2024-09-27 WOLFcon Tri-Council Meeting

Date: Friday September 27, 1:30pm – 4pm, BST, room G5

https://wolfcon2024.sched.com/event/1eev8/folio-tri-council-meeting

Attendance:

Craig McNally jroot Jenn Colt Julian Ladisch Martin Scholz Maccabee Levine Tod Olson Marc Johnson Ingolf Kuss
Jeremy Huff Jennifer Eustis Brooks Travis Charlotte Whitt Martina Schildt Kirstin Kemner-Heek Caitlin Stewart
Boaz Nadav Manes Christopher Spalding Alexis Manheim Jesse Koennecke Simeon Warner
Ian Walls Maike Osters Kristin Martin Edwin Pretz Owen Stephens

Proposed Agenda:

Time	Topic	Who	Notes
< 5 min	Agree to note taker(s)	Tod Olson Christopher Spalding
15 min (5 each)	Recap of earlier council meetings	Simeon Warner Craig McNally Alexis Manheim	Anything important/noteworthy come up at any of the council meetings? CC: Agreed to fund Dev. Advocate through end of June '25, more below. AWS spending, see below. Member meeting at WOLFcon, where to take this? twice a year, once in-person at WOLFcon, once virtual focus on growing membership How do working groups happen? Spread beyond CC, have CC member lead and recruit WG members from across FOLIO TC: Tri-council meeting prep Discuss next steps for Eureka adoption, including timelines, action items, etc. Raise the desire/need for more awareness of development efforts outside "the community" teams - maybe the CC can help with this. 2-directions: Awareness of development activity occurring at different organizations, and awareness of best practices for FOLIO (languages, frameworks, conventions...) Suggest the idea of periodic meetings to "show and tell"/raise awareness of development efforts - scripts/tooling/modules/etc. Including ideas, and work in progress. Not just finished work Raise the topic of dev team onboarding - is there a better starting point for those wanting to join than the RMS group? Maybe RMS group is the place, but with more involvement from others, e.g. PC/CC? KM: RMS group is currently mainly about managing the timeline. JC: need is to hear what work is intended, understand what other parts of FOLIO will be affected, and how to direct the incoming developer/team Maybe Dev. Advocate has a role Meeting hygiene - TC and PC dipped their toe in the "international meeting times" pool... how'd it go? Next steps? Maybe try alternate approaches: e.g. ask those who can't usually attend council meetings (e.g. Asia/Pacific) to drive this; generate the agenda, and inform the councils when meetings are needed. PC: Gather ideas for what we can accomplish this year used this process last year, had 4 things to work on Two things for this year (large): Funding for community- and institutional-directed development; finding ways to bring institutions together who have common goals and combine funding Tracking enhancements and improvements Need a PC vision for what FOLIO can be create an overarching set of priorities that focus on consistency
30 min	Updates on progress with AWS costs and possible discussion	Simeon Warner Christopher Spalding	AWS spending, agreed to three principles Community should pay for truly shared infrastructure UAT will be part of shared infrastucture Individual development teams should have dev environments funded by their funding agencies Will reach out to dev teams/sponsors currently using shared infrastructure about transitioning to this funding model We can always talk about new projects involving funding, need to have conversations in time for appropriate planning
20 min	Developer advocate role	Simeon Warner Christopher Spalding	Contract is up in mid-October. Focus on the role and funding of it. Agreed to fund Dev. Advocate through end of June '25, to develop success criteria Will be considered in the FY26 budget planning Anecdote: Jeremy has been approached by a developer who is not affiliated with a FOLIO institution, but who would like to contribute.
10-15 min	Update on Eureka / Application Formalization, impacts on community	Craig McNally Jenn Colt	Detailed notes in2024-09-27 Meeting notes (In Person) Impacts showing up in community Need to get current tri-council group to wrap up. Target Nov wrap-up Would like to get Eureka RFC in Want to write a recommendation to adopt Eureka for agreement by other councils write to-do list for successor group JH raises: As point of process, Application Formalization and Eureka seem to be independent and would rather see them considered independently KM agrees that App. Form. seem separate from the infrastructure changes. If tri-council wg is to go forward, would like to know more what you’re agreeing to. 2 points Security implications have an effect on the product in the market place. Application formalization features are an enabler but expect an iterative approach. Eureka seems like runs roughshod over community if adopt first and RFC later CS: from EBSCO perspective, expect the RFCs to come out and that there will be changes suggested that EBSCO would implement OS: application formalization mechanisms will come with Eureka and application bundles will be iterative, but first draft will come from whatever EBSCO provides ML: Vince has been very clear about Eureka enabling a number of things, the detailed implementation of which will be determined by community IW: AM: CS: It seems like this is seen as coming out of the blue, but EBSCO has been talking about a number of these things since Hamburg, so it’s unclear what’s off SW: the carrot seems like community buy-in helps with more swift adoption KM:
10 min	Feedback from the Wednesday member (& perspective members) meeting	Kirstin Kemner-Heek Simeon Warner	What did we learn about what membership means to people and what might encourage membership? This was an kick-off meeting to give something to the members something other than the councils (KK-H) General agreement this was a good idea, short time to implement Next meeting(s): dedicated agenda in advance need to explain difference between general community and Membership, what responsibilities come with membership CC to form an articulation of this and vet with the other councils one goal is more funding and leadership engagement Need way for results of members meeting need to become actionable maybe by funneling to councils want to focus on results councils seem like executive body for the community and membership. In order to be an executive body for the community to be effective is to have resources Idea for further reducing AWS costs Could find member institutions to host some community who have hardware and operations staff to host shared environments? Running of membership meeting Closed to members or open to all? Unclear going forward, this time explicitly sent email to attendees with idea of recruiting some new members Should member meeting be run by members and not by the CC
10 min	Break	All
10 min	How can smaller libraries engage in the community?	Alexis Manheim	What barriers are there to membership (financial, time, etc.) What are ways to engage and drive involvement with small libraries even if they are not members? Not enough of resources (people or cost). We’ll have more as the solution becomes spread across different types of libraries. Engage where they are to see how they can be involved. Ask questions when at the beginning of engagement on where they would like to get involved. New fees model (smaller at first, full after 5 years). Target communications to implemented libraries. Survey engagement. Small library consortium (e.g. an EBSCO consortium). Public libraries group with a liaison to the councils. Engagement, plugin point, for smaller organized groups d groups would be into Community Council. (Colombian User Group, Mid-Atlantic User Group, Small Library User Group, Public Library User Group). Engagement should be outbound from the Community Council.
20 min	Understanding community feelings and desires	Alexis Manheim	In the past we’ve had “what could be better about FOLIO?” surveys Maybe try something new? More specific/focused, perhaps avoid some of the in-the-weeds topics How to make the release process smoother Product quality & testing Etc. PC planning to do CSP retrospective, looking at better sample data Desired outcome: Something concrete like the formation of a working group, etc. Cross council working group to gather information. One person tasked with building survey with engagement from all councils. Add to future Tri-council meeting to make further decisions. Look to pull people from organizations that are not represented on the councils.
20 min	Term limits and council participation	Simeon Warner	General consensus that the term limits are good. Flexibility might be considered, but good to have new rotation (new energy and new ideas). Mentorship of new council members. Noted that as people roll off of council seats, people to tend to continue to engage. Pipeline discussion Reaching out to consortial members, colleagues, how to build a pipeline for sustainability. Question regarding opening up council roles for people outside of community membership End of council seats suggestion; people that show up let’s do the work. Interesting thought, but rejected by current council members as interest in the service model (responsibilities). Nominations committee idea. Articulate that you do not need to be an expert. Leverage past council members for the committee. ACTION ITEM: add to CC agenda to pull together committee.
Time Permitting	Global participation and time zone inclusiveness (PC and TC experiments)	Simeon Warner Alexis Manheim	PC suggestions above noting outreach and offer to other time zones with agenda topics proposals addresses this agenda bullet.