OA(B) November-December 2016 call

Organisational Advisory Board meeting

November-December meeting

(open to all Organisational Members)

Thursday 1 Deccember 2016, 22:00 UTC

US and Far East friendly timeslot

Draft minutes

  1. Call to Order - Chair: Amy Nurnberger
  2. Roll Call - 5'
    • OA statistics: 52 members: 46 Organisational Members and 6 Affiliate Members, https://rd-alliance.org/get-involved/organisational-membership/rda-organ...
      • One new member since last call: School of Computing & Information University of Pittsburgh, Liz Lyon.
    • Introduction of first-time attendees or recent members who joined the organisational assembly (in case there are such ones)
      • Liz Lyon, from the newly established School of Computing & Information University of Pittsburgh. Have been involved in RDA from the beginning as indvidual member. Happy to represent my organisation now in OA.
      • Lynn Yarmey, RDA Secretariat, TAB liaison. 
    • For questions regarding the Organisational Advisory Board (OAB) and the Organisational Assembly (OA), please refer to https://rd-alliance.org/get-involved/organisational-membership
  3. Minutes from previous meetings (besides last meeting) - 5'
  4. News from RDA Governance bodies - 30'
    • News from RDA Council and its subcommittees - Mark, Amy, Juan, others - 10'
      • News from RDA Council
        • Mark: Main activity since lance meeting: Renewing Council membership
          • 3 members will be renewed: John Wood, Kay Raseroka and Doris Wedlich or Patrique Cocquet.
          • Nominations committee established to propose a slate of candidates for elections.
            • Previously the nominations committee was run by the funders, but not any more. Still in consultation with the funders.
            • Nominations committee:
              • Yasushi Ogasaka (Japanese - funder - JST)
              • Ingrid Dillo (Netherlands data organisation - organisational involvement, TAB involvement)
              • Laurel Haak (U.S.A - Executive Director of ORCID - organisational partner)
              • Rachel Bruce (U.K. - funder - JISC)
              • Andi Rauber (Austria - data practioner - successful RDA Working group leader)
              • Josh Greenberg (U.S. - Sloan Foundation)
            • Slate to be proposed for Barcelona and voting around Barcelina (elections will close two weeks after Barcelona).
      • News from sub-committees (for more about the subcommittees see also the OAB July meeting minutes)
        • Strategy
        • Sustainability and funding
          • Sustainability of RDA and funding sources are key points for the future
        • Finance
          • Fiscal policies/rules. Considering of whether to pay for TAB and OAB members travel at some point in time.
        • Engagement and Communications
        • Operations and Coordination
          • The last two subcommittees having to do with the Future Directions document (around Engagement, Communications and Coordination) and getting external help.
            • Raphael: Recently met with Rainer Stotzka, chair of the Operations and Coordination committee, who asked me as OAB rep for an opinion on what OAB expects from the RDA secretariat, as this may be restructured in the future with changes in the website and the membership. Do you have more information?
            • Mark: No fundamental changes in the website. In terms of the secretariat, trying to move towards centralisation of functions, with an assistant and other functions managed via the RDA foundation or possibly also a pot of funding for TAB and other members. But none of that seems to be happening soon. 
            • Amy: Was the question targeted towards OA/OAB? Raphael: Probably, yes. Communication means and the RDA secretariat OAB liaison receiving from Fotis is absolutely critical. Not fully clear, but I can get back to him. Action: Raphael to check with Rainer what information he is looking for from OA/OAB on the secretariat needs. 
    • News from Secretariat - 10'
      • Secretariat membership updates - Mark
        • Mark: I will be stepping down from Secretary General after the Barcelona plenary. Council has put together a job description and it will announced soon. John Wood will be leading this activity as he is stepping down. Wanted to let you know before you get to know it from anybody else. Amy: You will be missed, we will work together to find a new member up to the job. Ross: If anybody knows any other superhumans, please let me know.  Raphael: Are there any restrictions in terms of regional representation or anything else. Ross: No, look for the best person we can find, without any restrictions, and if possible region rotation. So the fewest restrictions possible. There are some requirements in the job description, such as to be able to travel a lot and communicate broadly, but not regional restrictions.
      • Communications plan on-going - Mark
      • Future plenaries update
      • RDA individual membership updated monthly November statistics: 4527 members in November 2016
    • News from TAB (besides WG/IG and Rcommendations which are covered in agenda item 7 below) - 10'
      • Fotis: Neither Andrew nor Francoise are available. Maybe Lynn can say a few words.
        • Lynn: TAB exceptionally busy with reviewing WG/IGs before P9. Completing the groups TAB liaisons after the last TAB Election and the new TAB.
        • Mark: To qunatify how busy TAB was, let me give some numbers:
          • 4 new groups that are for Council approval, 3 being reviewed by TAB, 3 that have been reviewed by TAB and are being revised by the groups and 5 working on new case statements and charters. Quite a lot!
        • Lynn: TAB appreciates the work of OA, so if you want to provide commentaries, this would be very helpful.
        • Action Lynn: Provide a list with all the groups for review and circulate this to the OAB list.
      • Fotis: The TAB Landscape Overview Group (LOG) that was presented to OAB by Steve Diggs in the August-September meeting will be taken up by the RDA Europe Atlas of Knowledge team. In fact one of my colleagues from ATHENA Research center, Dimitris Gavrilis, will work on this to make it more dynamic, putting a database behind to link everything. There is a meeting tomorrow to discuss the current plans. Action Fotis: To get more information on the work and timeplan on the update of the TAB LOG output by RDA Europe. Raphael: Yes, part of the European Support Team (EST) that Peter Wittenburg is leading.
  5. OA Value & Engagement - 5'
    • Continue to develop value propositions for OA. Current version of live document 
      • Amy: Living document, revisiting while RDA grows.
        • Liz: As a new member I will read it and come back with any comments.
      • Amy: Should document be linked from a public page? Agreed. Action Fotis: Link the V&E document in the OA page and also in the get involved/organisational membership page. with some highlights (Note: look at Amy's ppt from Denver). 
    • Participation from industry: Past action, list of participating industry members, received. The main point is to understand what is the value they find in being engaged in RDA. And possibly update the V&E document with such ideas. So an OAB sub-group is needed to talk to these people to get their views. Volunteers: Mark: Fabrizio Gagliardi is working on this, would be good to have him in the group. Juan: the group with industrial members was very short. Maybe try to find more members. Ross: there is a group led by Hilary Hanahoe working on something similar and they will be organising an event in the framework of the Barcelona plenary. So would be good to liaise with this group.
    • Decision: OAB-sub-group to work on industrial engagement talking to industrial members: Amy, Juan, Fab, Ross. Action: Liaise with the Hilary group on Industry and plan for the work.
  6. The role of OA in Expert Commentary and Adoptability: Process and Tools, Juan Bicarregui, Amy Nurnberger - 10'
    • Updated process after Chairs meeting with Secretary General and Fotis
      • OA commentary: updates on process (process)
    • Registering adopters is also important: Adoption registration: https://www.rd-alliance.org/recommendations-outputs/adoption-recommendations
    • Templates (Latest versions)
      • Output commentary: Document
      • Group Commentary (for new WGs) - Document (See also agenda item 7)
    • Survey responses & results: Amy
    • Discussion of rewards/acknowledgement process: Previously discuss the letter of acknowledgement/formal recognition from Secretary General. Other thoughts?
      • Ross: Automatic addition of the review in your ORCID profile. The Pablon idea. Enable this technicall: reviewing in a more systemic way. 
      • Mark: Like the idea. Action Mark: Follow-up with Laurel Haak (ORCID) to better connect RDA with ORCID, including this automatic registering of reviews in the RDA page.   
      • Raphael: Not aware of our website system tracking the ORCID id. May need some changes.
      • Aaron: Concerns with overreview fatigue. So balance needed. Automatic registration of reviews may be a solution.
  7. WG/IG updates and RFCs / TAB update - 20'
    • Process:
      • OAB needs a clear procedural path with how communications are happening around newly proposed groups and other RFCs. Good coordination with TAB:
        • Announcement from TAB Secretariat Liaison (Lynn) of new WGs and especially proposed recomendations.
        • The OA commmenting (always with emphasis on adoptablity) takes place in parallel with the community review phase.
    • Recommendations:
    • New WG/IGs - Lynn
      • Lynn already prepared this and this was circulated by Fotis in the list.
      • Group updates:
        • Groups open for Community review:
          • Open for comments until December 15 - Assessment of Data Fitness for Use [RCF link]
        • Groups in TAB review:
          • RDA/WDS Scholarly Link Exchange WG (Scholix)
          • Post-Revision - RDA/NISO Privacy Implications of Research Data IG
          • Post-Revision - Archives and Records Professionals for Research Data IG
          • Under Revision - Empirical Humanities Metadata WG
          • Under Revision - Repository Core Description WG
        • Groups coming up:
          • On-Farm Data Sharing (OFDS) WG
          • Teaching TDM on Education and Skill development WG
          • Fisheries Data Interoperability WG
  8. Open industry/private sector seats on OAB - Amy, 5'
    • Covered already in the actions.
  9. Next OA(B) meetings, 5'
    • Action: Next doodle for beginning of January. Week of the 9th of January.
    • Planning for next plenary meeting: Only one meeting, by invitation, not clashing with WG/IGs and the TAB-WG/IG Chairs meeting.
      • Fotis: Need to plan for Barcelona. Plenary 9 is Wednesday to Friday 5-7 April. Discuss this as part of the secretariat. Action: Fotis with the help of secretariat to prepare a calendar with some options for the f2f meetin and decide on those.
  10. AoB, 5'

Organisational Advisory Board meeting

November-December meeting

(open to all Organisational Members)

Thursday 1 Deccember 2016, 22:00 UTC

US and Far East friendly timeslot

Draft agenda

Location Local time Time zone UTC offset
Los Angeles (USA - California) Thursday, 1 December 2016, 14:00:00 PST UTC-8 hours
Denver (USA - Colorado) Thursday, 1 December 2016, 15:00:00 MST UTC-7 hours
Washington DC (USA - District of Columbia) Thursday, 1 December 2016, 17:00:00 EST UTC-5 hours
Buenos Aires (Argentina) Thursday, 1 December 2016, 19:00:00 ART UTC-3 hours
London (United Kingdom - England) Thursday, 1 December 2016, 22:00:00 GMT UTC
Paris (France - Île-de-France) Thursday, 1 December 2016, 23:00:00 CET UTC+1 hour
Athens (Greece) Friday, 2 December 2016, 00:00:00 EET UTC+2 hours
Tokyo (Japan) Friday, 2 December 2016, 07:00:00 JST UTC+9 hours
Canberra (Australia - Australian Capital Territory) Friday, 2 December 2016, 09:00:00 AEDT UTC+11 hours
Wellington (New Zealand) Friday, 2 December 2016, 11:00:00 NZDT UTC+13 hours
Corresponding UTC (GMT) Thursday, 1 December 2016, 22:00:00  

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  1. Call to Order - Chair: Amy Nurnberger
    • Record meeting approval
  2. Roll Call - 5'
  3. Minutes from previous meetings (besides last meeting) - 5'
  4. News from RDA Governance bodies - 30'
  5. OA Value & Engagement - 5'
    • Continue to develop value propositions for OA. Current version of live document 
      • Living document, revisiting while RDA grows. Comments about other areas of values. Take under serious discussion: cross-membership with partnerships, discounts for plenaries, etc.
      • Should document be linked from a public page for review?
    • Participating Industry members: Past action, list of participating industry members, received. But the list is very small and only a handful real industrial members (a lot of consultants or SMEs involved in the RDA funded projects). Probably it makes sense to find all industrial members who attended at least one plenary?
  6. The role of OA in Expert Commentary and Adoptability: Process and Tools, Juan Bicarregui, Amy Nurnberger - 10'
  7. WG/IG updates and RFCs / TAB update - 20'
  8. Open industry/private sector seats on OAB - Amy, 5'
    • Decision: Invite all industry members to OAB as observers until numbers increase. This grants for-profit OA members a voice at the forum, but no formal voting rights.
    • Action closed: Invitations have been sent.
  9. Next OA(B) meetings, 5'
    • Action: Next doodle for beginning of January. Week of the 9th of January
    • Planning for next plenary meeting: Only one meeting, by invitation - interested organisations to join may be asked to be invited and avoid clashes with WG/IG groups. So possibly just before or after the main days.
  10. AoB, 5'