2026-04-16 Board Meeting Agenda & Minutes

Attendees

@Aaron Collier

@Juliet Hardesty

@Michael B. Klein

@Annamarie Klose

@Kirsten Leonard - regrets

@Kate Lynch

@Jessica McMillen

@Christine Peterson

@Paul Walk

Ex-officio:

@Heather Greer Klein

Agenda

• Changes to the agenda?
  
  

• Welcome Jessica and Michael!
  
  

• Checking in on Partner invoicing

  • WUSTL ending partnership as of 2027; we expected this are grateful for their support

  • Expecting that July invoices will come from Apereo

  • No funds additions to regular dues in response to Kirsten’s email (so far)
    
    

• Next outreach message?

  • Possible next focus to longtime implementers who are not Partners

    • Direct emails this time

    • Share Partnership review, fiscal sponsor change, shared staffing plans, virtual Connect?

    • Ask for donation to support shared staffing, invite to participate in or share feedback on partnership review work

    • Could we do both? reach out to those who did not go to virtual connect last year, and then after connect to those who did attend.

    • Focus on specific items of interest to them. Asking them to give what they can, and talk about partnership review and shared staffing impact so far, potential impact.
      
      

• Results from office hours meeting with Katarine Kim from Educopia to talk about partnership review group process, her suggestions

  • 7-10 people is the right number to aim for

  • Those not on the Board will need financials information ahead of time. Will be good timing with Apereo, and having a sense of the budget with them.

  • Develop some example options, that reflect our existing costs. Draft of any service examples (things we could offer with shared staffing contracts, and discounts at different levels)

  • Show in spreadsheet tabs what we need to reach specific goals (for example, specific hours for POs and tech coordinator), and what we would need to generate to get there

  • Start with a grounding session, answer any questions about the financial picture. Forecast the sequencing of how we’ll get to the answer, what the options are to get more information gathering, ideating, decision making, how we will move. 

  • For information gathering participants can talk to membership, potential partners, others in the community, be ambassadors to actively ask questions to get the information they need

  • Can always record the calls. Agreed that 90 minute calls but less frequent could be more attractive.

  • Often people don’t feel equipped without financial context, that will be important. Where we are, where we want to go.

  • Articulate the role of Kristen as chair, Heather as facilitator. Planning meetings to plan for the sessions.

  • Check in, and do 1-5 in the chat for levels of understanding about the context

  • What’s good for samvera might conflict with individual partners or partner types, and acknowledge the tension around what is feasible. 
    
    

• Apereo process update

  • Apereo has email addresses to set up call with their staff

  • Patrick will do a presentation at Virtual Connect about Apereo
    
    

• Other updates

  • Roadmaps Alignment is now Samvera Roadmaps WG

  • Virtual Connect CFP closes tomorrow!

  • Idea from the Hyku group for a virtual open house/open office hours with POs, Tech coordinator, and Community Manager, to promote at virtual Connect. Working with Roadmaps WG on this

  • Latest on the bulkrax sprint

    • Notch8 talking to Oregon, wider community about doing a 2.5 sprint vs waiting for more funds for Phase 3 sprint

  • Heather out April 30th-May 6th (May 5th is Samvera Europe meeting)

  • Talked about events and the gap we’re seeing in in-person space for collaborating on new ideas.
    
    

• Agenda items for next month’s call:
  
  

• Date of next Board meeting: May 21st