2022-05-09 Meeting notes

We need to identify which CC members have 1 year terms vs which ones will have 2 year terms. Per our Governance Model, seven members will have a 1-year term and eight will have a 2-year term

Members who have already self-selected 1 year terms:

1. Kathleen Berry 
2. Paula Sullenger 
3. Tom Cramer 
4. dracine 
5. Marko Knepper 

We need two more individuals to claim 1 year terms.

Additional 1 year terms:

6. Rachel Besara 

7. Ian Ibbotson (Use this one) 

Now all decided, the 7 above have terms ending in June. They may run again however.

Mike Gorrell  

 Since its inception last year we've had the following individuals acting as FOLIO SMLLC Officials:

1) Boaz Nadav Manes - FOLIO SMLLC Manager

2) Kirstin Kemner-Heek - FOLIO SMLLC Secretary

3) Paula Sullenger - FOLIO SMLLC Treasurer

None of these positions has a well defined 'job description'. The Governance Model says:

FOLIO is required to have 3 positions per its SMLLC definition. These three positions are:

1. 1. FOLIO Manager - Signatory for contracts, memorandums and other official correspondence
   2. FOLIO Treasurer - Official responsible for FOLIO fiscal duties
   3. FOLIO Secretary - Maintainer of official records, meeting minutes, etc

These positions will be appointed from the community by the Community Council. These roles are largely “in name only” (with the exception of the Treasurer who will have responsibility for managing FOLIO funds) and have no official designated role within FOLIO.  Note that persons who take on these roles don’t necessarily have to be members of any council, but it is reasonable to assume they will come from the Community Council.

Fiscal Responsibilities 

The Community Council is responsible for creating, maintaining and managing the budget for FOLIO. It is also responsible for collecting dues and other fees owed to the FOLIO project. These activities will be led by the FOLIO Treasurer.

The treasurer shall be responsible for managing all fiscal transactions related to FOLIO and coordinating with the OLF Treasurer to ensure funds are collected and dispersed accordingly.

The FOLIO Treasurer will not have a specific term.

The FOLIO Treasurer will be appointed by the Community Council. The ideal FOLIO Treasurer will have the following traits:

• • Preparing and managing operating budgets
  • Experience with creating, executing and tracking contracts and other agreements
  • Experience managing funds for an organization

Over this first year they have taken the following actions:

FOLIO SMLLC Manager:

• Signed MoUs
• Signed Employment Contracts
• Assist with Membership Drives

FOLIO SMLLC Secretary:

• Prepared MoUs
• Managed MoU process
• Assist with Membership Drives

FOLIO SMLLC Treasurer:

• Managed finances, budget 
• Assist with membership drives

There are no restrictions on the tenure for these positions, but, we should identify successors in case Boaz/Kirstin/Paula cannot continue next year.

Paula Sullenger - willing to continue as treasurer even if not re-elected to CC. Working to untangle OLF and FOLIO money and thinks continuity valuable

Kirstin Kemner-Heek - would be happy to pass the job on. Work is doable and would be happy to help someone else get started. Everything is in place for MOU requests this year so that will be an easy transition. Would, however, be willing to continue if necessary.

As Manager, Boaz has served as primary point of contact and involved with recruiting and onboarding discussions. Ensures the right letters go out.

Tom Cramer - would be best to run the CC election before we determine officers for the SMLLC. – agreement

Mike Gorrell 

Finalizing list of sessions:

CC participation? There is quarterly update and a number of inter-council meetings, possible internal CC meeting. Looks like about half CC plan to attend, other half are maybe

How do we structure process around "free registrations"?

• There has been a change in number from old to new MOUs. It is agreed that we will honor free seats from FY22 MOUs for existing members, or FY23 MOUs for new members
• There is a mechanical need to be able to process free registrations. There are some special free links from OLF but not enough yet. Tom notes that OLF can create the correct number of discount tickets for members
• ACTION - Kirstin Kemner-Heek will work with Tom Cramer to get free registration links from OLF, and Kirstin will distribute them

1) Membership Drive

MOUs for all current partners have gone out. Will send more based on responses to the membership drive.

2) Elections

PC and TC both have 5 open seats.

Jesse Koennecke notes that PC has finalized list of 1 and 2-year terms

ACTION -Simeon Warner to complete pages for each council and send out announcement

Boaz Nadav Manes notes that we had good engagement with the elections last year but we must be careful to maintain or extend this engagement. 

3) Treasurer

Paula Sullenger presented fairly firm estimates for the remainder of FY22, with an approximately balanced budget. Estimates for FY23.

We note AWS fees are currently running at $20k/month and some think they may increase.  A TC group is looking at this with a view to optimizing use, including use of reserved instances. However, Marc Johnson notes initiatives such a performance tests, end to end tests, etc., that will necessarily increase our costs.

AGREEMENT - Will retain FOLIO developer hosted at Cornell for July-December, cannot yet commit funds in CY23

Discussion of how we should think about the costs for development infrastructure. Should we aim to minimize costs? Should we ask that dev teams support their own dev infrastructure? Should there be minimal central infrastructure and then additional provided by dev teams? How would this get discussed in detail? Possible CC+TC discussion? AGREEMENT to discuss again at a later meeting.

4) Other