2025-03-18/19 CC, PC & TC chairs and Officer In-Person Summit

Date: 2025-03-18 (full day), 2025-03-19 (morning)

Location: Cornell in Washington, DC, USA

Present:

• Caitlin Stewart (PC co-chair)

• Simeon Warner (CC co-chair)

• Shawn Nicholson (CC member)

• Stephen Pampell (CC member)

• Jesse Koennecke (FOLIO SMLLC Manager)

• Kirstin Kemner-Heek (CC member, FOLIO SMLLC secretary)

• Jenn Colt (TC co-chair)

• Maike Osters (CC member)

• Alexis Manheim (PC co-chair)

• Tom Cramer (OLF President)

• Mike Gorrell (CC member)

• Christopher Spalding (CC co-chair, OLF secretary)

• Joseph Grobelny (CC member)

• Boaz Nadav Manes (CC member)

• Kat Berry (Treasurer)

• Rachael Kotarski (CC member)

Regrets, unable to attend:

• Craig McNally (TC co-chair)

• Edwin Pretz (CC member)

• Johanna Radding (CC member)

Goals

• Establish budget priorities and financial sustainability plans.

• Define a clear vision for the FOLIO community’s future.

• Evaluate structures for sustainability.

• Develop strategies for outreach, membership growth, and engagement.

• Align membership levels and funding models with community needs.

• Strengthen collaboration and contributions beyond existing commercial partnerships.

Outcomes and action items

• Consensus in discussion that the community should have have a key role in the sustainability of FOLIO. We need to better articulate what is needed for sustainability and need to increase funds raised. This will best be done by increasing community participation with a broader base of institutions.

• Eligibility for Council elections

  • AGREEMENT of CC by vote that we are OK to encourage representatives to stand for Council positions with a promise of FY26 membership (membership is a requirement to be seated). Decision reflected in https://folio-org.atlassian.net/wiki/x/CgBhNQ?atlOrigin=eyJpIjoiN2ZjZDA2MmFlYjYzNDc4ODkyYzMxZmY3OGMzMTk5MDMiLCJwIjoiYyJ9

• Small group to develop short-term FY26 changes in membership model/levels - Simeon (lead), Kat, Steven, Kirstin.

  • Think about a mechanism for collecting information about contributions (perhaps option for MOU or other reporting)

  • DONE - Agreed new contribution level in 2025-04-14 Community Council Meeting Minutes , described on https://folio-org.atlassian.net/wiki/x/Y5p

• Longer term contribution/membership/budget/community responsibility modeling - Christopher (lead), Kat, Simeon, Shawn, Mike

  • Suggest P&L approach breaking down income streams and expense types for dev/maintenance/infra/etc/

  • Christopher (with input from Mike) to do pre-work on costs

  • Start after April

  • STATUS?

• Develop approach to measure what the community does and how much it costs now - Tom, Jenn (lead), Shawn, Kat (fly on wall)

  • Want to develop process for ongoing measurement

  • Counting has implicit suggestion of what has value

  • IN PROGRESS - Group formed, collected some data and had initial discussion

• Form group to create a vision for how to cultivate an active healthy software development contribution network: Mike (lead), Boaz, Stephen, Christopher

  • First draft by April 28 CC meeting

  • IN PROGRESS, see

    and discussion https://folio-org.atlassian.net/wiki/x/AYCROQ

• Group for vision statement - stephen (lead), joe, shawn/claude, jesse

  • Deadline 14th april to share at CC meeting

  • Christopher will ask whether Hannah Murphy can join

  • DONE - Adopted new vision and mission at https://folio-org.atlassian.net/wiki/x/EYArO , now reflected on https://folio.org/about/

• TC is working on plans for app approval process; still need to get around to platform definition but will likely deal with bugfest and testing plans first

  • Ongoing

• Agreement that it is too early to ask PC to do further work on App grouping. TC is currently working on App specification and these proposals will come to PC for review, app by app.

  • No action required

• Refinement of letter to non-member institutions - Shawn, Joe, Kat

  • Include possibility of end-of-year donation

  • IN PROGRESS - Letter

    created and agreed https://folio-org.atlassian.net/wiki/x/AoAfO but not sent pending assembly of mailing list

• End of year contributions to be pushed via the OLF newsletter. Ask to Hannah Murphy (Christopher) to include.

  • STATUS?

• Line item contributions via EBSCO and IndexData hosting

  • Need a description of how funds used

  • CC needs to send to vendors as proposal

  • Naming: 

    • Suggest not membership

    • “Free as in kitten not beer fund”

    • Community operations / test env. / sustainability

  • Scope questions

    • Does it include support for staffing?

    • Need to think about longer term plan so we don’t keep coming back with additional asks

  • WORKING GROUP formed 2025-04-14 Community Council Meeting Minutes : @Simeon Warner (facilitator) @Boaz Nadav Manes @Johanna Radding @spampell

  • Timeline: before WOLFcon

• Develop plan for developing blueprint for FOLIO community and software ecosystem and marketplace - Tom (on the plane)

  • Want to have timeline of when things need to be developed

  • IN PROGRESS - See

    , shared with community and see2025-04-14 Community Council Meeting Minutes for inconclusive discussion

The Community Council will follow up on actions