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• 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 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 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

Sub-team Workplans and

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Retrospectives

[being drafted[this section is a work in progress]

Workplans and how they are drafted will vary by term and especially by team. The best way to understand workplans is to review prior plans for your team. If you are a new team, or a Lead that was not involved in the drafting of your prior workplan, here is some generalized advice on the process.

When considering the work for a new term, it is helpful to understand that term activities tend to be made up of routine work (that work which repeats every year and is considered the core of the work) and new projects and initiatives (or discrete projects taken on during a term). Balancing these two types of work is the goal of the workplan and the challenge of subteam leadership.

Some teams focus primarily on routine work and do not take on new projects on a term-by-term basis. The real goal is simply to set reasonable expectations for your work, agreed on them as a group, and then the Lead should use the workplan to check in on progress and realign (if needed) through term.

To define routine work, start with your subteam’s charter or description, which is recorded on the parent page for each team. You can find these either by navigating to your subteam’s page on the left side of the wiki, or navigating to the following page, where all the subteam descriptions exist in one place: About the ArchivesSpace Councils

To define project work, start with the prior term’s retrospective. You can find your team’s last retrospective by navigating to the prior term’s pages in the wiki.

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).