2024-12-03 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer (v)

• EAB: Chuck Pavlovski

• OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker:

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Approval of summaries from prior EC meeting @John Towns (5 mins)

   1. 2024-11-12 ACCESS EC Meeting Agenda & Summary

   2. no updates
      
      

2. Planning for ACCESS Quarterly Meeting (virtual)

   1. Next week - December 9 and 10, 2024

   2. Review planned agenda: Dec 2024 (Virtual) ACCESS Quarterly Meeting

      1. https://docs.google.com/spreadsheets/d/1ouuGfEwq4Pan1kW3iBIlzJ3xWBaTBAPDr-CrsIpHozE/edit?gid=0#gid=0

   3. Should we only spend 1 day on this meeting? (we may not have content)

   4. Possibly extend the EC meeting next week to address some of these item and take them off the agenda - 1 1/2 hours

      1. need to uncancel next week’s meeting and add 30 mins

   5. Teams are not ready to do presentations

   6. We do need to get working group updates - we should not lose track of this

   7. Added to lessons learned: ACCESS Lessons Learned on Decisions Made: Oct - Dec 2024Oct - Dec 2024

   8. Joe follow up and see if there is an interest in holding “what are people developing?” - all staff

   9. Send out communication to all staff about changes - Lavanya will draft and send to EC to approve

   10. John will determine if NSF needs to attend
       
       

3. EAB nominations

   1. EAB nominations closed on Wed, 11/27

      1. Total submissions: 66

         1. 54 self nominations

         2. 12 nominated someone else, and 5 out of the 12 submitted their nomination

      2. reviewed process for decisions
         
         

4. Supplements Discussion @John Towns

   1. see email from Nov 26 and 27

   2. Draft text for Supplemental requests: Quarterly Meetings Support Supplement - DRAFT

   3. Open items for discussion. In the past annual costs included:

      1. Jira licenses: $15,000 paid from XSEDE ICR - (Jira and Confluence - not ticketing)

         1. how many do we have? some groups have a large number of licenses and there has not been a conversation to see if they need that many

         2. yes - but make sure we have right number

      2. Google Workspace licenses: $41,040 paid from unspent ACO salary

         1. yes - but make sure we have right number

      3. SC Booth: $52,000 paid for form unspent ACO salary

         1. we should discuss if we really should do this next year

         2. what is the goal of the booth and what are the metrics to measure if we are meeting the goal

         3. Could we have Dina do an SC24 recap and see if it was valuable?

            1. have Dina come talk to EC

      4. PEARC Booth: $10,500 paid from XSEDE ICR – Allocations will cover PEARC25

      5. Other events: ~$10,000 paid from unspent ACO salary

         1. this includes events like Tapia and Grace Hopper at which we have had a presence

         2. We will need to be specific about what events we plan to attend

         3. putting in a placeholder like Tapia is not best since we have already said that it was not a useful place to have a booth

         4. write text including a list we will narrow down later

            1. Shelley will ask Ag for recommendations

      6. DEI WG - looking at needing a scanning license for reviewing text and webpages

         1. $378 per license - could do just 1 license or licenses for each team

         2. there are free options - could look to find a couple

            1. Inclusivity Tool: Website Language Checker | Whole Whale

               1. how to use: https://www.slideshare.net/slideshow/inclusivity-tool-summary/252033045

            2. Gender Decoder: find subtle bias in job ads

      7. Should ACCESS be paying for RP Forum Chair (Jeremy right now) to come to in person quarterly meetings? yes - include travel in ACO budget

5. EC Charter last item @John Towns

   1. previously approved updated EC Charter at our 2024-10-08 ACCESS EC Meeting; an open item remained to be resolved

   2. New draft for this discussion is at ACCESS EC Charter (December 2024)

   3. Need to discuss rotating chair idea.

      1. In the current document, there are comments from Tom regarding the notion of a rotating Facilitator.  This is problematic in that this is the defined role of the ACO.  In any case, we need to hash this out.

      2. Isn’t it prescribed in our solicitation?

         1. Quote: “The ACO will facilitate the creation of an agreed-upon charter and meeting cadence, provide coordination services for in-person and online meetings, track the Executive Council membership, and prepare and disseminate meeting minutes among the members. The ACCESS Executive Council will be expected to meet quarterly and include the NSF cognizant program officer for ACCESS as an ex-officio non-voting observer.”

         2. Tim suggests that it is fine to have ACO as chair.

         3. Stephen is also interested/has a desire in chairing.

      3. facilitator vs chair vs coordinator - which do we want? the review suggested having a chair - the ACO can’t make this decision

         1. what are the different responsibilities - define

         2. John can recirculate info he has sent out previously

      4. Support ACO support and facilitate - have a chair to head the EC

Continue discussion on items below this line next week - finalize discussions from above

6. Consolidated Review Comments @John Towns

   1. Current document: Consolidated ACCESS PY2 Review Comments v4

      1. possible action items/communications added

   2. Need to determine if the EC will take any action items or if we need to send any communications to NSF.

7. EC Program Milestones @John Towns (5 mins)

   1. Updates on milestones reporting by Chuck P:

      1. Added comms milestones from list reported by Dina Meek

      2. All milestones updated as per task - https://access-ci.atlassian.net/browse/ATT-145

4. Meetings To Do Follow Ups

5. Informational Items (10 mins)

   1. RP Forum @Jeremy Fischer

   2. Allocations Stephen Deems

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   6. EAB @Chuck P

      1. EAB nominations closed on Wed, 11/27

         1. Total submissions: 66

            1. 54 self nominations

            2. 12 nominated someone else, and 5 out of the 12 submitted their nomination

         2. Cleaning up the responses and ACO will review submissions and provide EC a slate

   7. OpenCI John Towns

   8. NSF Sharon and Puri

      1. Annual Review - need to start planning - Open to input on style/agenda since it is all virtual
         
         

Misc Topics:

Next EC Meeting:

• December 10, 2024 - extended meeting to 1.5 hours

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board