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What Does Steering do?
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Elections in the Samvera Community
The Samvera Board is elected and governs in accordance with the Samvera Bylaws. Board members are individuals nominated and supported in their participation by a Samvera Partner institution.
Board elections are held annually for three of nine seats in rotating groups. The term for each seat is three years with the possibility for one re-election, allowing for a total term of six consecutive years.
The Samvera Board
What is the Commitment for Board Members?
On any given week, Board members dedicate a significant portion of their time the Samvera Community. Depending upon need, a Board Member may dedicate a minimum of a couple of hours in a week, but may see spikes of up to 10 or 20 hours required for taking on certain issues, attending meetings, and so forth.
Membership requires a commitment to travel to Board meetings when feasible. The Bylaws indicate that the Board will meet in person at least once per year when practical. Note that Board Members are responsible for associated costs of travel as well as their time.
The Samvera Board has one regular video call per month, with others as needed. There is usually a virtual Board retreat in the winter, with two 3 hour virtual meetings over two days.
The Board generally meets face-to-face 2 times per year, at meetings associated with other meetings such as Connect and Partners.
What Does the Samvera Board Do?
The Board of Directors provides stewardship and central administration of the Community; they are responsible for helping create the structures to see that critical tasks are addressed, and backstopping the Partners' group in case it doesn't the event that they do not fulfill these critical tasks. So, duties include such things asDuties might include:
creating
decision making Community structures
decision making when decisions are not otherwise being mademaking day-to-day decisions, and determining when decisions must be brought to the Partners for a vote
backstopping partners when issues go unaddressed
delicate handling sensitive issues
handlingstewardship and caretaking of the Community as a whole
responsibility for providing continuity of the
Community”Community
Delegating work to the Community Manager
The Community should be aware that this list is not exhaustive and that Steering the Board may be asked to take on additional tasks depending upon needs of the Community and Partners.
Regular calls
13 one-hour Steering Group calls (usually one each month)
Several additional Finance Subcommittee calls
two face to face SG meetings (normally it is three or four: winter retreat + Spring Partners + OR + Connect)
Governance
Maintenance of legal documents
Availability on wiki
MoU and LoA
Partnerships
Assessing and guiding applications (three in 2017)
Advice on readiness to become a Partner
Advice on Letter of Intent
Ongoing mentoring
Maintenance of legal records
Maintenance of website and wiki information
Monitoring
CLAs
Maintenance of legal records
Management of edge-cases (UC etc)
Annual Report
Oversight and coordination
Trademark
Applications (through DuraSpace)
Maintenance
Relationships with vendors
Expectations of Partners (them of us, us of them)
Financial
Negotiating and agreeing Fiscal Sponsorship MoU
Monitoring and operating finances via Finance Subcommittee
Agreeing priorities with Partners
Fund raising in conjunction with fiscal sponsor
Sponsorship of related conferences
Involvement in, and attendance at, meetings
Connect
Liaison with local committee and program committee
Logistical support
Soliciting and reviewing possible venues
Virtual Connect
Joint organization of event and program
Spring Partner meeting
Hosting and organization
Agenda planning
Winter retreat
Agenda planning
Other meetings
Representation at other community events (eg, Hydra/Samvera Europe Group, US regional meetings)
Codebase
Overview of health
Accessibility testing
Communication
Maintenance of mailing lists
Maintenance of website
Maintenance of domain names, DNS etc
Wiki gardening
Rebranding
Organization of vote for new name
Liaison with trademark attorney
Commissioning new logo
Selection and purchase of new domain names
Coordinate additional work on new website design
Coordinate DNS changes for website and wiki
Mail redirects (legal@samvera.org etc)
Clone wiki and correct incomplete copies
Create new mailing lists and traps for old name
Liaise over changes to Twitter, GitHub, Slack, DropBox etc
Reword website and wiki as necessary
Liaise with attorneys to reword Memorandum of Understanding (via addendum)
In addition, like , and delegate work to others. Samvera's Community Manager takes on much of the delegated work, and the Board guides their work.
Like any other Partners, members of Steering the Board also participate in community Community activities including contributing to Working and Interest Groups, attending meetings, giving presentations etc.
Elections
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