# IOI Steering Committee meetings

Last updated: July 5, 2024
URL for this page: https://hackmd.io/@investinopen/steering-meetings
URL for this site: https://hackmd.io/@investinopen/how-we-work

## 2024-03-22
**Date:** March 22, 2024 / 16.00 - 17.30 UTC

**Agenda:**
* 16.00 - 16.05 Check-ins & welcome
* 16.05 - 16.10 Approval of last meeting's minutes
* 16.10 - 17.10 Transition planning for IOI’s Future
* Organizational structure: Priorities and considerations
* Benefits / limitations of select models
* Financial considerations / decision points for spin-out
* Timeline & sequencing
* 17.10 - 17.30 Wrap up
* Next meeting - June 28

**Notes:**
* Org structure decision - based on sustainability of projects
* Financial Oversight
* Projecting
* Cost
* Action items:
* Work with G&N to spin up a temporary Transition subcommittee
* Schedule off-cycle Financial Oversight meeting on financial modeling for transition
* Solicit recommendations for bookkeepers and other core services
* Begin discussions with nonprofit attorneys; synthesize notes for review by Transition subcommittee
* Ask CS&S about Model C agreements

**Location:** Online

**Attendees:**
Kaitlin Thaney (IOI), Amy Sample Ward (NTEN), Berhan Taye (Internews), Louise Marston (Resolution Foundation), Joe Deville (Open Book Collective), Eunice Mercado-Lara (Open Research Funders Group)

**Regrets:**
Amy Buckland (Concordia University), Jeff Ubois (Lever for Change), Robert Karanja (Co-Develop), Lorrayne Porciuncula (Internet & Jurisdiction Policy Network), Danil Mikhailov (data.org)

## 2023-12-15 meeting
**Date:** December 15, 2023 / [16.00 - 17.30 UTC](https://www.inyourowntime.zone/2023-12-15_17.00_UTC)

**Agenda:**
* 16.00 - 16.05 Check-ins & welcome
* 16.05 - 16.10 Approval of last meeting's minutes
* 16.10 - 16.20 Special thanks & recognition
* Steering members concluding their term
* 16.20 - 16.30 Operational & Committee updates Q&A (updates provided in advance)
* 16.30 - 17.10 Planning for IOI’s Future
* What we’re building towards
* Scenarios for consideration
* Discussion
* 17.10 - 17.25 Executive Session
* 17.25 - 17.30 Wrap up
* Next meeting - Feb 7-8 in Amsterdam

**Summary:**
* Approval of minutes
* Operational & Committee updates
* Federal funding overhead
* Founding Circle developments
* Update on organizational structure
* CS&S statement review
* Questions
* Digital security and safety
* Service process to fsps and decision making
* Next steps
* Further exploration during retreat
* Timeline and expectations
* Vote by Steering to begin transition of IOI to an independent org

**Location:** Online

**Attendees:**
Kaitlin Thaney (IOI), Amy Sample Ward (NTEN), Berhan Taye (Internews), Amy Buckland (Concordia University), Louise Marston (Resolution Foundation), Evviva Weinraub (University at Buffalo), Leslie Chan (UToronto - Scarborough), Joe Deville (Open Book Collective), Jeff Ubois (Lever for Change), Robert Karanja (Co-Develop), Lorrayne Porciuncula (Internet & Jurisdiction Policy Network)

**Absent:**
Omo Oaiya (WACREN), Danil Mikhailov (data.org), Eunice Mercado-Lara (Open Research Funders Group)

## 2023-09-22 meeting
**Date:** 2023-09-22 / [16.00-17.30UTC](https://www.inyourowntime.zone/2023-09-22_16.00_UTC)

**Agenda:**
* 16.00-16.05 Check-ins & welcome
* 16.05-16.20 Welcome new Steering members
* Introductions
* 16.20-16.25 Approval of last meeting's minutes
* 16.25-16.45 Operational & Committee updates Q&A
* 16.45-17.25 Fund update and next steps
* Steering in Fund oversight
* 17.25-17.30 Wrap up

**Summary:**
* Minutes for Q4 approved
* Operational & Committee updates
* Discussion
* Fund governance:
* Action items
* Prospects
* Network due diligence
* Send updated due diligence & process documentation

**Location:** Online

**Attendees:**
Kaitlin Thaney (IOI), Sarah Lang (IOI), Amy Buckland (Concordia University), Joe Deville (OBC/Lancaster University), Jeff Ubois (Lever for Change), Robert Karanja (Co-Develop), Louise Marston (Resolution Foundation), Leslie Chan, Omo Oaiya (WACREN), Evviva Weinraub (University at Buffalo)

**Absent:**
Lorrayne Porciuncula (Datasphere), Danil Mikhailov (data.org), Eunice Mercado-Lara (ORFG), Berhan Taye (Internews), Mmaki Jantijies (Telkom SA)

## 2023-06-23 meeting

Date: 2023-06-23 / [16.00-17.30UTC](https://www.inyourowntime.zone/2023-06-23_16.00_UTC)

**Agenda:**
* 16.00-16.05 Check-ins & welcome
* 16.05-16.10 Approval of last meeting's minutes
* 16.10-16.20 Operational & Committee updates Q&A
* IOI updates
* Financial Oversight Group
* Governance & Nominating
* 16.20-17.20 2024 Fund - Scoping, Feedback, & Next Steps
* Fund scoping
* Stakeholder feedback
* How to approach Network Partner Selection
* 17.20 - 17.25 Fund next steps
* 17.25-17.30 Wrap up

**Summary:**
* Q3 Minutes approved
* Update to the current funding slide
* Recap on 2024 Fund
* Stakeholder conversations
* General interest
* Support
* Additional clarity
* Network partner selection
* Feedback

**Location:** Online

**Attendees:**
Kaitlin Thaney (IOI), Sarah Lang (IOI), Amy Buckland (Library & Archives Canada), Evviva Weinraub Lajoie (University at Buffalo), Amy Sample Ward (NTEN), Lorrayne Porciuncula (Internet & Jurisdiction Policy Network), Danil Mikhailov (data.org)

**Absent:**
Leslie Chan (UToronto - Scarborough), Mmaki Jantjies (Telkom SA), Berhan Taye (Internews), Omo Oaiya (WACREN)

## 2023-03-24 meeting

Date: March 24, 2023 / [17.00-18.00UTC](https://www.inyourowntime.zone/2023-02-17_17.00_UTC)

**Agenda:**
* 16.00-16.10 UTC: Welcome & check-ins (All)
* 16.10-16.15: Minutes Review & Approval
* 16.15-16:20 Operational & Committee Updates Discussion
- IOI Updates
- Financial Oversight
- Governance & Nominating
* 16.20-17:15: Fund Design - Parameters & Discussion
* 17.15-17.25: Next steps
* 17.30: Call adjourned

**Minutes:**
* **Unanimous approval of Q2 minutes**
* **Check-ins & welcome** IOI team members
* **Approval of last meeting's minutes**
* **Operational & Committee updates Q&A**
- IOI updates
-- Funding update
-- Personnel update & what’s next
- Financial Oversight Group
-- Financial reporting
- Governance & Nominating
-- Upcoming recruitment
* **Fund Design - Kickoff & Brainstorm**
-- Goals & Aims: What we’re building towards
-- Assets: What we’re building on / informed by
-- Setting parameters
-- Examples & facilitated exercise

* Next steps (5 min):
-- Next call - June 23, 2023

**Location:** Online

**Attendees:**
Kaitlin Thaney (IOI); Emmy Tsang (IOI); Sarah Lang (incoming Business Development & Partnerships Lead, IOI); Katherine Skinner (incoming Research Lead, IOI); Amy Buckland; Amy Sample Ward; Berhan Taye; Leslie Chan; MMaki Jantjies; Lorrayne Porciuncula; Danil Mikhailov

**Absent:**
Evviva Lajoie; Danil Mikhailov; Omo Oaiya

**Summary of Action items:**

* Meeting minutes approval: no comments or revisions - approved unanimously.
* Kaitlin offering overview over operational updates, staffing updates, including update re: research team staffing, upcoming recruitment
* Kaitlin to send Steering Committee recruitment needs and solicitation form to members following the meeting
* Presentation of initial Fund considerations and examples from IOI Leadership team
* Team will follow up with Committee members on process and scoping of the Fund, aim to synthesize for Q4 meeting

## 2022-12-16 meeting

Date: December 16, 2022 / [17.00-18.00UTC](https://www.inyourowntime.zone/2023-02-17_17.00_UTC)

### Agenda

Agenda:
17.00-17.09 UTC: Welcome & check-ins (All)
17.09-17.12: A Look Back at 2022 Operational Updates
17.09-17:10 Q2 Committee Updates
Financial Oversight
Governance & NominatingGoals for Today
17.10-17.11: Operational Updates
17.12-17.19: Staffing Update
17.19-17.32: Executive Session Meeting (KT not present - Held Privately)
17.32-17.50: Funders Summit Recap
17.51-17.563: Planning for 2023 Fund Strategy
17.54-17.56: What We are Starting With
17.56-18.12: DiscussionQuestions for Today
18.13: Call adjourned

Minutes:

* Unanimous approval of Q1 minutes
* Personnel / staffing changes:
-- Transitioning Director of Research Strategy to Research Lead
-- Richard Dunks’ last day is January 27, 2023.
-- Moving all leads to Level 4 in line with compensation philosophy responsibility levels
-- Update on upcoming hires (funding pending) & distribution of labor
* Governance & Nominating Committee
-- Recap of Executive Director Review & Compensation Philosophy design + future work
Invitation for Steering Committee to comment / add questions.
-- KT will share Compensation Philosophy with IOI staff in Q3 for their feedback
-- Note that Performance reviews for this fiscal year will be in Q3 (not Q4 / Q1) to deconflict with end of fiscal / budget planning
* Term renewals / Board recruitment
-- Evviva and Leslie - extending terms to Jan 2024
-- Aiming to bring on 2-4 new Steering members in 2023.
* Executive Session
--Executive Director Compensation recommendation and vote
* Fund development
-- KT to explore bringing in external support to guide design process
--March Steering Committee meeting to be a facilitated brainstorm session re: the fund.
Location: Online

Attendees:
Kaitlin Thaney (IOI); Danielle Robinson (CS&S); Leslie Chan (University of Toronto- Scarborough); Amy Buckland (Library & Archives Canada); Berhan Taye (Internews); Amy Sample Ward (NTEN); Danil Mikhailov (data.org)

Absent:
Evviva Weinraub Lajoie (University at Buffalo); Mmaki Jantjies (Telkom SA); Omo Oaiya (WACREN)

Summary of Action items:

* Dedicate the March 18 Steering meeting to fund planning / design. Bring in a facilitator / strategist.
* KT to look into groups we can contract with to support the fund design process.
* KT to work with Amy Buckland at the next meeting to outline cadence for design/strategy meetings for 2023; share a timeline with the Steering Committee in Q3.
* More updates on the Steering Committee recruitment next steps and organization needs to come in Q3.

## 2022-09-23 meeting

Date: September 23, 2022 / [17.00-18.00UTC](https://www.inyourowntime.zone/2022-09-23_17.00_UTC)

### Agenda

16.00-16.10 UTC: Welcome & check-ins (All)
16.10-16.20: Operational updates Q&A
16.20-15:25 Business Development & paths towards sustainability
Current support and operational runway
Key drivers of business
17.25-17.30: Next steps
17.30 Call adjourned

Minutes:

Location: Online

Attendees:
Kaitlin Thaney (IOI); Danielle Robinson (CS&S); Danil Mikahilov (data.org); Evviva Weinraub Lajoie (University at Buffalo); Leslie Chan (University of Toronto); Amy Buckland (Library & Archives Canada); Amy Sample Ward (NTEN); Lorrayne Porciuncula (Datasphere Initiative)

Absent:
Berhan Taye (Internews); Mmaki Jantjies (Telkom SA); Omo Oaiya (WACREN)

Summary of Action items:

Operations:
* For sharing at Q2 meeting:
-- Compensation Philosophy
-- Updated quarterly financial reporting
* Business Development
-- Decision to announce intention to launch a fund in 2024 at Funders Summit
-- Dedicate next meeting to outlining plan for 2023
* Confirm next meeting: December 16 - 17.00UTC (12pm Eastern)

## 2022-04-14 meeting

### Agenda
[14.00](https://www.inyourowntime.zone/2022-04-14_14.00_UTC)-14.10 UTC: Welcome & check-ins (All)
14.10-14.20: Operational updates (Kaitlin Thaney)
14.20-14.30: Governance Updates (Kaitlin Thaney; all)
- Charters for review
- Steering Committee
- Financial Oversight Group
- Governance & Nominating Committee
- Updating IOI signatories for CS&S fiscal sponsorship agreement)

14.30-14.50: Strategic Roadmap review & next steps (Kaitlin Thaney; all)
14.50-14.55: Next steps (Kaitlin Thaney; all)
- Confirm next meeting: May 12, 2022 - 17.00UTC
- Conflict of Interest Declaration & Policy 
- Scheduling Governance & Nominating Committee meeting

### Minutes

Location: Online

Attendees: 
- Amy Buckland (LIbrary & Archives Canada), Danielle Robinson (Code for Science & Society), Jochai Ben-Avie (Connect Humanity), Mmaki Jantjies (University of Western Cape; Telkom SA), Berhan Taye (Internews), Leslie Chan (University of Toronto - Scarborough), Lorrayne Porciuncula (Datasphere), Omo Oaiya (WACREN), Danil Mikhailov (Data.org)
- Kaitlin Thaney (IOI) 

Absent: 
- Amy Sample Ward (NTEN), Evviva Weinraub Lajoie (University at Buffalo)

Summary of Action items:
- Staffing update
- Thanks to Asura Enkhbayar for his time at IOI (contract ended April 2022)
- Research staffing strategy update - short term contractors / contract to hire; recruitment process for staff positions to open in June
- Budget planning
- Budget planning for FY2022-2023 has begun
- Meeting with CS&S CFO / Finance Chair to begin planning April 22
- Update on Mellon & Arcadia timelines 
- No cost extensions approved.
- Charter review:
- Presentation & discussion of draft Steering and Financial Oversight Group charters
- Decision: KT will follow up with Steering to circulate Steering Committee and Financial Oversight Committee charters for review and incorporate feedback
- Aim to approve both charters at May 2022 meeting
- Discussion about whether we instate Chair, Vice Chair roles to add as signatories, or instate IOI Steering Group as the signatory body as a whole. 
- Decision: KT & CS&S to issue Conflict of Interest Declaration & Policy; assess whether there are any blockers to having IOI Steering as signatories for fiscal sponsorship agreement
- Discussion about Financial Oversight Group aims, composition, next steps
- Decision: KT to schedule next Governance & Nominating Committee meeting to discuss Financial Oversight Group Composition
- Discussion about Governance & Nominating Committee composition; need to add (2) members
- Decision: KT to schedule next Governance & Nominating Committee meeting to discuss Financial Oversight, review & ratify G&N charter, discuss committee make-up
- Strategic Roadmap
- KT shared the 3-month and 9-month draft strategic roadmap and process; aim to make public in next (3) months
- Decision: KT and IOI will follow up with the Committee with guiding questions and a copy of the roadmap for their review & feedback  

- Confirm next meeting: May 12, 2022 - [17.00UTC (1pm Eastern)](https://www.inyourowntime.zone/2022-05-12_17.00_UTC)

## 2022-05-12 meeting

### Agenda

17.10-17.15: Approval of last month’s minutes (Kaitlin Thaney)
17.15-17.25: Governance & Nominating Committee recap (Leslie Chan)
- Chair & Vice Chair roles
- Financial Oversight Committee composition
- Governance & Nominating Committee composition

17.25-17.35: Strategic Roadmap update & operational updates (Kaitlin Thaney)
- Recap of planning efforts to date
- Upcoming staff Strategic Retreat - June 1-3
- Resources to be shared in advance of June Steering Call
- Donation update

17.35-17.55: Discussion: Approaches for stakeholder events (All)
17.55-18.00 Next steps (Kaitlin Thaney)
18.00 Meeting adjourned

### Minutes

Location: Online

Attendees: 
- Amy Buckland (LIbrary & Archives Canada), Amy Sample Ward (NTEN), Leslie Chan (University of Toronto - Scarborough), Danil Mikhailov (Data.org)
- Kaitlin Thaney (IOI) 

Absent: 
- Danielle Robinson (Code for Science & Society), Jochai Ben-Avie (Connect Humanity), Mmaki Jantjies (University of Western Cape; Telkom SA), Berhan Taye (Internews), Evviva Weinraub Lajoie (University at Buffalo), Lorrayne Porciuncula (Datasphere), Omo Oaiya (WACREN)

Summary of Action items:

- Meeting minutes & documentation:
- Move April meeting minutes forward for final review; posting on IOI Documentation Hub (HackMD)
- KT to circulate plan for disclosing Conflict of Interest data
- Governance & Nominating Committee recap:
- Decision to move forward with Chair & Vice Chair roles; conversations underway with proposed candidates
- Emails out to Steering members + advisors with asks to join Financial Oversight Committee + Governance & Nominating Committee
- Aim to confirm by May 20, 2022.
- Strategic Roadmap update & operational updates:
- KT to share Strategic Roadmap & Research agenda Trello Boards 
- KT to circulate vision & business model exploration in advance of next month’s meeting
- Upcoming staff Strategic Retreat - June 1-3; resources to be shared in advance of June Steering Call
- $10K Donation from NCSU, following 2020 donation 
- Next steps: 
- Confirm next meeting: June 9, 2022 - [14.00UTC (10am Eastern)](https://www.inyourowntime.zone/2022-06-09_14.00_UTC)

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## See also
* [IOI Steering Committee Charter](https://hackmd.io/@investinopen/steering-charter)
* [IOI Steering Committee recruitment + onboarding process](https://hackmd.io/@investinopen/steering-committee-recruitment)
* Archived copy of this page (via the Internet Archive's Wayback Machine): https://web.archive.org/web/*/https://hackmd.io/@investinopen/steering-meetings

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This page first published: 2022-05-24

###### tags: `about-us` `governance`

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