2024-01-18 Samvera Board Meeting Agenda & Minutes

Owned by Heather Greer Klein
Last updated: Jan 19, 2024

 

Attendees

@Karen Cariani

@Jeremy Friesen - regrets

@Kirsten Leonard

@Kate Lynch

@Alicia M. Morris - regrets

@Robin Ruggaber

@david.schober

@tamsin woo

Ex-officio:

@Heather Greer Klein

@Esmé Cowles

Agenda

  1. Changes to the agenda

  2. Welcome Kate and tamsin!

  3. Filling Board roles: Treasurer, Finance sub-committee members, Chair, Vice Chair

    1. David is Chair

    2. Vice Chair: need a volunteer

    3. Sub-committee: David, Robin, Kirsten, Alicia. We will ask Alicia if she is willing to remain our Treasurer when she is back in the office.

  4. Special election

    1. Need to fill Jessica’s seat

    2. Proposed timeline of a call today with a deadline of February 1? 2 weeks for recruiting candidate(s)

    3. Ask Carolyn to record her Connect talk about serving on the board

    4. board members will talk to Partners

  5. Annual Bylaw review

    1. Have already identified that we need to present a 5% increase for a vote; should have a proposal ready to discuss at the Partner Meeting

    2. What about up to 5% every year? This would make it predictable and understandable. But would also limit expected dues raising. This is core infrastructure which has a predictable increase. Could cap increase with a three year commitment for payment in advance, other creative approaches possible.

    3. Start drafting a proposal to review for February.

    4. Heather will send out the Bylaws to redline and send budget info to the new members.

  6. Annual Board retreat planning

    1. In the past this was a full day in person in January, then two half-day virtual meetings in January. With new election timing, it makes sense to move from January.

    2. How would we like to proceed now? February virtual, March as part of Partner meeting, other ideas?

    3. Like the idea of doing as part of the Partner meeting. Seems like it could be two parts, virtual and in person.

    4. Plan to meet after the Partner meeting, Thursday afternoon, and plan a dinner.

  7. Hyrax tech lead and PO recruitment call for volunteers; Hyku PO/Tech Lead structuring

    1. Daniel and Rebecca both reach two years in July

    2. Good to be open about the funding, for either position, and wanting one to be .5 FTE of a person if possible. Be transparent with what we budgeted to offer as reimbursement.

    3. Hyku group wants to see this same structure for Hyku, and want to do fundraising to fund it.

    4. Originally this was a call for a Samvera-level tech lead, but needed a Hyrax tech lead first. Would like to get back on the path to maybe hiring another staff member.

    5. Fundraising drive as another model for raising funds for staff time and/or development time is still an option rather than the community budget. Hyku is putting a proposal together to bring to the Board.

  8. Other Updates

    1. CNI presentation update - Heather will give a virtual project update, and attend CNI to lead a breakfast discussion. The video will be released in February.

    2. Partner meeting RSVP – need location information to plug into the form, agenda, information page and then send to Partners

    3. Regional events and an in-person dev congress - when to start planning? Heather will look for potential volunteers

  9. Date of next Board meeting: February 15th