TDWG Business Meeting 1 October 2015

Agenda 1.Membership & Executive 2.Election status 3.Actions on Standards 4.Actions on Interest Groups/Task Groups 5.Other past year activities 6.Treasurer’s report 7.Future plans 8.Calls for interest 9.Discussion 10.Conveners reports

This meeting 137 attendees 13 countries of Africa

Membership composition 231 members from 41 countries

2014 Executive Committee Co-Opt Eamonn O Tuama Asia Nozomi (James) Ytow Li-Qiang Ji Europe Peter Desmet Heimo Rainer Latin America Antonio Mauro Saraiva North America Bryan Heidorn James Macklin Oceania Paul Flemons Aaron Wilson Africa Alex Assase Charles Kahindo Chair Cyndy Parr Treasurer William Ulate Secretary Patricia 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 guide 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, Kenya Sept. 30 th, 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 $ – Posters $ – Services $ – Equipment $ – 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$6,000 [$ ] – Individual$9,000 [$ ] Conference Registration$35,000 [$33,311.95] Sponsorship and grants$ 0

TDWG 2015 Budget Totals TOTAL EXPENSES$108, [$70,195.90] TOTAL INCOME$ 50, [$40,660.83] =========== BOTTOM LINE$ -54, [$ ]

TDWG 2015 Accounts Totals StartingCurrent Bank of America$248,930.00$161, PayPal$ 53,220.00$ 43, ===================== TOTAL$ 302,150.00$204,998.82

TDWG 2016 Budget Projection TOTAL EXPENSES$143, TOTAL INCOME$146, =========== BOTTOM LINE$

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 YearBalance ($) City NET ,913St Louis ,802Bratislava 27, ,075Fremantle 5, ,600Montpellier 38, ,234Woods Hole 57, ,102New Orleans 31, ,345Beijing (85,757) ,769Florence 28, TBAJonkoping TBA