Create 2025-09-25_Virtual-Board-Meeting.md

Author: annakijas1

community/mei-board/protocols/2025-09-25_Virtual-Board-Meeting.md

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+title: "2025-09-25 Virtual MEI Board Meeting"
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+
+# 2025 September 25 Virtual MEI Board Meeting
+
+Present: Martha Thomae Elias, Anna Kijas, Maristella Feustle, Stefan Münnich, Benni Bohl
+Excused: Laurent Pugin, David Weigl, Johannes Kepper, Anna Plaksin
+
+Minutes: Anna Kijas
+
+## Agenda
+
+Updates
+- MEC 2026 (Stefan)
+    - Call for Proposals is ready to be sent out on MEI-L and social media
+    - Tokyo hosts can submit posts about the conference on the MEI social media accounts
+
+- MEI Elections
+    - David Weigl will hand over the OpaVote account to another MEI Board member as this is his final term 
+    - Martha will participate in the account hand over
+
+Discussion
+- MEI Conference Documentation
+    - MEI Board reviewed a draft memorandum of understanding (MOU) that would be signed by conference hosts and the MEI Board in order to provide transparent expectations for hosting guidelines
+    - Next step is to approve the draft MOU
+
+- MEI Institutional Sponsors
+    - MEI Board continued discussion about ways to invigorate sponsorship of MEI activities through outreach to potential sponsors. This also includes identifying benefits of sponsorship
+    - Next step is to move towards finalizing specific benefits of sponsorship 
+
+- MEI Proceedings/Book of Abstracts
+    - For MEC 2026 we will publish a book of abstracts in Knowledge Commons as was done for MEC 2025
+    - Further discussion will be required if we would like to use a formatting template to streamline the process of publishing abstracts from the annual conference (for example template used by ADHO - https://github.com/ADHO/dhconvalidator) 
+
+- Customization Specific Guidelines
+    - Several chapters in guidelines need introductions about customizations
+    - Benni will invite IG Chairs/relevant contributors to work on introductions and revise chapters as necessary
+    - Additional information will be shared at the Community Forum
+
+Calendering
+- Next Board meeting will be on October 24, 2025, 10 AM (EST) / 4 PM (CET)
+- MEI Community Forum will be held on December 11 AM (EST) / 5 PM (CET), please register in advance.
+- Developers’ Workshop TBD: Martha is following up with interested workshop host and will provide additional details at the next Board meeting
+
+**MEI Community**: If you have questions or agenda items you would like the MEI Board to consider in a future meeting, please reach out to Anna Kijas (anna.kijas at tufts.edu) with your input.