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2026-02-19 Board Meeting Agenda & Minutes

Samvera Community Wiki

2026-02-19 Board Meeting Agenda & Minutes

 

Attendees

@Aaron Collier

@Juliet Hardesty

@Annamarie Klose

@Kirsten Leonard

@Kate Lynch - regrets

@Christine Peterson

@Paul Walk

Ex-officio:

@Heather Greer Klein

Agenda

  • Changes to the agenda?

  • Board roles: still need Treasurer, defined finance subcommittee

    • Big thank you to Julie for being chair elect!

    • Finance will be Kirsten, Christine.

  • Apereo process update

    • Partner Voting tally: 7 voted of 27; messages out today with full details and direct link

    • Draft application reviewed

      • Add information about Samvera Foundation name in our LLC.

      • Heather will share with Patrick to get the feedback

  • Board special election update

    • One self-nomination, three people we are aware of are considering nomination. Goal to close at the end of next week and start the voting process.

  • Recap of IOI Hyku conversations and next steps discussion

    • Broken out into two areas: decision-making, and sustainability. Want to feed this into the Partnership review conversation. Will have some information to bring about Hyku sustainability and shared staffing costs.

    • Hyku is especially focused on shared funding of development work. Notch8 has put excellent work into calcuating numbers for the unfunded development work they did last year, and what it would take for needed work to become easier to install and competitive in the market to be funded over three years. Unfunded work happening at the consortia partners as well; will ask for their calculations.

    • Both decision-making and sustainability conversations will continue in further meetings even though the IOI facilitation is finished. Will need to finish developing a solid budget for what is needed to fund maintenance work and shared staffing.

    • Need a holistic approach now with Hyrax and Hyku, what is aligned, and what is different about Hyku and what is different about Hyrax.

    • The overhead of working with the Hyrax main codebase is hard right now.

    • Are the difficulties we are having in this alignment telling us something? What are the pros and cons of each approach? If Hyrax users want the updates that Hyku could do, how do we make a path for that? Conversation about how difficult that overlap is, where it happens, and how to be intentional about it. What is the venn diagram of Hyrax and Hyku, and what is the shared core between the two? Who would be part of that conversation? Partners meeting, Roadmap alignment? Can take this to the Tech Coordinator and POs. What is the incentive to package Hyku product features for Hyrax? Hyku sees it as giving back, and that if people want features to get them into that part of the code.

    • Paul has had a hard time getting things back into Hyrax, even with an incentive to do so. How do we make it easier or more possible to get code back into Hyrax from institutions, service providers.

    • Want to get core functionality, that keeps us competitive, into both Hyrax and Hyku. Bulkrax is a good example of the things that are crucial. Need to be able to help to migrate from another system, not have it be so expensive and intimidating.

    • Bulkrax fundraising: still need $13k to include Phase 2.

    • How can we increase technical engagement? Would it help with the intimidation factor for new devs? Paul: in other projects devs engage via PRs, they start with the code as an entry point, an issue and a PR, not a Slack channel or community. Low interest in that kind of community engagement, they just want to engage via GitHub.

    • Can Rob proactively reach out for locally developed things to bring in, directly inviting devs? Would that help with devs who have code that is not back into main? Anything we can do to our GitHub organization that will facilitate this kind of dev engagement?

    • Could surveying who has done what be part of the roadmap alignment group work?

    • This conversation will need to continue and has uncovered some areas of complexity. Will continue to see what comes from these Hyku groups as the grant wraps up.

  • Checking in on Partner activity

    • Partner engagement up overall last year

  • Partnership Review Working Group

    • Board volunteers are overcommitted until summer. Discussed moving the meeting portion of the work to the summer, and Heather can work in the spring on recruiting and gathering feedback from current, former, and potential Partners.

    • Will ask list of Partner candidates to join the group, or if not for feedback on Partnership

    • Reviewed notes for Heather’s pre-work, and the IIIF Consortium new membership structure. What can we learn from it for Samvera?

    • Would be interesting to develop three possible models and see what feedback might come from that

    • See if there is anyone from the original governance group who could take part

    • Also are there ways to contribute through consortia? Will also talk about what would make sense there. Could recognize those contributions as a consortial contributor, service platform contributor. We know of at least one large institution that would prefer this approach, via their consortium.

    • Heather will rework this with the plan to convene after Open Repositories. Will see what pre-work can be done.

  • Next steps for a spring CNI proposal/advocating for them to host an OSS discussion series

    • Parking lot for this; Kirsten will send an email to start a conversation.

  • Other updates

  • Agenda items for next month’s call: Apereo next steps; Hyku conversations

  • Date of next Board meeting: March 19th

  • Reference docs