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LG and SG members:
Paul Albert, Ann Beynon, Robert Cartolano, Mike Conlon, Chris= tian Hauschke, Violeta Ilik, Muhammed Javed, DJ Lee, Mark Newton, Ginny Pan= nabecker :yellow-star:, Jean Rainwater, Hannah Sommers, Julia Trimmer,= Terrie Wheeler, Alex Viggio, Joe Zucca
Duraspace:
Erin Tripp
Regrets:
Federico Ferrario, Doug Hahn, Tom Cramer (apologies), Anna Guillaumet, A= ndrew Woods
Join from PC, Mac, Linux, iOS or Android:
https://duraspace.zoom.us/my/vivo1
(New call-in numbers were corrected on 5/10/2018)
Or iPhone one-tap :
US: +16468769923,,9358074182# or +16699006833,,93580= 74182#
Or Telephone:
Dial(for higher quality, dial a number based on your curre= nt location):
US: +1 646 876 9923 or +1 669 900 6833= or +1 408 638 0968 or +1 408 638 0986 or +1 646 558 8665=
Meeting ID: 935 807 4182
International numbers available: https://zoom.us/u/cex8G1kjQ
Review agenda (Julia, 5 minutes)
Review Travel Policy=
and Procedure (Julia, 5 minutes)
Discussion of VIVO "debt" (Julia, Mike, 30 minutes)= span>
Clarifying processes for VIVO committers (Julia/Mike, as time allows)
= li>= Review agenda (Julia, 5 minutes)
Reviewed and proceeded with= no changes
= Review Travel Po= licy and Procedure (Julia, 5 = minutes)
Reviewed the policy and dis= cussed it. The focus of this policy is to keep control of travel spending t= o ensure VIVO travel expenses fall within the year=E2=80=99s approved budge= t.
Highlighted points:<= /p>
All expenses need to be req= uested via email to both Leadership Group Chair (Julia) and the Project Dir= ector (Mike). This needs to happen before and following travel.
<= /li>Discussion of records of pa= st travel: These have not been kept in detail, though each year travel reco= rds are kept through resolution and recording of budget and financials. The= 2018 travel records spreadsheet is still available and will be shared with= the Leadership Group as an example.
= Discussion of VIVO "debt" (Julia, Mike, 30 minutes)
Introduction of this topic = by Robert (Treasurer, Duraspace Board of Directors): As part of the review = of the Duraspace financials, the Duraspace Board discussed some losses over= the previous five years, shown as debt for each year in the VIVO 2013-2017= overall financials. The Duraspace Board is looking to resolve this issue t= o the satisfaction of the VIVO community and Duraspace.
The =E2=80=9Closses=E2=80= =9D were created when VIVO=E2=80=99s membership targets were set too high a= nd direct and indirect expenses were budgeted based on the projected revenu= e.
Starting in 2018 VIVO had a= n MOU with Duraspace, which clarified some aspects of the budget related to= compensation for the VIVO Project Director. Also contrary to prior years, = 2018 will show income of about $85,000 for VIVO, versus a loss.
<= /li>The group reviewed the 2013= -2017 side by side budget summaries, and discussed the numbers shown and th= e labels to better understand each category. For example:
In 2016 and 2017, when Mike= Conlon became the Project Director, DuraSpace recorded his voluntary effor= t as revenue (see the In-kind category). The Director=E2=80=99s salary was = then also shown as a VIVO expense in Project Salary & Benefits.<= /p>
The Indirect Common Good Ov= erhead Allocation reflects VIVO=E2=80=99s contribution to Duraspace office = and operations expenses (lines 13-18 of the 2013-2017 budget comparison she= et). For example, Office Expenses shown in line 15 is VIVO=E2=80=99s contri= bution to a physical office for Duraspace. This was ended in about 2017 and= now all Duraspace employees work from their home and the organization has = a P.O. Box. Distribution of the mail, the P.O. box, etc. are part of the ot= her expenses shown in lines 13-18 and VIVO pays a portion of these.<= /p>
Duraspace has been identify= ing ways to reduce costs in order to save money for Duraspace and partner o= rganizations such as VIVO.
Discussion about budget rev= iew: In the past the budget should have been reviewed yearly by the VIVO Le= adership Group. Comment: It was, but only 1 year at a time and with some co= nfusion. The intention today is to shed light on these issues, on the budge= t information, and make sure the leadership group understands its responsib= ility to review, question, discuss, request modifications, and/or approve a= nnual budgets.
In 2017 VIVO had the opport= unity to create an MOU with Duraspace which has greatly helped in clarifyin= g VIVO=E2=80=99s contributions to Duraspace operations and management, as w= ell as Duraspace=E2=80=99s contributions and responsibilities to the VIVO P= roject.
Regarding the current debt<= /span>
These are real annual numbe= rs and losses. Duraspace did pay people and made purchases for which they d= id not receive money from the VIVO Project. We need to identify a method to= resolve the deficit costs and move past the debt.
Deciding on the amount of t= he debt: One goal to move forward is to resolve and define the debt owed by= VIVO to Duraspace as a specific amount - this amount will be between $0 an= d $324,519. This will then be entered into the records of both the VI= VO Project and Duraspace.
The next goal is to decide = on a plan for repayment and move forward.
Proposal to resolve the cur= rent debt
Suggestion that Mike, Julia= , Robert, and Erin prepare a proposal for the Duraspace Board prior to thei= r February 11th meeting.
This proposal will be share= d with the VIVO Leadership Group for feedback at the February 1st meeting, = prior to it being sent to the Duraspace Board
Additional questions from t= he Leadership Group that will be addressed at the February 1st meeting
Q: Could we see the current 2= 018 numbers or projected 2018 number or preliminary numbers alongside the 2= 013-2017 budget numbers to better see how things have changed. Yes, we can = add those numbers.
We will address remaining que= stions, review the past budgets from 2013-2017 with 2018 numbers added, and= review a proposal for defining and resolving this debt.
Q: Can we see the detailed 20= 18 travel budget? Yes, we=E2=80=99ll make that available to the LG.<= /p>
Q: Can we see the list of att= endees going to the January 21st fly-in? Certainly, we can do that.<= /p>
= Clarifying processes for VIVO committers (Julia/Mike, as time allows)
See more information about = VIVO committers on the VIVO Committers wiki page
Joining the Development Interest Group and their calls and other comm= unication methods is one way to start getting involved in learning more abo= ut current VIVO development work
Clarification:
= li>Anyone in the world can wri= te and suggest code for VIVO and it can be reviewed by anyone
The VIVO Committers have th= e authority and access to make new code part of VIVO=E2=80=99s official cod= e base. There is a procedure for having code reviewed and a voting process = prior to code being committed.
See pages under VIVO Committe= rs, such as: Committer Rights and Responsib= ilities, Community Decision Making= a>, and New Committers page
We may begin allocating tim= e during some Leadership Group meetings for some updates on development.
It would be beneficial for = LG members to review the work being done by the committers.