2023-08-15 UAC Meeting agenda and notes

Aug 15, 2023 1pm ET/ 12pm CT/ 11am MT/ 10am PT

Call-in Information:

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Meeting ID: 850 2882 8572

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Participants

@Rebecca Baugnon (Vice Chair)

@Susannah Broyles

@Kellen Carpenter (Unlicensed)

@Regina Carra

@Mattie Clear

@William Clements

@Christine Di Bella (Ex-Officio, Program Manager)

@Kelly.Francis

@Matthew Gorham

@Margaret Kidd

@Ryan Lee

@Jaime Margalotti

@Austin Munsell (Ex-Officio, TAC Vice Chair)

@Matthew Neely

@Cory Nimer – regrets

@Mary Pedraza

@Suzanne Reller (Chair)

@Rachel Searcy (Ex-Officio, TAC Chair)

@Keli Schmid - regrets

@Chris Tanguay

@Dillon

@Ashley Williams Clawson

Goals

  • Update members on UAC activities including activities of sub-teams

  • Discussion: Recap new term transitions, ideas for collaboration and continuity

Notetaker

  • @Rebecca Baugnon

Time

Item

Presenter/Facilitator

Notes

Time

Item

Presenter/Facilitator

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

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.

  • 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)