2025-06-09 Meeting notes

15 min

Checking in

All

Pretty standard stuff for this time in the term - last month’s meetings were focused on retrospective activities and teams are finishing up the work of this term.

10 min

Preparations for next term

All

Both cross-Council teams have next term’s vice leads in place. Most other teams do not. While there still may be people who step up, bringing new Council members into vice lead roles fairly early in their term has work pretty well. This also allows for the possibility of team leads serving in a third year org memory/advisory role that is helpful.

New Council Chairs will reach out to the new members later in June. There is less overhead in some areas than in the past - for example, new UAC members have been assigned to teams already.

Given the general economic uncertainty in the U.S. right now, some current or incoming members have concerns about their positions or capacity. We discussed procedures for how to handle mid-term openings and that because there were more nominations for UAC this year than there were openings we essentially a waiting list. We would go to those people first.

We talked about the mechanisms for Google Drive. Reminder that sometimes people use a different address from what they use for other Council business.

20 min

Lessons learned from the term/advice and ideas for future leaders

All

Both

• Support tools that outline what to do and when are really useful - handbook, calendar spreadsheet. Which one you favor probably comes down to individual preferences.

• Having the list of Board meeting dates and report due dates this year was useful. Christine will provide this again once the year’s Board meeting dates are set. There will be a report due in the July-August timeframe that will cover what happened from May to July/August. Sub-teams do a good job of providing most of what’s needed. Can rely on the language of past reports for the rest.

• Icebreakers are fun and helpful for building community. Identifying notetakers may not be necessary if subteams and presenters take responsibility for their own notes.

• Regular leads meetings (monthly or a few times a year; with all leads or only those of a specific council) can be productive and community-building. (UAC did a leads meeting in December since the general meeting doesn’t happen that month.)

UAC

• Try to create the monthly agendas for meetings at the same time each month (about a week before) and send the reminder email at that time.

• Have an outline for the discussion section of the meetings for the year. Look back through previous years for ideas.

• Capacity issues mean participation can be a concern - may be worth exploring in the future if there’s a way to get more participation.

• Keep an eye on workload of User Docs compared to other UAC teams.

TAC

• Already have an overarching theme for next term identified: plugins

• Council service can be a value add for community members - pay attention to what people say they want to learn about in retrospectives and discussions.

• Sustainability is the watchword - don’t overextend yourself or members.

5 min

Anything else?

Thanks for being such good Chairs and good ArchivesSpae citizens, Rebecca and Austin - you’re welcome back anytime!