Attending:

Apologies:

• Demian/Mohan: make further progress on documentation updates. ONGOING
• Mohan: Share example eBook with PMC when ready (for discussion of “supports the project” logo/wording). ONGOING
• Chris: Demonstrate using GitHub stats to describe the work in a release for 9.1. ONGOING
• Chris: Review accessibility of current vufind.org theme. ONGOING
• André / Craig: Begin a literature review to assess the need for/value of an article about PMC development and sustainability. ONGOING
• Leila / André: Begin investigating possible applications of AI tools to support the community. ONGOING
• ALL: Come prepared to discuss documentation maintenance. DONE
• ALL: Come prepared to discuss Summit logistics. DONE

This year's goals:

• Release versions 10.0 and 10.1
• Hold a VuFind® Summit in Fall, 2024 linked with WOLFcon in some way
• Develop a documentation maintenance plan
• Investigate possible uses of AI for documentation, support, code reviews, etc.
• Perform literature review in Code4lib Journal/other sources regarding PMC/sustainability; draft and contribute an article if there is a sufficient need/gap.
• Marketing improvements (review vufind.org accessibility, improve content as needed)

Demian began brainstorming regarding the documentation maintenance plan. We should define the scope of what we are maintaining:

• Wiki
• Website
• “Learning VuFind®” book
• Anything else?

There should be an annual review process, and we should identify what needs to be reviewed. Perhaps:

• Top X pages in usage report for past year
• All pages in the sitemap that have not been updated in X years.

Peter raised the issue of version-specific references in the documentation. Should we have a cut-off time (e.g. five years) after which such references are removed? Given that many installations still report versions that are 6-10 years old, should we do outreach to some of these organizations prior to making a decision?

Demian will next work on updating Koha documentation based on Mohan's input.

Demian has updated the MeSH page using updated MeSH information shared by Mohan.

Demian and Mohan successfully completed an experiment to harvest DOAJ and NepJol using RecordManager. However, due to limitations of the hardware used in the experiment, performance is not strong enough to permit this index to be shared with the general public at this time. However, the knowledge gained in the process can be used to update the DOAJ wiki page and to create a NepJol one. This will be done as time permits.

Work is still pending on the PubMed Central “open data sources” page. Mohan also plans to contribute documentation related to integrating SubjectsPlus (which recently had example XSLT import configs added to the project) and Moodle (which is still being researched).

Mohan is working on adding more video content and illustrated instructions at training.vufind.org; while the main wiki is primarily text-based and designed for long-term accuracy, Mohan plans to use the training site for more detailed and time-sensitive documentation in support of his classes and book release. He views the training sessions as a valuable opportunity to field test the content of the books.

Leila did some initial experimentation with using ChatGPT3.5 to update documentation, sharing sample outputs with the group by email. She also investigated AI chatbot options, identifying cost as a primary hurdle. She suggested another possible application of AI: running the SourceForge mailing list email text through classifiers and summarizers and using it to generate a knowledge base of how-tos.

Craig reports, regarding the literature review: “I haven’t found any research or article published along the lines of what we’re thinking about (at least not in the last 10 years). It seems to be a gap in the formal literature so worth us moving ahead. In general, I’d say the literature is dominated by technical and/or niche topics, and something about formation of PMC/governance/sustainability is important.”

Unless André has found something different, it seems worth moving forward with drafting an article.

Mohan has been working to expand training and documentation development in South/South East Asia and has built a significant partnership between multiple institutions. He is requesting travel support for an in-person meeting in India to coordinate future training and documentation plans. If successful, this investment should lead to funds being raised for the project.

The main objective of this travel is to field test books that are going to be released. He is planning to publish the following books:

1. Koha integrated with VuFind® and WordPress.
2. DSpace integrated with VuFind®
3. WordPress integrated with SubjectsPlus, VuFind® and Koha ILS
4. VuFind integrated with Koha, DSpace, WordPress and Moodle
5. SubjectsPlus integrated with VuFind® and WordPress.

A portion of the proceeds of book sales will be invested back into the project.

WOLFcon registration fees are likely to be:

• Early Bird: $350 US - February 15-July 31
• Regular: $425 US - August 1-September 13 (11 days ahead of conference)
• Virtual: $50 - anytime

It sounds like there may be a travel support budget to help speakers reach the conference, though this is likely to only be able to cover a relatively small number of people.

Oliver will be temporarily reducing his working hours this year; he has asked if he can step back from PMC during that period, returning in 2025.

Craig expressed support of Oliver's proposal by email prior to the meeting.

Some other possible items for the future:

• “Good first issue” highlighting
• Investigate getting a VPAT
• Outreach to forks for new feature contributions
• Look at It Take a Village Toolkit Governance Activities.
• Look at It Take a Village Toolkit Technology Activities.

We are seeing high numbers of spam registrations in the wiki.