2026-07-06 Resource Access Meeting Notes

Date: Jul 6, 2026 

Recordings

NOTE: RESOURCE ACCESS SIG USES EITHER ZOOM’S AI NOTES FUNCTIONALITY OR MICROSOFT COPILOT TO PROCESS THE TRANSCRIPT. If you would prefer that we do not use AI any session you attend, we are happy to! Please alert the convener at the start of the meeting.

Find all recordings here: https://recordings.openlibraryfoundation.org/folio/resource-access-sig/ (pw: folio-lsp)

Zoom

https://zoom.us/j/337279319 (pw: folio-lsp)

Attendees

@Scott Peterson

@Katie Rahman

@Jacob Dudley

@David Bottorff

@Heather Dolson

@Martina Tumulla

@Olga Kalachinskaya

@Holly Mistlebauer

@Amelia Sutton

@Erin Weller

@Karen White

Discussion Items:

Meeting Notes

AI-Generated minutes (pardon any errors)

• Administrative Announcements and Calendar Adjustments (00:11:04 - 00:12:33)

  • Susan announced that the upcoming meeting originally scheduled for Thursday, July 9th, would be canceled.

  • The group briefly evaluated the docket for the subsequent meeting on the 13th, with Susan and Katie Rahman noting that no formal agenda items had been established yet, prompting Susan to advise members to stay tuned to Slack for scheduling updates.

• Proposed Shift in Meeting Frequency (00:12:33 - 00:22:09)

  • Susan raised a proposal to reduce the standard meeting cadence from two sessions per week down to a single weekly meeting, citing that the extensive JIRA ticket review project was complete and the FEFINE subgroup had officially gone on hiatus.

  • Susan provided historical context, explaining that maintaining two weekly placeholders often resulted in frequent cancellations, which disrupted scheduling predictability and calendar efficiency for the members.

  • The group debated the merits of keeping Mondays versus Thursdays. David Bottorff pointed out that Thursday meetings face significantly fewer disruptions from US holidays compared to Mondays. Jacob Dudley and Katie Rahman noted that the Monday slot overlaps directly with the Reporting SIG, while Thursdays overlap with the Metadata Management SIG.

  • Susan highlighted an additional administrative burden with Monday sessions, noting that compiling and distributing agendas before the weekend is difficult. Since European colleagues typically conclude their work weeks by Friday noon, Monday morning agendas fail to reach them in a timely manner.

  • Olga supported moving to a single Thursday meeting but advocated for retaining the Monday Zoom slot without an active calendar invite so that future subgroups could easily meet without conducting new scheduling polls. Susan agreed to this compromise, confirming that the Zoom code would remain active while the official invitation would be stripped from calendars. David Bottorff noted that open calendar slots are inevitably consumed by other meetings, but agreed the approach was practical.

  • During this debate, multiple members utilized the chat to log their preferences, with David Bottorff, Scott Peterson, and Katie Rahman voting for Thursdays, and Heather Dolson expressing general agreement with the proposed framework.

• Comprehensive JIRA Ticket Review and Next Steps (00:22:09 - 00:31:02)

  • Susan summarized the final outcomes of the JIRA ticket review subgroup, which had been meeting bi-weekly for 18 months (since early 2025). The effort initially began at the request of Steph Buck (Product Owner for Vega) to clean out legacy Vega tickets that were four or more years old, before expanding to include Volaris tickets and other Resource Access (RA) adjacent issues compiled by Khalilah.

  • Out of approximately 461 total tickets tracked across three distinct spreadsheets, many were closed during the initial review phases. Susan noted that the latest batch slated for closure contained 41 tickets, down from an initial 42 because a specific ticket regarding expanding notice options to text and print was rewritten by Steph Buck, moved into formal refinement, and designated specifically for text notices.

  • Susan pasted an Atlassian filter link into the chat at 00:22:32 and a Google Drive folder link at 00:27:12 containing the individual tracking spreadsheets (Vega, Volaris, Remaining Tickets, and a Combined master sheet) to allow the full committee to review the items before final administrative closure.

  • Susan outlined her future vision for the remaining open tickets, proposing to ingest the spreadsheet data into an AI tool to identify thematic overlaps, which will allow the SIG to condense, combine, and merge separate entries since the development work will likely be executed in unified blocks.

  • She noted that Katie and Cornelia had embedded detailed commentary within the spreadsheets regarding tickets that require further investigation or cross-functional discussions with other SIGs.

• Meeting Wrap-Up and Agenda for Next Session (00:31:02 - 00:33:02)

  • Susan reported that she is actively finalizing the gap list and establishing its prioritization structure, which will serve as the primary focus of the next gathering.

✅ Decisions Made

• Reduction of Weekly Meeting Cadence

  • Decision: The SIG will transition from meeting twice a week to meeting once a week, preserving Thursday as the standard active session day.

  • Rationale: The completion of the 18-month JIRA review and the hiatus of the fee/fine subgroup eliminated the need for two hours of weekly meeting space. Thursday was selected because it encounters fewer holiday cancellations, eliminates Monday conflicts with the Reporting SIG, and allows the chair to distribute agendas ahead of the Friday afternoon logging-off period for European members.

• Retention of Idle Monday Zoom Infrastructure

  • Decision: The Monday meeting invite will be deleted from the community calendar, but the underlying Zoom link and schedule configuration will remain active.

  • Rationale: This preserves an established meeting space for ad-hoc subgroups or future specialized teams, allowing them to convene instantly without the administrative friction of conducting a new Doodle poll, while successfully reclaiming unneeded time on the general membership's calendar.

• Extension of Review Window for Flagged Tickets

  • Decision: Final administrative closure of the 41 identified tickets will be deferred until the next meeting.

  • Rationale: Given the low summer attendance and ongoing July vacations, extending the review window ensures that absent stakeholders have ample opportunity to examine the spreadsheets and voice objections before tickets are permanently retired.