TDWG Business Meeting

1 October 2015

Agenda1. Membership & Executive2. Election status3. Actions on Standards4. Actions on Interest Groups/Task Groups5. Other past year activities6. Treasurer’s report7. Future plans8. Calls for interest9. Discussion10.Conveners reports

This meeting

• 137 attendees• 13 countries of Africa

United StatesKenyaGermanyFranceSwedenUnited KingdomSouth AfricaBelgiumBrazilDenmarkIndiaCongo, The Democratic Republic ofFinlandCanadaAustraliaCameroonSpainNorwayRwandaBeninBulgariaColombiaCzech RepublicEstoniaGreeceKorea, Republic ofMadagascarSwitzerlandTanzania, United RepublicThe NetherlandsZimbabweArgentinaChinaEthiopiaGhanaGuineaIsraelNigeriaTogoUganda

Membership composition

231 members from 41 countries

2014 Executive Committee

Co-OptEamonn O Tuama

AsiaNozomi (James) Ytow

Li-Qiang Ji

EuropePeter DesmetHeimo Rainer

Latin AmericaAntonio Mauro Saraiva

<vacant>

North AmericaBryan HeidornJames Macklin

OceaniaPaul FlemonsAaron Wilson

AfricaAlex Assase

Charles Kahindo

ChairCyndy Parr

TreasurerWilliam Ulate

SecretaryPatricia Mergen

Election status

• 19 nominations for fifteen individuals• Need at least one more nomination each for

North America and Asia, two more for Oceania.

• Nominations close 5 October• Voting commences

Actions regarding standards

• Ratified the Darwin Core RDF guidehttp://rs.tdwg.org/dwc/terms/guides/rdf/index.htm• Paid travel funds for migration of DarwinCore

to GitHub • Moved remaining Standards to GitHub

Interest/Task Group actions

• Approved charter for Vocabulary Maintenance Specification task group under the Process Interest Group

• Approved charter for Biodiversity Services and Clients Interest Group (BSCI)

Other past year activities• Migrated website, shut down old servers by end of year• Moved most Executive & website communication &

tracking to GitHub• Hired a coordinator• Prepared a comprehensive budget, provisionally approved• Reports from 4 regions note usage of TDWG standards in

their regions and liaison activity with a number of scientific associations include a major effort at Research Data Alliance

• Some good ideas for improving our outreach work• Preparing formal proposal on Executive governance for

constitutional approval

- Increase the effectiveness of the XC - Improve the engagement of the membership in the XC- Improve continuity within (benefit from experience of members)

The XC proposal out for open consultation in the first quarter of 2016

Pending approval by the membership changes will be effective from 2016 TDWG elections

Early feedback and proposals should be directed to James Macklin and Dimitris Koureas

Task:Propose changes in Role, Structure and Responsibilities of the TDWG Executive Committee (XC)

Justification

- Formation of Standing (functional) committees with clear responsibilities to serve key strategic priorities

- Definition of clear roles of the XC members to improve - Revision of the terms in office for XC members

Key characteristics

TDWG Treasurer’s 2015 – 2016 Budget Report

Nairobi, KenyaSept. 30th, 2015

TDWG Budget Expenses

EXPENSES

Executive• Staff Coordinator• Infrastructure• Exec travel costs• Legal and financial fees• Subscriptions

TDWG Budget Expenses

EXPENSES

Annual Meeting• Fixed– Conference Halls– Posters– Services– Equipment– Minimum lodging (hotel)

• Gifts and tokens

• Variable– Catering– Banquet– Receptions– Transportation– Others

TDWG Budget Expenses

Program• IG/TG Travel fund

Reserve

Others

TDWG Budget Income

INCOME

• Memberships– Institutional– Individual

• Conference Registration

• Sponsorship and grants

TDWG 2015 Budget Expenses

EXPENSES

Executive• Staff Coordinator $10,000• Infrastructure $26,844• Exec travel costs $10,000• Legal and financial fees $450• Subscriptions $440

TDWG 2015 Budget Expenses

EXPENSES

Annual Meeting• Fixed

– Conference Halls $25.100– Posters $ 3.600– Services $

4.040– Equipment $ 2.580– Min. lodging (hotel) $ 0

• Gifts and tokens $ 200

• Variable– Catering– Banquet

$4.860– Receptions $3.000– Transportation – Others $4.200

TDWG 2015 Budget Expenses

Program• IG/TG Travel fund $1.663

Reserve $ 0

Others $5.000

TDWG 2015 Budget Income

INCOME

• Memberships $15,000 [$7,348.88]– Institutional $6,000 [$3377.10]– Individual $9,000 [$3971.78]

• Conference Registration $35,000 [$33,311.95]

• Sponsorship and grants $ 0

TDWG 2015 Budget Totals

TOTAL EXPENSES $108,931.88 [$70,195.90]TOTAL INCOME $ 50,000.00 [$40,660.83]

===========BOTTOM LINE $ -54,800.00 [$29.535.07]

TDWG 2015 Accounts Totals

Starting CurrentBank of America $248,930.00 $161,783.46PayPal $ 53,220.00 $ 43,215.36

=========== ==========TOTAL $ 302,150.00 $204,998.82

TDWG 2016 Budget Projection

TOTAL EXPENSES $143,446.25TOTAL INCOME $146,000.00

===========BOTTOM LINE $ 453.75

Call for interest

• Time and Place committee • Program committee• Communication and Outreach committee• Infrastructure Committee• Technical Advisory Group• Strategic Partnerships and Funding• Expressions of interest for hosting 2018 and

onward

Future plans

• Revise charter for the Technical Architecture Group to become a Technical Advisory Group and task with review of selected standards

• Better manage TDWG budget & non-profit status• Seek funding: Cost Actions, etc especially to

support strategic planning• Support emerging conveners for TDWG

Geospatial Regions and Natural Collections Descriptions (at least)

• Ramp up outreach & reporting effectiveness

Your turn

• Questions?• Comments?

Conveners Reports

• Annotations• Biodiversity Services• Data Quality • GBWG• Species Information• Vocab Maintenance

Annual closing balance

Year Balance ($) City NET2006 47,913 St Louis2007 75,802 Bratislava 27,8892008 81,075 Fremantle 5,2732009 119,600 Montpellier 38,5252010 177,234 Woods Hole 57,6342011 209,102 New Orleans 31,8682012 123,345 Beijing (85,757)2013 151,769 Florence 28,4242014 TBA Jonkoping TBA