Attendees

LG and SG members:

Paul Albert, Ann Beynon , Robert Cartolano, Mike Conlon, Tom Cramer, Federico Ferrario, Anna Guillaumet, Doug Hahn, Christian Hauschke, Violeta Ilik, Muhammed Javed, DJ Lee, Mark Newton, Ginny Pannabecker, Jean Rainwater, Hannah Sommers, Julia Trimmer,  Alex Viggio, Terrie Wheeler, Joe Zucca

Duraspace:

Erin Tripp, Andrew Woods

Regrets:

Connection Information

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,,9358074182# 

Or Telephone:

    Dial(for higher quality, dial a number based on your current 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

Agenda

Please review the 2019-02-01 Updates page before the meeting.

• Addressing the VIVO budgetary imbalance (Julia and round table discussion, 25 minutes)
• Discussion of DuraSpace and Lyrasis merger (Erin and round table discussion, 30 minutes)
• Update on the Architectural Fly-in (Andrew, 5 minutes - raw notes)

Notes

Notes from Ann Beynon

Attendees: Ann Beynon, Julia Trimmer, Mike Conlon, Andrew Woods, Terrie Wheeler, Hannah Sommers, Muhammad Javed, Alex Viggio, Christian Hauschke, Doug Hahn, Erin Tripp, Frederico Ferrario, Rob Cartolano, Violeta Ilik, Ginny Pannebaker, Tom Cramer, DJ Lee, Paul Albert, Jean Rainwater

1. Muhammad Javed is leaving Cornell for MasterCard.  This is his last leadership group meeting.  We expect someone to replace Javed on the LG.  Also, Jim Blake is retiring in 2 months.
   
   

2. Resolution of VIVO budgetary imbalance

• Mike Conlon, VIVO Project Director, Erin Tripp, DuraSpace Executive Director, Julia Trimmer, VIVO Leadership Group Chair, and Rob Cartolano, DuraSpace Treasurer created a proposal. https://wiki.duraspace.org/display/VIVO/2019-02-01+Updates
• “Representatives of both parties propose the VIVO project contribute $50,000 to DuraSpace from its 2018 net income of $84,297 to resolve the budgetary imbalance. The rationale for this solution includes recognition that operational changes have been put in place to avoid further imbalance, a shared desire that the VIVO project build a stable reserve fund, and a shared desire to see the issue resolved.”
• Roundtable discussion- Most had no questions or comments.
  • Paul Albert- Does this resolve our debt? Michael Conlon- Yes. After this, we will have a surplus of $34k.
  • Paul Albert- How will other Duraspace projects perceive this? Erin Tripp- Other projects have gone through this before. It shouldn’t negatively impact their perception of VIVO.  
  • Ginny P.- What is the timeline for payment? Mike C.- The leadership group will vote next week through Google form. The results will be communicated to board of DuraSpace. If they agree in Feb 11, 2019 meeting, then DuraSpace will execute the transfer.  Erin- The payment can be one-time now, or spread out over years.  Mike C.- prefers to do it as one-time. 
  • Erin T.- MOU has language about future budget issues like this for clarity. 
  • Ginny P.- Question about budget- Step toward common good tax.  This discussion will be taken offline. 
• Please vote using the Google form ASAP.

3. Duraspace and Lyrasis proposed merger

• We can have another meeting on this topic between now and the next leadership group meeting.
• Erin T. reviewed the proposed merger. Further reading:  https://duraspace.org/amplifying-impact-lyrasis-and-duraspace-announce-intent-to-merge-2/           https://duraspace.org/faq/

• 30% overlap in membership. Lyrasis works with US small universities, as well as public libraries, etc. (GLAM-  "galleries, libraries, archives, and museums").  They want to expand engagement in academic community, including R1s and international orgs. Duraspace is more focused on the R1 US universities and international members.  Lyrasis is getting into the scholarly communications realm.
• Roundtable discussion
  • Why didn’t the merger work in 2016 but it works now? Missions are closer together than they were the first time this was considered (2016).  At present, it’s better to collaborate than compete. 
  • Hannah- What did we learn from last time? Erin T.- We learned a lot from the 2016 intent to merge.  It wasn’t the right time then.  We were too different.  Better process this time.  Ensuring DuraSpace needs are taken into consideration.  Lyrasis will be the surviving entity and DuraSpace becomes part of them. We need to file a document in NY to explain how our charitable mission will continue. There are terms and principles to help clarify. Committed to making it work.  A lot of potential for impact on field if we combine forces.  
  • Hannah- What will Erin’s role be? Erin- Director of DuraSpace division within Lyrasis.
  • Christian- Does Lyrasis have an international presence and experience?  He is concerned about this.  Erin- DuraSpace has been committed to international engagement.  Hired Michele to do this.  Thought about how it would be received internationally. Lyrasis wants to take their open source projects international. They want to help us plan and execute events outside of the US.  We have discussed joint investments in international engagement, possibly having summits in Europe and South America.
  • Christian- Can someone from Lyrasis come to our meeting and explain their governance and technical approach? Erin- We can get someone to the meeting.  Projects can operate differently and don’t need to be normalized, but there many be benefits from shared experience.
  • Tom C.- What can the LG do to help make the merger successful for VIVO? Erin- Wants to know pros and cons to merging or not.  Transition can take between 1 and 3 years.  Give her feedback on “What would make the merger really attractive to VIVO?”
  • Mike- will put questions in writing.  What is the current thinking of the timeline? Erin- Due diligence process in February. Tentative date for end of Feb for boards to vote.  Erin will attend all LG and SG project meetings until then.  She will call platinum and gold members for feedback.  If merger proceeds, legal process will begin in March.  Process then would depend on state of NY’s timeline. It can take 3-6 months.  It’s our desire to have legal process over sooner rather than later. Will honor all agreements and they will transfer to Lyrasis.
  • Rob- Columbia is a major customer of Lyrasis.  They are wonderful with service.  Good at getting grants. Encourages us to provide feedback to shape this. FAQ is excellent. 
  • Ann- Will talk to Erin separately about Clarivate questions from a certified service provider and corporate sponsor perspective.  Clarivate has a relationship with Lyrasis and want to understand how the merger could impact their relationship with both groups. 

4.  Architectural fly in meeting- Update from Andrew Woods

• Andrew: very effective, very constructive. We should replicate.  He will be putting out summary next week.  Then will bring the larger technical community together to review. Then will schedule sprints.  Wanted to recognize the work that Stanford is doing, and they created a touchpoint with that project. 
• Alex- Found it useful. Face to face format was needed. 
• We discussed the need to encourage more development support. Maybe Lyrasis merger will help.
• Hannah- Get more people involved in the planning process so they can know what’s happening and plan their time accordingly.