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2026-03-19 Board Meeting Agenda & Minutes

Samvera Community Wiki

2026-03-19 Board Meeting Agenda & Minutes

 

Attendees

@Aaron Collier

@Juliet Hardesty

@Annamarie Klose

@Kirsten Leonard

@Kate Lynch

@Christine Peterson

@Paul Walk

Ex-officio:

@Heather Greer Klein

Agenda

  • Changes to the agenda?

  • Finances check-in

    • February financial report

    • Not included is OASIS is asking for half of Heather’s costs instead of the full year up front, with the assumption we’ll transition to Apereo.

    • We need to grow our community budget to support shared staffing, alongside growing funds for development. We need community funds to allow for continued or even increased Tech Coordinator work in 2027 and for contracted Product Owners in 2027.

  • Initial invoice outreach message to Partners

    • Reviewed Heather’s usual message template

    • Do we want to add to this to encourage additional funding for shared staffing? Or, is this not the right message to use/not the right timing for that message?

    • Some institutions have indicated they can contribute more but it must be all one invoice, one single contribution. We want to make it clear this is the time for those contributions.

    • Do we want to send a message ahead of this message, from the Board?

      • Yes! With value of the organization and recent milestones.

      • Importance of continuing to support tech coordinator and funded product owners. We won’t have grant money to fund this, we need to fund these positions ourselves.

      • How this has supported the accessibility work. What Valkyrie improves and makes possible.

      • And what do we want to accomplish that is imperiled if we don’t have staffing?

      • Shared staffing can contribute to documentation, training, simplification.

    • Then add to the template to ask if there are additional funds that should be added to the Partner dues contribution.

    • ACTION Heather will start a draft message and share for contributions. Aim to send next week, coming from Kirsten and signed by Board, and including statements from Partners about what the impact has been and could be with momentum.

  • Apereo process update

    • No news yet!

    • Heather will ask them for the template of how they report monthly financials so we can see how they will be similar or different.

  • Checking in on Rob’s work

    • Rob is looking for feedback as things proceed with the Tech Coordinator role

    • Heather’s notes from conversation about Roadmap Alignment and longer term goals for improving software patterns. Paul will follow up with Rob about moving these ideas to small first steps or further plans.

    • Suggested better charter to the Roadmap Alignment Group (see below)

  • Approval for Roadmaps Alignment Group charter update

    • Via discussion with Rob. The group is about alignment, not a roadmap creation and control group. That is not the charter. But, that is part of what they have been doing. Cross-project conversation has been instrumental in moving work forward and should not be lost.

    • Note that such a document is always wrong and out of date. The plan isn’t the point. The thought work of the plan is important.

    • If the board wants a well maintained road map (technical; a marketing version would be a separate work): the group can add a little formality to that at every meeting; ask what adjustments, what changes, updating the document to match reality. Act of doing so does the work.

    • Suggestion that the Board takes ownership of it, check in on it, give feedback.

    • Board could look at that quarterly. Review identified blockers and things that are not moving as expected.

    • ACTION Heather will work with RMAG about how they would like to adjust the charter to reflect both coordination and control of the roadmap, and will share with the Board. Will also talk about it at Virtual Connect.

  • Other updates

    • Virtual Connect CFP is live

    • Latest on the Bulkrax usability community-supported sprint

      • Indiana and University at Buffalo committed today to funding that will complete Phase 2 work!

      • Phase 3 could be pursued later in the year. Some institutions indicated they could contribute in June, or after July.

  • Agenda items for next month’s call: Apereo updates

  • Date of next Board meeting: April 16th (Kirsten will be out, Kate will lead)

    • Parking lot: CNI proposal/advocating for them to host an OSS discussion series