Tuesday, February 4 at 11:00 EST

SG and LG members:

Paul Albert, Ann Beynon,  Robert Cartolano,  Tom Cramer,  Federico Ferrario,  Anna Guillaumet, Doug Hahn, Christian Hauschke,  Dong Joon (DJ) Lee,   Steven McCauley, Virginia (Ginny) Pannabecker,  Julia Trimmer,Alex Viggio,, hannah sommers, Terrie Wheeler

LYRASIS:

Laurie Gemmill Arp , Robert Miller

Regrets:

Mike Conlon

(star) = note taker

Connection Information

Note new Zoom account information.

Preparation

Please review the notes from the last meeting, the two proposals and the document linked below. I plan to ask for a motion to vote on each proposal after the meeting and we can discuss them in the meeting. I’ve offered language below to facilitate the discussion.

Agenda

Robert Miller and Laurie Arp to join at 11:25.

  1. Refer to notes from the January 7 LG meeting.
  2. Continue the discussion about conferring LYRASIS a vote on the LG (Julia and others, 20 minutes,)
    1. The Leadership Group has discussed whether to confer a voting seat to LYRASIS for the current LG term. This voting seat could be renewed annually by means of the MOU between VIVO and LYRASIS. The LG would ask LYRASIS to recuse themselves from any vote involving a potential conflict of interest.
  3. Discuss the proposal to vote to elect LG officers  (Julia and others, 30 minutes)
    1. In order to support the Chair, manage operational tasks, and oversee the directives of the VIVO project, the Leadership Group has discussed adding the offices of Vice Chair, Treasurer, and Secretary. The Governance Sub-group recommends the process for electing these officers, as well as their roles, as described in the "LG officer election process and roles" document.
  4. Strategic Communication Task Force (Julia and Anna, 5 minutes)

Notes

1. Refer to notes from the January 7 LG meeting.
Minutes from last meeting agreed to; anyone can edit them if they note changes.

2. LYRASIS voting seat

Julia: Continue the discussion about conferring LYRASIS a vote on the LG (Julia and others, 20 minutes,)
The Leadership Group has discussed whether to confer a voting seat to LYRASIS for the current LG term. This voting seat could be renewed annually by means of the MOU between VIVO and LYRASIS. The LG would ask LYRASIS to recuse themselves from any vote involving a potential conflict of interest.

Suggested Additions from last month’s discussion: add language to ask Lyrasis to recuse themselves. Other addition was to include Lyrasis membership in MOU

Motion: Doug: I move that the Leadership Group should vote on whether to confer a voting seat to LYRASIS for the current LG term. This voting seat could be renewed annually by means of the MOU between VIVO and LYRASIS. The LG would ask LYRASIS to recuse themselves from any vote involving a potential conflict of interest

Rob Cartolano seconds motion

Christian: several members of LG said it would be good to give voting rights to encourage their investment. Christian believes we pay them enough for them to be invested. Someone may not feel comfortable telling Lyrasis that they should recuse themselves.

Julia: Continuing challenge to speak up, but there are ways to get around this by chatting up a colleague, and getting consensus for one’s view.

Hannah: Recollection that many would in principle oppose this, but given the support that Lyrasis has provided, and that things seem to be working fine, so perhaps this is not a consideration in our case at this point.

Julia: Highlighted the many ways that Lyrasis has helped us above and beyond the MOU, including the offer to contribute to the Catalyst Grant.

Hannah: Julia more than answered the question. Lyrasis has contributed much more expertise than the MOU requires, and really has supported the community.

Julia: Archives Space leadership has received amazing support from Lyrasis, and specifically from Robert, who has helped this community tremendously. He also is willing to do this for us.

Anna: What if a conflict of interest arises? How would we handle this?

Julia: Speak up and note the conflict of interest, or chat with the chair, and identify the Conflict of Interest.

Anna: Prior experience when Archives Space had a conflict of interest, and Lyrasis very graciously dropped out.

Rob: One could call for an Executive Session, when Lyrasis would drop out. This is very commonly done among leadership boards.

Paul: This seems like a no-brainer. We should just vote.

Julia: We should then proceed with voting after the meeting. She will send the google form to vote.

3. Proposal to add LG officers

Julia: Announced retirement at end of June. Duke will remain a platinum member, and Damaris Murray will be on the leadership group representing Duke. Julia will remain active in work groups.

Rob: Congratulations; big news! Not wonderful for us, but certainly for you!

Discuss the proposal to vote to elect LG officers (Julia and others, 30 minutes)
In order to support the Chair, manage operational tasks, and oversee the directives of the VIVO project, the Leadership Group has discussed adding the offices of Vice Chair, Treasurer, and Secretary. The Governance Sub-group recommends the process for electing these officers, as well as their roles, as described in the "LG officer election process and roles" document.

Julia: Referring to document link above, we need a motion to discuss officer elections and roles.

Ann: In order to support the Chair, manage operational tasks, and oversee the directives of the VIVO project, I move that the Leadership Group votes to add the offices of Vice Chair, Treasurer, and Secretary. The Governance Sub-group recommends the process for electing these officers and the chair as described in the "LG officer election process and roles" document.


Rob seconds this motion

Julia: Governance subgroup has met twice and done a lot of work on this document.

Paul: This seems like a good idea. In favor of accepting the recommendations.

Ann: Supportive of the officer structure proposed. What if we don’t get nominations for all these positions?

Julia: Nothing in the document about failed nominations. Perhaps the chair could nominate someone.

Ann: Supportive of this proposal.

Rob: Supportive of this proposal.

Anna: My only concern has been that elections should be every 2-3 years, not every year.

Julia: The Governance Task Force has more issues to discuss, and bring back to LG.

Doug: Part of sub-group; he supports this.

Christian: Part of sub-group; he supports this. Recommends re-evaluation after a year to see if this works.

DJ: Supports this proposal.

Steve: Supports this proposal; agrees with re-evaluation in a year.

Ginny: Thinks the proposal looks really good. Was interested in Anna’s comment about longer term lengths. Maybe there are some positions that could have longer than one year as their term.

Julia: Governance task force did agree that officers should not serve more than two consecutive terms.

Hannah: Supports, thinks this is an exciting step towards maturity.

Alex: Supports proposal; supports evaluation after one year.

Terrie: Supports proposal.

Laurie and Robert comments?

Laurie: Good amount of time to evaluate in a year.

Robert: Two things to consider: how to recognize people who have served in their CV.
Second: May want to have an overlap of some months to ensure continuity between Chair and Vice Chair; up to group for consideration.

Julia: Thanks to everyone for their comments. I will send a google form to vote on this motion next week, from Feb 10 – Feb 14.
After the first motion is voted upon, which goes out today and will be open through Feb 7.
Schedule of votes and requests:
Feb 4 – 7 Vote on LYRS voting seat
Feb 10 – 14 Vote to add officers to the LG
Feb 17 – 21 Nominations for officers
Feb 24 – 28 Elections of officers

Robert noted the amount of work involved for two elections within months of each other, and suggested we might want to have first term be 15 months. Overall the group felt this we needed to have elections again in the June July timeframe. We thanked Robert for this suggestion.

4. Strategic Communication Task Force

Anna: already opened the wiki page for the Strategic Communication Task Force.
https://wiki.lyrasis.org/display/VIVO/Strategic+Communication+Task+Force
We are working to improve communications. Important to take first actions on the Task Force’s goals.

Julia: Julia Trimmer and Anna Guillaumet are co-leads, Ann Beynon, Bruce Herbert, Estefania Muñoz, Carol Minton Morris

Julia: Thanks to everyone; meeting adjourned!


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