2021-06-07 Meeting notes

Date

07 Jun 2021

Attendees

Discussion items

Item	Who	Notes
Communication	Team	This week: Announcing PC and TC Elections; Confirming that we are sending to Slack users' email address (not merging JIRA users to save the headache of de-duplication). Confirmed we will only use Slack; extensive discussion. Harry will grab Slack data tonight and test; will send broadcast Slack message tomorrow encouraging people to vote. Will use #general for announcement and pin to channel. Suggestion to add a "your vote is secret" to the message; was an issue last time. Harry will do. CC update at PC was provided May 20th Should schedule an update to the TC too - @Boaz was to take point. Still to do. - Upcoming conferences: UKSG Annual Conference – 6/30/21 deadline: https://www.uksg.org/form/uksg-2022-call-for-papers (will submit a session similar to what was submitted for the Charletson pre-conference) Ian I will take the lead on this conference Charleston Conference - 7/16/21 deadline: https://www.charleston-hub.com/the-charleston-conference/call-for-papers/ (per-conference submission by Boaz, Paula, Kirstin, Jesse) Charleston session format and threads: https://www.charleston-hub.com/the-charleston-conference/session-formats/ Boaz Nadav Manes has submitted a preconference proposal to Charleston on OSS. It's a workshop. This isn't a FOLIO preso though. UKSG - Ian Ibbotson (Use this one) can help us think about how to approach UK institutions for onboarding as well as grant funding. A personal contact will go farther than a letter for this audience. What conferences do the German members attend? Is there an equivalent to UKSG or Charleston? Answer: Bibliothekartag - German Library Day (June, 16 - 18, 2021, FOLIO + GOKb both on June 18 ) Paula notes that ALA presentation was peppered with questions from small institutions asking about turnkey / hosted services. Need more info on this in future presentations. Boaz will start a Google folder where proposals can be added. NOTE - Our Governance document states: Quarterly the Councils will meet as one group as part of a “FOLIO Community Update”. This meeting will be chaired by the Community Council Chair. The Chairs of all three councils will be responsible for preparing agendas. At least one of these quarterly meetings should be face to face at WOLFcon. When do we want to start this? Q3 (Jul-Sept) Suggestion that it include cross-project topics. Like data integrity. Mike will begin assembling topics.
Onboarding	Team	Onboarding Videos of CC topics - session scheduled for 6/30/2021 Idea from previous meeting - set up a SIG or other type of group to support new FOLIO community members. Help to network and share information. Action item for someone? No discussion.
Update on member invoices	Paula	Have original invoices been sent out? Yes. All sent out. Some have not been received though. For those that have been received, often FOLIO needs to be set up as a vendor. Shares same tax payer ID as OLF, so some extra work needed. Additional funds from recent solicitation? Have received $30-35k in extra solicitations. Note remarkable uptake in China for Membership. 8 institutions signed up. Keven going to talk to national public library in capital soon; expects to have a stronger alliance this year. Will last for many years.
MoU and personnel commitments	Boaz	Update MoUs status (signatures/etc.).: Has been waiting for memberships to cycle through before contacting con
Updates from sub-groups	Team	Resource subgroups: Appeal to current Members (Paula, Dracine, Kirstin, Mike) - letter to members for contributions to bridge current gap sent on Friday May 14, 2021. Summary of responses: TBA by Paula. We will be short; stil Identify grant opportunities (Tom, Ian, Rachel) - Document outlining thoughts; Next Steps are outlined in the "Mechanics" section of the document. See FOLIO Grants Doc; 5 points good. Look at emphasizing values over infrastructure. Infrastructure doesn't resonate as much with funders. Would be good to have common language on "what is FOLIO" and its values to go into the projects. There is some good text already out there, but needs Leander mentions European Regional Development funds. It happens in Saxony, e.g. Leipzig will apply for '22-'27; big grants. https://ec.europa.eu/regional_policy/de/funding/erdf/ Volunteers: Tom, Mike, Ian, Leander ("why not?") Grow the membership (Harry, Boaz, Simeon, Marko)- now meeting bi-weekly. Discussing the target audience (first one - libraries running FOLIO who aren't yet active in the community, or institutions that contributed to the pointing exercise for Kiwi). Discussing "what the message is"... This week to review prior messages/calls for participation for inspiration for upcoming messages. Progress? Approach one library per member. facilitate a conversation about how participation in FOLIO is going, if there is opportunity for them to step up as members. How to track conversations? Suggestions: spreadsheet, Trello? This information could help with onboarding as well- group the institution's implementation model, the ILS they are migrating from, etc. We can connect institutions with similar situations. Google Sheets for CRM? CRMs are a challenge in OSS communities. Need to have a fair bit of effort configuring it; need to have consistency and rigor in managing the data in it. OSS councils not necessarily well positioned to do these things effectively. Ian: you could also try the "attraction rather than promotion" approach... focus on making the FOLIO Project being the go-to organization in the community, rather than trying to drum up memberships cold Election subgroup (Mike, Harry, Maike, with assistance from Paula, Simeon and Keven as needed)- Election process underway 15 Candidates for 11 seats on Tech Council 17 Candidates for 11 seats on the Product Council Voting forms being sent later today (June 7, 2021). Voting will be open until June 25, 2021
Review Strategic Goals and Objectives	Team	A group of FOLIO members contributed to the FOLIO Vision, Strategic Objectives and Initiatives which was published in December 2020. The Community Council will review this list and begin to identify and prioritize its goals for the coming year. Review via Google Doc version of Wiki page Discussion of comments, reactions from first reviewers. Lots of agreement on how CC is going to be involved; a few areas where there wasn't alignment. What's next? Subcommittees to work on individual initiatves? Suggestion to group items by accountable committee (CC, TC, PC) Note: We need someone who will take charge of the wiki ACTION ITEM: By next week, everyone will go through the document and tag items that are owned (Partly or wholely by community council). (Sorting hat phase) Next phase might be turning goals into SMART goals (Specific, Measurable, Actionable, Realistic, Timely). General comment: who owns market analysis, market fit segments?
WOLFcon review	Team	Last minute agenda item. How did WOLFcon go for '21? What do we want to keep in mind for '22? Action Item: discussion in Slack Action Item: discuss next week.