Difference between revisions of "Board of Directors Meeting July 2012"

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== Local information ==
 
== Local information ==
* Durham is served by the [http://www.rdu.com/ Raleigh-Durham airport] (RDU). Meeting participants may prebook a shuttle or take a taxi from the airport to the Durham Marriott. See the Local Logistics mailing for more details.  
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* Durham is served by the [http://www.rdu.com/ Raleigh-Durham airport] (RDU). Meeting participants may prebook a shuttle or take a taxi from the airport to the Durham Marriott. See the Local Logistics mailing for more details.
 
* Board members will be staying at the [http://www.marriott.com/hotels/travel/rducv-durham-marriott-city-center Durham Marriott hotel] in [http://www.downtowndurham.com/ downtown Durham].
 
* Board members will be staying at the [http://www.marriott.com/hotels/travel/rducv-durham-marriott-city-center Durham Marriott hotel] in [http://www.downtowndurham.com/ downtown Durham].
 
* [http://www.nescent.org/about/information/everyone.php Local information and links]
 
* [http://www.nescent.org/about/information/everyone.php Local information and links]
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* Arrival to RDU
 
* Arrival to RDU
 
* Check in to Durham Marriott (201 Foster Street)
 
* Check in to Durham Marriott (201 Foster Street)
 
  
 
'''23 July - Monday'''
 
'''23 July - Monday'''
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* Light reception (muffins, fruit, coffee, juice, etc)*
 
* Light reception (muffins, fruit, coffee, juice, etc)*
 
* 900 Introductions and short board member short presentations (3-5 min each)*
 
* 900 Introductions and short board member short presentations (3-5 min each)*
* 945 Board orientation, filing of COI, other legal formalities (counsel?)
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* 945 Convene meeting, board orientation, discussion of COI
 
* 1030 Break
 
* 1030 Break
* 1045 Review of board structure, officers, committees, terms (T. Vision)
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* 1045 Board formation
* 1100 Elect officers, set term durations
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** Appointment of board and ByLaws
** nomination to committees: suggest which committees everyone wishes to contribute to, but handle actual appointment/selection after Tuesday afternoon discussions (when people will have had some exposure to the work of the Finance and Governance committees in the Breakout sessions)
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** Appointment of board to terms
 +
** Open floor to nomination and selection of officers
 +
** Motion to ratify actions of incorporation
 +
** Motion to approve ByLaws
 +
** Resolution to approve bank
 +
** Motion to seek tax-exempt statu
 +
** Motion to retain counsel
 +
* 1145 Nomination to committees
 +
** Determine which committees everyone wishes to contribute to, but handle actual appointment/selection after Tuesday afternoon discussions (when people will have had some exposure to the work of the Finance and Governance committees in the Breakout sessions)
 
* 1200 Lunch on site (catered by Nosh)*
 
* 1200 Lunch on site (catered by Nosh)*
 
* 1300 Current status of repository and near term plans*
 
* 1300 Current status of repository and near term plans*
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* 840 Shuttle to NESCent
 
* 840 Shuttle to NESCent
 
* Light reception (muffins, fruit, coffee, juice, etc)
 
* Light reception (muffins, fruit, coffee, juice, etc)
* 900 Strategy session (Facilitated by Michener?), with a break at 10:30
+
* 900 Collect COI forms
 +
* 905 Strategy session (Facilitated by Michener?), with a break at 10:30
 
# Mission, vision, goals and objectives
 
# Mission, vision, goals and objectives
 
# Membership: a roadmap and marketing plan for future growth
 
# Membership: a roadmap and marketing plan for future growth
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* 1730 Shuttle to hotel
 
* 1730 Shuttle to hotel
 
* 1830 Dinner (Reservations at Pop’s)
 
* 1830 Dinner (Reservations at Pop’s)
 
  
 
'''25 July - Wednesday'''
 
'''25 July - Wednesday'''

Revision as of 10:04, 19 July 2012

This page provides information about the meeting of the Dryad Board of Directors, July 2012.

Date: July 23-25, 2012

Location: Durham, North Carolina USA, at the National Evolutionary Synthesis Center.

Local information

Agenda

This agenda was developed with input from the Board's Agenda planning team (Liz Ferguson, Lee Dirks, and William Michener), and could change as the meeting progresses. Board members will receive a mailing with preparatory meeting materials, including copies of documents under consideration and background info. Events marked by a an asterisk (*) are open to Dryad personnel.

22 July - Sunday

  • Arrival to RDU
  • Check in to Durham Marriott (201 Foster Street)

23 July - Monday

  • Breakfast on your own, at hotel or downtown (Each morning, light refreshments will be available at NESCent)
  • 840 Shuttle to NESCent
  • Light reception (muffins, fruit, coffee, juice, etc)*
  • 900 Introductions and short board member short presentations (3-5 min each)*
  • 945 Convene meeting, board orientation, discussion of COI
  • 1030 Break
  • 1045 Board formation
    • Appointment of board and ByLaws
    • Appointment of board to terms
    • Open floor to nomination and selection of officers
    • Motion to ratify actions of incorporation
    • Motion to approve ByLaws
    • Resolution to approve bank
    • Motion to seek tax-exempt statu
    • Motion to retain counsel
  • 1145 Nomination to committees
    • Determine which committees everyone wishes to contribute to, but handle actual appointment/selection after Tuesday afternoon discussions (when people will have had some exposure to the work of the Finance and Governance committees in the Breakout sessions)
  • 1200 Lunch on site (catered by Nosh)*
  • 1300 Current status of repository and near term plans*
  1. Overview (Todd, 10 min.)
    • Summary of deposits, partner journals, downloads, etc.
    • Service partnerships (e.g. DataCite, DataONE, CLOCKSS)
    • R&D projects (e.g. HIVE, DryadUK, ODIN)
  2. Repository demo (Ryan Scherle, 20 mins.)
    • Key features
    • Integrated (and non-integrated) submission
    • Development planning (Trello)
  3. Curation (Elena Feinstein, 10 min.)
    • What curation entails
    • Common and important issues to be addressed
  • 1400 Discussion of Cost Recovery Plan (with a break at 1500)
  1. Overview of cost model and revenue projections (Vision)
  2. Discussion of price points, timing and implementation details of cost recovery plan
  3. Discuss the charge for the finance breakout on Tuesday
  • 1730 Shuttle to hotel
  • 1900 Durham Bulls baseball game (optional)*


24 July - Tuesday

  • Breakfast on your own
  • 840 Shuttle to NESCent
  • Light reception (muffins, fruit, coffee, juice, etc)
  • 900 Collect COI forms
  • 905 Strategy session (Facilitated by Michener?), with a break at 10:30
  1. Mission, vision, goals and objectives
  2. Membership: a roadmap and marketing plan for future growth
  3. Consideration of the competitive landscape
  4. Executive staff needs
  5. Priorities for the repository, both production service and R&D
  6. Funding and partnership opportunities
  • 1200 Lunch (group stroll to Whole Foods)
  • 1300 Breakouts (2), prior to officially filling committees
  1. Governance
    • Establish first committees and process for year
    • Draft job description and recruitment plan for executive staff
  2. Finance
    • Charge: format and frequency of reports to the Board, overseeing independent audits
    • Discuss implementation details of cost recovery plan (follow on from Monday afternoon)
  • 1500 Break
  • 1515 Report out from breakouts
  • 1545 Vote on recommendations, settle appointments to committees
  • 1600 Review repository policies
  1. Terms of Service
  2. Collection policy
  3. Preservation policy
  • Vote to adopt or revise these at the conclusion of this discussion or Wed morning
  • 1730 Shuttle to hotel
  • 1830 Dinner (Reservations at Pop’s)

25 July - Wednesday

  • Check out of hotel
  • Breakfast on your own
  • 840 Shuttle to NESCent
  • Light reception (muffins, fruit, coffee, juice, etc)
  • 900 Remaining business (with a break at 1030)
  1. Postponed votes
  2. May 2013 Annual Meeting: date, location and structure for
  3. Matters Arising
  • 1200 Adjourn
  • Lunch on your own
  • Shuttles from NESCent to RDU for departures

Participants

  • Directors: Theo Bloom, Lee Dirks (call-in), Liz Ferguson, Simon Hodson (call-in), Marcel Holyoak, Brian Lavoie, Bill Michener, Allen Moore, Susanna-Assunta Sansone, Eefke Smit (call-in), Todd Vision, Mike Whitlock
  • Other participants: Elena Feinstein, Peggy Schaeffer, Ryan Scherle