date of 90 days to see if the new voting process is working
      5. Regarding Meeting discussions and Robert’s Rule of order: We should publish the section of Robert’s Rules that is appropriate. Motion for a vote is agreed to in the meeting, seconded in the meeting, discussed in the meeting. Set a time for when the vote will be finished. Votes will take place outside of the meeting via online form. 

Need to establish a quorum or if not the vote can’t be made or held. 

Expectation: assume that this process stands, but set the expectation that a change might be made after the ITAV (it takes a village) sessions conclude.

 
        1. Question - do we ever want a vote to be held in a meeting if a quorum is achieved? Do we ‘always’ want to have the vote afterwards to allow for folks that are missing to have their voice heard?

 
        2. Comment: We may have to try a few things and see how things evolve - including comments
        3. Comment that changing from the earlier process of: anyone can veto, to: all we need is a simple majority, really sways this process from consensus-based to simple majority where half the group could disagree and a vote could still pass. Keeping comments in the voting form are a way to show we still in general support a consensus agreement.
      6. Julia will send out proposed voting changes via email, and this doesn’t seem like something we need to vote on ⇒ everyone at the meeting agreed on the overall process, however everyone can contribute feedback via email response to Julia’s written changes to the voting process
  6. (NEW) Budget extension for January – July, 2020 (Julia and Hannah, 5 minutes)
    1. Headline: this is something we will need to vote on
    2. Need to approve an extension of the budget to take us through June 30th of 2020
    3. Finance taskforce - Hannah, Julia, Terrie - discussed VIVO priorities
    4. Goals are to stabilize budget and grow membership
    5. Working with current framework and extending that out through the end of the year
    6. Changes in the proposal that will be sent out are to promote sustainability of VIVO
    7. Conference revenue is included
    8. Main change compared to prior budget = moved some funds out of travel to help rebuild preserves; maintained enough in travel to address strategic priorities to grow membership
    9. Identified other places to change the budget framework for next fiscal year that would require more discussion
    10. Waiting for a little more feedback and then will share something next week with everyone
    11. Had been discussing voting to approve the budget extension. The vote will be sent out by email following the email with the budget extension proposal and email discussion.
    12. Motion by Mike:
      1. “The LG votes to approve the budget submitted by the finance committee.”
      2. Seconded by: Rob
  7. Review of recent vote (Julia, 5-10 minutes)
    1. Regarding the vote sent out with 2 questions:
      1. Should the Emeritus Project Director serve on the VIVO Leadership Group until June 30, 2020?
      2. Should the Emeritus Project Director be a voting member of the VIVO Leadership Group until June 30, 2020?
    2. The vote was majority Yes
    3. Discussion at this LG meeting voiced approval for this outcome.
  8. Meeting adjourned
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