2023-08-25 Meeting notes

WOLFcon debrief

@Tom Cramer 

• 162 attendees at site, ??? online, 

• FOLIO is the dominating project

• KKH: Overall excellent conference:  was well organized, good topics. could we do better tracking? Could we have longer breaks. Room for small groups to talk, 

• Ian: good for general understanding and where the focus is. Very good confernce

• Simeon: size of conference is good. How can we motivate more people speaking up?

• Edwin: Excellent confernence. As a new member: good open discussions - issues have been addressed

• Maike: GOKb imterest has risen - good talks and good that GOKB was on the agenda

• Simeon: Echo from Damien Katz: was good to have VuFind track as well

• Mike: after a late planing start everything came out very well

• Paula: The advantage of f2f is really given! It makes a lot of difference

• Christopher: Execellent confernce, Jesses did a very good job - expecially with the planning group, 

• Tom: Maybe give smaller projects more room by not placing the session beside big FOLIO sessions

  • Improvement with virtual attendance needed: mics, etc

  • Focus on workshops could be expanded: marketing, development

  • Charge for virtual attendees? To prevent people are not coming in because of budget reasons

  • Sponsor for vitual attendance (VA)

  • Have a moderate rate for  VA

  • Pick the f2f2 location carefully for good reach and being not too expensive

  • F2f is necessary for keeping the communities going and find people to step into responsible positions and birng the project forward - building trust and motivation

• Lightning talk: 30 minutes habe been a surprise - maybe 10 minutes? 

  • quick updates - format might need more specs?

• Attendance of Clarivate and OCLC legitimizes the openness of the Wolfcon format

Possible LC IDIQ

@Simeon Warner 

• IDIQ - Indefinite Delivery, Indefinite Quantity Contracts

• LC is thinking about having some default contracts with various vendors to do some certain piece of necessary development (for the community as well). The contract doesn't specify the scope or content of work. That is lined out later with each vendor.

• Can FOLIO SMLLC be a vendor in this scenario? 

• Challenge: who will work with the vendors in this area?  Has the OLF funding? What needs to be charged?

• Revenue generating vehicle for the SMLLC

• Subcontracts to organizations: FOLIO SMLLC would be a sub contractor funded by LOC and would task appropriate others with some work

  • quite very complex for volunteer SMLLC officers

  • Index Data, K-Int, EBSCO  would be very interested in this kind of collaboration - especially because of the liability piece 

  • Edwin:  from a service providers standpoint we need a general agreement and action to solve some severe issues that are underlying the functional scope - that needs to be solved as a general effort - we can't neglect this issues in lieu for the interest of big libraries wanting to get "their things done"

    • Action item: good topic for the next meeting or the tri-council meeting

  • Decision to be made:

    • FOLIO SMLLC need to reply to the IDIQ

    • FOLIO SMCC does not reply itself but is supporting another vendor in doing so

  • CC  should see a draft contract before making a decision - Simeon will go back to LOC (Caitlin) and follow up with her - DONE. shared CC discussions with Caitlin 2023-08-31

CC size

@Simeon Warner 

Should we change the governance model to slightly reduce the size of CC (from 15 to 13, and corresponding quorum chance) given limited interest in elections and departures? See FOLIO Governance Model#Charter

• Decision: 13 members and quorum of 7 - align with PC and TC: Action item for @Simeon Warner : write up the change and let it discuss and ratify with other councils

• The CC is worried to find enough new members to fill in the vacant seats in the next election period - Tom is proposing to find a solution here

• Paula will leave definitley, Dracine has/ will leave as well

• Balance the need for experienced, qualified  members and people "sitting forever" in their positions

• Action item: Tricouncil Meeting in afternoon

@Kirstin Kemner-Heek 

What do CC members expect from next years work and what do they want to bring in? Can we collect the most important topics and go forward with them?

• Make the community developer advocate happen!  

  • Add a certain timeline to decision making - have a defined decision framework → how to get there?

• Meaningful meetings

• Health check: follow up of action items and end every initiative properly with an decision or a task - follow up on them and make things happen 

• Missed topics: like MOU for contributions:   CC needs to come to an agreement about this topic first → action item: summarize the need and put it on CC's agenda

• productive governance structure

  • activating the members  - how?

• Result: Give the council a strategic agenda for their election period and follow this up

  • do a retrospective before starting freshly

  • check after 6 month

  • Have a backlog and maintain it

  • Asking people to report to CC where appropriate: like the future developer advocate

  • Have a "carry forward" area in the minutes

  • Add the CC calendar to the minutes

• What helps the developing parties (vendors) 

  • K-Int: why do we have the scratch environments → how can FOLIO be run in individual environments? Would reduce costs

    • would make development much easier

      • CC would need more background abou this to find a way forward

    • Transparent cost models to maintain an app  - 4 people to maintain an app over time 

      • CC needs to have transparency about those costs and sees ways to support this?

      • MoU for maintenance could be a way the CC would want to engage? Action item; on agenda of a next meeting with additional technical background information

  • EBSCO: 

    • Agrees to the point above

    • Hosting / Developement needs additional documentation for sustainable maintenance and transparent information about changes of scope and resources (e.g. people leaving)  → Action item for CC

    • Develpment is never "done"  - commitment is needed: test coverage, health check, liability, documentation

• How can we start to surface and manage the most importatn issues of the product and the community?

  • Goal for the next year

  • Define this nearer in the Tri-Council Meeting and take away action items

    • break it down in doeable chunks

    • Architectual evolution: Define and realize a process to solve the defined issues as a CC task (together with others) 

  • How can we make the community early and effective aware of known issues?

    • Find a critical mass

    • Identify systemic issues earlier

    • Roadmap analysis is key on a regular base 

    • PC had a prio group  with a concept: Demo to PC with invitation to CC (May, 19 2023), Wiki page:  FOLIO Prioritization and Roadmap Working Group, WolfCON 2023 session:

    • Transparency as a key word

      • What will come out of it?

      • How many resources are at the project?

      • Who understands the full scope?

        • Integrate the Release Stakeholder for updates

        • Integrate the main developing partners with updates

      • Right now, these information is already somewhere, but it is often not accessible to the councils and mainly not to the CC (on managment level)

      • Community process should contain not only the gathering of ideas but more: Reason, POC, Community Approval → means: write a proper document → tie it to domains and add swim lanes for features → work for SIG's?

        • → give intitiatives to the responsible SIGs and Councils for transparency (not for decision)

        • Even if everything is in Jira: update to the community on behalf of the Jiras

      • Action item for CC: Community communitcation norms  - subgroup?

        • Subgroup: Tom (Kickoff), Ian Christopher , member PC + TC

      • Result: idea about changing the ask on SIG's!  Information and discussion in the SIGs and a transport of summaries to upper levels

Community survey

@Tom Cramer 

Repeat the survey from after Hamburg?

• Things that Could be Better About FOLIO – questionnaire

• Things that Could be Better About FOLIO – results grouped by themes

• Presentation of results

Tri-council meeting today

Topics?

• Architectural evolution: this seems a priority. Do we all know what it is? Do we agree? How can we organize and do it in a deliberate way?

• Elections eligibility: should we stay with the current restrictions on renewal?

Other Business

No meeting next Monday 8/28...! No meeting on Monday August 28, 2023