2026-05-21 Product Council Agenda and Minutes

5 - 10 min

Welcome & Announcements

Jennifer

• WolfCon 2026

  • Pre-conference sessions posted

  • Require separate registration and are in-person only (Prague)

  • ~100+ submissions received

  • Agenda expected mid–late June

  • Registration codes being distributed (contact Jennifer if needed)

• Calendar Calming Week

  • Next week: no PC or planning meetings

  • Many working groups also on hiatus

5 min

Liaison updates

CC: No meeting this week

TC: Some continued discussion of some deployment configuration standards; no special topic discussion.

RMS: No meeting this week.

Housekeeping

10 - 15 Min

Introduce New Decision Logging Approach

@Jeremy Huff @Caitlin Stewart

Change in approach

• Moving from manual decision logging → automated via Confluence

• Note-taking template will include a decision macro

• Decisions entered in meeting notes will auto-populate decision log

Agreements

• Add standing agenda item to capture:

  • Asynchronous (Slack) decisions

• Record async decisions in next meeting notes to ensure inclusion in log

Updates on Active Initiatives

5 min

Review Working Group Update Schedule

@Jeremy Huff

Better Sample Data

• Ongoing work; no major updates

• Next PC update: July (mid–late)

Community Priorities Dashboard

• Preparing to request updated priorities from SIGs

• Timeline:

  • Documentation feedback → early June

  • Call to SIGs → mid-June

  • SIG updates → ~1 month

• Goal: readiness before WolfCon

Release Management & Communication

• Next step:

  • Present proposal to Community Council

• Scheduling challenges getting on CC agenda

• Next PC update: early July (likely July 9)

New Topics

10 - 15 min

Review of SIG Liaison Responsibilities

All

Current Issues Identified

• Documentation is outdated

  • References roadmap (no longer central)

  • References monthly reports (no longer standard)

• Responsibilities are unclear or unrealistic

  • “Health checks” undefined

  • PC cannot allocate developer resources

• Workload imbalance

  • SIG conveners and PC members both overloaded

  • Liaisons often unable to fulfill expectations fully

• Onboarding gap

  • New PC members lack clarity on liaison role

• Process drift

  • Significant gap between documented responsibilities and actual practice

• Need to reduce SIG overhead, which includes:

  • Prioritization work (especially in Jira)

  • SIG reports

  • Repetitive documentation tasks

  • Work prepared for development that never happens

• Expectation mismatch

  • Community expectations exceed what PC can control (especially resources)

• Communication gaps

  • Need clearer messaging on what PC can/cannot do

  • Purpose of prioritization, distinction between that and SIG reports

Key Takeaways

• Liaison role remains valuable but needs:

  • Updated scope

  • Alignment with current processes (e.g., priorities dashboard)

• Consider:

  • Delegating liaison responsibilities beyond PC members

• Need to reassess expectations for both:

  • Liaisons AND SIG conveners

Discussion Highlights

SIG priorities & dashboard

• Value in having a compilation of the community’s most important issues

  • Informative for POs, implementers, etc.

  • Creates a central high-level view of the project not easily available elsewhere

• Expected to become easier to populate and maintain over time

• Possibilities for expansion:

  • Guidance for development contributions

  • Potential funding targeting

  • Building investment narratives

• Consensus: keep and support

SIG Reports

• Value unclear

• May duplicate other communication channels

• Action needed: evaluate continuation vs elimination

Major Concern

• SIGs produce work that:

  • Is not developed

  • Must later be redone

• Result:

  • Frustration and burnout

10 - 15 min

Community Directed Development Framework MV DIP

@Jeremy Huff

There wasn’t much time for this discussion after the previous topic. Brief comments included:

• The nature of the envisioned DIP doesn’t lend itself well to a minimally viable version

• Is it clear what problem the DIP is intended to solve?

• Some concern that it recreates a development process we already sort of have in place

• Meanwhile, a clear problem is a mismatch between community expectations and what PC, TC, etc., are capable of doing re: development

Planning

5 min

Newsletter topics

-

10 min

Define agendas for next 2 meetings

• Check Jira board

• Check Calendar

• Seehttps://folio-org.atlassian.net/wiki/x/koARJQ