2021-02-12 TAC/UAC Coordinating Committee debrief from leadership meeting
Date
Feb 12, 2021
Attendees
@Brittany Newberry (Unlicensed)
@Daniel Michelson
@Trevor Thornton
@Randy Kuehn
@Kat Stefko
@Christine Di Bella
Notes
Overall
Let’s make this a regular/annual activity – people wanted to have these conversations and it’s a good way to connect people to the framework around the work they’re doing and their investment
Breaking up into small groups for discussion was essential – the way we did this, with rotating facilitators, worked well, because the groups got comfortable with each other. Sometimes facilitators felt like they were coming into the middle of a discussion, but overall it worked out well.
People had a lot to say – it was great that people wanted to engage and had ideas for many improvements.
We are not in crisis. While this was a self-selecting group by virtue of them deciding to come, people seem to enjoy their ArchivesSpace participation and just want to make it better for themselves and others
We should make the benefits of serving on ArchivesSpace Councils clearer to participants/potential participants and stress that it’s mutually beneficial to them and the program.
Greatest concerns were around confusion and lack of consistency across individuals, groups, and terms.
“Intensity” of participation was also a concern – want to be sure to identify small goals that keep in line with an agreed upon bigger picture rather than everyone feeling responsible for large goals – “do what we can” should be a theme for the sub-teams
Some concerns around “lack of community” and wanting opportunities to get to know each other more – addressing this will also help work toward better inclusiveness
Diversity in experience, skills, and demographics is important for individual subteams as well as the councils.
Goal: Better preparation and consistency
Standard orientation across both Councils – offer together and record
If possible, do orientation for new members in June so that ready to go in July
Add videos (that in some cases supplement live training or onboarding) related to using tools like JIRA and Confluence
Reorganize Confluence and get rid of the distinction between current and “historical” work
Goal: Continuity
Three-year initial terms for Council members, with an expectation that those in their second or third year serve in a leadership capacity. (this requires a Bylaws change)
Question on renewability – if someone renews for another three years, should there be an expectation that they are doing that to serve as Chair or Vice Chair? (this might require a Bylaws change, depending on how it’s written/understood) Comment from Brittany: I think that we should consider adding the option to renew for a two year term to be vice chair/chair
As much as possible, enforce the lead/co-lead model for all sub-teams. Cross-Council teams should have both TAC and UAC represented whenever possible. Comment from Dan: I suggest changing the nomenclature to be chair/vice-chair at all levels. Either that or use vice-lead, since I don't think co-lead implies a junior position. Senior/junior lead is another option
As much as possible, build in the expectation that a leader remain with their sub-team after their leadership term is over Comment from Dan: This implies that people will be a vice-lead in their first year
More robust retrospective process, coordinated across the Councils
Communication from term to term, via a “letter” outlining work and priorities and/or continuity of personnel
Make team assignments for the next term for continuing members prior to the end of the current term.
Goal: Greater sense of community and inclusiveness
Rework what is asked in the nominations process – make it more skill and background-based
Have more opportunities for Councils to meet together
More icebreakers and other opportunities for people to get to know each other informally
Council member profiles
“Getting involved” wiki
Goal: More preparation and mentoring specifically for leaders
Provide access to leadership training, possibly LYRASIS offerings and/or new training customized to service with ArchivesSpace