2023-08-15 UAC Meeting agenda and notes

10 mins

Introductions

@Suzanne Reller

Brief introductions for each member

Name, where you work, how long have you been on Council, sub-team(s)

Icebreaker: Do you prefer coffee or tea?

10 mins

UAC Updates

@Suzanne Reller

• Welcome to our new members

  • Susannah Broyles

  • Mattie Clear

  • Will Clements

  • Kelly Francis

  • Matthew Gorham

  • Ryan Lee

  • Jaime Margalotti

  • Dillon Thomas

  • Ashley Williams Clawson

• About this Meeting

  • UAC meets monthly except in December when there will be no meeting. We also have a joint meeting with TAC in September and then again once in the Spring

  • Typically there is an overall UAC report, a report from the Program Manager, and reports from each of the subteams. We also will have a discussion led by a subteam

• Council Documents

  • Council Handbook

  • Google Drive permissions up-to-date

    • Most members should just have access to their subteam folders. If you notice that you do not have access to something, let Suzanne know

• Want to learn more about UAC subteams? Consider joining a 2nd sub-team. Reach out to the Sub-team Lead or Suzanne.

• Our subteams need Vice Leads! Please consider volunteering as a Vice Lead.

5 mins

Program Update

@Jessica Crouch

Jessica Crouch provided the program update on behalf of Christine Di Bella. Jessica works most closely with the User Documentation and Member Engagement sub-teams, however she is available if any other sub-teams wish to meet with her, especially if it involves reaching out to the wider Aspace community.

Brian Hoffman is leaving ArchivesSpace; his position as Technical Lead is under discussion for future recruitment. .

Bailey-Grace Harrell has been hired as the part-time Program Assistant. She will primarily work with Christine and Jessica to support a range of activities relating to events and communications.

5 mins

Sub-team Reports (if any)

Development Prioritization

@Matthew Neely

• Welcomed new subteam members Mattie Clear, Alexander Duryee, Bonnie Gordon, Brianna McLaughlin, Cory Nimer and Dillon Thomas at our August meeting.

• Matthew Neely, Lead, and Matt Strauss (TAC),Vice-Lead, for 2023-2024.

• Reviewed 6 tickets.

• Discussed ideas for 2023-2024 workplan.

Users Documentation

@Rebecca Baugnon

User Docs will hold their first meeting on August 21st with a full agenda. Welcome to new members Kelly Francis and Matthew Gorham!

Testing

@Austin Munsell

• Testing has not yet met but will meet once we have Jira tickets to test.

• A email was sent to members with information on testing procedures.

• The testing team will work on a work plan in the coming weeks.

• Welcome new UAC members: Ashley Williams Clawson and Ryan Lee.

Usability

@Cory Nimer

Member Engagement

@Mary Pedraza

• We are meeting 8/25 to kick off the year, welcome Jaime and Will!

  • Will be in touch with sub-team leads about a joint event soon after.

5 mins

Subteam Workplans

@Suzanne Reller

Suggestions for sub-teams

• Hold first meeting in coming weeks, if you have not already

• Craft work plan for the term--to be presented in September. There is a a new subteam workplan template to help you craft your workplan

• Think about ways to continue cross-team collaboration or community engagement

• Think about any continuity needs of your subteams

15 mins

Discussion: Reviewing the Challenges of Last Term and thinking about workplans for the next term

Topics:

• How can Council Leadership support sub-team work?

• How can we support/improve continuity on subteams?

• Are there ways to make our meetings more engaging?

• Interest in a UAC/TAC Advisory Council Social?

@Suzanne Reller

2022-2023 UAC Retrospective

Suzanne is planning to put together a UAC-wide workplan in addition to the plans created by sub-teams. One focal area will be continuity of information exchange and documentation through times of transition.

Comments:

• Shout-out to involvement of UAC leadership on the Member Engagement sub-team to continue work following member resignations. UAC leadership can attend sub-team meetings if requested.

• Regarding documentation to ensure continuity: Rebecca is planning to create a checklist for incoming chairs of the User Docs sub-team. Other pages were shared in chat that will be useful towards this goal.

  • Leader Guidance (Dev Pri)

  • ArchivesSpace Councils Wiki Organization

  • Yearly Timeline of Council Activities

• Regarding collaboration and communication between sub-teams:

  • Last term, several teams were working on updates to the Digital Objects module, mostly in isolation. Would be a good idea to explore how to promote information exchange for sub-teams working together on similar projects.

  • Last year, it was helpful to have a collaboration goal between sub-teams.

Suzanne will send out a poll for a UAC/TAC social event to be held later in the term.

5 mins

Questions and Final thoughts

@Suzanne Reller

5 mins

Next Steps

@Suzanne Reller

• Joint TAC/UAC Meeting September 27 at 12pm ET/11am CT/10 MT/9am PST

  • Subteam workplans are due at the September meeting

• Fill out the poll for the October and rest of term meetings (In the invite for today’s meeting but will be sent again today)