2020-03-23 TAC/UAC Coordinating Committee Meeting notes

5 min

Project update

Christine

10 min

Transition to a single Board liaison, other relevant items discussed at 3/12 Board meeting

Kat/Peter

Group agreed that a single liaison after Peter rotates off the Board will be sufficient.

10 min

Shared document workspace/storage for TAC and UAC groups

All

Confluence will continue to be the system of record for materials like rosters, meeting minutes, reports, and policy/process documents, but working documents need a better collaborative workspace. Consensus was that a LYRASIS-managed Google Drive should take care of the issue. Council leaders will reach out to their Councils to verify that this meets their needs. Will be implemented so that those rotating off can move their docs over and orientations for new members and sub-teams will include this info. Lydia will draft some best practices for document management for teams.

15 min

Reaching out to members/any need for adjustments to expectations or work of TAC/UAC/constituent groups due to COVID-19 impact?

Council leaders are interested in additional ways to support the community. TAC and UAC Leaders were in agreement that opening up the user manual (Help Center) to non-members during this time would be in keeping with the spirit of the time. There are some challenges associated with this, both logistically and as part of ArchivesSpace’s sustainability model. Some ideas for financial support to members such as extending the current membership term or providing bridge memberships or scholarships for those who are struggling were also discussed. The Board will discuss these ideas further.

The Council leaders will send a joint email to their members offering support and asking them to reach out if they (as individuals or as teams) need expectations to change about projects or participation.

Consider shifting the appointment terms to loosely align with the annual member forum to enable Council on-boarding/team building? (just an idea)

Shifting appointment terms would require a change to the Bylaws. The summer months are difficult no matter what. SAA (and thus the Member Forum) move around a bit, ranging from mid-July to mid-August. Most felt that the improvements to onboarding and cross-Council work have made getting off to a good start easier.