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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
See also Responsibilities and Expectations
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 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
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