2024-11-15 Board Meeting Agenda & Minutes

Owned by Heather Greer Klein
Last updated: Nov 15, 2024
3 min read

Attendees

@Karen Cariani

@Aaron Collier

@Kirsten Leonard - regrets

@Kate Lynch

@Emily Lynema

@Alicia Morris

@Robin Ruggaber - regrets

@david.schober

Ex-officio:

@Heather Greer Klein

@Esmé Cowles

 

Agenda

  1. Changes to the agenda

  2. Board Election

    1. Kirsten running for re-election

    2. Karen will run again too!

    3. We have at least one additional nominee

  3. 2025 budget

    1. Sharing the final budget with the Partner list, with information about the 5% increase, asking for comment by end of the day next Friday - draft message, PDF budget summary to share

    2. Need to officially pass the budget in this meeting - budget officially passed by Board vote

    3. From bylaws: “The Finance Committee shall propose and the Board of Directors shall approve an annual budget for each fiscal year, which then shall be submitted for consent to the Samvera Partners using the Samvera Partners' mailing list. Partners who have not expressed a view within seven days of notification shall be deemed to support the proposal.”

    4. Ongoing CircleCI costs right now of $15/month. Heather will check with tech leads about what is needed to move components off of CircleCI, and how much work would be involved, so we can close out our use of CircleCI completely.

  4. Cash reserves move to high-yield savings account

    1. Heather will bring this to Cathie at OASIS to find out how we could move our reserve funds into a CD/high yield account

  5. Community meeting December 2nd

    1. Please consider contributing to the share fair


  6. Open Repositories 2025 - proposals from Community?

    1. 20th anniversary theme seems like a good opportunity, very relevant to us

    2. want to think about what to include

    3. can we do a Samvera meetup? Will want to find a room

    4. Ask Partners who is presenting and if there is an opportunity for a panel, or more than one institution presenting together about related work

  7. Components fundraising campaign for 2025

    1. Starting with a way to contribute small dollars easily to a general fund. For institutions like museums and others who have been open to contribute based on their use of Clover IIIF, Ramp, etc. Even some for-profit organizations in other parts of the ecosystem (museums) are adopters

    2. How to reach these users who are new to us? How would an institution or organization to contribute (some likely needing an invoice, some could just use a credit card)

    3. Good to have a prominent place on the website that is “Support Samvera” with partnership, one-time donation, and other ways to participate in the community

    4. We know we will have times in the future where we do specific fundraising

    5. We will need mechanisms to contribute, and ways to reach out to these users

    6. Can also include this option at virtual Connect, and potentially on GitHub, and on component websites

    7. Could we make suggestions about the amount of contributions? How would we define those?

    8. Next step: Outreach & Engagement Group work for 2025

  8. Connect 2025 - beginning planning

    1. Start a board subcommittee, add others for a full committee in January?

    2. Kate, Karen, Emily, Heather as the start of a committee - will reach out to COLMEX to schedule an initial meeting

    3. Will make an initial schedule as well for call for proposals, make sure we have finished a call and have a schedule at least 6 months out

  9. Other Updates

    1. Hyrax Tech Lead developments - expect more information this month about a new approach

    2. OSU press release going out on Monday

    3. Digital Repository of Ireland specifically calls out Samvera as a community to engage with in their strategic plan alongside COAR and Digital Preservation Coalition. How can we engage more with these communities and others in 2025?

    4. Getting together a message about the success of the Accessibility sprint - a huge win and a lot of work completed!

    5. Samvera Europe meeting co-located with IIIF Conference at Leeds (ours would be after IIIF, Friday June 6th) is already in the works

    6. Community metrics draft in progress

    7. OASIS Open is not taking additional FaaS clients. Doing an introduction meeting with the new interim CEO in December, will learn more.

    8. Cathie is working on a donorbox link for credit card donations to put on our website, for aiming to collect donations from component implementers

    9. 2024 invoice payments

    10. community repository upgrade work from SoftServ - Adventist Digital and PALs Valkyrization are happening now, our community repo will be next.

  10. Date of next Board meeting: January 17th; cancelling December 20th meeting, will do ad hoc work and updates via email