2025-05-12 Meeting notes

Reminder:  Please copy/paste the Zoom chat into the notes.  If you miss it, this is saved along with the meeting recording, but having it here has benefits.

Maccabee Levine

Tod Olson

Jakub Skoczen

Craig McNally

• CC:  Maccabee Levine:
  • Elections: Nomination form going out today.
  • Budget.  Three scenarios based on approved ($360k) vs projected/requested ($480-500k) AWS expenses.  The latter two both eat up (partially or totally) the reserve fund.
    • For the larger budgets ($480k and $500k), EBSCO was willing to cover some of those costs which have historically been paid by them.  Bugfest and performance line-items are about $100k itself.  But Kat understood something different from Yogesh. 
    • Under current budget cap ($360k), nothing(?) new being approved because of the cap.  New proposal opens up the cap.
    • There is also still discussion in progress about organizations for dev teams paying for their own AWS envs.  On prior discussions, EBSCO had suggested adding some new items to community funding, which cancelled out the benefit.  Sunsetting AWS funding (for dev environments?) at a particular date, i.e. end of FY26, could force a solution before then.
    • Approved a $380k budget for now, contingent on EBSCO confirming they continue paying that $101k.
  • Vision statement: Strong vote (8-1) for "directs" over "guides" the development of FOLIO, that that should be the aspiration.
  • FOLIO Contribution Network (link not public yet)  A way for organizations to get paid for maintenance activities.  But will be shared after CC discussion on the 23rd.
• PC: Tod Olson - Marc Johnson: Jenn Colt
  • Eureka rollout.  Discussed PC request to not release Sunflower until all early adopters signed off.  Productive discussion on where hosting providers need more time.  Conclusion was that at this week's tri-council meeting, Jeremy will outline what the needs would be to support Okapi beyond what EBSCO can; discussion on how realistic that is.  Concern that once Trillium comes out, no Okapi version would be supported.
• RMS Group:
  • Meeting this Friday for the go/no-go on Sunflower.
• Security Team: Craig McNally:
  • FYI:  We are trialing a new tool (https://semgrep.dev/) to compliment snyk.  It's free for public repositories.  A PoC has already identified a few things snyk has missed.  Julian Ladisch is working with admins of the folio-org GitHub organization to get this hooked up.
• Eureka Early Adopters:  Craig McNally:
  • Latest status updates can be found here , spreadsheet there is up-to-date
  • TAMU has a working platform-minimal, with UI up.

• 14 May 2025 - No meeting, since Tri-council the following day.
• 15 May 2025 - Tri-council meeting (quarterly)
  • PC time slot (10 AM ET)
  • https://zoom.us/j/867230970
  • Agenda/Notes:  2025-05-15 Tri-Council Meeting notes
• 19 May 2025 - Regular TC meeting
• 21 May 2025 - Dedicated Discussion - TBD
• 26 May 2025 - Regular TC meeting
• 28 May 2025 - Dedicated Discussion - TBD
• Dedicated Discussion Topics:
  • Environmental variables - Kevin/Sysops
    • inconsistencies among variable naming across modules
    • Ingolf will address this in Sys Ops SIG
      • 2025-05-07 Sys Ops & Management SIG Agenda and Meeting Notes
        • some problems with increased memory (from Q → R) and JAVA_OPTIONS parameters.

          Many modules have to be adapted for more memory. Many out-of-memory events and heap-space events.

        • problems with the ENV variable. Kafka topics use that and also the Elasticsearch index.
          • Maybe the ENV variable should be named better. Maybe it should be only for Kafka. It is not good to use the ENV variable for two purposes.
          • Upgrades get broken if you don't change the value of ENV between releases on a muti-tenant system.

        • env variables with dots: e.g. okapi.url , tenant.url, kong.url , am.url . This is inconsistent and can cause errors.

        • For mod-fqm-manager, there are lowercase variables with dots.
    • where are the pain points ? What problems have system admins encountered ?
    • variables with different names in different modules, but which express the same quantity
    • inconsistent naming (KC_, KEYCLOAK_, ...)
    • 2025-05-12 Sysops did have this discussion, Ingolf Kuss will share the notes in Slack.
  • Developer Advocate
  • Evaluating existing modules
  • Communication plan to promote updates to OST pages
    • Need to update OST pages with communication plan changes
    • Need a retro on changes to OST(?)
  • TC Roles and Responsibilities
    • Has this been influenced by CC adopting a vision statement that the community should direct FOLIO development?
  • FQM RFC
  • WOLFcon Planning
  • OST discussion around the Grails 7 and Java 17 issues; get to talk to the stakeholders
    • there might be a securiry issue to it
  • Issue about the Eureka release schedule - do we want to come back to it ?

All

• Check in on documentation updates - Joshua Greben
• Joshua Greben went through all the pages, removed GitHub references and changed to refer to wiki.  Should be done.
  • TC members should review.  Circle back next Monday.
  • Joshua Greben will reach out to the authors of the RFCs in GitHub to retroactively add (stub records) on the wiki, linking out the RFC.  Example in RFC log entry for application formalization.  You need some metadata (which is already on the template) for it to show up in the list.

Previous:

• Maccabee: We had some action items. Someone needs to post it the the Product Owner's channel. That is a private channel. The posting is the only ToDo left.

Today:

• Where does this stand? - Jenn Colt did this

Deadline for submissions has been extended to 16 May 2025 (this Friday!)

TC (Tod Olson) submitted two proposals

• Architectural blueprint / state of Eureka
• Technical debt.  Not listing, but brainstorming how to address it.
  • Maccabee Levine Possible overlap with Contribution Network idea?
  • Jenn Colt The application marketplace proposal may also be related.
  • Maccabee Levine will ask CC channel whether they will be discussing any of this at WOLFcon.

Review decisions that are in progress.  Can any of them be accepted?  rejected?

Currently there is a PoC, developed by Maccabee Levine, of a utility to catalog Github PRs that have been labeled with the "breaking change" label. We would like to get developer feedback on the feasibility of this label being used more often, and the usefulness of this utility. 

Previous Notes:

• A workflow for these pages. When do they transition from one state to another. Do we even need statuses at all ?

Stripes architecture group has some questions about the Poppy release.

Zak: A handshake between developers, dev ops and the TC. Who makes that decision and how do we pass along that knowledge ? E.g. changes in Nodes and in the UI boxes. How to communicate this ? We have a large number of teams, all have to be aware of it.  TC should be alerted that changes are happening. We have a couple of dedicated channels for that. Most dev ops have subscribed to these channels. How can dev ops folk raise issues to the next level of community awareness ? There hasn't been a specific piece of TC to move that along.

Craig: There is a fourth group, "Capacity Planning" or "Release Planning". Slack is the de facto communication channel.  There are no objections to using Slack. An example is the Java 17 RFC. 

Craig: The TC gets it on the agenda and we will discuss it. The TC gets the final say.

Marc Johnson: We shouldn’t use the DevOps Channel. The dev ops folks have made it clear that it should only be used for support requests made to them.

Jakub: Our responsibility is to avoid piling up technical debt.

Marc: Some set of people have to actually make the call. Who lowers the chequered flag ?

Craig: It needs to ultimately come to the TC at least for awareness. There is a missing piece. Capacity Planning needs to provide input here. 

Marc: Stakeholders / Capacity Planning could make that decision. Who makes the decision ? Is it the government or is it some parts of the body ?

Marc: the developers community, the dev ops community and sys ops are involved. For example the Spring Framework discussion or the Java 17 discussion. But it was completely separate to the TC decision. It is a coordination and communication effort.

Marc: Maybe the TC needs to let go that they are the decision makers so that they be a moderating group.

Jakub: I agree with Marc. But we are not a system operating group. Dependency management should be in the responsibility of Release management. There are structures in the project for that.

Jason Root: I agree with Jakub and with Marc also. Policies should drive operational/release/support aspects of Folio.

Jason Root: If the idea of “support” is that frameworks are supported, then of course the project should meet that.

Marc Johnson
Some group needs to inform OleksAii when a relevant policy event occurs.
These documents effectively ARE the manifestation of the policy.

Craig: This is a topic for the next Monday session.

Craig to see if Oleksii Petrenko could join us to discuss the process for updating the officially supported technologies lists.

Possible topic/activity for a Wednesday session:

Discuss/brainstorm:

• Ideas for the type of developer-facing documentation we think would be most helpful for new developers
• How we might bring existing documentation up to date and ensure it's consistent 
• etc.