# IOI Governance and Nominating Committee meetings

Last updated: 2025-12-30
URL for this page: https://hackmd.io/@investinopen/nominating-meetings
URL for this site: https://hackmd.io/@investinopen/how-we-work

## 2025-06-13
**Date:** June 13, 2025 / 15.00 - 16.00 UTC
**Location:** Online
**Next meeting:** August 29, 2025

* 15.03: Meeting starts
* 15.04: **Approval of Q3 minutes**
* Q3 meeting minutes approved
* Question: Clarification for which part(s) are the minutes / agenda v. notes
* Action: Send minutes by email post-meeting
* 15.05 - 15.21: **Steering recruitment update**
* ED overview of steering member/role updates
* New member joined
* In discussion: recruitment contacts
* Capacity and availability
* Others to consider
* Action: Meetings with other recruitment contacts, follow up
* 15.21 - 15.40: **Subcommittee assignments**
* Financial Oversight / non-voting advisory role
* FOG - shift from non-voting advisor to CFO as needed
* Fund subcommittee / mitigating proposal conflicts
* Fund subcommittee
* Conflicts
* Invitation
* New Steering member assignments
* Co-chair - rotating
* Co-chair suggestions
* 15.40 - 15.43: **Executive Director performance review - wrap up**
* Question: 360 review
* Job description
* Goals
* 15.43 - 15.53: **Wrap up / next steps**
* Discussion on next steps
* 15.53: Meeting ends

**In attendance:**
* **Participants:** Kaitlin Thaney, Eunice Mercado-Lara, Amy Sample Ward
* **Regrets:** Amy Buckland, Joe Deville, Omo Oaiya

## 2025-03-14
**Date:** March 14, 2025 / 15.00 - 16.00 UTC
**Location:** Online

**Agenda**
* Welcome & check-ins
* Approval of Q2 minutes
* Steering Recruitment update
* Steering diligence calls
* Officer roles review / needs
* Fund subcommittee
* Charter review
* Composition
* Executive Director performance review
* Wrap up / next steps

**Notes**
* Q2 minutes approved in meeting
* Email remaining

**Participants:** Amy Buckland (Concordia University); Joe Deville (Open Book Collective); Omo Oaiya (WACREN), Amy Sample Ward (NTEN)

**Regrets:** Eunice Mercado-Lara (ORCA)

## 2024-11-22 meeting
**Date:** November 22, 2024 / 16.00 - 17.00 UTC
**Location:** Online

**Agenda**
* 16.00 - 16.05 Welcome & check-ins
* 16.05 - 16.10 Approval of Q1 minutes
* 16.10 - 16.20 Steering Recruitment
* Discussion of renewals
* Expiring in Jan 2025
* 16.20 - 16:35 FY2025 recruitment priorities
* Near term recommendations
* 16.35 - 16:45 Committees
* Fund Committee
* Transition Committee - frequency
* 16.45 - 16.46 Executive Director review update
* 16.46 - 17.00 Wrap up / next steps

**Notes**
* Minutes approved
* Subcommittees - external members?
* Renewals
* Fund Committee:
* Capacity / additional staff

**Action items:**
* Issue renewals
* Reach out for conversations
* Map out committee participation / structure
* Transition Committee meetings - move to email updates

**Participants:**
Kaitlin Thaney;Joe Deville; Omo Oaiya

**Regrets:**
Amy Buckland; Amy Sample Ward

## 2024-09-13 meeting
**Date:** 2024-09-13 / 15.00 - 16.00 UTC
**Location:** Online

**Agenda**
* 15.00 - 15.05 Welcome & check-ins
* 15.05 - 15.10 Approval of Q4 minutes
* 15.10 - 15.30 Steering Recruitment
* Targets
* Q3
* 2025
* Process
* Nomination form
* Responses
* Current terms / renewals
* Expiring in Jan 2025
* Expiring in Sept 2026
* Expiring in Jan 2027
* 15.30 - 15.45 FY2025 recruitment priorities
* Priorities
* Needs
* Deprioritization
* 15.45 - 15.50 Board of Directors training
* 15.50 - 15.55 Executive Director review update
* 15.55 - 16.00 Wrap up / next steps

**Notes**
* Q4 minutes approved
* Recruitment targets
* Bylaws
* Amendment
* Map committees
* For end of 2024
* 2-4 threshold
* For end of 2025
* Reassess after outlining necessary committees
* Director training
* Recruitment for Q3

**Participants:**
Kaitlin Thaney, Amy Sample Ward, Amy Buckland

**Regrets:**
Omo Oaiya; Joe Deville

## 2024-06-21 meeting
**Date:** 2024-06-21 / 17.00-18.00 UTC
**Location:** Online
### Agenda
* 17.00 - 17.05 Welcome & check-ins
* 17.05 - 17.10 Approval of Q2 minutes
* 17.10 - 17.15 Board officers for filing
* Chairs
* Rotating
* Vice-Chair
* Secretary
* Treasurer
* 17.15 - 17.30 Steering Committee terms and renewals
* Expiring Jan 2025
* Expiring Sept 2026
* Expiring in Jan 2027
* 17.30 - 17.50 FY2025 recruitment
* Needs
* 17.50 - 17.55 Executive Director review update
* 17.55 - 18.00 Wrap up / next steps

### Notes:
* Minutes approved
* Reach out about board officer roles
* Renewal extensions
* Steering members inclusion in filing check in
* Steering Committee nomination form
* ED review follow up from Chair
* FY25
* Community nominations and criteria

**Participants:**
Kaitlin Thaney, Amy Sample Ward, Joe Deville, Omo Oaiya

**Regrets:**
Amy Buckland

## 2023-12-08 meeting
Date: 2023-12-08 / 18.00-19.00 UTC

### Agenda
* 18.00 - 18.05 Welcome & check-ins
* 18.05 - 18.10 Approval of Q1 minutes
* 18.10 - 18.55 CS&S governance debrief & next steps
* Committee composition review & pending invitations
* Eunice follow up / update
* 2024 recruitment priorities
* Executive Director review update [executive session]
* 18.55 - 19.00 Wrap up / next steps

### Notes
* Q1 minutes approved
* Eunice committee assignment
* 2024 recruitment / committee composition
* Additional university/consortia contacts
* Dutch contacts
* Committee to set up independent org (transition committee)
* Board delegated committee (end of January)

**Location:** Online

**Participants:** Kaitlin Thaney; Amy Buckland; Evivva Lajoie; Leslie Chan; Amy Sample Ward

**Regrets:** Joe Deville; Omo Oaiya

## 2023-09-01 meeting
Date: 2023-09-08 / 17.00-18.00 UTC

### Agenda
17.00 - 17.05 Check-ins
17.05 - 17.07 Approval of Q4 minutes
17.07 - 17.10 Steering Committee Recruitment Update & onboarding
--- New members joining
17.10 - 17.25 IOI staffing update
--- Feedback from committee members
17.25 - 17.44 Steering Committee Recruitment Update & onboarding
--- Term lengths for members
--- Subcommittee composition & invitations
--- Financial Oversight Committee
--- Governance & Nominating
--- Current members to continue on their current committee or join other
17.44 - 17.50 Planning: Steering Committee onboarding/retreat 2023-2024
17.50 - 17.52 Executive Director review process
17.52 - 17.55 Wrap up / next steps
17.55 Meeting end

Location: Online

Attendees:
Kaitlin Thaney, Leslie Chan, Evviva Weinraub Lajoie, Amy Buckland, Omo Oaiya

Absent:
Amy Sample Ward

### Summary of Action items:
3 year term for new Steering Committee members
Retreat planning
ED review email
Review meeting time

## 2023-06-09 meeting
Date: 2023-06-09 / 17.00-18.00UTC

### Agenda:
* 17.06-17.08 Check-ins
* 17.08-17.10 Approval of Q3 minutes
* 17.10-17.58 Steering Committee Recruitment Update
-- Term renewals & Steering Committee composition
-- Next steps for this Committee
-- Current recruitment process review
* 17.58-18.01 Executive Director review process
* 18.01-18.05 Wrap up / next steps
* 18.05 Meeting Adjourned

### Summary:
* Approved minutes
* Recruitment updates:
-- Review of where we are with current discussions
-- Process

Location: Online

Attendees:
Kaitlin Thaney, Amy Sample Ward, Evviva Lajoie, Leslie Chan

Absent:
Omo Oaiya, Amy Buckland

Summary of Action items:
* Continue conversations with candidates; present list to Chair for review for invitation
* Extend term renewals to 2-year termed Committee members
* Identify a university / consortia candidate for Steering

## 2023-03-10 meeting

Date: March 10, 2023 / [18.00-19.00UTC](https://www.inyourowntime.zone/2023-03-10_18.00_UTC)

### Agenda

* Check-ins (5 min)
* Approval of Q2 minutes (5 min)
* Steering Committee Recruitment Process (35 min)
* Past recruitment process
-- 2023-2024 Recruitment Targets – add 2-4 new members
* 2023 Steering “retreat” strategy (10 min):
Cluster in-person outreach?
* Wrap up / next steps (5 min)

## 2022-12-09 meeting

Date: December 9, 2022 / [18.00-19.00UTC](https://www.inyourowntime.zone/2022-12-09_18.00_UTC)

### Agenda

* Check-ins (5 min)
* Compensation Philosophy review & next steps (15 min)
* Steering Committee Development (35 min)
-- 2023-2024 Recruitment Targets – add 2-4 new members
* 2023 Steering “retreat” strategy
* Next meeting: March 10, 2023
* Call adjourned

Minutes
Location: Online

Attendees:
Kaitlin Thaney; Danielle Robinson; Leslie Chan; Amy Sample Ward

Absent:
Evviva Weinraub LaJoie; Omo Oaiya; Amy Buckland (may join late)

Summary of Action items:

* KT to incorporate comments in Comp Philosophy from G+N
* KT to see in Q3 feedback from IOI Staff, to share back with G+N
* KT to follow up - update signatories; prioritize getting Chair updated
* ASW to reach out to AB and EWL to schedule call re: ED comp
* KT to add to Steering Committee agenda for next week vote on ED comp
* ASW to share NTEN division of duties reference doc

## 2022-09 Q1 meeting dedicated to Executive Performance Review

## 2022-06-27 meeting

Date: June 27, 2022 / [17.00-18.00UTC](https://www.inyourowntime.zone/2022-06-27_17.00_UTC)

### Agenda

17.00-17.10 Welcome & check-ins
17.10-17.25 Executive review process
17.25-17.40 Chair / Vice Chair scoping, next steps
17.40-17.45 Committee Composition; Financial Oversight Group (charter); Governance & Nominating Committee (charter); Discuss candidate options & outreach
17.45-17.50 Meeting cadence
17.50-17.55 Community Council check-in
17.55-18.00 Review of key decisions; next steps
18.00 Call adjourned

Minutes:

Location: Online

Attendees:

Danielle Robinson, Leslie Chan, Amy Sample Ward, Kaitlin Thaney

Absent:
Evviva Weinraub Lajoie, Omo Oaiya

Summary of Action items:
* Recommendation for Executive Review Committee; KT to follow up with Amy Sample Ward and Evviva Weinraub Lajoie to lead process
* Decision to move forward with an Interim Chair; aim to shift to Co-Chair models in 2023
* Confirmation of subcommittee makeup
* Decision to shift Steering Committee meetings from monthly 60 minutes to quarterly 90 minutes
* Discussion of upcoming Community Council exploration; document learnings from Year One

## 2022-05-02 meeting

Date: May 2, 2022 / [17.00-18.00UTC](https://www.inyourowntime.zone/2022-05-02_17.00_UTC)

### Agenda

17.00-17.10 Welcome & check-ins (All)
17.10-17.20 Executive review process
17.20-17.35 Updating IOI signatories 
- Scoping Chair; Vice-Chair positions
- Discuss candidate options & outreach
- [Governance roster](https://hackmd.io/@investinopen/how-we-work/https%3A%2F%2Fhackmd.io%2F%40investinopen%2Fgovernance-members)

17.35-17.45 Committee Composition
- Financial Oversight Group
- Discuss candidate options & outreach 
- Governance & Nominating Committee
- Discuss candidate options & outreach 

17.45-17.50 Discuss next steps & action items
17.50 Call adjourned 

### Minutes

Location: Online

Attendees: 
- Danielle Robinson, Leslie Chan, Evviva Weinraub Lajoie, Kaitlin Thaney

Absent:
- n/a

Summary of Action items:
- Circulate Chair & Vice Chair position descriptions for review (KT)
- Outreach to Chair & Vice Chair candidates (All)
- Outreach to Steering members re: joining Financial Oversight & Governance & Nominating Committees (KT)
- Outline performance review process and circulate to G&N (KT)
- Follow up on executive assistant support for Chair/Vice Chair roles (KT)

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## See also
* Archived copy of this page (via the Internet Archive's Wayback Machine): https://web.archive.org/web/*/https://hackmd.io/@investinopen/nominating-meetings
* [Charter of the Governance & Nominating Committee](https://hackmd.io/@investinopen/CharterGovernanceNominatingCommittee)

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This page first published: 2022-05-24

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