Future Earth US Board Handbook

FUTURE EARTH US

BOARD HANDBOOK

www.futureearth.org

TABLE OF CONTENTS Board Information

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Future Earth US Board Member Job Description

1.1

Responsibilities of the Board

1.1.1

Responsibilities of Individual Board Members

1.1.2

Time Commitment and Access Points within Organization

1.1.3

The Role of the Board Chair

1.1.4

Board Benefits

1.1.5

Current and Former Board Members

1.2

Current Board Members

1.2.1

Former Board Members

1.2.2

Conflict of Interest Policy

1.3

Organizational Information

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History of Future Earth Global and Future Earth US

2.1

Future Earth US and Global Mission, Vision and Values

2.2

Future Earth US Activities

2.3

Future Earth US Bylaws

2.4

Future Earth US Finances and Fundraising

2.5

Finances

2.5.1

Fundraising

2.5.2

Current Staff Future Earth US Members

2.6

Annexes IRS Determination Letter Most Recent Audit Report

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1.1 Future Earth US Board Member Job Description The Future Earth US Board is a volunteer-based advisory entity, where each member is voted in by the existing board and serves for 3-year terms with the option for renewal. Ideally the board consists of 3 or more members with an elected board chair and a diversity of perspectives suited to the programming, funded work, and mission of the NGO.

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1.1.1

Responsibilities of the Board The Board provides guidance to a US-based entity Future Earth, a 501(c)3 non-profit organization registered in Colorado (hereafter Future Earth US).

Future Earth US is part of a global network of offices (hereafter Future Earth Global) with the mission to advance research in support of transformations to global sustainability and a vision of a sustainable and equitable world for all, where societal decisions are informed by openly-accessible and shared knowledge. Future Earth US supports the efforts of Future Earth Global while also developing its own programs at the national to global level in alignment with the mission and vision.

As the highest leadership body of the Future Earth US and to satisfy its fiduciary duties, the Board is responsible for: • strategic and organizational advice • ensuring strong fiduciary oversight and financial management • fundraising and resource development • approving and monitoring the organization’s programs and activities • enhancing the organization’s public image • assessing its own performance as the governing body of the organization • selecting and evaluating the performance of the chief executive

1.1.2

Responsibilities of Individual Board Members Each individual board member is expected to:

• • •

• • • • •

•

know the organization’s mission, policies, programs, and needs faithfully read and understand the organization’s financial statements serve as active advocates and ambassadors for the organization and fully engage in identifying and securing the financial resources and partnerships necessary for the organization to advance its mission leverage connections, networks, and resources to develop collective action to fully achieve the organization’s mission help identify personal connections that can benefit the organization’s fundraising and reputational standing, and can influence public policy prepare for, attend, and conscientiously participate in board meetings follow the organization’s bylaws, policies, and board resolutions sign an annual conflict-of-interest disclosure and update it during the year if necessary, as well as disclose potential conflicts before meetings and actual conflicts during meetings maintain confidentiality about all internal matters of the organization

1.1.3

Time Commitment and Access Points within Organization The board of directors meets twice a year, either via teleconference or in person. The board meetings are coordinated by the Director of Operations, who works with the Executive Director and Associate Director, as well as the Board Chair, to develop the meeting agenda. The Executive Director and the Associate Director are the main staff contact points to the board.

In addition to the annual meetings, special meetings may be called if needed. The Executive Director and the Associate Director may also reach out to individual board members between formal meetings for advice or possible engagement.

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1.1.4

The Role of the Board Chair The Board Chair leads the board by engaging with individual board members as well as the Executive Director and the Associate Director of Future Earth US. The chair may perform the following functions: • • • •

Serves as the contact point for individual board members on board issues Works with the board and the Executive Director to set strategy, goals, and objectives for the board and ensures that they are met Ensures that all board members are involved in board activities Motivates board members to attend and actively participate in board meetings

1.1.5

Board Benefits Future Earth is a young organization with extensive international networks and skilled staff, thriving programs and a vision of greater impact within the US and globally. Serving on the Future Earth Board of Directors at this pivotal moment will be an opportunity to shape an emerging agenda and organization well-situated to advance sustainability transformation both within the US and globally.

1.2 Current and Former Board Members

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1.2.1

Current Board Members Maria Uhle Program Director, National Science Foundation | Board Chair (2020 - present) Dr. Maria Uhle currently serves as the Program Director for International Activities in the Directorate for Geosciences at the National Science Foundation, where she develops mechanisms and agreements to foster international research collaboration through the Belmont Forum, the Inter-American Institute for Global Change Research (IAI) and Future Earth.

She is the US representative to the Belmont Forum and is the current Chair of the Executive Committee of the IAI. She works with other US federal agencies on international cooperation through the US Global Change Research Program where she is the co-Chair of the International Activities, Inter-agency Working Group. Prior to her appointment at NSF, she served as an International Affairs Officer in the Office of International and Academic Affairs (OIAA) at the National Institute of Standards and Technology (NIST), where she developed programs to foster research collaboration with NIST’s international partners from countries in the Middle East, North Africa and South Asia. Prior to working at NIST, she served as a Program Officer for the National Academy of Sciences Polar Research Board and the Board on Atmospheric Sciences and Climate. She directed several committees that addressed topics relevant to the Arctic and Antarctic, and focused on reanalysis of historical climate data, and climate projections based on emission scenarios. Before joining the NAS, Maria served on the faculty at the University of Tennessee in the Department of Earth and Planetary Sciences. Her background includes degrees in environmental science and geology, and her research focused on investigating the fate of organic matter and contaminants in atmospheric, surface water and soil environments from urban areas and the polar deserts of Antarctica.

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Leah Nichols Executive Director of George Mason University’s Institute for a Sustainable Earth (2021- present) Dr. Leah Nichols is the Executive Director of George Mason University’s Institute for a Sustainable Earth (ISE), where she leads the ISE team in creating connections – locally, globally, and across disciplines – to put Mason’s research and scholarship into action in support of a sustainable world. Nichols came to Mason after 8 years at the National Science Foundation (NSF) where she served in integrative roles. She contributed extensively to the design and management of several of NSF’s agency-wide programs including: Growing Convergence Research; Coastlines and People; Innovations at the Nexus of Food, Energy, and Water Systems; and Interdisciplinary Research in Hazards and Disasters. As the Executive Secretary for NSF’s Advisory Committee for Environmental Research and Education, she oversaw the development of the committee’s report titled Sustainable Urban Systems: Articulating a Long-Term Convergence Research Agenda. While at NSF, she also founded and led an interagency working group designed to integrate the social sciences throughout the US Global Change Research Program.

Nichols has a PhD from the Energy and Resources Group at the University of California, Berkeley and a BS in environmental engineering from the Massachusetts Institute of Technology. She was a AAAS Science and Technology Policy Fellow placed at the NSF and a Mirzayan Science and Technology Policy Fellow at the National Academy of Sciences. She has published articles on the production of actionable knowledge in leading sustainability journals, including Nature Sustainability and Nature Climate Change, and contributed to the US Fourth National Climate Assessment. She also serves on the Superintendent’s Advisory Committee on Sustainability for Arlington Public Schools.

Ana Pinheiro Privette Director of Research Applications and New Research Initiatives, University of Illinois Urbana-Champaign (2024 - present) Dr. Ana Pinheiro Privette is the Director for Research Applications and New Research Initiatives in Civil and Environmental Engineering, at the University of Illinois Urbana Champaign, where she is also the Managing Director for the Center for Secure Water. Before joining UIUC, Pinheiro Privette worked at Amazon Web Services as the Head of Sustainability for AWS Impact Computing, and the Global Lead for the Amazon Sustainability Data Initiative (ASDI). Prior to that, she managed projects for the White House climate portfolio, including the Obama Climate Data Initiative (CDI) and the Partnership for Resilience and Preparedness (PREP), and worked as a research scientist at NASA and NOAA.

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Maria Ivanova Director of the School of Public Policy and Urban Affairs, Northeastern University (2024 - present) Dr. Maria Ivanova is the Director of the School of Public Policy and Urban Affairs at Northeastern University where she is also a professor of public policy. Her research focuses on environmental governance and science policy, including multinational organizations. In 2021, she authored The Untold Story of the World’s Leading Environmental Institution: UNEP at Fifty.

Professor Ivanova is also a Foundation Fellow of the International Science Council, an Andrew Carnegie Fellow, a member of the Joint Scientific Committee of the World Climate Research Programme (WCRP), and an Ambassador for Transparency International. She was a Research Scholar at the Center for Collective Intelligence at the Massachusetts Institute of Technology, on the Sustainability Advisory Council at Yale University, and on the Carnegie Climate Governance Initiative Advisory Group.

Professor Ivanova’s leadership extends to various international committees and organizations. From 2014 to 2016, she served on the UN Secretary-General’s Scientific Advisory Board under UN Secretary-General Ban Ki-moon. She was Chair of the Advisory Board for UN University-Institute for the Advanced Study of Sustainability (IAS) in Tokyo, Japan (20192021), and Chair of the Jury for the $5 million New Shape Prize to reform global governance administered by the Global Challenges Foundation in Stockholm, Sweden (2017-2018).

In 2022, Professor Ivanova served on the Rwandan delegation to the UN Environment Assembly, negotiating the resolution on a global treaty on plastics. She continues to engage in the treaty negotiation process as a delegate of the International Science Council.

She holds a PhD from Yale University and Master’s degrees in International Relations and in Environmental Management from Yale as well as a BA from Mount Holyoke College.

1.2.2

Former Board Members

Alan Townsend (2018 - 2024) Vaughan Turekian (2020 - 2022) Amy Luers (2018 - 2020) Jason Neff (2019 - 2022) Thomas Lovejoy (2019 - 2021) Diana Wall (2019 - 2020)

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1.3 Conflict of Interest Policy

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Page - 11 Copy - Original document here: https://docs.google.com/document/d/1aRN20P6XEBSLB4WuvNsBk02vxnL0xnqmclf6lPjiyWY/edit Article I: Purpose The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (Future Earth) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II: Definitions 1. Sources: 1.1. Written in accordance to IRS and/or Colorado Nonprofit Association standards.

2. Responsibilities: 2.1 . Any director, officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, either through a “Related Party” or “Business Relationship”, is an interested person and has responsibility to disclose actual or possible conflicts of interest.

3. Policy: 3.1 Duty to Disclose: In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

3.2. Determining Whether a Conflict of Interest Exists: After disclosure of the financial interest and all material facts, and after any discussion with the interest person, he/she shall leave the governing board

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or committee meeting while the determination of a conflict of interest is discussed and voted upon.The remaining board or committee members shall decide if a conflict of interest exists.

3.3. Procedures for Addressing the Conflict of Interest: An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. After exercising due diligence, the governing board or committee shall determine whether the Corporation can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested officers whether the transaction or arrangement is in the Corporation’s best interest, for its own benefit and whether it is fair and reasonable. In conformity with the above determination, the Board shall make its decision as to whether to enter into the transaction or arrangement.

3.4. Violations of the Conflicts of Interest Policy: If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take the appropriate disciplinary and corrective action.

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4. Definitions: 4.1. A “conflict of interest” arises when a person in a position of authority over an organization, such as a voting member of the governing board, officer, or employee may benefit financially from a decision he or she could make in such capacity, including indirect benefits such as to family members or businesses with which the person is closely associated. For this purpose, a conflict of interest does not include questions involving a person’s competing or respective duties that do not involve material interest or benefit to a related party. Membership with Future Earth does not constitute a conflict of interest.

4.2. Classes of individuals covered by this conflict of interest policy: 4.2.1 An “interested person” is any current or former officer, director, member of a committee with governing board delegated powers or disqualified persons.

4.2.2 An “independent voting member of governing body” is an individual that meets all of the following circumstances: 4.2.2.1 The member was not compensated as an officer or other employee of the organization or of a related organization.

4.2.2.2 The member did not receive compensation or other payments during the tax year from the organization or from related organizations as an independent contractor, other than reimbursement of expenses under an approved expense reimbursement plan or reasonable compensation for services provided in the capacity as a member of the governing body.

4.2.2.3 Neither the member, nor any family member of the member, was directly or indirectly involved in a transaction either with Future Earth or a related organization.

4.2.3. An “officer” is a person elected or appointed to manage the organization’s daily operations, such as a president, vice president, secretary, or treasurer. The officers of an organization are determined by reference to its organizing document, bylaws, or resolutions of its

Page - 12 governing body, or as otherwise designated consistent with state law, but at a minimum include those officers required by applicable state law. The top management official and top financial official should be treated as officers.

4.2.4 Related Parties: 4.2.4.1 A “family member” or “family relationship” includes only his or her brother and sisters (whether whole or half blood), spouse or domestic partner, ancestors, and lineal descendants.

4.2.4.2 A “35% controlled entity” is an entity that is constructively owned, directly or indirectly, by a given person, such as the organization’s current or former officers, directors, trustees, or key employees, or the family members thereof, in which a listed persons has a controlling interest, or owns more than 35% of the total combined voting power, profits interest, or beneficial interest.

4.2.5. A “Business Relationship” is defined as: 4.2.5.1 One person is employed by the other in a sole proprietorship or by an organization with which the other is associated as a director, officer or great-than-35% owner.

4.2.5.2 One person is transacting business with the other (other than in the ordinary course of business on the same terms as are generally offered to the public), directly or indirectly, in one or more contracts of sale, lease, license loan, performance of services, or other transaction involving transfers of cash or property during Future Earth tax year. Indirect transactions are transactions with an organization with which the one person is associated as a director, officer or greater-than-35% owner.

4.3 A “proposed transaction or arrangement” is intended to include, but not limited to initiating, making the principal recommendation for, or approving a purchase or contract; recommending or selecting a vendor or contractor; drafting or negotiating the terms of such a transaction; or authorizing or making payments from Future Earth accounts.

Page - 13 Transactions include procurement of goods and services, the disposition of Future Earth property, and the provision of services or space by Future Earth.

5. Procedures: 5.1 Each voting member of the governing board, officer, and employee will be required to sign a separate conflict of interest policy form on an annual basis.

5.2 A written record on any report of possible conflict and of any adjustments made to avoid possible conflicts of interest shall be kept by the designated member(s) of Board of Directors.

5.3 The minutes of the governing board and all committees with board delegated powers should contain: 5.3.1. The names of the persons who disclosed or otherwise were found to have an interest in connection with an actual or possible conflict of interest, the nature of the interest, any action taken to determine whether a conflict of interest was present, and the governing boards or committee’s decision as to whether a conflict of interest in fact existed.

5.3.2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

5.4 This conflict of interest policy statement shall be made available to each voting member of the governing board, officer, and employee.

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ORGANIZATIONAL INFORMATION

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2.1 History of Future Earth Global and Future Earth US

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ORGANIZATIONAL INFORMATION

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ORGANIZATIONAL INFORMATION

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Future Earth started with an announcement in June 2012 at the UN Conference on Sustainable Development (Rio+20). This launch called for an entity that would strengthen the interface between policy and science and foster inter- and transdisciplinary knowledge to advance global sustainability. The activities would include the networking groups interested in moving beyond disciplinary silos, delivering products at the nexus of science and society, and using this knowledge to shape an informed narrative for a sustainable future.

To meet this challenge, Future Earth was created as an affiliation of distributed offices or hubs, each responsible for its own funding model, that would comprise a global secretariat. The US Hub was one of five to come forward, developed under a joint hosting agreement between the University of Colorado and Colorado State University, in 2015. The hub in Montreal, Canada was inaugurated as the home of a global Executive Director for these affiliated offices, with each of the 4 other hubs led by a hub director.

As the newly formed US office stood up programs and built a global network, there arose a need for the organization to be more nimble and flexible than a shared university partnership agreement would allow. In 2017, the US Hub took the steps to become incorporated as Future Earth, a 501(c)3 non-profit organization in the US (hereafter Future Earth US). Future Earth US echoed the name and mission of the global, distributed organization, but would maintain its own accounts, board, funding, and operations. It retained an office at the University of Colorado, phasing out grants at Colorado State University, and allowing some flexibility of duty station, particularly as COVID-19 required remote work.

For a short time in 2020-2021, after the departure of the last Executive Director in the Canada Hub, Future Earth US became the interim office tasked with coordinating the work amongst the five global hubs, including an organizational evaluation. That evaluation led to a major governance and management transition in 2021, establishing a new global Governing Council and Assembly, and an expanded Global Secretariat.

The Governing Council and Assembly consist of representatives from Future Earth’s Global Research Networks, National Committees, Regional Committees as well as groups of funders, early-career researchers, and researchers from low and middle income countries. These global governance bodies have a limited mandate of administering a shared “core” fund that many hubs contribute to and developing collaborative initiatives for the Future Earth network. After a call for expressions of interest in joining this global affiliation, the five originating hubs were reconfirmed under the Future Earth Global umbrella, and four new hubs onboarded; so, now the constellation of hubs consists of nine independently funded and managed offices on 4 continents. Currently there is no Executive Director in any of the hubs but instead a call for a Global Coordination Hub that would assume the responsibilities of global administration and several key operational and communication roles.

In the meantime, Future Earth US has continued to provide many of these services and fulfill these roles without the title of Executive Director since 2021.

In 2022, the Future Earth US NGO became fully independent, departing the University of Colorado and establishing a fully remote and distributed staff that spans the US. The organization maintains a staff relationship with George Mason University’s Institute for a Sustainable Earth, with whom the NGO collaborates on research and innovation activities through the lead, Judit Ungvari.

2.2

Future Earth US and Global Mission, Vision and Values Future Earth’s mission is to accelerate transformations to global sustainability through research and innovation. Future Earth US shares the vision of the global network of Future Earth, which is of a sustainable and equitable world for all, where societal decisions are informed by openly-accessible

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ORGANIZATIONAL INFORMATION

and shared knowledge.

knowledge-to-action.

To achieve these expansive goals and guide community engagement, Future Earth Global has adopted a set of core values: Inclusivity and diversity – including perspectives and approaches and increasing the participation in global sustainability from all parts of the world and all sectors of the community Organizational sustainability – embedding principles of sustainability in internal policies and practices Transparency and impartiality – ensuring open decision-making processes as the default position for the governance and management of Future Earth

Examples of contributions led by this US-based NGO include: •

•

• Future Earth Global is also committed to open science and FAIR (Findability, Accessibility, Interoperability, and Reusability) principles for scientific data management and stewardship.

•

2.3

Future Earth US Activities

•

A recent review of Future Earth documents encapsulates the activities, outputs, and short- and medium-term outcomes expected to be achieved by the suite of hubs in collaboration with the Future Earth community and global partners. Activities flow from a granular to a broader scale impact that supports the mission and vision.

•

Future Earth US programs and leadership roles span the range of activities identified in the diagram. These may be summarized as: priority identification, convening, networking, institutional support, resource mobilization, and knowledge transfer. Most of the US programming is cross-cutting, combining several of these activities for maximum impact, and passed through a transdisciplinary lens to ensure inclusion, relevance, and

2

the Sustainability Research and Innovation Congress series, co-convened annually with the Belmont Forum, and focused on transdisciplinary and interactive engagements to accelerate sustainability actions Anthropocene Magazine, including the Daily Science, Fixing Carbon, Climate Parables, and other publication products that bring research-informed tools, approaches, futures, and arguments about sustainability solutions to a global audience the Program for Early-stage Grants Advancing Sustainability Science (PEGASuS), which funds underserved and underrepresented voices addressing regional sustainability priorities through transdisciplinary research in partnership with key stakeholders the 17 Rooms Summit that catalyzes cross-cutting collaboration to advance sustainability structured around the 17 Sustainable Development Goals hosting the Global Indigenous Youth Summit on Climate Change, a 24hour conversation passed around the globe led by indigenous youth to foster community, exchange sustainability knowledge, and inform multilateral global sustainability frameworks the Future Earth Member Portal, an online social media platform available in multiple languages with capacity to host events, strengthen networks, complete collaborative tasks, and disseminate opportunities

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In addition, many staff members support the global structure through service to various communities, such as co-leading global Research and Innovation, directing global communications including the website, social media, and major communication products, and through engagement with Low and Middle Income Country research agencies and scientists via collaborative funding platforms, such as the Belmont Forum.

Using the map of activities and expected outcomes, a results framework has been created to monitor progress indicators and increase impact. Highlights are featured in the global annual report and in program-specific analytics, such as the SRI reports or the Anthropocene reporting to NewsMatch.

New programs, activities, and roles are undertaken by the US NGO with appropriate human and financial resources.

2.4

Future Earth US Bylaws This annex captures the most recent version of the Future Earth NGO bylaws which govern this US-based 501(c)3. Any changes to the bylaws must be communicated for review by the Board members at least 3 weeks prior to their update.

2.5

Future Earth US Finances and Fundraising

2.5.1

Finances Future Earth operates on an adjusted fiscal year running from April to March, in sync with the fiscal year of the Global Secretariat. Annual budgets

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and financial updates are sent to the Board for review and approval. Annual audits are also conducted and final reports are sent to the Board. Please also refer to General Financial Policies.docx.

2.5.2

Fundraising Future Earth staff actively fundraises to support staff, programming, and operations as well as to expand the organization’s activities as needed. Our work is supported by both federal and private foundation grants. In addition, Anthropocene Magazine receives revenue from subscriptions and donations, including the annual NewsMatch member drive in November and December.

The Sustainability Research and Innovation Congress is supported by congress registration income as well as sponsorships.

Our current funders include: National Science Foundation US Global Change Research Program Gordon and Betty Moore Foundation VK Rasmussen Foundation Rockefeller Foundation Prior funding was provided by the George and Cynthia Mitchell Foundation.

SRI2024 sponsors (both direct and in-kind): Research Institute for Humanity and Nature UNESCO/Bridges Alternet OECD UNEP ICoE Taipei Frontiers Planet Prize

ORGANIZATIONAL INFORMATION The Earth-Humanity Coalition Academia Sinica International Science Council International Institute for Applied Analysis Nature Sustainability Sitra Puistokatu 4 Ministry of the Environment Finland Finnish Research Council City of Helsinki City of Espoo Future Earth Finland Finnair VTT Loyly

In addition, SRI2024 is supported by the host institutions, University of Helsinki and Aalto University, which are the two largest Finnish research universities.

2.6

Current Future Earth US Staff Members • • • • •

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Dr. Erica Key, Director, Future Earth US Global Hub; Executive Director, Future Earth US Dr. Veera Mitzner, Associate Director, Future Earth US Global Hub / Future Earth US; SRI Director Laurel Milliken, Director of Operations, Future Earth US Dr. Judit Ungvari, Research and Innovation Co-lead Dr. Makyba Charles-Ayinde, Latin America and Caribbean Regional Lead; Director of Strategic Partnerships for the Global South

• • • • • •

Bridget Blake, Communications Coordinator; Head of Communications, Future Earth US Kyoko Shiota MacAulay, Community Manager Kathy Kohm, Editor-in-Chief, Anthropocene Magazine Mark Harris, Senior Editor, Anthropocene Magazine Stephan Useche, Events Manager Monika Bauer, Manager, Collaborative Projects and Partnerships (in kind, on loan from IIASA)

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www.futureearth.org