Page History
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- Laurie Gemmill Arp Lyrasis*
- Tal Ayalon World Bank Group
Pascal-Nicolas Becker The Library Code*- Isabel Bernal Spanish National Research Council CSIC
Bill Branan John Hopkins University- Kimberly Chapman University of Arizona Libraries (Ex-officio, DCAT Chair)
Lieven DroogmansAtmire*- Scott Hanrath University of Kansas*
- Barbara Hirschmann ETH Zurich
- Jyrki Ilva National Library of Finland
- Erica Johns
Vice Chair, Cornell University* Joanna Lee George Mason UniversityAgustina Martinez-GarciaUniversity of Cambridge*- Erik Moore University of Minnesota*
Susanna Mornati (4Science)4Science*
Jere OdellIU Indianapolis- Alan Orth
International Livestock Research Institute, Kenya** - Susan Wells Parham
Georgia Institute of Technology Kristi ParkTexas Digital Library*- Beate Rajski DSpace-Konsortium Deutschland
- Ianthe Sutherland University of Edinburgh
Maureen WalshChair, The Ohio State University Libraries*
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The represents who will be taking notes for a given meeting. It rotates after each meeting to the next person in the attendee list.
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***Ex-officio member nominated by the Leadership Group as representative of the community at large. Ex-officio members do not have voting rights
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Agenda
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| Time | Item | Information | Who | |
|---|---|---|---|---|
| 1 | 5 min | Welcome |
| Maureen |
| 2 | 5 min | Fundraising | Development Fund updates | Kristi |
| 3 | 5 min | Financials | End of FY 23-24 Financial Report (sent via email) | Bridget |
| 4 | 5-10 min | Staffing/SCOSS | SCOSS budget variance proposal
| Maureen |
| 5 | 5 min | Development | DSpace 8.0 (DSpace 8.0 Q&A Webinar) Accessibility | Tim |
| 6 | 5 min | Future Planning | DSpace 9 and 10 planning
| Maureen |
| 6 | 5 min | Lyrasis | La LA Referencia proposal to Lyrasis Board | Maureen |
| 7 | 5 min | Membership and Elections | Membership and Elections updates
Leadership elections update
Steering elections
Vice Chair election
| Holger, Maureen |
| 8 | 10 min | Elections | Community at Large and Ex Officio members Community at Large election (spreadsheet of nominees will be shared sent via email) | Maureen, Holger |
| 9 | 5 min | Break | ||
| 10 | 25 min | Governance | DSpace Governance Working Group Updates
| Maureen |
| 11 | 15 min | Website | New DSpace website
| Maureen, Holger |
| 10 | 5-10 min | Community | DCAT update DCAT Chair governance year 24-25 | Kimberly, Maureen |
| 11 | 5 min | Community | Upcoming Events
| Erik, all |
| 12 | 5 min | Ecosystem | Opportunities
| Bridget |
| 13 | 5 min | Leadership | Upcoming - future agenda topics | All |
| 14 | 5 min | Other business | AOB | All |
Notes
Welcome
Thanks to note taker, Susanna Mornati.
Last meeting of the governance year for Tal Avalon. Thanks, Tal for your participation and contributions!
Fundraising - Development Fund updates
A new pledge and new contribution since last Leadership meeting. Thank you to all contributors!
2023-24 Accessibility Funding Campaign
Financial contributions:
- Community Supported Technologies & Hosting Services (Lyrasis)
Harvard Libraries
MIT Libraries
- Texas Digital Library
- University of Edinburgh
- University of Massachusetts Chan Medical School
- Virginia Tech University Libraries
Accessibility Audits Contribute:
- Cornell University
- University of Edinburgh
Financials - End of FY 23-24 Financial Report (sent via email)
Overall, we did very well compared to budget on both revenues and expenses.
Variances in favor of DSpace include:
- Greater than budgeted revenues for membership and service provider fees plus a new line item for interest income.
- Lower than budgeted expenses, mainly due to the contract work for accessibility not getting started before the close of the fiscal year and the timing of hiring for the coordinator position. This then resulted in lower IDC costs.
- Contributions to the Development and SCOSS Funds were also above budget. (This is the last year for SCOSS pledges – going forward we hope to convert some of those to memberships.)
- There were only a few staff-related expenses that exceeded budget (salary increases and computer and communication expenses.)
Total net assets include Development Fund as well as SCOSS Fund assets were discussed.
Development Fund dollars are committed for accessibility improvements to DSpace. Contractors will begin this work shortly.
The SCOSS Funds are 100% dedicated to supporting the SCOSS Staffing goal for the Program Coordinator position.
Overall Summary: the DSpace program is showing steady year-over-year growth and is beginning to be on a solid footing with operational reserves. The program is poised to begin the Development Fund spending on the accessibility work and the SCOSS funds will continue to support Holger's position in the coming year and beyond.
Report is not final/official until the audit is complete.
Staffing/SCOSS - SCOSS budget variance proposal
- Steering vote result 8/19: approves proposal. Steering recommends approval to Leadership
- Proposal to increase Holger's hours by 5/week (budget variance) sent via email.
Praise for Holger contribution!
Vote will be via email later by Chair.
Development
Since last meeting, 7.6.2 and 8 were released, Q&A webinar held, work on accessibility is underway.
Future Planning - DSpace 9 and 10 planning
Steering vote result 8/19: Steering calls a special meeting of the Leadership Group to discuss DSpace 9 and 10 planning.
Tentative date of Special Meeting: October 2, 10 am EDT.
Steering DSpace 9.0 Planning Group is working on a scenario document for Leadership following Steering discussion of DSpace 9 and 10 planning at the Steering 9/11 meeting.
Urgency justified by the need to set activities for DSpace 9 to be on schedule.
We may shift some of the goals to 10 due to the timing of 9.
There is a brainstorming page on DSpace 9 where current issues are listed: DSpace Release 9.0 Status
Membership and Elections updates
Leadership elections:
Nominations concluded on Monday 8/19. Reminders were sent. Based on the nominations, we will have about 24 representatives on Leadership for 24/25. We currently have 22.
Discussion around increasing nominations from the membership tiers, particularly silver and bronze levels.
The Chair will take to the Steering Governance Working Group the discussion around the idea of filling the total number of seats available to member tiers irrespective of the tier if nominations are not sufficient to fill specific tiers.
Suggestion to hold a "How Governance Works" webinar. Leadership should work over the next year to increase awareness of the Leadership opportunity for members and what it entails.
Steering elections:
Elected Steering Group members serve for three-year, renewable terms. Three Steering members have terms ending Oct 31, 2024: Lieven, Erik, Susanna.
Once Leadership is seated for governance year 24/25, Maureen will call for nominations to Steering. Leadership elects Steering. The goal is to have Steering seated prior to the first meeting of the new governance year in November.
Vice Chair election:
Erica's term ends October 31st. Leadership elects the Vice Chair. The Vice Chair serves for a one-year renewable term. The Vice Chair does not automatically succeed the Chair.
It is not required for the Vice Chair to be on Steering; in a case where they are not a Steering Group member, the Vice Chair may attend Steering Group meetings, but in a non-voting capacity.
Once Leadership is seated for governance year 24/25, Maureen will call for nominations for Vice Chair. The goal is to have the Vice Chair seated prior to the first meeting of the new governance year in November.
Community at Large and Ex Officio members
Leadership has the availability of inviting ex officio non-voting members to Leadership.
Community at Large election: spreadsheet of nominees for two available Community at Large seats sent via email.
Election will be held online via Qaultrics.
Governance - DSpace Governance Working Group Updates
DSpace- Lyrasis MOU 3-year review cycle, review by the Governance Working Group began in April, the Working Group put forward recommendations to Steering.
Steering vote result 8/19: Steering recommended revisions sent via email.
The MOU revisions are explained.
Leadership will be given a comment period of one week before being called to vote offline. If Leadership approves, it will go to Lyrasis for review.
Website - New DSpace website - Governance feedback
Lyrasis have been working with an external UX consultant to redesign the DSpace website as part of an effort across all the Community Supported Technologies at Lyrasis.
The focus has not been on changing or updating content, but rather on how DSpace is presented to the community and resolving accessibility issues. Although there is some new content that was added.
Feedback gathering sheet link sent via email. Steering made some suggestions, particularly on governance role language, where Governance was represented and not represented, and images, all of which were updated by Lyrasis. New testimonials should be gathered: Leadership members are invited to send short ones to Holger via email. The spreadsheet will be updated with checkmarks for work done. Leadership will have one week to review the current updates made following the Governance feedback.
Community - DCAT update - DCAT Chair governance year 24-25
DCAT UX Testing: Colin Lukens (Harvard), Erica Johns (Cornell), Genny Jon (York), Shannon Kipphut-Smith (Rice)
- In process of adding assets to DSpace Demo (thanks to Tim for ensuring assets will refresh as demo refreshes)
- Testing with users September/October
- Report back to DCAT / feedback step / DSpace User Groups
- Report out to Leadership
- should that include a presentation at Leadership Group, or does LG just wish to receive a written report?
- expectation that the information would be considered for (most likely 10)
Steering Governance Working Group – DCAT description/roles will be part of governance documentation review
DCAT - coming out of the testathon, input and feedback earlier in processes; more communication with developers; don't know what that would look like (not trying to add overhead or delays)
DSpace 8 Documentation:
- DSquared Technologies has started some DSpace 8 documentation
- Rethinking approach to documentation; DSpace 7 working group; ended up being small number of people who did the work and many gaps in documentation
- Balance having something, removing some barriers to participation
- "Light" documentation - goal of perfection, screenshots
- asking people for their local documentation so we can strip it and repurpose it
- perhaps marking documents with "Draft / Needs Review"
- Identify knowledge gaps for repository managers; overall DSpace orientation for repository managers new to DSpace to pair with task-oriented approach
- overview
- tasks
- advanced tasks (configurations to ask your tech team to support)
- three levels
- Community Engagement - reaching out to User Groups to participate as well
Leadership was favorable to this documentation approach.
Kimberly's term as Chair of DCAT ends October 31st. A call for Chair nominations will be sent to the DCAT list.
Community - Upcoming Events - 2024 DSpace North American User Group Meeting
The event in Minneapolis is in one month, latest detail being worked.
Other interesting events:
Open Access Tage OAT 2024 in Germany (early September)
Northeast Institutional Repository Day NIRD24 (early December)
Ecosystem - Opportunities
Kyle Demes (OurResearch) / California Digital Library bringing together a group of stakeholders for community curated open research metadata
OurResearch provides OpenAlex, Kyle would like to connect with the DSpace community to investigate about integration and metadata. Focus on improving quality of metadata in repositories. Agustina and Susanna already involved.
https://upstream-force11-org.cdn.ampproject.org/c/s/upstream.force11.org/high-quality-metadata/amp/
Leadership - Upcoming - future agenda topics
Last meeting of the governance year will be a special meeting on DSpace 9/10 planning.
Other business - AOB
Free open source technology proposed instead of Slack, Steering will look into.
Decisions
Outcomes
Action Items
- Type your task here, using "@" to assign to a user and "//" to select a due date
- Offline voting sent by Chair
- Leadership: send testimonials to Holger for the new website
Overview
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