2024-08-21 DSpace Leadership Group Meeting

Date

21 Aug 2024 11:00-1:00 Eastern Daylight Savings Time

Zoom: https://lyrasis.zoom.us/j/9963190968

Leadership Group Members

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 Droogmans~~ Atmire*
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 University~~
~~Agustina Martinez-Garcia~~ University of Cambridge*
Erik Moore University of Minnesota*
~~Susanna Mornati (4Science)~~ 4Science*
~~Jere Odell~~ IU Indianapolis
Alan Orth International Livestock Research Institute, Kenya**
Susan Wells Parham Georgia Institute of Technology
~~Kristi Park~~ Texas Digital Library*
Beate Rajski DSpace-Konsortium Deutschland
Ianthe Sutherland University of Edinburgh
~~Maureen Walsh~~ Chair, The Ohio State University Libraries*

Lyrasis attendees

The represents who will be taking notes for a given meeting. It rotates after each meeting to the next person in the attendee list.

*Members of DSpace Steering Group

**Community At Large Representative

***Ex-officio member nominated by the Leadership Group as representative of the community at large. Ex-officio members do not have voting rights

Agenda

	Time	Item	Information	Who
1	5 min	Welcome	Welcome Thank you to note-taker	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 Steering vote result 8/19: approves proposal. Steering recommends approval to Leadership Proposal to increase Holger's hours (budget variance) sent via email	Maureen
5	5 min	Development	DSpace 8.0 (DSpace 8.0 Q&A Webinar) DSpace 7.6.2 Accessibility	Tim
6	5 min	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: last half of September following September Steering meeting. 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 8/14 meeting.	Maureen
6	5 min	Lyrasis	LA Referencia proposal to Lyrasis Board	Maureen
7	5 min	Membership and Elections	Membership and Elections updates Renewals, new SCOSS updates Elections Leadership elections update Nominations were due 8/19 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.	Holger, Maureen
8	10 min	Elections	Community at Large and Ex Officio members Community at Large election (spreadsheet of nominees sent via email)	Maureen, Holger
9	5 min		Break
10	25 min	Governance	DSpace Governance Working Group Updates DSpace Lyrasis MOU 3-year review cycle Steering vote result 8/19: Steering recommended revisions sent via email	Maureen
11	15 min	Website	New DSpace website Governance feedback Feedback gathering sheet link sent via email	Maureen, Holger
10	5-10 min	Community	DCAT update DCAT Chair governance year 24-25	Kimberly, Maureen
11	5 min	Community	Upcoming Events 2024 DSpace North American User Group Meeting Others?	Erik, all
12	5 min	Ecosystem	Opportunities Kyle Demes (OurResearch) / California Digital Library bringing together a group of stakeholders for community curated open research metadata	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!

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 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 hold, work on accessibility is underway.

Decisions

Outcomes

Action Items

Type your task here, using "@" to assign to a user and "//" to select a due date

Page tree