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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 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

Sub-team Workplans and Restrospectives

[being drafted[

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).