Composition of Council sub-teams

• Sub-teams may be Council-specific (reporting to either TAC or UAC), or cross-Council (including members from and reporting to both Councils).

• Sub-teams should have a minimum of 4 members.

• Cross-council teams should have a minimum of 2 members from each Council.

• Council members will serve on at least 1 and no more than 2 sub-teams per term.

• To support continuity, sub-team members are encouraged to serve on the same sub-team(s) for the duration of their Council appointment. Exceptions to this can be made at the discretion of Sub-team and Council leadership.

• At the end of each term, requirements for staffing sub-teams for the subsequent term will be determined as Council members complete their appointments. New Council members will be assigned to sub-teams as required and according to members’ skills and interest.

Sub-team leadership

• Each sub-team will have a designated lead and vice-lead. A Council member will serve in each role for one full term, with the vice-lead succeeding as lead in the following term. At the end of the term, a new vice-lead for the next term will be selected from the sub-team membership. The selected vice-lead must have at least 2 years remaining in their term (or be willing to stand for re-appointment at the end of their first term).

• Cross-council teams should have a lead representing one council and vice-lead representing the other. This will guarantee that leadership of the sub-team will alternate between the two Councils.

• The sub-team lead will schedule and run meetings and be responsible for reporting the work of the sub-team to their respective Council and quarterly reports. The vice-lead will assist the chair as needed and appropriate.

Sub-team responsibilities

• Sub-team meeting attendance is required. If a team member must miss a meeting it will be that member’s responsibility to notify the team lead in advance and review the meeting notes following the meeting.

• At the beginning of each term, each sub-team will draft a work plan for the year, informed by priorities suggested by the sub-team at the end of the prior term.

• At the end of each term, each sub-team will draft a retrospective of the sub-team’s activities for the year, to include:

  • An overview of major activities for the year

  • Discussion of any items from the work plan that were not completed

  • Recommended priorities for the next term

Sub-team meetings

• Most sub-teams typically meet monthly, at a regularly scheduled and mutually convenient time. If a sub-team’s work is closely aligned to the ArchivesSpace release schedule (e.g. Testing), regular monthly meetings may not be necessary. Some Leads or Council Chairs elect to us the same time every month, others create separate Doodle polls for each meeting.

• Subteam leaders may use whatever scheduling and video conferencing software they choose, but typically meeting times are established by free Doodle polls and Leads and Chairs use Zoom accounts to host and run meetings. Subteam Leads that wish to wish to use the community Zoom account (provided by LYRASIS) should review DRAFT Community Zoom Account Guidelines for more information on how to access that free resource.

• Leads are encouraged to create Doodle polls and send meeting invites well in advance of meeting times. Schedule meetings promptly so that meeting availability is not impacted by delays in picking a date.

• Ahead of each meeting:

  • Schedule the meeting using your web conferencing software of choice and give your members appropriate notice

  • Create an agenda DRAFT Meeting Notes Template

  • Send a calendar invite with the date, time, and link to the agenda, and meeting software link/invite

• In each meeting:

  • Designate a note-taker, either ahead of time, on a cycle, or a call for a volunteer

• After each meeting:

  • Consider assigning action items and follow-up email reminders about pending work or decisions

Terms

Council terms are 3 years beginning in July of the year a member joined and ending at the end of June three years later, i.e. July 2022-June 2025. Extensions of one year are permitted in cases where the extension will aid in leaderships transition (i.e. allow a Vice Lead in their last year of service to extend for one additional year in order to be Lead for that period).