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ONTOLOG: Board of Trustees     (1)

The Board of Trustees for Ontolog represents the vision, the highest level leadership, the top executive and the ultimate decision making body for the Ontolog Community of Practice.     (1A)

Critical Tasks At Hand     (1C)

  • put together an infrastructure to carry-on the Ontolog activities in view of PeterYim's retirement (which will mean that some of the support he used provide will no longer be available.)     (1C1)
  • adopt a high level "Terms of Reference" for this new Board of Trustees     (1C2)
  • debut of the Board of Trustees to the community     (1C3)
  • Plan activities and events for the rest of 2014     (1C4)

What's New     (1D)

Key Dates to Note     (1E)


Board Members     (1G)

Current Board Members     (1G1)

Past Board Members     (1G2)

Recording our thanks for their contributions.     (1G2A)

Charter     (1H)

Terms of Reference     (1I)

The Board of Trustees for Ontolog represents the vision, the highest level leadership, the top executive and the ultimate decision making body for the Ontolog Community of Practice.     (1I1)

... see the normative (latest) version of the BoT Terms of Reference here     (1I3)

Purpose     (1I4)

  • 1. To ensure that the Ontolog Community of Practice stays focused on its mission and principles, as described in the Ontolog Charter.     (1I4A)
  • 2. To ensure that the Ontolog Community thrives, succeeds, and grows as an active contributor to progress in the areas of its mission     (1I4B)
  • 3. To support Ontolog as an effective, open, independent, and collaborative, knowledge-building and knowledge-sharing community.     (1I4C)

Responsibilities     (1I5)

  • 1. To serve as a resource for high level advice, guidance, and assistance to specific Ontolog activities (such as committees, special projects, working groups, seminars, workshops, and extended series of the same)     (1I5A)
  • 2. To prioritize Ontolog efforts and resources in accordance with this mission.     (1I5B)
  • 3. To undertake strategic planning and review on behalf of the Ontolog Community.     (1I5C)
  • 4. To serve as a decision-making body of last resort, when a decision is required and the Ontolog Community of Practice is unable to reach a decision by consensus, or when specific Ontolog activities are unable to do so by the processes they have designated.     (1I5D)
  • 5. To meet on a regular basis to review the status and needs of Ontolog and its activities and to take actions needed in support of the same.     (1I5E)

Organization     (1I6)

  • 1. There are no general, enduring distinctions of rank or authority within the Board. For example, there is no general Chairperson of the Board.     (1I6A)
  • 2. All Trustees are considered equal in authority and responsibility, except where some specific authority and responsibility has been assigned to an individual member by the Board as a whole.     (1I6B)
  • 3. Agreements and decisions under discussion by the Board shall normally be reached by consensus. However, after initial discussion, any Trustee present, may call for a vote to be taken. In the event that the votes are equal, the Chair of the meeting shall have the deciding vote.     (1I6C)
  • 4. It is expected that most meetings will operate on an informal basis. However, there may arise difficult or controversial discussions where this would be inappropriate. Therefore any Trustee present at a meeting may request that any item be discussed following Robert's Rules of Order .     (1I6D)

Meetings     (1I7)

  • 1. There is no fixed frequency for Meetings of the Board of Trustees. At a minimum, the Board should meet at least once every six months.     (1I7A)
  • 2. Each meeting of the Board of Trustees will have a Chair and a Scribe. Additional roles may be added by the Board if needed.     (1I7B)
  • 3. Chair and Scribe roles will rotate through the Board membership.     (1I7C)
  • 4. Default rotation order is alphabetical by family name. An alternate order may be chosen by the Board. Rotation order should be established so as to provide chair and scribe as much advance notice as possible, with a target of one month notice or more. As soon as a meeting is scheduled, the Chair and scribe for that meeting should be identified and notice provided.     (1I7D)
  • 5. At any given time, the Trustee who is currently at the top of the Chair rotation has the responsibility for monitoring the need for a meeting and gathering consensus on when to meet next, as well as the authority to call such a meeting.     (1I7E)
  • 6. All Trustees have the responsibility to maintain awareness of the health of the Ontolog Community and its activities and to raise issues to the Board of Trustees as needed and ask for a meeting to be held.     (1I7F)
  • 7. Rotation order may be broken if the active chair calls a special meeting in which he or she will present business which conflicts with the independent role of the chair. In such a case, the next Trustee in the rotation order will act as chair for this meeting.     (1I7G)
  • 8. If a Trustee is not able to fill a rotating role when called upon to do so by rotation order, the Board may adjust the order to accommodate this (e.g., the Trustee may be skipped and added to the end of the current rotation, or the Trustee may swap duties with another Trustee). It is expected, however, that each Trustee will fill the rotating roles an approximately equal number of times during a given term.     (1I7H)

Composition     (1I8)

  • 1. Trustees will be drawn from the active participants in the Ontolog Community of Practice.     (1I8A)
  • 2. The Board will have 5-25 members, responsive the needs of the Ontolog Community.     (1I8B)
  • 3. Trustees should have a demonstrated commitment to the mission and charter of the Ontolog Community of Practice.     (1I8C)
  • 4. Trustees should be willing and able to commit the time and effort necessary to carry out the duties of Members of the Board.     (1I8D)
  • 5. It is expected that each Trustee will have an operational leadership role in one or more Ontolog activities.     (1I8E)

Selection     (1I9)

  • 1. Special case for inaugural year of Board of Trustees (2014): in this year, the Ontolog Community of Practice is transitioning from the concentrated leadership and support of Peter Yim and Leo Obrst, on which Ontolog has relied for the past twelve years, to new practices with support and leadership of a Board of Trustees. The initial members of this Board were selected and invited by the Co-Conveners of Ontolog from among those playing active, operational leadership roles across Ontolog's activities and appointed on acceptance. This inaugural Board is not intended to be permanent, but rather to put in place the needed policies and infrastructures to enable Ontolog's future operations, including the selections of future Boards of Trustees.     (1I9A)
  • 2. Typically, Trustees will be nominated by any member of Ontolog, with the nomination endorsed by eight other members; then reviewed and (if approved) appointed by the current Board of Trustees.     (1I9B)

Duration of Service     (1I10)

  • 1. A Trustee will nominally serve a four-year term, and is eligible for reappointment.     (1I10A)
  • 2. It is expected that Trustees completing a four-year term will take a year off from service before being renominated and/or rejoining the Board.     (1I10B)
  • 3. Trustees may be nominated and appointed for an atypical term of service, based on special expertise or other needs of the board and/or the individual's ability to commit for a given duration.     (1I10C)
  • 4. A Trustee's term of service may be shortened if the Trustee becomes unable to meet the responsibilities of Board membership. A Trustee so affected may resign. Alternatively, if a Trustee repeatedly fails to meet Board responsibilities, other members of the Board may call for a review of the situation with the Trustee in question. If such a situation occurs and is not resolvable by such discussion (e.g., the Trustee does not respond, or does not acknowledge a failure that is agreed to exist by the majority of the rest of the Board), the remainder of the Board may vote to remove the nonperforming Trustee.     (1I10D)
  • 5. If a Trustee's term of service is terminated early, the Board shall determine whether a replacement is needed prior to the next regular nomination and selection cycle. If so, the Board will schedule and initiate an appropriate nominations and selection process.     (1I10E)

Relationship to Ontolog Activities     (1I11)

  • 1. While the Board of Trustees is not as a group responsible for the day-to-day operations of Ontolog, or for the planning or execution of Ontolog activities, it is expected that each individual member of the Board will also play an operational role in one or more activities. Operational involvement will be considered as part of the individual qualifications for Board Membership.     (1I11A)
  • 2. The Board may take a variety of actions in order to ensure that Ontolog's operational needs are supported. Such actions may include, but are not limited to, the establishment of committees, the recruitment of qualified individuals and the solicitation of volunteers within the Ontolog community, and the assignment of specific authority and responsibility to committees or individuals.     (1I11B)
  • 3. Operational needs and activities to be so supported are expected to include infrastructure, logistics, planning, and other support for Ontolog's core activities, such as the hosting of open discussions, synchronous or asynchronous, virtual (usual) or face to face (unusual); maintenance and provision of archives, and hosting of collaborative workspaces. The Board of Trustees is not directly involved in these activities, but has the responsibility to see that these activities have individuals or teams who are directly involved in them, with the appropriate responsibilities and authorities.     (1I11C)

Conflicts of Interest     (1I12)

  • 1. The Board of Trustees acts on behalf of the Ontolog Community of Practice.     (1I12A)
  • 2. Each individual Trustee performs that role as an independent individual and not as a representative of any other party.     (1I12B)
  • 3. If a decision or action to be taken by the Board concerns an organization in which a Trustee has a vested interest, or concerns a close colleague or relation of a Trustee, the affected Trustee must, at minimum, disclose this relationship to the remainder of the Board. If the decision or action requires a vote by the Board, the affected Trustee should not participate in, or have access to individual votes given during, that vote.     (1I12C)
  • 4. If a Trustee has an interest, other than that of the general Ontolog Community of Practice, in a decision or action to be taken by the Board, the Trustee should disclose that interest to the Board. The remainder of the Board as a whole will then determine whether or not the situation presents a Conflict of Interest, such that the Trustee in question should be recused from consideration and action on the matter. General (anonymized) summaries and outcomes of such cases should be documented and collected by the board, forming a set of precedent rulings that may be referred to in the future in the identification of Conflicts and Non-Conflicts.     (1I12D)

Changes to this Document     (1I13)

  • 1. These Terms of Reference can be changed at any time by the current Board of Trustees.     (1I13A)
  • 2. Proposed changes should be publicized to the general membership of the Ontolog Community of Practice, along with an avenue for feedback and discussion, prior to decision by the Board.     (1I13B)

Conference Call, Meeting & Workshop     (1J)

  • ...(list and link to agenda & proceedings pages here)...     (1J1)

Discussion Archives & Shared-File Workspace     (1K)

Work Plan     (1L)

Work-in-Progress     (1M)

Resources and Procedures     (1N)


This page has been migrated from the OntologWiki - Click here for original page     (1N3)