1. MAY 2014 SECRETARIAT CALL May 22, 2014

2. AGENDA 1. S HORTENED T IMEFRAME FOR ECTEG P HASE II P LAN S UBMITTAL 2. D RAFT C HARTER R EVIEW 3. A GILE P ROCESS FOR P HASE II 4. A LL -H ANDS M EETING 5. A ROUND THE C UBE 6. O THER I SSUES ?

3. PATH TO THE CHARTER 03/25/1404/30/1406/24/1407/15/14 Advisory Committee First Review Phase II Plan and Budget due to NSF

4. IMPLICATIONS OF SHORTENED TIMELINE & MOVING FORWARD  Impact is really on Operations Center (extremely short deadline to turn in Year 1 Annual Report & Year 2 Budget)  Planning for Year 2:  Keep budget extremely generalized  Build budget/plan around Governance Functions  Include language that allows for specific allocation of funds post All-Hands Meeting

5. Advisory Board OMG & Secretariat Crowd Sourcing: Broader Public June All Hands Meeting Charter MUST be presented at the meeting Changes can be made during the 2 nd year. Wordsmith work group (email call for participation; Google Docs) Editing Committee (Secretariat and AAC members) Review/ Feedback (early May to late May ) Decision Making (early to mid-June) Crowd Sourcing: Assembly Groups Analysis of Feedback (early June) Operations Center (Synthesize feedback) Review/ Feedback (late June) Construction of questions and set up of feedback collection system (drafted by Op Center, reviewed by Synthesis Team) Facebook & other Social Media Create a Framing Document & FAQ to provide background (drafted by AZ, reviewed by Synthesis Team) Preparation for Review (two weeks) Editing Committee (Secretariat and AAC members) Decision Making (July) Vetting Process for Governance Charter Finalizing the charter for review (Operations Center team) Outreach to Chartered Groups with User Guides Submission to NSF for Review Crowdsource Phase

6. CROWDSOURCE PLAN The Full Charter & Structure  Presented via Survey Monkey:  Section-by-section detailed survey  Series of overarching questions  Reviews coordinated by group  ECTEG and other EC Teams  Professional Societies (AMS, AGI, AGU, GSA, ASLO)  Stakeholder Alignment Respondents  Assembly & End-User Workshops Elements of the Charter  Strategic Pathways Exercise (membership model)  Quick response questions via Social Media

7. ADVISORY COUNCIL COMMENTS  Some language needs context and explanation  Currently “Jelly Fish” Structure  ‘Fuzzy’ language, instead of words like “authority”, “compliance” and “define”  No lines of authority are articulated or formal roles and responsibilities  Encouraged by community process to address these concerns  “Critical Functions” document is the strongest element as it has defined and strong language

8. ADDRESSING AC CONCERNS  Created separate survey for AC to review charter  Use Crowdsource Response and review initial governance research (from roadmap) to:  Provide options for and mechanisms for determining decision- making/authority and roles and responsibilities  Focusing on specific relationships between individual groups  Add context to charter where needed  Use All-Hands Meeting to address any unresolved concerns

9. WE NEED YOUR INPUT Online Surveys 1. Governance Framework Review: several strategic overarching questions about the draft charter as a whole (10-15 min.) Governance Framework Review 2. Draft Charter Review: section-by-section review of the draft charter (20-40 min.) Draft Charter Review 3. Strategic Pathway Exercise: membership model with this short branching survey (5-10 min.) Strategic Pathway Exercise

10. EXAMPLE OF REMAINING QUESTIONS  What constitutes “membership”?  How does the chair of the Steering Committee interact with the Program Office?  How do we ensure and promote collaboration and information flows between the various committees?  Is the Council of Data Facilities in the correct location?  Are the current guiding principles of EarthCube correct?  How do we clarify the EarthCube “niche”?

11. SPREAD THE WORD! http://workspace.earthcube.org/test-governance/charter-review  Charter Development Process (“User Guide”)  All Charter Documents  Governance Functions  Governance Structures (image)  Draft Charter  Links to All Surveys  Link to Webinar Video: framing information, science/technology drivers, and journey to the Charter

12. AGILE PROCESS FOR PHASE II Timeline  1 st Prototyping Model: July – December 2014  Small Governance All-Hands Meeting: December 2014 or January 2015  2 nd Prototyping Model: January – May 2015  All-Hands Meeting: June 2015

13. CONSIDERATIONS FOR AGILE PHASE II  May take longer than we anticipate to populate the framework after AHM 2014  Plan to evaluate specific components that we can modify rather than changing the entire framework come Jan. 2015  Test small pieces or relationships  Example: How well does a partnership program work and what structure does it need?  Ensure that prototyping does not impede demonstration of what EarthCube can do (process, outputs, etc.)  Keep in mind functions that EC is supposed to accomplish

14. ALL-HANDS MEETING JUNE 24-26, 2014

15. REDUCED ROOM RATE ENDS MAY 26 TH Quick Links:  Register for the meeting Register for the meeting  Book your hotel room Book your hotel  All-Hands Meeting Webpage All-Hands Meeting Webpage

16. AROUND THE CUBE – FINAL QUESTIONS?

17. CALL/MEETING SCHEDULE  Community Engagement Call  Tuesday, June 3, at 10am PDT  IT Team Call  Wednesday, June 4, at 12:30pm PDT  OMG Call  Wednesday, June 4, at 1:30pm PDT  All-Hands Organizing Committee  Thursday, June 5, at 11:00am PDT  Community Webinar  Tuesday, June 10, at 9:00 PDT  Secretariat All  Thursday, June 19, at 12:00pm PDT

18. TILL NEXT TIME THURSDAY, JUNE 19, 2014 AT NOON PDT

19. ECTEG TEAM TO-DO Take These Surveys 1. Governance Framework Review Governance Framework Review 2. Draft Charter Review Draft Charter Review 3. Strategic Pathway Exercise Strategic Pathway Exercise All-Hands Meeting  Register for the meeting Register for the meeting  Book your hotel room Book your hotel