Notes on Running Council Meetings

Owned by Valerie Addonizio
Last updated: May 13, 2024 by Rachel Searcy
2 min read

Frequency

  • Begin new term with monthly meetings

  • Option: TAC may switch to bimonthly meetings after ~6 mos or around Jan/Feb.

Scheduling

  • Wiki page explains how to schedule Zoom or conference call meetings using ArchivesSpace community resources: https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103881479/Conference+Calls+and+Zoom+Meetings+calendar 

    • Send to members list and archivesspace.calendar@gmail.com 

    • The invite to archivesspace.calendar@gmail.com is for the purposes of having the meeting on the public calendar and reduce the chances of a Zoom conflict. Making an Outlook appointment is sufficient, but do include the calendar address on the invite – you don’t need to reserve meetings within the account itself.

  • Send out an email reminder for the meeting a week before and include a link to the agenda. Make sure to tag people in the agenda as well, especially if they are meant to own a topic within the meeting.

  • Please consider and be sensitive to the timing of major religious holidays for the scheduling of meetings and other events.

Note taking responsibilities 

Each meeting should have a note taker who is not running the meeting. Council may use different methods including rotating alphabetically through members, having Vice Chair take notes, or asking for volunteers. The note taker should also take attendance.

TAC Meetings

In past TAC meetings there has been a moment to celebrate recent contributions by TAC members. This is an optional addition to any agenda. If you wish to do this, these are notes on the activity from a past Chair:

  • Takes approximately 1/2 an hour (maybe an hour for bimonthly meetings) to gather information. 

  • Disclaimer: this is just the way I collect this information--it's not the best way (descriptive, not prescriptive). 

    • Inclusive of all contributions -- documentation as important as code

    • Shoutouts to TAC members. Usually don’t include ASpace program team in the recent contributions shoutouts

  • Listserv: Browse The ArchivesSpace_Users_Group Archives by date. Go to the previous month (or whenever the last TAC meeting was), for example, October 2018 Archives by date. Then click around until I find the first email after our last meeting (looks like it's Server leaking resources? Slows after running a while.). Then head back to the browse by date page and go through the list to see who wrote the emails (you don't have to actually click on individual emails once you've found the first email after our last meeting), looking for TAC members.

  • Code: For each of the repositories (archivesspace, tech-docs, awesome-archivesspace, api-training, at-migration, data-dictionary, archon-migration) on the ArchivesSpace GitHub site, click on Commits, for example (Commits * archivesspace/archivesspace). Then, same thing, keep scrolling and looking at usernames (sometimes I have to click on them to match a username to an actual name), looking for TAC members (until you get to the date of our last TAC meeting).

  • Bugs/new issues: Go to your JIRA System Dashboard, and look at the ArchivesSpace Development Work activity stream. Keep scrolling and looking at names for TAC members (you have to click "Show more ..." when you get to the bottom of the list until you get to the date of our last TAC meeting).