GWG Notes for and from IMC Annual MeetingSeptember 2010

-IMC 2010 GWG Meeting Agenda-Breakout Group #1 slides-Breakout Group #2 summary slides-Breakout Group #3 summary slides-Action Items & Recommendations

Governance Working Group (GWG) – IMC 2010

GWG Agenda for 2010 IMC Annual Meeting

Day 1 Breakout session – Governance (Karen, Nicole, Eda)Each breakout group has three levels of work

1) recommend resolution of their tasks2) review, edit and augment the text in the whole ToR document3) consider additional categories or items to add to the ToR

Three Working Groups and Leaders1) IMC/IMexec/NISAC roles, relations and membership; leader – Margaret2) NISAC membership and communications: Linda3) Working Group ToR: Emory

 timing of session

8:30-8:50 intro and review issues, ToR, and VisionBreak Out group formation: count off 1,2,3Suggest anyone can changeHave group leader identify a notetaker

9:00-10:30 Break out groupsafternoon: report out to whole IMC

2. Day 2 Breakout session 10:30-120010:30-12;00 Present/discuss IMC ToR report

vision statement discussionled by Karen, Nicole, and Eda

3. Day 2 Action Items & Issue: IMExec Responsibilities and Powers

Develop Timeline for ToR (in deciding our own governance model)

Steps (integrate feedback, post V2, email, post V3, VTC)Submit to IMExec, Request for Endorsement

reporting on our governance modelwhat process for submitting to EB

adopt provisionally before 2011 annual meetingevery site must yea/nea

for 1 year change document by consensus2011 (ASM) vote to finalize; afterward 2/3 majority to change

Consider working group typesMore issues: the S&IP

Vision/missionIM Metrics

Breakout Group #1

Characteristics recommended for the terms of referenceTypology of types: include in terms of reference 1) type: standing vs targetted

theme-based; task-oriented; project-based2) longevity 2) establishment: adhoc vs formal working group

ToR adds transparency to IMC worknew lines of communication

ToR provides historical recordToR legitimizes the particular effort

3) drivers: NIS, IMC-wide, IMC-interest, science, (may be product-working for funds;if involving funds and expectations

Actions-If a working group establishes network-wide expectations for sites, must be voted on by IMC

-Identify Active WGs

Breakout Group #1

Notes Breakout Group #1

NOTES from BreakoutPresent: Emery (moderator), Margaret, Hap, Corinna, Suzanne, Yang, Nicole, … Similar in function to EB? Not clear.What is SC<-> EB relationship?EB is active, decision making body. SC can input, but often chooses not to. Proposed model: IMExec can take action and let IMC know, but not necessarily wait before action. IMC members also participate by reading IMExec notes, and via monthly water coolers. IMExec members represent the Network, rather than their individual sites. Actions allowed by IMC (relies on high level of trust):Reactions to urgent issues (turnaround < __ weeks). Assign levelsWe did xx: see minutesWe need feedback on xx: please respond – IMExec should not decide on issues such as widespread adoption of standards or technology Stipulations:

better use of drupal calendarannual business meeting should review imexec decisions of previous year

 IMC membership:Membership is inclusive. Each site appoints (?) an IM Rep who is a voting member when needed, and who appears on siteDB and im-rep-at-lternet mailing list. Any member of the committee can be nominated for any position (chair of IMC, WG leader, other). Travel funding for meetings is still limited to one/site.

Focus Topic: IMC Governance :Working group #2

Task#1: EB rep selection• Vote occurs every three years during the IMC

meeting• IMExec will assemble a list of candidates for

IMC representative to EB• Open nominations will be allowed• Recommend that nominees have broad

experience at the highest levels of LTER

Focus Topic: IMC Governance :Working group #2

Task#2 IMC partnership with Science Council• IMExec will prepare an annual report for EB• IMC (co-)chair(s) attends the annual SC meeting• Recommend that all new cross-site proposals to the

EB include a data management plan (to ensure IMC representation on any cross-site working groups)

Focus Topic: IMC Governance :Working group #2

Task#3 Describe membership and TOR for NISAC• NISAC alerts IMExec on number of IMC-member

replacements required each year before the annual IMC meeting

• Nominations are open and NISAC members are elected at the annual IMC meeting

• Elected NISAC representative names are forwarded to EB for formal approval

Focus Topic: IMC Governance :Working group #2

Task#4 Describe communications with NISAC and IMExec

• NISAC IM co-chair will be included in IMExec meetings quarterly

• Recommend that IMExec tracks all other active wg’s and projects by invitation to occasional IMExec monthly meetings

• WG leaders should be proactive in contacting both IMExec and NISAC

What is a working group?#3

• Some are standing, others are temporary• Planned duration of WG should be defined• Purpose of WG should be defined• Possible division between WGs that address issues

(e.g. governance) vs WGs that address specific projects (e.g. unit dictionary)

• May be Hierarchical – e.g. LTER Maps under GIS working groups

Current Issues#3

• Difficult to find existing working groups

• No time frame makes it hard to commit IM time

• Unfunded WGs tend to move very slowly or dissolve

• Where do WG recommendations go?

How are working groups formed?#3

• Current: someone sees a need and volunteers (e.g. governance), or a break out session at IMC/ASM leads to working group (e.g. web services, GIS)

• New Idea: working groups should have proposals as part of documentations, gets vetted by IMExec, voted on by IMC

• New Idea: groups can start informally as now but at some point would be formalized as above

Terms of Ref. for Working Groups#3

posted by chairperson to IM site to describe– Skills needed/covered/taught– Planned duration– Membership/how to add members– Primary contact (chair/co-chairs)– Reason for forming– Expected products– General abstract for index page– Links to related documents– Timeline of past and proposed meeting schedule (at

least 1/year?)– Submit annual report to IMC similar to site bytes– Rotation of chairperson (optional)

How are working groups assessed? #3

• Process for assessing working groups to move from informal to formal

• Review of annual reports by IMExec

How are working groups discontinued? #3

• Consensus/vote by working group members

• Yearly self-review to consider continuation

• If discontinued, include in annual report

Types of working groups#3

• Informal working group – created when an interested party forms a group, no need for vetting or voting via IMC or IMExec, should post basic information on IM site

• Formal working group – vetted and voted on by IMC? IMExec?

• Product-oriented working group – approved via LNO for funding

• Topic-oriented working group – long term WGs with changing goals over time ( possibly rename to discussion group, subgroup, subcommittee?)

Action Items IMC Governance:

• ToR for Governance WG • Contribute to IMC report • V2 Terms of Reference for IMC plus IMExec

2011 before meeting, accept provisionally 2012 revise, accept and vote

• Feedback to SIP (to co-chairs) • IMC Mission and vision statements • Template summary-ToR for Working groups

Recommendations that emerged during governancediscussions for IMExec to send to EB:1.Cross-site synthesis proposals have requirementfor a data management plan developed jointly with anIMC information manager2. The IMC chair position be supported at 1 month per year