Board of Directors Meeting July 2012

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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. Phone number of meeting room: 919-668-4032. Questions? contact pschaeffer@nescent.org or rscherle@nescent.org.

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 have received a mailing with preparatory meeting materials, including copies of documents under consideration and background info. Events marked by 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 Board orientation and discussion of COI (Counsel: Martin)
  • 1030 Break
  • 1045 Board formation
    • Appointment of Board and ByLaws
    • Appointment of Board to terms
    • Nomination and selection of Officers
    • Motion to ratify actions of Incorporator
    • Motion to approve Bylaws
    • Resolution to approve choice of bank
    • Motion to seek tax-exempt status
    • Motion to retain Counsel
  • 1145 Nomination to committees
    • It has been proposed that the actual appointment to committees be held Tues. afternoon following the breakouts
  • 1200 Lunch on site (catered by Nosh)*
  • 1300 Current status of repository and near term plans*
  1. Overview (Vision, 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 technology demo (Scherle, 20 mins.)
    • Key features
    • Integrated (and non-integrated) submission
    • Development planning (Trello)
  3. Curation (Feinstein, 10 min.)
    • What curation entails
    • Ongoing improvements to the process
  • 1400 Discussion of cost recovery (with a break at 1500)
  1. Overview of cost model and revenue projections (Whitlock)
  2. Motion to adopt existing framework
  3. Decisions to be made
    • Baseline deposit fee
    • Building in reasonable transaction costs
    • Membership fee
    • Nonmembership discount (and any other incentives to be built in)
    • Implementing waivers
    • Excess storage costs
    • Phasing in cost recovery
  4. Questions to be addressed by the finance breakout on Tues.
  • 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. Membership: benefits, qualifications, recruitment of new members
  2. Funding and partnership opportunities
  3. Prioritizing upcoming features
  • 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
  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