2020-08-19 Meeting notes

19 Aug 2020 2 PM ET/1 CT/12 MT/11 PT

Call info:

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Meeting ID: 480 879 807

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Participants

Joanne Archer
Elizabeth Beckman
Kate Blalack
Regina Carra
Johanna Carll
Lori Dedeyan
Christine Di Bella
Bailey Hoffner
Margaret Turman Kidd
Ashley Knox
Dan Michelson
Matthew Neely - regrets
Brittany Newberry
Cory Nimer
Krista Oldham
Joshua Shaw
Kat Stefko
Althea Topek
Angela White
Trevor Thornton (TAC)
Randy Kuehn (TAC)

Goals

Update members on UAC activities including activities of sub-teams
Notetaker: Daniel Michelson
Discussion topics

Time	Item	Presenter	Updates
5 minutes	Roll Call/Ice Breaker Notetaker: Daniel Michelson	Brittany Newberry (Unlicensed)	Icebreaker: What is one fun thing you are doing these days? Hobby, passion project?
	Welcome New UAC Members	Brittany Newberry (Unlicensed)	7 New UAC Members: Joanne Archer Liz Beckman Regina Carra Bailey Hoffner Margaret Turman Kidd Matthew Neely Cory Nimer
5 minutes	Program Update	Christine Di Bella	release 2.8.0 came out last month; note that you will need to update the LCNAF plugin separately no matter what version you're using due to a change on LC's end Thanks to all who participated in the Annual Member Forum; presentations and recordings now up at ArchivesSpace Member Forum 2020 We're collecting feedback on the antiracism and inclusion ideas that have come out of our community discussions. Please add your thoughts: https://archivesspace.org/archives/6508

10 minutes	Sub-team Reports		Please report updates since the last UAC meeting on May 11
	Development Prioritization	Daniel Michelson	Reviewed 41 Jira tickets. Outgoing co-leads (Lydia Tang and Maggie Hughes) worked with incoming co-leads (Dan Michelson and Randy Kuehn) on leadership transition. Dan and Randy met to discuss ways to improve workflows in the coming year, primarily around improving coordination with other subteams (particularly Usability and Metadata Standards) and increasing communication. First meeting set for September 1.
	Documentation	Krista Oldham (Unlicensed) Johanna Carll	The team, with support from Jessica Crouch, updated documentation or added new pages in support of the launch of version 2.8.0. Pages included relate to setting user preferences in the staff interface, changes to the LCNAF plug-in, and merging top containers. In related work, Jessica also added a page for the resource CSV importer. Outgoing lead Jasmine Jones worked with in-coming co-leads (Johanna Carll and Krista Oldham) on leadership transition. First meeting set for September 14.
	Testing	Joshua Shaw	The testing team performed standard regression testing and tested 35 specific JIRA issues for the 2.8.0 release.
	Usability	Lori Dedeyan (Unlicensed)	We produced and sent out a report on the Collection Organization view of the PUI and received over ten responses. We are discussing how to move forward for the coming year. We had our first meeting of the year and discussed our working methods for reviewing tickets. Worked with outgoing co-lead Lydia Tang on leadership transition.
	Member Engagement	Brittany Newberry (Unlicensed)	Member Engagement will have their first sub-team meeting later this month. We will create a work plan and identify projects for the term. Considering objectives such as a code of conduct and restarting the implementation buddies program.

20 minutes	Discussion	Brittany Newberry (Unlicensed)
	Sub-team Workplans/Retrospectives		Each sub-team needs to review the retrospectives from 2019-2020 and create work plans for 2020-2021. Work plans should be added to the wiki for each sub-team by Sept. 1 (flexible, should be drafted by then, but finalized by mid-late September).
	Vice Chair		Information on Vice Chair: Workload: The workload of the Vice Chair position is fairly light - it’s mostly comprised of familiarizing yourself with the Chair duties to ensure a smooth transition in leadership at the end of the term. It might involve a couple of hours a month, depending on the month. Responsibilities: Occasionally leading a few UAC meetings. Collaborating with UAC Chair to plan UAC meetings, making UAC-related decisions, helping support sub-teams. This typically happens over email and a couple of phone meetings. Attending TAC/UAC Coordinating Committee meetings. The Coordinating Committee serves to facilitate information sharing between the Technical and User Advisory Councils, planning of joint council activities, and sharing feedback from council members for the Governance Board. Looking for new vice-chair, contact Brittany if interested. Open to first year members as well.
	Monthly Meetings?		UAC currently meets bi-monthly. Thoughts on meeting monthly? Dan: How about adding new meetings as necessary? Krista: Is the idea to have the meetings more frequent so that the subteam reports don't take up so much time? Brittany: Focus on discussion, rather than just subteam reports. Have the monthly meeting be led by a specific subteam on a topic of their choosing. Christine: Being able to get to know each other better would be a benefit as well. Agreement with Christine from several others. TAC meets monthly through the end of the calendar year, then switches to bi-monthly. They also have a subteam lead a major portion of each meeting. Angela: Can we increase the amount of discussion without adding new meetings? Brittany: Next month is joint TAC/UAC meeting, let's try monthly meetings starting in October. She'll reach out to subteam leaders to decide who will lead. Can also have outside folks join for discussion purposes.
	Recurring Meetings?		Thoughts on setting up a recurring meeting or continuing to use Doodle poll to schedule? The idea of recurring meetings was popular, Brittany will set them up starting in October.
10 minutes	Other Business		Please check the responsibilities and expectations page for UAC members and contact Brittany with questions.

Participants

Goals

Action Items