Copy of 2025-06-20 Board Meeting Agenda & Minutes

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Attendees

@Karen Cariani(regrets)

@Aaron Collier

@Kirsten Leonard

@Kate Lynch (regrets)

@Emily Lynema (Deactivated)

@Alicia Morris

@Robin Ruggaber (I'll need to sign off at noon today)

@david.schober (regrets)

@Paul Walk (regrets)

Ex-officio:

@Heather Greer Klein

Agenda

• Reflections for Open Repositories?

  • Reflecting on OR and IIIF conference and discussions there. Leeds was a wonderful conference location.

  • Nic Don had a lot of interest after the Hyku presentation

  • Reviewed Kirsten’s notes

  • Idea of holding more sessions to highlight what’s happening in repositories
    
    

• Board elections this year and starting to recruit now

  • Samvera Board membershipPreview

  • Will have open spots for certain, want to start conversations now
    
    

• Julie Allinson Award - ideas for new nomination process

  • Will use a new, simpler form

  • Possible ideas for next year: budget to recognize all community leaders in some way each year. Past winners have been PO or Tech Leads. Should we recognize all of them formally every year instead?

  • Could it be set up as a travel fund award for PO/TL/group facilitators? For travel to Samvera events or related events like OR?

  • Need to raise/replenish funds to keep award going in current form

  • Want to support the community, to enhance expertise, to fill gaps in travel funding for community leaders

  • Would like to look at some existing models for this.

  • Concern that reimbursing for travel will end up reimbursing the institutions instead of recognizing the individual

  • Tufts has an interesting low-bar recognition program that we could try a version of

  • UVA has way to move appreciations to a special section of the newsletter, and there is another special recognition opportunity from that.

  • Heather will start a document outlining the issues and potential ideas

  • Think we’ll try doing this as usual this year, and bring/collect new ideas to Connect and other meetings
    
    

• Fundraising process discussion - guidelines and documenting a process

  • Current fundraising page for Hyku 7

  • What should the process be when Samvera is the contract holder? How do we determine if the contract is met? How should the process be initiated? Coming from an interest group, asking approval from the board?

  • Could we have a set process for how to identify when a critical maintenance need is coming and requires expertise to complete, for Hyku specifically to be sustainable with maintenance work, how do we plan for this every year when there isn’t a maintenance working group.

  • This is an important sustainability question for Hyku; how to keep core functions/development of maintenance, and helping projects to recognize that this work must be done collaboratively every year, either by community developers or via funding to service providers.

  • A lot of that work is in progress this year with the Community Developer position; how to approach maintenance work and make sure it is staffed/funded

  • A core maintenance development fund might be a way to move this forward, specific to Hyku. A question for the Hyku sustainability grant and interest group.
    
    

• Developer Camp

  • 5 registrants from three institutions, will continue to promote
    
    

• Partners and Potential Partners check-in

  • Certified service provider program
    
    

• Other updates

  • Documentation sprint results

  • Connect Mexico City - CFPs are open

  • GitHub Processes WG
    
    

• Date of next Board meeting: July 18th