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Meeting Information:

SAB/MAB DINNER: 6pm-8:30pm, September 12, Monday, AD White House, Cornell University

See directions at:

MEETING LOCATION:  701  703 Olin Library  Cornell Map

CONTACT: Oya Y. Rieger, (607) 351 9828 or rieger@cornell.edu

EXPENSE REIMBURSEMENT FORMS:

BACKGROUND INFORMATION: 

Agenda

Working lunch  - arXiv and Trends in Repositories, Publishing, and User Behavior
Please be prepared to share your insights and experiences to inform us about the evolving user expectations and use patterns. Also, we are interested in trends in repositories and publishing that should inform arXiv's future directions. This will be an informal discussion, no need to bring any slides. (includes a 15-minute break)

Time

Topic

8:15-8:30 am

Arrivals & continental breakfast (muffins, bagels, cut fruit, orange juice, and coffee/tea)

 

8:30-10:00 am

Introductions and arXiv Overview (10 minute each per topic and Q&A)          

  • Introductions - welcome to new members (Steve Mandeville-Gamble and Lucie BurgessTakashi Hikihara, Tracey Clark, Alison Scott)
  • arXiv Program at CUL & Financial Update - slides [PDF] (Oya Y. Rieger & Chris Myers, Program Director)
  • Moderation Update (David Ruddy)Jim Entwood, Operations Manager) - slides [PDF]
  • IT Update (Simeon Warner)Membership and financial update (Oya Y. Rieger- slides [PDF] (Martin Lessmeister, Lead Programmer)
  • SAB update (Steven GottliebUpdate (Karen Vogtmann & Carol Hoover)

10am-noon

Beyond 2013-2017 Business Plan: Planning for Next Business CycleThe core theme of this year's annual meeting will be the design of an assessment plan to evaluate our current business and governance model. This process is essential as we start considering

Guest: Raym Crow

  • arXiv Sustainability Model
    What is the value proposition behind arXiv?  Why should libraries (and other stakeholders) become members?
    • Budget projections for the next 5-year
business planning
    • cycle (
2018-2022). This process will begin with the identification of desired outcomes and success measures to gauge progress (for instance, dynamics of the governance model, level of financial support, enhancements to arXiv, improvements to moderation system, etc.). Cornell team will use this model to conduct a self-evaluation with input from the Simons Foundation, MAB, SAB, and other key partners such as users. After considering a number of tools such as the Balanced Score Card, SWOT Analysis, and Performance Prism, the Assessment Subgroup (Esther Tobschall and Tim Klassen, Oya Rieger) recommends that we pursue a hybrid approach and create a model based on the arXiv's principles, which offered a foundation for the current business and governance model:

https://confluence.cornell.edu/download/attachments/127116484/arXivPrinciplesMarch12.pdf

    • see current one: arXiv Business Model, 2013-2017)
    • Restructuring the annual membership fee model (currently at $3,000-1,500)
    • Future of 'platinum membership' concept - contributions from institutions with the heaviest use (see MAB subgroup's platinum letter)
    • Adding a membership tier for societies and publishers
    • Online fund raising campaigns
  • Additional revenue sources: corporations, state/federal agencies, foundations (see MAB subgroup's report on fundraising)
  • Grant writing in support of development efforts
     
    Please refer to arXivMABSustainabilityDiscussion.doc sent via email

    (includes a 10-minute break)

 

LUNCH

Working lunch  - Next-Gen arXiv

Findings of the IT architecture review and user study

Maintaining the current arXiv + building next-gen = managing/funding parallel activities

Please be prepared to share your insights and experiences to inform us about the evolving user expectations and use patterns. Also, we are interested in trends in repositories and publishing that should inform arXiv's future directions. This will be an informal discussion, no need to bring any slides.


 (includes a 15-minute break)


1:30-2:30pm

MAB Executive Session

Assessment of the current governance and business model (group discussion)

Executive session without the Cornell team facilitated

by

by Jim Mullins & Carol Hoover

and Jim Mullins

:

  • What are the strengths of the current arXiv governance and membership model? What is working well?
  • What are the areas for improvement? How should the Cornell team strengthen the operation from technical, policy, user support, fund raising, and communication perspectives?
  • Do you find your role as an MAB member fulfilling?  Has Cornell set the right expectations? What are the other ways MAB could be involved in advising the Cornell team?
  • Any other input/suggestions you may want to relay to us.
    Background Documents
    arXiv Business Model, 2013-2017
    CY15 budget (with mid-year adjustment)
    CY16 draft budget (draft to be discussed during the meeting)
    (includes a 10-minute break)

 

LUNCH

1:30-2:30pm

arXiv Special Projects: Review of Special Projects and Additional Funding Needs & Sources

The current 5-year business plan represents a baseline maintenance scenario. It was developed based on an analysis of the arXiv's baseline expenses during 2010-2012. It does not factor in any new functionality requirements or other unforeseen resource needs. Although a development reserve was established to fund such expenses, it is not sufficient to subsidize significant development efforts through surplus funds. Stewardship of resources such as arXiv involves not only covering the operational costs but also continuing to enhance their value based on the needs of the user community and the evolving patterns and modes of scholarly communication. We need to pursue grants (e.g., NSF) and engage in collaborations to secure additional funds.

See: 2015 arXiv Roadmap Cornell team will join the last 15 minutes to hear recommendations.


2:30-3:00pm

Conclusions

  • Review of the meeting outcomes
  • Rotating off members - recruiting new ones
  • Any feedback, questions, recommendations for arXiv team


MAB Participants:

  • Tommy Ohlsson, Professor , KTH Royal Institute of Technology, Department of Theoretical Physics, Sweden
  • Carol Hoover, Digital Information Resources Manager, Los Alamos National Laboratory, US
  • Tracy Gabridge, Associate Director for Research & Instructional Services,Massachusetts Institute of Technology, US,
  • Zhixiong Zhang, Assistant Director of National Science Library, National Science Library, Chinese Academy of Sciences, China (will not be able to participate)
  • Philip G. Kent, University Librarian, University of Melbourne, Australia
  • Molly White, Director, Math, Physics, Astronomy Library, University of Texas, Austin, US
  • Tim Klassen, Head, Science and Technology Library, University of Alberta, Canada
  • Eva Isaksson, Physics Librarian, University of Helsinki, Finland,
  • James (Jim) L. Mullins, Dean of Libraries and Esther Ellis Norton Professor, Purdue University, Representing Committee on Institutional Cooperation (CIC), US
  • Esther Tobschall, German National Library of Science and Technology GermanyMartin Köhler, Head of Library and Documentation, Deutsches Elektronen-Synchrotron, Representing Consortium arXiv-DH and HGF: Coordinated by the German National Library of Science and Technology (TIB) and Deutsches Elektronen-Synchrotron DESY, Germany
  • Lucie BurgessTracey Clark, Associate  Associate Director for Digital Libraries and Collection Management, Bodleian Libraries, University of OxfordAcademic and Digital Strategies, University of Sheffield Library Jisc,Representing Jisc, UK
  • Steve Mandeville-Gamble, University LibrarianAlison M. Scott, Associate University Librarian for Collections and Scholarly Communication, University of California, RiversideRiverside  University of California, Representing University of California, US
  • Yuri Tschinkel, Professor of Mathematics, Courant Institute of Mathematical Sciences, New York University, Director of Mathematics and the Physical Sciences, Representing Simons Foundation, US  , US  (will not be able to participate)
  • Takashi Hikihara, Professor, Director General of Library Network, Kyoto University, Department of Electrical Engineering, Representing Japan NII Consortia

Ex Officio Members

Cornell University Library

  • Oya Y. Rieger, Associate University Librarian, Digital Scholarship & Preservation Services; arXiv Program Director (MAB Chair)
  • David Ruddy, Director, Scholarly Communication Services, arXiv User Support Manager
  • Jim Entwood, arXiv Operations Manager
  • Martin Lessmeister, arXiv Lead Developer
  • Sandy Payette, arXiv CTO
  • Anne Kenney, University Librarian
  • Dean Krafft, Director of IT & CTSSimeon Warner, Director, Software Development & Repository Architecture, arXiv IT Manager

Scientific Advisory Board

  • Karen Vogtmann, Professor of Mathematics, University of Warwick, UK/Cornell University

Guests

  • Craig Moran, Jisc, Directorate Operations Manager
  • Raym Crow, Chain Bridge Group & SPARC