TEI: TEI Board Meeting Agenda – Thursday, October 18th, 2018


via Zoom

Agenda

  • Meeting Procedures and Other Announcements
    • Approve minutes of September meeting(s)
      • Board Meeting
      • MM : not prepared yet (action item for GV)
  • Bringing new people onto Board list–Kathryn
  • Preparing for departure of 2018 Board members–Kathryn
    • Michelle’s information to pass along
    • Wild Apricot training?
  • Request received in Tokyo–Georg / Kathryn
    • Marcus Bingenheimer requests $1500 to update Chinese Guidelines
  • Preparing for 2019 Conference and Members Meeting–Georg / Martina
  • Issuing Call for Hosts for 2020–Kathryn
  • Some clarifications
    • Terms for all TEI-C positions
      • Luis’s new term as webmaster through what date
      • Terms of Journal roles
    • Status of website migration
      • Kevin’s part done, next phase?
  • New Business
  • Any Other Business

 

Attendees: Luis Meneses, Kathryn Tomasek, Kiyonori Nagasaki, Martina Scholger, Hugh Cayless, Michelle Dalmau, Laurent Romary

 

Regret: Georg Vogeler

Action Points

All: Approve minutes from Board Meeting September

GV: prepare minutes from MM

KT: start process to add new board members to list; start email discussion on procedure to appoint Program Chair; KT to start discussion via email on terms clarifications

MD: to contact SyncroSoft for generic TEI login

LR: to organize a training session on WA via Zoom

GV/KT: set up call for hosts of TEI-MM 2020 and 2021 (as assigned in september meeting)

Broad Forward

  • TEI-C infrastructure on next Agenda
  • Free membership for one year by workshop participation also on next Agenda
  • Internationalization and procedures for requesting/granting funding for December agenda

Minutes

  • Meeting Procedures and Other Announcements
    • Approve minutes of September meeting(s)
      • Board Meeting–
        • September minutes approved by Friday over email
      • MM : not prepared yet (action item for GV)
  • Bringing new people onto Board list–Kathryn
    • Council brings new people on to list soon after elections
    • MD recalls that board has had a mixed practice
    • MD & LR would support adding new people to the board list before terms start
    • KT will be in touch with incoming board members and let them know about the email list and ask Luis to add them
  • Preparing for departure of 2018 Board members–Kathryn
    • Michelle’s information to pass along
      • TEI-C Google login
        • MD no longer has this information.  Luis reset the login and will need to share with the right people.
      • SyncroSoft Oxygen License Generation
        • MD will contact SyncroSoft and cc: Kathryn; Need to get a generic TEI login
      • Keepass for storing TEI-C passwords: https://keepass.info
        • Where do we put the files?
        • Google Drive, but security concerns
        • Send keepass over email
          • Short term solution until we determine the stability of our technical infrastructure
        • Send file over USB drives
        • Keepass password to be shared in-person or via text messaging
      • Best to store password database in a private server, but we also have had problems with the ADHO-hosted environment
        • LR suggested partnering with DARIAH or CLARIN for stable hosting (DARIAH, ac well as CLARIN  IT infrastructure managed by academic institutions instead of a 3rd party hosting service)
        • TEI-C infrastructure will be topic of November meeting
      • Wild Apricot training?
        • Laurent to impart WA training. KT is willing to learn for 2019.
        • LR happy to wait to organize a training session via Zoom Video Sharing in January with the new Membership Secretary. Good to have a secretary present to record the training steps and protocols.
        • At least two people on the Board who understand WA.
        • MD attempted to clarify the Free, one year Workshop Information on the wiki in order to update the TEI-C web site: https://wiki.tei-c.org/index.php/TEI-C_Free_One_Year_Workshop_Memberships
        • Hugh speaks to number of “contacts” we are allowed ; limited to 500 “contacts” so free memberships would impact the level of service we are currently paying for.
          • John Unsworth clarified this in an email sent 2018-10-24.  We can get around upgrading our Wild Apricot membership by archiving inactive members.
        • Important question–implications for website redesign, etc.
        • The issue is how we market the TEI–what benefits does the membership
  • Request received in Tokyo–Georg / Kathryn: Marcus Bingenheimer requests $1500 to update Chinese Guidelines

    • KT will circulate email request
    • Will do most of the work himself (unpaid), but would like to pay his collaborator
    • KT supports the proposal
    • MS: Has a general question about internationalization? Council needs resources for integrating the translations.
      • Spanish translations are ongoing
      • Japanese translations are ongoing
        • KN would like to pay students who are doing the translation work
      • Updating German translations
      • Others in the community are working on translations without compensation.
    • HC: One-off, small compensation for all is manageable for now, but if this continues, we would need to think more strategically about this.
    • LR: Consider a strategic approach to internationalization
    • Consider issuing a call for funding internationalization
    • Will need to table Marcus’ request until we have a strategy in place for handling internationalization
    • Internationalization for December agenda.
  • Preparing for 2019 Conference and Members Meeting–Georg / Martina
    • to follow https://sites.google.com/site/teiconferenceplanning/conference-protocol-of-the-tei-consortium?pli=1 ?
    • What is the procedure for appointing a Program Chair?
      • Past years, a board member has been affiliated with the hosting institution so they have served as Program Chair
      • For Tokyo, Kiyonori was planning two conferences so we decided to invite prospective program chairs to submit a letter of interest to help Kiyonori manage the work
      • Some have felt, like Martin Mueller, that the local host should decide.
      • We have a varied practice. To be discussed further over email.
  • Issuing Call for Hosts for 2020–Kathryn
  • Some clarifications–To be handled over email
    • Terms for all TEI-C positions
      • Luis’s new term as webmaster through what date?
      • Terms of Journal roles?
    • Status of website migration
      • Kevin’s part done, next phase?
  • New Business
  • Any Other Business