2024-08-26 TAC meeting notes

15 min

Welcome New Members and Introductions!

Austin Munsell

Introduce yourself!

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

🧊 Icebreaker: What is the best condiment?

2 minutes

Roster Updates

Austin Munsell

👋 A warm welcome to our newest members:

• Michael Andrec

• Frank Foss

• Stacy Haponik

• Ojas Kadu

• Mary Kidd

• Elizabeth Peters

• Corey Schmidt

• Dustin Stokes

Recording of the orientation was sent to all new members

3 min

About This Meeting

Austin Munsell

• This group meets monthly for the first half of the term; there is potential to move to bi-monthly in 2024 but that did not happen for the last two years

• Meetings typically consist of:

  • Overall TAC report

  • Report from ArchivesSpace program manager

  • Report from each sub-team, usually by sub-team Lead, on recent work

  • Block of time for discussion (as a whole or in subteams) around a particular topic, demo, skillshare, or guest speaker (more tbd)

  • Open Mic at end

5 minutes

Program Update

Christine Di Bella

• program update’s intention: to hit highlights, provide details relevant to TAC

• Member Forum: very successful in-person in Chicago as well as virtual (last week); recordings forthcoming (including Digital Objects workshop)

• Expect to hold in-person MF at SAA next year (in Anaheim)

• Release of 4.0 is imminent! Includes infrastructure changes. Going into regression testing soon. Things to look out for: plugin compatibility; Java support (from 8 and 11 to 11+, dropping 8)--outreach is ongoing

• Webinar to be held in October on submitting ideas and feature requests

5 minutes

The Year Ahead

Austin Munsell

📆 Yearly Timeline of Council Activities : this page in the Council Handbook gives a month-by-month breakdown of Council activities, as well as who is responsible for those activities.

• Terms begin in July and end in June. In June and July there is typically little Council work outside of the Chair’s responsibilities.

• Joint TAC/UAC meetings are held twice a year, once early in the term (usually September) and again towards the end of the term.

• Workplans are due and presented at the first joint meeting on September 11.

• Quarterly reports to the Governance Board in August, October, January, and May

• Cancel December or January meeting?

• There is a possibility of going bimonthly for the second half of the year. This has not happened for the last few years. We can assess in January.

• Online member forum in the spring – Council participation is strongly encouraged.

• Most Council work wraps up in June. Sub-teams complete a retrospective and work to make term-to-term transition as easy as possible.

• Sub-teams usually meet monthly, although this can vary based on the work and needs of the sub-team (e.g., Testing).

10 min

Sub-team Updates (if any)

Development Prioritization:
Matt Strauss

Metadata Standards:
Diane Biunno

Technical Documentation:
Bonnie Gordon

Testing:
Michelle Paquette

It’s okay if you don’t have an update for the first meeting of term, but you will have to say something in September 🥴

• Development Prioritization:

  • Provided orientation for new members in July

  • Reviewed 7 tickets at August meeting

  • Held Initial discussion of work plan, which could include seeking community input on certain tickets, standardizing JIRA ticket editing, and supporting ticket submission efforts

• Metadata Standards:

  • The sub-team met on 8/6. Welcome and onboarding of new members.

  • Discussed EAD 4.0 and implications for ASpace with Alex Duryee (Technical Subcommittee for Encoded Archival Standards - SAA) and offered feedback/suggestions.

  • Reviewed presentation for the ASpace member forum/SAA about the community survey.

  • Finalize work plan during next meeting on 9/3.

• Technical Documentation:

  • Had onboarding calls in July for new members.

  • Met on August 22.

  • Started to draft work plan; themes included preparing for the next major release, encouraging community participation, and the API docs.

• Testing:

  • Initial meeting and completed Jira testing assignments for 13 tickets.

10 min

TAC Business

Austin Munsell

• Documentation and Workspaces:

  • Council Handbook

  • Atlassian accounts for Confluence and JIRA, and Google Drive permissions should be up-to-date; if you or a member of your team do not have access to something you should, let me know!

• Expectations for sub-teams:

  • Hold first meeting, if you have not already

  • Craft workplan for the term, to be presented at the TAC/UAC meeting in September

  • Identify sub-team Vice Leads (earlier the better)

• Expectations for all:

  • ⏰ Attendance and Engagement:

    • Attendance and/or contributions to Council meetings. Participation in discussions.

    • Attendance and/or contributions to sub-team meetings. Communication with your sub-team lead(s) if you cannot attend or complete tasks.

  • 🌱 Council as Community:

    • Support your fellow Council members

    • Abide by Code of Conduct

    • Abide by Community Agreements

  • 🙋‍♀️ Leading by example when possible:

    • Answering questions on AS lists

    • Commenting/voting on JIRA tickets

    • Code contributions

    • Participating in ArchivesSpace community programs and events

• Goals for the term:

  • Continue with what seemed to resonate based on last year’s retrospective, including “small group discussions and guest speakers, especially the session with the ArchivesSpace developers”

  • Earlier identification of vice-leads

• Themes for the term: continuity, sustainability

10 minutes

Workplans

Austin Munsell

What goes in a workplan:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3137994933/Guidelines+for+ArchivesSpace+Council+Sub-Teams#Sub-team-Workplans

Workplans

• Identify overall goals for the term

• Identify specific tasks or projects to accomplish

• Optional: identify opportunities for new or continued collaboration with other sub-teams (both within TAC and across to UAC)

• Optional: identify themes for how you intend to approach your work

• Optional: identify projects or areas that are out-of-scope for the term

Methods:

• Review your sub-team’s workplan and retrospective from the previous year

• Be realistic! Small, achievable goals are important!

• Think long-term about maintenance

• Feel empowered to be creative

Other notes about workplans:

• Sub-team Leads will be asked to present a summary of their workplans at the September TAC/UAC meeting

• TAC and UAC Chairs and Co-Chairs will meet after the September meetings to review all workplans to identify areas for support or further collaboration

3 min

Open Mic

Suggestions from open mic:

2 min

Closing Notes

Austin Munsell

• Future TAC meetings: 4th Monday at 2pm EST/11am PST (10/28, 11/25, 12/23-we will probably skip this one, 1/27, 2/24, 3/24, 4/28, 5/26, 6/23)

• If you are interested in coordinating topics for future meetings, let me know!

• We will hold our first Joint TAC/UAC Meeting on September 11