IOI Governance and Nominating Committee meetings

Last updated: 2025-03-18
URL for this page: https://hackmd.io/@investinopen/nominating-meetings
URL for this site: https://hackmd.io/@investinopen/how-we-work

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 (IOI);Joe Deville (Open Book Collective); Omo Oaiya (WACREN)

Regrets:
Amy Buckland (Concordia University); Amy Sample Ward (NTEN)

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 (IOI), Amy Sample Ward (NTEN), Amy Buckland (Concordia University)

Regrets:
Omo Oaiya (WACREN); Joe Deville (Open Book Collective)

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 (IOI), Amy Sample Ward (NTEN), Joe Deville (Open Book Collective), Omo Oaiya (WACREN)

Regrets:
Amy Buckland (Concordia)

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 (IOI); Amy Buckland (Concordia University); Evivva Lajoie (University at Buffalo); Leslie Chan (University of Toronto); Amy Sample Ward (NTEN)

Regrets: Joe Deville (Open Book Collective); Omo Oaiya (WACREN)

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 (IOI), Leslie Chan (UToronto - Scarborough), Evviva Weinraub Lajoie (University at Buffalo), Amy Buckland (Concordia University), Omo Oaiya (WACREN)

Absent:
Amy Sample Ward (NTEN)

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 (IOI), Amy Sample Ward (NTEN), Evviva Lajoie (University at Buffalo), Leslie Chan (UToronto - Scarborough)

Absent:
Omo Oaiya (WACREN), Amy Buckland (Library & Archives Canada)

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

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

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 (IOI); Danielle Robinson (Code for Science & Society); Leslie Chan (UToronto - Scarborough); Amy Sample Ward (NTEN)

Absent:
Evviva Weinraub LaJoie (University at Buffalo); Omo Oaiya (WACREN); Amy Buckland (Library & Archives Canada) (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

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 (Code for Science & Society), Leslie Chan (University of Toronto - Scarborough), Amy Sample Ward (NTEN), Kaitlin Thaney (IOI)

Absent:
Evviva Weinraub Lajoie (University at Buffalo), Omo Oaiya (WACREN)

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

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

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 (Code for Science & Society), Leslie Chan (University of Toronto - Scarborough), Evviva Weinraub Lajoie (University at Buffalo), Kaitlin Thaney (IOI)

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

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This page first published: 2022-05-24

tags: about-us governance

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