2024-12-02 Tri-Council Chairs Meeting Notes

Member meetings

@Alexis Manheim

Some people mentioned that they did not know about the member meeting, because emails (to folio-members list) went to the wrong people. How would we more reliably communicate with interested people at member institutions? Should discuss on the officers call with @Kemner-Heek, Kirstin who maintains this list – the list might not change but we might need to coordinate with any other

• Could create a new slack channel

• Could ask for additional institutional contact or 2 for folks interested in membership ideas (which might then mean a separate list)

• Should there be engagement from the councils other than CC? If only reason to get involvement is membership then mainly CC, but should have other council members involved at least

• Was discussion on the officers' call but not conclusive

Discussion:

• The current folio-members list is really billing/institutional contacts

• Who do we want at a members meeting?

  • There is a distinction between folks who make decisions about becoming or staying a members and those who are interested in governance

  • An option would be to not target are particular group with an invitation but instead write a good description of the intended topics and share broadly – try to be frank about who we want to come

  • Might still want to reach out to representatives of institutions that are not currently members

• AGREEMENT that we will try to be more specific about the purpose of the meeting next time: to attract new members and increase engagement of existing members. Then advertise broadly in addition to specific invitations to non-member institutions

Tri-council meeting Monday 2025-01-13 10am ET

We should plan the upcoming tri-council meeting… focus on Eureka:

• Present information about transition to Eureka

  • Ack. changes such as reduced maintenance and testing load (multiple environments)

  • Ack. changes in support

  • Getting this big architectural change through will necessitate circumventing some usual TC processes

  • Cost implications of timeline for support of both Eureka and Okapi

• Ask the three councils to take back to their next meetings and endorse the release schedule for the move (expect concrete proposal to come from TC)

  • TC and PC will need to update processes to deal with Eureka modules

  • All councils should think through impacts

• ACTION - @Jenn Colt and @Craig McNally will continue work with TC on plan/timeline and sketch meeting agenda ready for our 2025-01-06 meeting

Community Update Forum 2024-10-24 and next one

Reflections on 2024-10-24 Community Update

• Feeling that attendance is not great but we don’t know how many people look at slides or view recording

• Recording up on YouTube https://youtu.be/l3nnd5zfT0s?feature=shared and 78 views so far

• We think the updates are a bit boring, could combine or alternate with some topical discussion

• Who/what are these meetings for?

  • Early on in the project these were to project community health and progress

  • Now: why community is important and why being part of the community is important

Schedule and plan for next Community Update

• Schedule for April 2025 then decide whether to keep 2/year or just alternate with WOLFcon

• Get a new member to share experiences

Governance Model Review

Discussed in CC https://folio-org.atlassian.net/wiki/x/AoCkHQ and have created a google docs copy for discussion

In-person CC + chairs meeting

Discussed in CC https://folio-org.atlassian.net/wiki/x/A4CfIg – thinking Feb/Mar/early-Apr in DC – Simeon/Christopher/Caitlin working on possible dates