Initial OAB June meeting - 12 June 2014 with minutes

Initial OAB June Meeting - Thursday, June 12th – 11:00 to 13:00 UTC (07:00 Washington DC time, 12:00 London time, 21:00 Canberra time) with minutes

MINUTES

Present:

Kevin Ashley, DCC, UK Juan Bicarregui, STFC, UK (Chair) Fabrizio Gagliardi, BSC, Spain Peter Goodhand, Executive Director at Global Alliance for Genomics and Health, Canada Laurel Haak, ORCID, USA Fotis Karayannis, ATHENA, Greece (RDA Secretariat) Stefan Kramer, American University, USA Larry Lannom, CNRI, USA Mustapha Mokrane, ICSU World Data System Jamie Shiers, CERN, Switzerland Walter Stewart Reseach Data Canada

  1. Call to Order
  2. Roll Call
  3. Minutes of the Previous Meeting
    • Approved.
  4. Business Arising from the Minutes:
    1. It was asked whether the OAB-TAB cross-representation was fixed and the Chair stated that this has been agreed in principle but not yet implemented. In addition, there is an agreement that one of the TAB chairs will report during the Amsterdam OAB.
      Action Walter: Contact Beth to resolve the OAB-TAB cross-representation issue.
    2. It was asked to discuss regional representation (e.g. Japan, Brazil), plus also national initiatitves/EU presidency opportunities (Italian EU presidency starting 1 July 2014). It was agreed to discuss this under agenda item 6.
  5. Plenary 4 Organisation Assembly – Walter Stewart
    • Walter introduced the proposed agenda for Plenary 4 which is composed by two 90 minutes sessions with a break in between (agenda can be found at http://https://rd-alliance.org/sites/default/files/RDA%20OA%20Draft%20Agenda%20for%20discussion%20May%2014_2.docx . He explained that the proposed panel discussion in the first session is the one that requires the most amount of preparatory work. The idea is to to look into 3-4 diverse organisational members to speak (e.g. private, research, university, research authority). The 4 proposed main questions for the panel (that will be followed by questions and discussion are: i. Why does my organisation care about data interoperability? ii. What barriers do we experience in data interoperability? iii.  What do we expect/hope RDA will be able to achieve? iv.  How would we implement protocols/standards/other products of RDA in our work? The main comments made that were agreed were the following:
      • Allow enough time for discussions
      • Recruit 3-4 persons for the panel; OA(B) members from this group can volunteer or send e-mail to the co-chairs (Walter and Juan).
      • It was agreed that all nominations and further comments should be received within a week (19th of June)
        • Action all: Nominate members for the OA panel discussion in Amsterdam.
        • Action Chairs and secretariat: Procedure for formal joining of the Amsterdam OA meeting
  6. Report from Council and the Secretary General – Juan
    1. Report from Council
      • Regional update:
        • Ross from Australia, Walter Canada, John, Juan, Hilary from EU, and Fran from US were present and gave an update on their regions.
          • On the EU, the Chair explained that RDA Europe 1.0 is ending this year, but there is already RDA Europe 2.0 that will start before RDA 1.0 finishes and there are on-going preparations for RDA 3.0.
        • Re. other regions:
          • Japan is the most promising case to join RDA. And there are discussions for a plenary in Japan either fall 2015 or spring 2016.
          • There on-going discussions with Brazil. Fabrizion stated that there will be a high-level meeting between EU and Brazil in Brasilia end of July, and effort should be made to include the RDA issue in the agenda. Hilary will be there to represent RDA. The chair noted that in the G8+05 related group Brazil was enthused, yet there were some
            • Action Juan: To contact Hilary to promote the item of Brazil involvement in RDA as part of the July high-level meeting between EU and Brazil
        • The national RDA perspectives were also touched (as examples UK, Germany have initiatives) and more to come.
      • Report from TAB
        • There was discusion what happens when a WG finishes its work and that there should be some adoption in and outside of the group. Wider adoption was deemed important and the role of OA/OAB for that was highlighted as critical.
          • Kevin proposed and it was agreed that the TAB communicates to the OAB a warning well in advance of the WG closing (e.g. 3 months), in which case there is enough time for discussion in OAB to work on the WG results uptake.
            • Action OAB co-chairs:  To discuss with TAB co-chairs the uptake of WG results and the early warning idea
      • Industrial involvement
        • The Chair explained that there were some entrepreneurial activities presented from and that a huge event is taking place in Paris this period (CapDigital) where Hilary is organising an RDA stand.
        • Fabrizio shared his experience from the early Global Grid Forum (now Open Grid Forum) stating that industrial support from big organisations (such as Fujitsu, IBM, Oracle, Microsoft etc. is crucial as they are setting the de facto standards. And that when these organisations opted out from GGF, GGF lost its traction.
        • A task force ("tiger team") on industrial involvement has been proposed and a formal call for this will be arranged. Fabrizio volunteered for this as he can exploit his personal network. The Chair also stated that companies are invited in plenaries, as should be the case in Amsterdam
          • Action OAB chairs: to discuss with Council the call for the industrial "tiger team" and the participation of industry in Amsterdam plenary 
      • Process for calling plenaries
        • The Chair informed that a procedure that includes a formal call for plenaries will be  in place by the Amsterdam plenary. This will be implemented for plenaries 6 and 7.
      • TAB election process
        • As already first members are up for re-election, a document has been prepared for that clarifies the process.
      • RDA secretariat operational plan
        • It was reported that the Council approved the detailed RDA secretariat operational plan covering among others the good communication because the different RDA groups (Council, TAB, OAB, secretariat, etc.), especially was the Council felt that there is some fragmentation/not enough communication.
      • RDA Plenary 5
        • It was stated that most probably this will be San Diego, USA, and it is expected that this will be finalised in the next couple of weeks.   
    2. RDA Legal Status
      • On the legal status it was explained that the charity organisation has been established and that during the Council, members were asked to sign a series of documents. The bank account (for which some of the signed documents were also needed) is not yet available but it is expected to have it soon.
  7. Promotion of the Organisational Membership – Michael Witt
    • This item was skipped for next call as Michael was not present (and there was some discussion already).
  8. Report From TAB
    • As there was no formal TAB member present, Jamie Shiers, gave a short report. He stated that there was a meeting this week and that the vast majority of the meeting was dedicated to the news from the Council that have already been reported. He repated the point of the "tiger team" for the adoption of WG results and stated that there was also some discussion about inactive interest groups, and that after 6 months of inactivity, these should be put into sleep. The Chair stated that this was also discussed during the Council with the same approach.
  9. Other Business
    • Fotis reported some news from Secretariat:
  10. Next Meetings:
    • Meeting Technology (this was moved from item no 4 here)
      • After some discussion it was agreed to use GoToMeeting for the next call and that people are encouraged to use headphones so that echo is not injected into the call.
        • Other points raised:
          • It would be nice to share the documents while going through them so that it is easier to follow the discussions. It remains to be seen if there will be a bandwidth issue.
          • As there may be a limitation of video windows (6), it would be good if the one who speaks opens the video only then (besides the chair).
          • People should be muting if they don't speak, especially if they don't have a headset.
          • GoToMeeting is optimised for Windows and there are issues with other platforms.
          • Flash meeting had an update who made it much worse.
          • Other options, such as Google hangouts were ruled out as some institutes cannot use them or people do not have a gmail account.

The meeting closed at 12:00 UTC (one hour duration).

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AGENDA

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  1. Call to Order
  2. Roll Call
  3. Minutes of the Previous Meeting
  4. Business Arising from the Minutes:
    1. Meeting Technology
  5. Plenary 4 Organisation Assembly – Walter Stewart
  6. Report from Council and the Secretary General – Mark
    1. RDA Legal Status
  7. Promotion of the Organisational Membership – Michael Witt
  8. Report From TAB
  9. Other Business
  10. Next Meetings:
  • Tuesday, July 8th – 22:00 to 24:00, UTC
  1. Termination